HomeMy WebLinkAboutItem 10d - Landscape Maintenance ServicesProfessional Services Agreement for Landscape Maintenance Services
November 20, 2018
Page 1 of 3
DATE: November 20, 2018
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Jacquelyn Mercado, Management Analyst
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH MARIPOSA
LANDSCAPES, INC. FOR LANDSCAPE MAINTENANCE SERVICES IN
THE AMOUNT OF $522,936
Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) is responsible for the landscape
maintenance of all City-owned landscaped areas. To ensure the City is receiving the
highest quality of service and most competitive pricing for professional landscape
services, the PWSD solicited a formal request for proposals (“RFP”). Based on the
evaluated proposals, it is recommended that the City Council approve, and authorize
and direct the City Manager to execute a Professional Services Agreement with
Mariposa Landscapes, Inc., for landscape maintenance services in an amount not to
exceed $522,936, with the option of three one-year extensions.
DISCUSSION
The Public Works Services Department is responsible for the maintenance of all City-
owned landscaped areas. This includes medians, parkways, parks, water facilities,
parking districts, and City-owned facilities (e.g., Civic Center, Library, Community
Center, etc.). An RFP was published in the City’s adjudicated newspaper and RFP
packages were provided to 11 contractors who provide landscape maintenance
services. On October 4, 2018, the City Clerk received three proposals.
All proposals received were evaluated based on their experience, qualifications ,
understanding of the needs of the City, quality of service approach, and cost. The
results of the evaluation with each company’s ranking and proposed cost are as follows:
Professional Services Agreement for Landscape Maintenance Services
November 20, 2018
Page 2 of 3
Company Name Ranking Score Proposed Total
Contract Cost
Mariposa Landscapes, Inc. 1 95% $522,936.00
BrightView 2 82% $584,898.07
CLS Landscape Management, Inc. 3 75% $1,124,669.40
After careful review and consideration, it was determined that Mariposa Landscapes,
Inc. (“Mariposa”) is the most qualified contractor to perform the required landscape
maintenance services. Currently, the City is paying $506,498.38 for landscape
maintenance services with Mariposa and the new proposed total annual cost for these
services is $522,936, an approximate 3.24% increase of $16,437.62.
Mariposa’s initial proposal included a monthly price of $781 to provide landscape
maintenance services (irrigation checks, litter, and weed control) of three freeway on/off
ramps once a month. The PWSD met with Mariposa regarding the need to have the
on/off ramps maintained weekly and Mariposa agreed to this at no additional cost to the
City. This is an estimated annual savings of about $28,116. Mariposa is the City’s
current service provider and has been responsive to requests from City staff and
provided quality landscape maintenance services for the past four years. Some of their
current municipal contracts include the Cities of Rancho Cucamonga, Santa Ana, and
Tustin. A copy of the Professional Services Agreement with Mariposa is attached.
ENVIRONMENTAL IMPACT
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
Funding for landscape maintenance services is budgeted in each Department’s contract
services Operating Budget for Fiscal Year 201 8-19. Since the contract is split over two
fiscal years, there is sufficient funding in each Department’s operating budget for the
proposed increase. The Public Works Services Department will work with each City
Department during next year’s budget preparation to adjust budgets to reflect the
current cost for landscape maintenance services.
Professional Services Agreement for Landscape Maintenance Services
November 20, 2018
Page 3 of 3
RECOMMENDATION
It is recommended that the City Council approve, and authorize and direct the City
Manager to execute a Professional Services Agreement with Mariposa Landscape s,
Inc. for Landscape Maintenance Services in an amount not to exceed $522,936, with
the option of three one-year extensions.
Attachment: Proposed Professional Services Agreement
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CITY OF ARCADIA
PROFESSIONAL SERVICES AGREEMENT REGARDING
LANDSCAPE MAINTENANCE SERVICES
1. PARTIES AND DATE.
This Agreement is made and entered into this ____ day of ______________,
20___ by and between the City of Arcadia, a charter city organized under the
Constitution and laws of the State of California with its principal place of business at 240
West Huntington Drive, Arcadia, California 91066-6021 ("City") and Mariposa
Landscapes, Inc., a California Corporation with its principal place of business at 6232
Santos Diaz Street, Irwindale, California 91702 ("Contractor"). City and Contractor are
sometimes individually referred to as “Party” and collectively as “Parties.”
2. RECITALS.
2.1 Consultant.
Contractor desires to perform and assume respon sibility for the provision of
certain professional services required by the City on the terms and conditions set forth
in this Agreement. Contractor represents that it is experienced in providing landscape
maintenance services to public clients, is licensed in the State of California, and is
familiar with the plans of City.
2.2 Project.
City desires to engage Contractor to render such services for the Landscape
Maintenance Services Project (“Project”) as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Contractor promises and agrees to
furnish to the City all labor, materials, tools, equipment, services, and incidental and
customary work necessary to fully and adequately supply the profession al landscape
maintenance services necessary for the Project ("Services"). The Services are more
particularly described in Exhibit "A" attached hereto and incorporated herein by
reference. All Services shall be subject to, and performed in accordance with , this
Agreement, the exhibit attached hereto and incorporated herein by reference, and all
applicable local, state and federal laws, rules and regulations.
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3.1.2 Term. The term of this Agreement shall be for the period of one
year starting from date of execution, unless earlier terminated as provided herein.
Contractor shall complete the Services within the term of this Agreement, and shall
meet any other established schedules and deadlines.
3.1.3 Incorporation of Documents. This Agreement includes and hereby
incorporates in full Performance Bond, Payment Bond, and Exhibit “D” by reference of
the following documents including all attachments and addenda thereto: RFP No. PWS -
10-2018
a. SECTION 1. Request for Proposal Summary and Instructions
b. SECTION 2. Schedule and Evaluation/Selection Process
c. SECTION 3. Proposal Format and Content
d. SECTION 4. Submittal Requirements
e. SECTION 5. Terms and General Conditions
f. SECTION 6. Special Provisions
g. SECTION 7. Attachments
3.2 Responsibilities of Consultant.
3.2.1 Control and Payment of Subordinates; Independent Contractor .
The Services shall be performed by Consultant or under its supervision. Consultant will
determine the means, methods and details of performing the Services subject to the
requirements of this Agreement. City retains Consultant on an independent contractor
basis and not as an employee. Consultant retains the right to perform similar or
different services for others during the term of this Agreement. Any additional personnel
performing the Services under this Agreement on behalf of Consultant shall also not be
employees of City and shall at all times be under Consultant's exclusive direction and
control. Consultant shall pay all wages, salaries, and other amounts due such
personnel in connection with their performance of Services under this Agreement and
as required by law. Consultant shall be responsible for all reports and obligations
Attachment A Weekly Irrigation Report
Attachment B Controller Locations and Type
Attachment C Sample Deficiency Report
Attachment D Oleander & Tall Bush Location & Categories
Attachment E Downtown Streetscape / Parking District 1 & 2
Maintenance Guidelines
Attachment F Sample Irrigation Systems Repair Notification Form
Attachment G Civic Center Athletic Field Maintenance
Requirements
Attachment H Transit Plaza
Attachment I 210 Freeway On/Off Ramps
Attachment J Maps
Attachment K Proposal Pricing Forms
Attachment L Required Pest Control Applicators License Form
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respecting such additional personnel, including, but not limited to: social security taxes,
income tax withholding, unemployment insurance, disability insurance, and workers'
compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services
expeditiously, within the term of this Agreement, and in accordance with the Schedule of
Services set forth in Exhibit "B" attached hereto and incorporated herein by reference.
Consultant represents that it has the professional and technical personnel required to
perform the Services in conformance with such conditions. In order to facilitate
Consultant's conformance with the Schedule, City shall respond to Consultant's
submittals in a timely manner. Upon request of City, Consultant shall provide a more
detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Consultant shall be subject to the prior written approval of City.
3.2.4 Substitution of Key Personnel. Contractor has represented to City
that certain key personnel will perform and coordinate the Services under this
Agreement. Should one or more of such personnel become unavailable, Contractor
may substitute other personnel of at least equal competence upon prior written approval
of City. In the event that City and Contractor cannot agree as to the substitution of key
personnel, City shall be entitled to terminate this Agreement for cause. As discussed
below, any personnel who fail or refuse to perform the Services in a manner acceptable
to the City, or who are determined by the City to be uncooperative, incompetent, a
threat to the adequate or timely completion of the Project or a threat to the safety of
persons or property, shall be promptly removed from the Project by the Contractor at
the request of the City. The key personnel for performance of this Agreement are as
follows: Terry Noriega, President.
3.2.5 City’s Representative. The City hereby designates Tom Tait, Public
Works Services Director, or his or her designee, to act as its representative for the
performance of this Agreement (“City’s Representative”). City’s Representative shall
have the power to act on behalf of the City for all purposes under this Contract.
Contractor shall not accept direction or orders from any person other than the City’s
Representative or his or her designee.
3.2.6 Contractor’s Representative. Contractor hereby designates Terry
Noriega, President, or his or her designee, to act as its representative for the
performance of this Agreement (“Contractor’s Representative”). Contractor’s
Representative shall have full authority to represent and act on behalf of the Contractor
for all purposes under this Agreement. The Contractor’s Representative shall supervise
and direct the Services, using his best skill and attention, and shall be responsible for all
means, methods, techniques, sequences and procedures and for the satisfactory
coordination of all portions of the Services under this Agreement.
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3.2.7 Coordination of Services. Consultant agrees to work closely with
City staff in the performance of Services and shall be available to City's staff,
consultants and other staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees . Consultant shall
perform all Services under this Agreement in a skillful and competent manner,
consistent with the standards generally recognized as being employed by professionals
in the same discipline in the State of California. Consultant represents and maintains
that it is skilled in the professional calling necessary to perform the Services. Finally,
Consultant represents that it, its employees and subcontractors have all licenses,
permits, qualifications and approvals of whatever nature that are legally required to
perform the Services, including a City Business License, and that such licenses and
approvals shall be maintained throughout the term of this Agreement. As provided for in
the indemnification provisions of this Agreement, Consultant shall perform, at its own
cost and expense and without reimbursement from the City, any services necessary to
correct errors or omissions which are caused by the Consultant’s failure to comply with
the standard of care provided for herein. Any employee of the Consultant or its sub-
consultants who is determined by the City to be uncooperative, incompetent, a threat to
the adequate or timely completion of the Project, a threat to the safety of persons or
property, or any employee who fails or refuses to perform the Services in a manner
acceptable to the City, shall be promptly removed from the Project by the Consultant
and shall not be re-employed to perform any of the Services or to work on the Project.
3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of
and in compliance with all local, state and federal laws, rules and regulations in any
manner affecting the performance of the Project or the Services, including all Cal/OSHA
requirements, and shall give all notices required by law. Consultant shall b e liable for all
violations of such laws and regulations in connection with Services. If the Consultant
performs any work knowing it to be contrary to such laws, rules and regulations and
without giving written notice to the City, Consultant shall be sole ly responsible for all
costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials,
directors, officers, and employees free and harmless, pursuant to the indemnification
provisions of this Agreement, from any claim or liabilit y arising out of any failure or
alleged failure to comply with such laws, rules or regulations.
3.2.9.1 Immigration Reform and Control Act. Consultant
acknowledges that Consultant, and all subcontractors hired by Consultant to perform
services under this Agreement, are aware of and understand the Immigration Reform
and Control Act ("IRCA"). Consultant is and shall remain in compliance with the IRCA
and shall ensure that any subcontractors hired by Consultant to perform services under
this Agreement are in compliance with the IRCA. In addition, Consultant agrees to
indemnify, defend and hold harmless the City, its directors, officials, officers and
employees, from any liability, damages or causes of action arising out of or relating to
any claims that Consultant's employees, or the employees of any subcontractor hired by
Consultant, are not authorized to work in the United States for Consultant or its
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subcontractor and/or any other claims based upon alleged IRCA violations committed
by Consultant or Consultant's subcontractor(s).
3.2.10 Insurance.
3.2.10.1 Time for Compliance. Consultant shall not
commence Work under this Agreement until it has provided evidence satisfactory to the
City that it has secured all insurance required under this section. In addition, Consultant
shall not allow any subcontractor to commence work on any subcontract until it has
provided evidence satisfactory to the City that the subcontractor has secured all
insurance required under this section; provided, however, that in lieu thereof, the
Consultant may provide evidence to the City that all subcontractors are additional
insureds under the Consultant’s policies of insurance.
3.2.10.2 Minimum Requirements. Consultant shall, at its
expense, procure and maintain for the duration of the Agreement insurance against
claims for injuries to persons or damages to property which may arise from or in
connection with the performance of the Agreement by the Consultant, its agents,
representatives, employees, subcontractors and volunteers. Consultant shall also
name and obtain insurer’s consent to naming City, its directors, officials, officers, and
employees as an additional insured with proof of certificate of insurance that they are an
additional insured. Such insurance shall meet at least the following minimum levels of
coverage:
(A) Minimum Scope of Insurance. Coverage shall be
when commercially available (occurrence based) at least as broad as the latest version
of the following: (1) General Liability: Insurance Services Office Commercial General
Liability coverage for premises and operations, contractual liability, personal injury,
bodily injury, independent contractors, broadform property damage, explosion, collapse,
and underground, products and completed operations; (2) Automobile Liability:
Insurance Services Office Business Auto coverage for any auto owned, leased, hired,
and borrowed by Contractor or for which Contractor is responsible; and (3) Workers’
Compensation and Employer’s Liability: Workers’ Compensation insurance as required
by the State of California and Employer’s Liability Insurance.
The City, its directors, officials, officers, and employees shall be listed as additional
insured. Any deductibles or self -insured retentions must be declared to and approved
by City and conform to the requirements provided in Section 3.2.10.6 herein.
(B) Minimum Limits of Insurance. Contractor shall maintain
limits no less than: (1) General Liability: $1,000,000 combined single limit per
occurrence for bodily injury, personal injury and property damage, with an aggregate
limit of $1,000,000. If Commercial General Liability Insurance or other form with general
aggregate limit is used, either the general aggregate limit shall apply separately to this
Agreement/location or the general aggregate limit shall be twice the required
occurrence limit; (2) Automobile Liability: $1,000,000 combined single limit per accident
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for bodily injury and property damage; and (3) Workers’ Compensation and Employer’s
Liability: Workers’ Compensation limits as required by the Labor Code of the State of
California. Employer’s Liability limits of $1,000,000 per accident for bodily injury or
disease.
3.2.10.3 Professional Liability. INTENTIONALLY OMITTED
3.2.10.4 Insurance Endorsements. The insurance policies
shall contain the following provisions, or Consultant shall provide endorsements on
forms supplied or approved by the City to add the following provisions to the insurance
policies:
(A) General Liability. The general liability policy shall be
endorsed to state that: (1) the City, its directors, officials, officers, and employees shall
be covered as additional insured with respect to liability arising out of Services
operations and for completed operations performed by o r on behalf of the Consultant,
including materials, parts or equipment furnished in connection with such work; and (2)
the insurance coverage shall be primary insurance as respects the City, its directors,
officials, officers, and employees, or if excess, shall stand in an unbroken chain of
coverage excess of the Consultant’s scheduled underlying coverage. Any insurance or
self-insurance maintained by the City, its directors, officials, officers, employees and
volunteers shall be excess of the Consultant’s insurance and shall not be called upon to
contribute with it in any way.
(B) Automobile Liability. The automobile liability policy
shall be endorsed to state that: (1) the City, its directors, officials, officers, and
employees shall be covered as additional insureds with respect to the ownership,
operation, maintenance, use, loading or unloading of any auto owned, leased, hired or
borrowed by the Consultant or for which the Consultant is responsible; and (2) the
insurance coverage shall be primary insurance as respects the City, its directors,
officials, officers, and employees, or if excess, shall stand in an unbroken chain of
coverage excess of the Consultant’s scheduled underlying coverage. Any insurance or
self-insurance maintained by the City, its directors, officials, officers, and employees
shall be excess of the Consultant’s insurance and shall not be called upon to contribute
with it in any way.
(C) Workers’ Compensation and Employers Liability
Coverage. The insurer shall agree to waive all rights of subrogation against the City, its
directors, officials, officers, and employees for losses paid under the terms of the
insurance policy which arise from work performed by the Consultant.
(D) All Coverages. Each insurance policy required by this
Agreement shall be endorsed to state that: (A) coverage shall not be, reduced or
canceled except after thirty (30) days prior written notice by certified mail, return receipt
requested of cancellation, of intended non-renewal or endorsement reduction in limit or
scope of coverage; provided, however, that in the event of cancellation due solely to
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non-payment of premium, ten (10) days notice of cancellation for non -payment of
premium may instead be given to the City.; and (B) any failure to compl y with reporting
or other provisions of the policies, including breaches of warranties, shall not affect
coverage provided to the City, its directors, officials, officers, and employees.
3.2.10.5 Separation of Insureds; No Special Limitations. All
insurance required by this Section shall contain standard separation of insureds
provisions. In addition, such insurance shall not contain any special limitations on the
scope of protection afforded to the City, its directors, officials, officers, and employees.
3.2.10.6 Deductibles and Self-Insurance Retentions. Any
deductibles or self-insured retentions must be declared to and approved by the City.
Consultant shall guarantee that, at the option of the City, either: (1) the insurer shall
reduce or eliminate such deductibles or self -insured retentions as respects the City, its
directors, officials, officers, and employees; or (2) the Consultant shall procure a bond
guaranteeing payment of losses and related investigation costs, claims and
administrative and defense expenses.
3.2.10.7 Acceptability of Insurers. Insurance is to be placed
with insurers with a current A.M. Best’s rating no less than A:VII, admitted or approved
to do business in California, and satisfactory to the City.
3.2.10.8 Verification of Coverage. Consultant shall furnish City
with complete and accurate copies of current certificates of insurance and
endorsements effecting coverage required by this Agreement on forms satisfactory to
the City. The certificates and endorsements for each insurance policy shall be signed
by a person authorized by that insurer to bind coverage on its behalf, and shall be on
forms provided by the City if requested. Copies of all certificates and endorsements
must be received and approved by the City before work commences. The City reserves
the right to require complete, certified copies of all required insurance policies, at any
time.
3.2.10.9 Safety. Consultant shall execute and maintain its
work so as to avoid injury or damage to any person or property. In carrying out its
Services, the Consultant shall at all times be in compliance with all applicable local,
state and federal laws, rules and regulations, and shall exercise all necessary
precautions for the safety of employees appropriate to the nature of the work and the
conditions under which the work is to be performed. Safety precautions as applicable
shall include, but shall not be limited to: (A) adequate life protection and life saving
equipment and procedures; (B) instructions in accident prevention for all employees and
subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang
planks, confined space procedures, trenching and shoring, equipment and other safety
devices, equipment and wearing apparel as are necessary or lawfully required to
prevent accidents or injuries; and (C) adequate facilities for the proper inspection and
maintenance of all safety measures.
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3.2.10.10 Material Breach. Lack of insurance does not negate
Consultant’s obligations under this Agreement. Maintenance of proper insurance
coverage is a material element of this Agreement and failure to maintain or renew
coverage or to provide evidence of renewal may be treated by the City as a material
breach of the Agreement.
3.3 Fees and Payments.
3.3.1 Compensation. Contractor shall receive compensation, including
reimbursements which receive the City’s prior written authorization, for all Services
rendered under this Agreement at the rates set forth in Exhibit "A" attached hereto and
incorporated herein by reference. The total compensation shall not exceed Five
Hundred Twenty-Two Thousand, Nine Hundred Thirty-Six Dollars and No Cents,
($522,936.00) without written approval of the City Manager. Extra Work may be
authorized, as described below, and if authorized, will be compensated at the rates and
manner set forth in this Agreement.
3.3.2 Payment of Compensation. Consultant shall submit to City a
monthly itemized statement which indicates work completed and hours of S ervices
rendered by Consultant. The statement shall describe the amount of Services and
supplies provided since the initial commencement date, or since the start of the
subsequent billing periods, as appropriate, through the date of the statement. City
shall, within forty-five (45) days of receiving such statement, review the statement and
pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed
for any expenses unless prior written authorization is obtained from the City.
3.3.4 Extra Work. At any time during the term of this Agreement, City
may request that Consultant perform Extra Work. As used herein, "Extra Work" means
any work which is determined by City to be necessary for the proper completi on of the
Project, but which the parties did not reasonably anticipate would be necessary at the
execution of this Agreement. Consultant shall not perform, nor be compensated for,
Extra Work without prior written authorization from City's Representative.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Consultant shall maintain complete
and accurate records with respect to all costs and expenses incurred under this
Agreement. All such records shall be clearly identifiable. Consultant shall allow a
representative of City during normal business hours to examine, audit, and make
transcripts or copies of such records and any other documents created pursuant to this
Agreement. Consultant shall allow inspection of all work, data, documents, procee dings,
and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement.
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3.5 General Provisions.
3.5.1 Termination of Agreement.
3.5.1.1 Grounds for Termination. City may, by written notice
to Consultant, terminate the whole or any part of this Agreement at any time and without
cause by giving written notice to Consultant of such termination, and specifying the
effective date thereof, at least seven (7) days before the effective date of suc h
termination. Upon termination, Consultant shall be compensated only for those services
which have been adequately rendered to City, and Consultant shall be entitled to no
further compensation. Consultant may not terminate this Agreement except for caus e.
A termination without cause by City shall not act as or be deemed a waiver of any
potential known or unknown City claims associated with Consultant’s performance prior
to the date of termination.
3.5.1.2 Effect of Termination. If this Agreement is terminated
as provided herein, City may require Consultant to provide all finished or unfinished
Documents and Data and other information of any kind prepared by Consultant in
connection with the performance of Services under this Agreement. Consultant s hall be
required to provide such document and other information within fifteen (15) days of the
request.
3.5.1.3 Additional Services. In the event this Agreement is
terminated in whole or in part as provided herein, City may procure, upon such terms
and in such manner as it may determine appropriate, services similar to those
terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this
Agreement shall be given to the respective parties at the following address, or at such
other address as the respective parties may provide in writing for this purpose:
Contractor:
Mariposa Landscapes, Inc.
6232 Santos Diaz Street
Irwindale, CA 91702
Attn: Terry Noriega, President
City:
City of Arcadia
240 West Huntington drive
Arcadia, CA 91007
Attn: Dave Thompson, Streets Superintendent
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Such notice shall be deemed made when personally delivered or when mailed, forty -
eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and
addressed to the party at its applicable address. Actual notice shall be deemed
adequate notice on the date actual notice occurred, regardless of the method of service.
3.5.3 Ownership of Materials and Confidentiality.
3.5.3.1 Documents & Data; Licensing of Intellectual Property.
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual
property embodied in plans, specifications, studies, drawings, estimates, and other
documents or works of authorship fixed in any tangible medium of expression, including
but not limited to, physical drawings or data magnetically or otherwise recorded on
computer diskettes, which are prepared or caused to be prepared by Consultant under
this Agreement (“Documents & Data”). Consultant shall require all subcontractors to
agree in writing that City is granted a non-exclusive and perpetual license for any
Documents & Data the subcontractor prepares under this A greement. Consultant
represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard
to Documents & Data which were prepared by design professionals other than
Consultant or provided to Consultant by the City. City shall not be limited in any way in
its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City’s sole risk.
3.5.3.2 Confidentiality. Except as otherwise required by
California law, all ideas, memoranda, specifications, plans, procedures, drawings,
descriptions, computer program data, input record data, written information, and other
Documents and Data either created by or provided to Consultant in connection with the
performance of this Agreement shall be held confidential by Consultant. Such materials
shall not, without the prior written consent of City, be used by Consultant for any
purposes other than the performance of the Services. Nor shall such materials be
disclosed to any person or entity not connected with the performance of the Services or
the Project. Nothing furnished to Consultant which is otherwise known to Consultant or
is generally known, or has become known, to the related industry shall be deemed
confidential. Consultant shall not use City's name or insignia, photographs of the
Project, or any publicity pertaining to the Services or the Project in any magazine, trade
paper, newspaper, television or radio production or other similar medium without the
prior written consent of City.
3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with
one another, and shall take any additional acts or sign any additional documents as
may be necessary, appropriate or convenient to attain the purposes of this Agreement.
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3.5.5 Indemnification.
3.5.5.1 To the fullest extent permitted by law, Consultant shall
defend, indemnify and hold the City, its officials, officers, and employees free and
harmless from any and all claims, demands, causes of action, costs, expenses, liability,
loss, damage or injury, in law or equity, to property or persons, including wrongful death,
in any manner arising out of or incident to any alleged act s, omissions or willful
misconduct of Consultant, its officials, officers, employees, agents, consultants and
contractors arising out of or in connection with the performance of the Services, the
Project or this Agreement, including without limitation the payment of all consequential
damages and attorney’s fees and other related costs and expenses. Notwithstanding
the foregoing, to the extent Consultant’s Services are subject to Civil Code Section
2782.8, the above indemnity shall be limited, to the extent required by Civil Code
Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence,
recklessness, or willful misconduct of the Consultant. Consultant shall defend with
Legal Counsel of City’s choosing, at Consultant’s own cost, expense and risk, any and
all such aforesaid suits, actions or other legal proceedings of every kind that may be
brought or instituted against City, its directors, officials, officers, and employees.
Consultant shall pay and satisfy any judgment, award or decree that may be rendered
against City or its directors, officials, officers, and employees, in any such suit, action or
other legal proceeding arising from Consultant’s performance of the Services, the
Project or this Agreement; except to the extent that liability is caused by the active
negligence or willful misconduct by the City or its directors, officials, officers, and
employees. Consultant shall reimburse City and its directors, officials, officers, and
employees, for any and all legal expenses and costs incurred by each of them in
connection therewith or in enforcing the indemnity herein provided. Consultant’s
obligation to indemnify shall not be restricted to insurance proceeds, if any, received by
the City, its directors, officials, officers, and employees, and shall take effect
immediately upon execution of this Agreement.
3.5.5.2 The duty to defend and to hold harmless, as set forth
above, shall include the duty to defend as established by Section 2778 of the California
Civil Code, and the duty to defend shall arise upon the making of any claim or demand
against the City, its respective officials, officers, agents, employees and representatives,
notwithstanding that no adjudication of the underlying facts has occurred, and whether
or not Consultant has been named in the claim or lawsuit.
3.5.6 Entire Agreement. This Agreement contains the entire Agreement
of the Parties with respect to the subject matter hereof, and supersedes all prior
negotiations, understandings or agreements. This Agreement may only be modified by
a writing signed by both Parties.
Revised 04/13
12
3.5.7 Attorney’s Fees. If either party commences an action against the
other party, either legal, administrative or otherwise, arising out of or in connection with
this Agreement, the prevailing party in such litigation shall be entitled to have and
recover from the losing party reasonable attorneys’ fees and all other costs of such
action.
3.5.8 Governing Law. This Agreement shall be governed by the laws of
the State of California. Venue shall be in Los Angeles County.
3.5.9 Time of Essence. Time is of the essence for each and every
provision of this Agreement.
3.5.10 City's Right to Employ Other Consultants. City reserves right to
employ other consultants in connection with this Project.
3.5.11 Successors and Assigns. This Agreement shall be binding on the
successors and assigns of the Parties.
3.5.12 Assignment or Transfer. Consultant shall not assign, hypothecate,
or transfer, either directly or by operation of law, this Agreement or any interest herein
without the prior written consent of the City. Any attempt to do so shall be null and void,
and any assignees, hypothecates or transferees shall acquire no right or interest by
reason of such attempted assignment, hypothecation or transfer.
3.5.13 Construction; References; Captions. Since the Parties or their
agents have participated fully in the preparation of this Agreement, the language of this
Agreement shall be construed simply, according to its fair meaning , and not strictly for
or against any Party. Any term referencing time, days or period for performance shall
be deemed calendar days and not work days. All references to Consultant include all
personnel, employees, agents, and subcontractors of Consultant, except as otherwise
specified in this Agreement. All references to City include its elected officials, officers,
and employees except as otherwise specified in this Agreement. The captions of the
various articles and paragraphs are for convenience and ease of reference only, and do
not define, limit, augment, or describe the scope, content, or intent of this Agreement.
3.5.14 Amendment; Modification. No supplement, modification, or
amendment of this Agreement shall be binding unless executed in writ ing and signed by
both Parties.
3.5.15 Waiver. No waiver of any default shall constitute a waiver of any
other default or breach, whether of the same or other covenant or condition. No waiver,
benefit, privilege, or service voluntarily given or perfor med by a Party shall give the
other Party any contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third Party Beneficiaries. There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
Revised 04/13
13
3.5.17 Invalidity; Severability. If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the
remaining provisions shall continue in full force and effect.
3.5.18 Prohibited Interests. Consultant maintains and warrants that it has
not employed nor retained any company or person, other than a bona fide employee
working solely for Consultant, to solicit or secure this Agreement. Further, Consultant
warrants that it has not paid nor has it agreed to pay any company or person, other than
a bona fide employee working solely for Consultant, any fee, commission, percentage,
brokerage fee, gift or other consideration contingent upon or resulting from the award or
making of this Agreement. For breach or violation of this warranty, City shall have the
right to rescind this Agreement without liability. For the term of this Agreement, no
member, officer or employee of City, during the term of his or her service with City, shall
have any direct interest in this Agreement, or obtain any present or anticipated material
benefit arising therefrom.
3.5.19 Equal Opportunity Employment. Consultant represents that it is an
equal opportunity employer and it shall not discriminate against any subcontractor,
employee or applicant for employment because of race, religion, color, national origin,
handicap, ancestry, sex, sexual orientation or age. Such non -discrimination shall
include, but not be limited to, all activities related to initial employment, upgrading,
demotion, transfer, recruitment or recruitment advertising, layoff or termination.
Consultant shall also comply with all relevant provisions of City's Minority Business
Enterprise program, Affirmative Action Plan or other related programs or guidelines
currently in effect or hereinafter enacted.
3.5.20 Labor Certification. By its signature hereunder, Consultant certifies
that it is aware of the provisions of Section 3700 of the California Labor Code which
require every employer to be insured against liability for Worker's Compensation or to
undertake self-insurance in accordance with the provisions of that Code, and agrees to
comply with such provisions before commencing the performance of the Services.
3.5.21 Authority to Enter Agreement. Consultant has all requisite power
and authority to conduct its business and to execute, deliver, and perform the
Agreement. Each Party warrants that the individuals who have signed this Agreement
have the legal power, right, and authority to make this Agreement and bind each
respective Party.
3.5.22 Counterparts. This Agreement may be signed in counterparts,
each of which shall constitute an original.
3.5.23 Exhibits and Recitals. All Exhibits and Recitals contained herein
are hereby incorporated into this Agreement by this reference.
Revised 04/13
14
3.6 Subcontracting.
3.6.1 Prior Approval Required. Consultant shall not subcontract any
portion of the work required by this Agreement, except as expressly stated herein,
without prior written approval of City. S ubcontracts, if any, shall contain a provision
making them subject to all provisions stipulated in this Agreement.
In witness whereof the Parties have executed this Professional Services
Agreement on the date set forth below.
CITY OF ARCADIA MARIPOSA LANDSCAPES, INC.
By_________________________ By ____________________________
Dominic Lazzaretto Signature
City Manager
Date: ______________________ ______________________________
Print Name and Title
ATTEST: Date: _________________________
___________________________ By____________________________
City Clerk Signature
APPROVED AS TO FORM: ______________________________
Print Name and Title
___________________________ Date: _________________________
Stephen P. Deitsch
City Attorney CONCUR:
______________________________
Tom Tait,
Public Works Services Director
A-1
EXHIBIT "A"
SCOPE OF SERVICES
Contractor shall provide professional landscape maintenance services, but is not limited
to services outlined in Exhibit “D”.
B-1
Exhibit "B"
SCHEDULE OF SERVICES
All work shall be completed in accordance with the following schedule:
The term of this Agreement shall be for one year from the date of execution. All tasks
under Exhibit “D” shall be adhered to and executed accordingly.
C-1
Exhibit "C"
COMPENSATION
Compensation shall not exceed the total compensation listed:
Professional landscape maintenance services $522,936.00
Total Compensation: $522,936.00
The total compensation shall not exceed the total listed without written authorization in
accordance with Section 3.3.1 of this agreement. (See attached Exhibit “D” Pricing
Proposals)
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 2
REQUEST FOR PROPOSAL
LANDSCAPE MAINTENANCE SERVICES
RFP NO. PWS-10-2018
This Request for Proposal includes:
SECTION 1. Request for Proposal Summary and Instructions
SECTION 2. Schedule and Evaluation/Selection Process
SECTION 3. Proposal Format and Content
SECTION 4. Submittal Requirements
SECTION 5. Terms and General Conditions
SECTION 6. Special Provisions
SECTION 7. Attachment A – Weekly Irrigation Report
Attachment B – Controller Locations and Type
Attachment C – Sample Deficiency Report
Attachment D – Oleander and Tall Bush Location & Categories
Attachment E – Downtown Streetscape / Parking District 1 & 2
Maintenance Guidelines
Attachment F – Sample Irrigation Systems Repair Notification Form
Attachment G – Civic Center Athletic Field Maintenance Requirements
Attachment H – Transit Plaza
Attachment I – 210 Freeway On/Off Ramps
Attachment J – Drawings
Attachment K – Proposal Pricing Forms
Attachment L – Required Pest Control Applicators License Form
Attachment M – Sample Professional Services Agreement
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 3
SECTION 1.
REQUEST FOR PROPOSAL SUMMARY & INSTRUCTIONS
Background
The City of Arcadia is located in San Gabriel Valley, east of Downtown Los Angeles.
Arcadia is approximately 11.2 square miles and is a full-service city. The Public Works
Services Department is responsible for maintaining all City-owned landscaped areas,
which includes medians, parkways, parks, water facility sites, parking districts, and City-
owned facilities. Contract services are utilized to provide complete landscape
maintenance services for these areas.
Objective
The purpose of these specifications are to define the landscape maintenance services
requirements for all City-owned landscaped areas that are included in this contract. The
objectives of the City are to secure a timely, consistent, and cost effective landscape
maintenance services contract from one contractor, to provide complete and
aesthetically pleasing landscape maintenance to all landscape areas listed in this RFP.
Scope of Services
The contract involves complete landscape maintenance, furnishing all labor, equipment,
some supplies, and the supervision necessary for including, but not limited to; irrigation,
aeration, fertilization, mowing, edging, pruning; shaping and trimming trees, shrubs and
ground cover plants; weed control, pest control of all plant diseases, and other
maintenance required to maintain the City’s parkways, medians, and public facilities
landscape, in a safe, attractive and usable condition; and maintenance of all plant
material in good condition with horticultural acceptable growth and color; debris removal
and general clean-up of all areas under the contract, as indicated by the specifications
attached hereto.
It shall be understood that in addition to these services, all tasks incidental to
landscaping functions not specifically listed but normally included in general landscape
maintenance practices will be provided.
The contract is an initial one-year with the option of three one-year renewals as
indicated by the specifications attached hereto.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 4
SECTION 2.
SCHEDULE & EVALUATION/SELECTION PROCESS
Schedule
TASK DATE
Notice Inviting Proposals Issued September 3, 2018
Deadline to Submit Questions September 21, 2018
Proposals Due October 4, 2018
Evaluation & Possible Interviews October 4 - 12, 2018
City Council Award November 6, 2018
Estimated Start of Contract February 1, 2019
Evaluation and Selection Process
The City will review all submittals and make a recommendation based upon the
established evaluation criteria. After the proposals have been evaluated, the highest
ranked contractors will possibly be interviewed. The City reserves the right to award
this contract not necessarily to the contractor with the lowest cost proposal, but to the
contractor that provides the best overall match to the service specifications and which
best serves the interest of the City. All contractors submitting a proposal will be notified
in writing or via email as to their status in the selection process.
Proposals will be evaluated based on the following criteria:
Item Points
1. The contractor’s experience and capability to complete all aspects of the
work, approach to performing the required complete landscape
maintenance services, stability, and past performance with similar clientele
25
2. Experience and qualifications of personnel and equipment assigned to this
contract and their availability 20
3. Reference from previous and current municipality maintenance contracts 15
4. The quality of the proposed service approach, scope, value-added, manner
and thoroughness in which it is presented in the proposal 20
5. Price Proposal 20
Final selection will be made based upon both the written proposal and possible
interview. Information contained in the cost envelope (Pricing Proposal Forms –
Attachment K) will be secondary and will be opened after the written proposals have
been reviewed; how that information is used is at the discretion of the City.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 5
SECTION 3.
PROPOSAL FORMAT AND CONTENT
So that competing proposals can be compared equally, contractors must assemble their
proposals in strict adherence to the layout requirements. Failure to follow all proposal
layout requirements may result in disqualification of your proposal for being non-
responsive.
Proposals should be brief and concise, devoid of extraneous material and promotional
information. They should be in sufficient detail to allow a thorough evaluation of the plan
of work and its correlated costs.
The proposal must be assembled in the following order, with tabs separating each
section:
Cover Letter:
Proposals shall be introduced by a cover letter signed by an individual authorized
to bind the proposing entity. This letter should convey the company
understanding of the contract scope and deliverables and the approach to
successfully perform the required janitorial and porter services. The signature of
an authorized representative must appear on the cover sheet of the contractor’s
proposal. The signature shall be interpreted to indicate the contractor’s
willingness to comply with all the terms and conditions set forth in this solicitation,
unless specific written exceptions are noted.
Resumes and Qualifications of Personnel:
The proposal shall include a personnel staffing plan with sufficient information for
judging the quality and competence of the personnel to be dedicated to
managing and providing the required complete landscape maintenance services.
This section should clearly identify the day-to-day contract manager(s), as well
as the key personnel for any and all sub-contractors for the project, and a copy of
their resume.
A. A resume or listing of each employee who will be assigned to manage
this contract; at least one employee, or a combination of employees, on
staff should be have the following certifications/license:
National Recreation and Park Association Certified Playground
Equipment Inspector
Certified Arborist
California Pest Control Applicators License
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 6
B. A separate listing of current and prior clients (within the past five years)
indicating the following:
Types of services performed
Scope of services provided
Names, addresses, emails, and telephone numbers of persons who
may be contacted as references
Cost Proposal
In a separate sealed envelope, provide the fully completed Pricing Proposal
Forms – Attachment K. The proposal pricing forms are divided into six
sections; each depicting specific types of services for various landscaped areas.
Please review each section carefully before completing the forms.
The entered pricing proposal totals shall be for a 12-month service period only;
with the service period starting February 2019 through January 2020. Use
dollar signs and commas to indicate dollar values. Each section must be
completed correctly or the entire proposal may be rejected.
This process is not considered a bid, nor will cost alone decide who is selected.
Please note that the City of Arcadia relies heavily on the not-to-exceed amount
and is reluctant to grant further increases unless substantial reasons are made
for coverage.
The Pricing Proposal Forms – Attachment K shall only be prepared using the
copies of the forms provided in the RFP documents. The use of substitute
Pricing Proposal forms other than clear and correct photocopies of those
provided by the City will not be permitted.
The Pricing Proposal Forms shall be executed by an authorized signatory and
shall neither delete, modify, nor supplement the printed matter on the provided
Pricing Proposal Forms. Deviations may result in the proposal being deemed
non-responsive. If there are any questions regarding the service period or
Pricing Proposal Forms please contact Dave Thompson, Streets Superintendent
at (626) 254-2709 or dthompson@arcadiaca.gov
Insurance Coverage
The Proposer must include in their proposal a written statement acknowledging
they can provide all the insurance required in the Insurance Requirements
section as referenced in the attached Sample Professional Services Agreement –
Attachment M.
Required Pest Control Applicators License
The Proposer must include in their proposal the completed Attachment L
providing for verification of the contractor’s California Pest Control Applicators
License.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 7
Required Certified Playground Equipment Inspector
The Proposer must include in their proposal a copy of an employee certification
verifying they are a Certified Playground Equipment Inspector issued by the
National Recreation and Park Association.
Required Certified Arborist
The Proposer must include in their proposal a copy of an employee certification
verifying they are a Certified Arborist issued by the International Society of
Agriculture (ISA) or comparable certification.
SECTION 4.
SUBMITTAL REQUIREMENTS
Submit three (3) copies of the proposal, including the financial proposal, in the
same mailing packet.
On the outside of your submittal package, indicate the name of the RFP: PWS-
10-2018 Landscape Maintenance Services
Proposals must be in a sealed envelope and be received no later than 3:00
p.m. on Thursday, October 4, 2018, addressed to the following:
City of Arcadia
Office of the City Clerk
240 W. Huntington Drive
P.O. Box 60021
Arcadia, CA 91066-6021
Attention: Dave Thompson, Streets Superintendent
Postmarks, facsimiles, and electronic submittals will not be accepted.
The proposal must be received at the above address by the closing date and
time indicated above. Companies mailing or shipping their proposals must allow
sufficient delivery time to ensure timely receipt of their proposals by the specified
time. Late proposals will not be accepted.
The City of Arcadia reserves the right to reject any or all Proposals, to waive any
informality or irregularity in any Proposal received, and to be the sole judge of the
merits of the respective Proposal received.
All proposals and accompanying collateral materials become the sole property of
the City of Arcadia and may not be reproduced without the permission of the City.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 8
For additional information please contact:
Dave Thompson, Streets Superintendent
Phone: (626) 254-2709
Fax: (626) 359-7028
Email: dthompson@ArcadiaCA.gov
SECTION 5.
TERMS & GENERAL CONDITIONS
Discretion and Liability Waiver
The City reserves the right to reject all proposals or to request and obtain from one or
more contractors submitting proposals, supplementary information as may be
necessary for City staff to analyze the proposals pursuant to the consultant selection
criteria. The City is not liable for costs incurred by contractors for the cost of the
proposal. Contractors submitting a response to this RFP waive all rights to protest or
seek any legal remedies whatsoever regarding any aspect of this RFP.
All proposals shall be binding for a period of 90 days after the proposal due date. The
City also reserves the following rights and options with respect to this RFP:
To reissue this RFP with or without change or modification, at any time prior to
the City’s execution of a Professional Services Agreement pursuant to this RFP;
To cancel this RFP with or without issuing another request for proposals;
To supplement, amend, substitute or otherwise modify this RFP at any time prior
to the City’s execution of a Professional Services Agreement pursuant to this
RFP;
To waive informality, defect, non-responsiveness and/or deviation from this RFP
that is not, in the City’s sole judgment, material to the proposal;
To request clarification of any proposals or request modification of some or all of
the proposals following evaluation by the City;
To negotiate simultaneously, or otherwise, with one or more Respondents; and to
discontinue and resume negotiations with one or more Respondents.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 9
Proposers Responsibilities
By submittal of a proposal, the Contractor acknowledges it has evaluated the required
services and can perform such services as indicated in the proposal specifications. The
proposer, if awarded the contract, accepts the premises in their present physical
condition and agrees to make no demands upon the City for any improvements or
alterations thereof.
Sample Agreement
For the contractor’s information, a sample copy of the standard Professional Services
Agreement (PSA) for landscape maintenance services is attached (Attachment M). By
proposing, the Proposer agrees to be bound by the requirements under this Agreement
unless otherwise noted in the Proposal.
The Proposer may suggest alternative language to any section. Some negotiation is
possible to accommodate Proposer’s suggestions. However, the Agreement is subject
to change with revisions pursuant to review by the City Attorney; and the contract to be
awarded by the City Council.
License Requirements
Pursuant to Section 7028.15 of the Business and Professions Code and Section 3300
of the Public Contract Code, all proposers must possess proper licenses for
performance of this Contract. Contractors shall possess the following California
Contractor’s license in order to perform the work: C-27. Subcontractors must possess
the appropriate licenses for each specialty subcontracted.
Insurance Requirements
The chosen company will be required to maintain insurance coverage throughout the
course of the contract, and shall provide the City with evidence of said coverage as set
forth in the contract. The requirement is subject to change and modification pursuant to
review by the City Attorney. Section 3.2.10 (Insurance) of the sample PSA delineates
the City’s insurance requirements.
All insurance certificates and endorsements must be received and approved by
the City before work commences. The City reserves the right to require complete,
certified copies of all required insurance policies, at any time.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 10
Performance & Payment (Labor & Materials) Bond Requirement
Within the time specified in the Contract Documents, the Company to whom a Contract
is awarded shall deliver to the City three identical counterparts of the Performance Bond
and Payment (Labor and Materials) Bond, each in an amount equal to one hundred
percent (100%) of the Total Contract Price and in the form supplied by the City and
included in the Contract Documents.
Failure to do so may, in the sole discretion of City, result in the forfeiture of the contract.
The surety supplying the bond must be an admitted surety insurer, as defined in Code
of Civil Procedure Section 995.120, authorized to do business as such in the State of
California and satisfactory to the City. Signatures on Principal and Surety must be
notarized on all bonds.
Execution of Contract
As required the Contractor to whom a contract award is made shall execute the contract
in the amount determined by the contract documents. The City may require appropriate
evidence that the persons executing the contract are duly empowered to do so.
Term of Contract
The contract entered into shall be for twelve months from date of execution, with the
option of three one-year annual renewal extensions. Renewals and/or contract
extensions that involve contract increases will be based upon approval by the City
Council.
One hundred and twenty (120) days before the end of the initial term of this contract
(from date Council awards initial contract), the Contractor shall advise the City in writing
of its intent to extend the term of the contract for an additional term of one-year to
commence on the first day following the last day of the initial term and on the same
terms and conditions as prescribed for the mutual term, or upon different terms which
the Contractor shall specify in writing. The City shall, within thirty (30) days of receipt of
such advice, notify the Contractor in writing of its acceptance or rejection of such
extension, and if any changes were made in the contract. These provisions regarding
extension shall be applicable to each succeeding one-year term if granted.
Business License Requirement
The successful consultant shall purchase a City of Arcadia Business License prior to
commencing work.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 11
Prevailing Wages
Contractors are advised that this Contract is a public work for purposes of the California
Labor Code, which requires payment of prevailing wages. City has obtained from the
Director of the Department of Industrial Relations the general prevailing rate of per diem
wages and the general prevailing rate for holiday and overtime work. These rates will
be on file at the City’s office and they will be made available to any interested party
upon request. Each Contractor to whom a Contract is awarded must pay the prevailing
rates, post copies thereof at the job site and otherwise comply with applicable
provisions of state law.
Department of Industrial Relations Contract Compliance: Pursuant to Labor Code
sections 1725.5 and 1771.1, all contractors that wish to propose on or enter into a
contract to perform public work must be registered with the Department of Industrial
Relations. No proposal will be accepted nor any contract entered into without proof of
the contractor’s and subcontractors’ current registration with the Department of
Industrial Relations to perform public work. If awarded a Contract, the contractor and its
subcontractors, of any tier, shall maintain active registration with the Department of
Industrial Relations for the duration of the Project.
This contract is subject to compliance monitoring and enforcement by the Department of
Industrial Relations. In proposing on this contract, it shall be the contractor’s sole
responsibility to evaluate and include the cost of complying with all labor compliance
requirements under this contract and applicable law in its proposal.
Substitution for Retentions
Contractors are advised that if awarded this Contract they will be permitted, at their
request and expense and in accordance with Section 22300 of the California Public
Contract Code, to substitute securities equivalent to monies withheld by the City to
insure performance under the Contract.
Diversion of Recyclable Waste Materials
In support of the City’s waste reduction and recycling efforts, Contractor will be required
to divert all Recyclable Waste Materials to appropriate recycling centers rather than
area landfills. For purposes of this requirement, Recyclable Waste Materials shall
include asphalt, concrete, brick, concrete block and rock. Contractor will be required to
submit weight tickets and written proof of diversion with its monthly progress payment
requests. All costs incurred for these waste diversion efforts shall be included as part of
each contractor’s proposal.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 12
SECTION 6.
SPECIAL PROVISIONS & SPECIFICATIONS
Contractor Responsibility
To provide complete and aesthetically pleasing landscape maintenance to all landscape
areas listed in the Request for Proposal, including but not limited to, mowing, edging,
pruning, shaping and trimming of shrubs and ground cover plants, weed control, pest
control, treatment of plant diseases, proper recycling methods, and other maintenance
required to maintain the City's parkways, medians, parks, and public facilities landscape
and hardscape in a safe, attractive, and usable condition, and maintain all plant material
in good condition with horticulturally acceptable growth and color.
It shall be the Contractor's responsibility to furnish, at his own expense, all tools,
equipment, labor, materials and services necessary for the satisfactory performance of
the work set forth in the contract specifications.
All vehicles used by the contractor shall have the company name visible on the vehicle.
The logo shall be consistent on all vehicles. Vehicles shall be clean and properly
maintained.
Uniforms and safety vests are required to be worn at all times. If the Director or his
designee feels that improper clothing is being worn, the supervisor will be instructed to
make the necessary changes.
Scheduling of Work
The City reserves the right to change schedules to meet the needs of the City. Any
work performed on parkways and medians, where traffic control is required, shall not
commence before 9:00 a.m. and shall terminate at 3:00 p.m.
The Contractor shall accomplish all normal landscape maintenance required under
these specifications (other than parkways and medians) between the hours of 7:00 a.m.
and 5:00 p.m., Monday through Friday. Other exceptions may be made to normal work
hours where incidences of use may be too great during the specified hours to allow for
proper maintenance.
The Public Works Services Director or City representatives may grant, on an individual
basis, permission to perform contract maintenance at other hours. No maintenance
functions that generate excessive noise, which could cause annoyance to residents of
the area, shall be commenced before 8:00 a.m.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 13
The Contractor shall establish a schedule of routine work following the performance
specifications in the contract. Contractor shall provide the City with a complete
schedule, listing days when work will be performed in all areas of the City. Any changes
in scheduling shall be reported in writing to the Streets Superintendent prior to the work
being performed.
The Contractor shall conduct the work at all times in a manner which will not interfere
with vehicular traffic on adjacent streets or normal pedestrian traffic on adjacent
sidewalks. In addition, a special notification listing starting dates for fertilizing, spraying,
pruning, irrigation schedule and other duties shall be furnished to the Streets
Superintendent at least 48 hours in advance of performing these operations.
All routine grounds maintenance shall be performed at the same work site, such as, but
not limited to, mowing, edging, litter control, weed control, irrigation maintenance, hedge
trimming, and the raking of sand areas, and shall continue without interruption. Once
work has begun at a given site, the work shall continue until the entire job is completed.
Hazardous Conditions
The Contractor shall maintain all work sites free of hazards to persons and/or property
resulting from his operations. Any hazardous condition noted by the Contractor which is
not a result of his operations shall immediately be reported to the Streets
Superintendent.
Best Management Practices (BMPS)
Contractor shall comply with all federal regulations in the development and
implementation of BMPs for storm water quality at maintenance sites and develop
programs to reduce the discharge of pollutants to the maximum extent practicable
(MEP).
Landscaping and garden maintenance activities can be major contributors to urban
runoff pollution. The general intent of the following practices is to insure that all
landscaping wastes are properly disposed of and do not enter the storm drain system.
Therefore, the City, in compliance with State, Federal laws and local ordinances
requires the following BMPs:
• The street and gutters shall be swept free of all leaves, grass clippings, tree
trimmings and other landscaping debris resulting from landscaping
operations. Waste shall be disposed in appropriate waste containers.
Dead Pine Needles in the curb & gutter area along the medians on Santa
Anita Avenue shall be removed at the same time the medians are
maintained.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 14
• The washing of spills from fertilizers, herbicides and pesticides from lawns,
landscaped areas or concrete surfaces is prohibited. Dry material spills shall be
swept up and disposed of properly. Liquid spills are to be contained and cleaned
up with absorbent materials.
The City retains the right to require additional BMPs to remain within compliance with
regulations as may be developed under the auspices of the Los Angeles County
Municipal NPDES Permit. Further information about the use of BMPs and other
practices can be obtained by calling the City’s Environmental Services Officer at (626)
254-2712.
Grass Cycling and Disposal of Green Waste
Grass cycling is a management practice of leaving grass clippings on the turf during the
mowing operation. The contractor shall follow this management practice wherever
possible. The contractor shall notify the City in advance of areas where this practice
cannot be followed. The practice of Grass cycling returns nitrogen, phosphorus,
potassium, and other elements back to the soil, saves labor and time, and eliminates
disposal fees at local disposal sites.
All green waste material collected in the City of Arcadia shall be disposed of in the
Public Works Service Center located at 11800 Goldring Road OR 69 W. Orange Grove
Avenue (Water Facility) in the proper designated area. Only green waste from City of
Arcadia landscape maintenance operations will be deposited here. Green waste
dumped from other operations (without prior consent from the City) may result in
termination of this contract.
Turf Maintenance
Note: Mowing days shall be coordinated with the City so that, if possible, mowing
occurs one day prior to street sweeping operations.
Maintenance of Warm Season Turf -
Type of mower - (Common Bermuda, Kikuya, and St. Augustine) it is required
that Ransoms AR-250, or equal, mulch mowers be used. Mowing of hybrid
Bermuda grasses shall be accomplished with a power driven front throw reel
mower.
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Maintenance of Cool Season Turf
Type of mower - It is required that Ransoms AR-250, or equal, mulch mowers be
used. Otherwise, mowing of cool season grass shall be accomplished with a
power driven rotary mower with a grass catcher attached to remove clippings
(see special conditions regarding Grass Cycling and Disposal of Green Waste).
Mowing shall be in alternating patterns; blades shall be kept sharp at all times.
Turf shall be mowed to a minimum height of 2 inches during fall and winter
months, and the cut should be no lower than 2 ½ inches from the soil during late
spring and summer.
Mulching - Rotary mulching mowers shall be used on all cool season turf. The
mulching capacity of the mower shall be utilized at all times when mowing, except when
grass is wet during cool, damp weather, within one or two weeks after fertilization, and
during the times of rapid spring growth. During these times, the clippings shall be
bagged and removed from the site and shall be brought to the service center for proper
disposal.
Not more than one-inch (1") of the grass blade shall be removed at any one mowing
when the mulching capacity of the mower is engaged. Mulching mower blades shall be
kept sharp at all times.
Clumps or any loose clippings of grass left behind after mowing is not acceptable under
any circumstances. Deductions will be made if this occurs.
Mowing Requirements - Turf shall be mowed to a maximum height of 3/4 of one-inch
and a minimum height of 1/4 of one-inch. Mower decks are to be properly adjusted to
provide the same even cut without tearing while overlapping. Uneven cutting of turf
areas will be unacceptable. Turf areas shall be mowed at such intervals of time so that
not more than one inch of grass is removed at time of cutting.
Turf areas shall be mowed at least once a week; turf may need to be mowed more often
due to active growing season. Turf areas shall be mowed every other week between
the period of November 1 through March 1. Turf may be mowed more often due to
warmer weather patterns. In return, mulch shall be applied to City planters as directed
by the City each week that turf mowing is not provided.
All litter, glass, leaves, paper, pine needles, and other debris shall be removed and
disposed of off-site prior to mowing turf areas.
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All material that is collected in the gutter areas while using a blower shall be
removed from site. Any piles shall be removed immediately. Any piles left to be
scattered by traffic, or debris being blown out in the street, or back up on the turf
or shrub areas will result in a deduction of $250.00 in the monthly invoice per
incident. In addition, any material that is directly blown into a catch basin will
result in a deduction of $500.00. The Streets Superintendent or qualified City
personnel must see the violation(s) to be valid.
All turf clippings shall be collected and removed from the site prior to the completion of
that day's mowing operations or at the end of the day, whichever occurs first.
Mowers used to cut Bermuda, Kikuya, and St. Augustine shall not be used to cut fescue
in order to keep stolens from being carried to fescue type areas.
Mowing should not be performed around children; if area is crowded, rescheduling may
be necessary to mow area at a proper time. The dog park located at Eisenhower Park
should be mowed to coincide with times posted on park signage.
The City is in the process of Phase 2 of a three phase Center Median Restoration
Project that includes removal of grass from all center medians. It is expected that
Phase 2 will be completed by October 2018 and Phase 3 completed by October 2019.
At which time, amendments will be made to the contract to account for maintenance of
drought tolerant plants and irrigation in center medians.
Miscellaneous Turf Maintenance Operations
Aeration - Lawn areas, except medians, shall be aerated in May and October of each
year. Aeration shall be accomplished by removing 1" diameter by 2" deep cores at
maximum spacing of 6" by use of a mechanical aeration machine.
Contractor shall aerate the entire area first in one direction (east to west) then repeat
the operation in the opposing direction (north to south).
Under adverse conditions or as a result of high use where turf is suffering from
compaction, aeration may be necessary at more frequent intervals; sand shall be
supplied and added by Contractor in heavily compacted areas where necessary, at the
discretion of the Streets Superintendent. Plugs and any other debris shall be removed
from the site no later than the day following aeration.
All trails, roadways, walkways, parking lots, etc. dirtied by miscellaneous operations
shall be thoroughly cleaned at the conclusion of the operation or at the end of the day
whichever occurs first.
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All routine grounds maintenance shall continue at the same work site, such as, but not
limited to, litter control, weed control, and irrigation maintenance. Once work has begun
at a given site, the work will continue until entire job is completed. Any irrigation and/or
landscape damaged during these operations will be replaced at Contractors expense.
Edging - Edging shall be performed concurrently with mowing to maintain a neat and
uniform appearance to the satisfaction of the Streets Superintendent.
Edging shall be performed with line trimmer in order to maintain a neat, straight, and
clean edge appearance at each sprinkler head.
The sprinkler head wells shall be kept free of grass at a maximum of six inches (6”) in
all directions where it is necessary, from the sprinkler head. Only herbicides shall be
applied around sprinkler heads approved by Streets Superintendent.
Trees growing in turf areas shall have tree wells not to exceed six inches (6") in
diameter from the main trunk of the tree. The use of line trimmers around the base of
trees with a caliper less than four (4”) inches is prohibited by this contract. In the case
where line trimming is prohibited the contractor may use an approved herbicide to
control the growth of plant material. However the contractor shall remove all dead
material in these areas.
As an option, with the approval of the Streets Superintendent, the contractor may use
herbicides to control turf growth around pre-approved trees.
Contractor shall replace, at their expense, any tree that dies due to injury of the
cambium layer damaged by line trimmers, mowers or any other maintenance
equipment.
Pickup Operations - ALL glass, leaves, paper and other debris shall be collected and
removed prior to commencing mowing operations.
All walkways, roadways, ends of medians (noses), parking lots, or any other areas
dirtied by maintenance operations shall be cleaned and all debris removed of off-site
prior to the completion of that day's work or at the end of the day, whichever occurs first.
All debris generated from contractor’s operations shall be picked up and disposed of off-
site. No debris shall be blown into streets, roadways, and sidewalk areas.
All pine needles and debris shall be picked up and removed on Santa Anita Avenue
from Live Oak Avenue to Grandview Avenue in the entire concrete turn areas (noses)
and in the entire gutter area on Santa Anita Avenue concurrently with the weekly
maintenance operation.
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Pest Prevention and Weed Control
Licenses - The Contractor, or a member of his staff, must possess a current California
Pest Control Applicators License. This license shall consist of either a Qualified
Applicators Certificate, or a Pest Control Operators license, and shall be kept current
and in good standing with the California Department of Pesticide Regulation during the
entire period of this contract. In addition, the Contractor must obtain a pest control
business license from the County Agricultural Commissioner’s office, and must be
registered in Los Angeles for work in Arcadia. Any lapse in said licenses and/or
registration shall be considered a breach of contract and the City may take action to
terminate the contract.
The Contractor shall be responsible for detection, prevention, elimination and control of
weeds, harmful insects, disease and rodents in banks, shrubs, ground cover, and turf
areas, and play areas. All landscaped areas within the specified maintenance area
including, but not limited to, lawns, shrubs, planters, tree wells, sprinkler wells, sidewalk
joints and cracks, curb and gutter joints and cracks including areas where concrete
gutter adjoins asphalt street, concrete adjoins asphalt, and medians shall be kept weed
free at all times.
Rodent Pest Control - The Contractor shall provide complete and continuous control
and/or eradication of all plant diseases, pests, and rodents. The Contractor shall select
and supply proper materials and licensed personnel and obtain all necessary permits to
comply with City, County, State, and Federal laws and regulations. Contractors will
assume responsibility and liability for the use of all chemical contractors as per Senate
Bill 198.
Weed Control - Weed infestations of the turf, shrub and ground cover areas shall be
controlled by chemical methods. The Contractor shall strive for 100% elimination of
weeds.
Turf: Pre-emergent chemical applications, broadcasted over turf in liquid or granular
form, shall be applied in January, early March, and late September, to control weed
growth. The pre-emergents shall control weeds such as crabgrass, goose grass,
nutsedge, barnyard grasses, clover, oxalis, and dandelion. For September, pre-
emergents shall be applied to control annual bluegrass and spurge.
Post emergent chemical applications, broadcasted over turf, shall be applied in
February, March, and April, and also November to control weed growth,
supplemented by hand removal of noxious weeds or grasses as necessary. Some of
the more prevalent weeds to be targeted are broadleaf, oxalis, nutsedge, and clover.
Post emergent crab grass control shall be applied in early June or at early stages of
growth for warm season grasses and Turflon Ether for cold season grasses of each
year.
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A date and location schedule for turf herbicide applications shall be given to the Streets
Superintendent at the beginning of the month prior to any work.
Planters: A pre-emergent shall be applied for all ornamental shrub planters in the month
of January and October for elimination of weed growth. A date & location application
schedule shall be given to the Streets Superintendent at the beginning of the month
prior to any work.
Post emergent chemicals (such as Round-up, Manage, and Fusilade) may be applied
where various weeds are intermixed with shrubs in addition to hand removal of noxious
weeds and grasses during the warmer growing months. Care shall be given when
spraying Round-up so that excess spray does not come in contact with shrub foliage.
Use of Chemicals
The Contractor shall submit a list of all chemicals, herbicides, and pesticides proposed
for use under this contract for approval by the Streets Superintendent. Materials
included on this list shall be limited to chemicals approved by the State of California
Department of Agriculture and shall include the exact brand name and generic
formulation. The use of any chemical on the list shall be based on the recommendation
of a Licensed Pest Control Advisor and shall conform to the current Los Angeles County
Department of Agriculture regulations.
No chemical, herbicide, rodenticide, or pesticide shall be applied until its use is
approved in writing by the Streets Superintendent as appropriate for the purpose of the
areas proposed. Restricted materials can only be used by a Licensed Applicator
possessing a Restricted Materials Applicators Permit as issued by the State Department
of Agriculture.
A Notice of Intent to apply non-restricted/restricted materials form shall be completed
and submitted to the Streets Superintendent a minimum of seven days prior to intended
use. No chemical applications shall be performed until the Streets Superintendent’s
approval is obtained, and a Notice of Intent is filed to the Los Angeles County
Department of Agriculture. Failure to obtain authorization from the City may result in a
$200.00 per instance deduction. This includes any fines the City is required to pay
resulting from the Contractors failure to comply with proper rules and regulations.
Chemicals shall be applied to limit drift to six inches (6”). All precautionary measures
necessary to ensure public and worker safety shall be employed since all areas will be
open for public access during application.
A monthly report shall include a statement of all applications of herbicides and
pesticides detailing the chemical used, quantity, rate of application, area in which used
and the purpose of the application. Contractor shall be responsible for posting all
notices when chemicals are applied. All notices shall be in accordance with Chemical,
Product Labels and Department of Agriculture Regulations.
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Approved control measures shall continue until the disease or insect is controlled to the
satisfaction of the Streets Superintendent. The Contractor shall utilize all safeguards
necessary during disease or insect control operations to ensure safety of the public and
the employees of the Contractor.
The Contractor shall conduct monthly inspections for evidence of disease, harmful
insects, rodents (gophers, rats, mice, etc.), and unwanted grasses and weeds.
Tree Trimming
The contractor shall be responsible for the maintenance and upkeep of shrubs and
trees planted in designated islands, parkways, medians, parks, and public facilities.
The Contractor is responsible for raising the skirt of all trees (no height restriction)
located in the landscaped maintenance areas as directed by the Streets
Superintendent.
Low branches overhanging park and residential streets shall be raised to a height of
twelve feet (12’) above street grade. Low branches overhanging sidewalks and
parkways shall be raised to a height of nine feet (9’) above grade.
All trimmings shall be removed from the site and recycled with other green waste
generated during routine maintenance operations. All trimmings shall be brought to the
Public Works Services Center at 11800 Goldring Road for proper green waste disposal.
Pruning includes removal of dead, diseased or damaged parts of trees, shrubs, and
ground cover. All pruning shall be done with clean, sharp tools. Cuts shall be made
according to ISA (International Society of Arboriculture) specifications, outside the
branch bark ridge, flush cuts are absolutely prohibited. A certified arborist shall be on
staff before commencement of pruning.
The Contractor shall remove tree supports when the tree has outgrown its need for
support, or as directed by the Streets Superintendent. Water sprouts are to be removed
when maintenance is being performed in area where they are visible.
Established trees shall be lifted and suckers removed once a year in November. Palms
shall be trimmed once a year whenever fruit is present.
Stakes and guy wires shall be provided and installed by the Contractor where required.
Shrub and Ground Cover Maintenance
The Contractor shall be responsible for edging, raking, and weeding areas with ground
cover and parkway areas on a bi-weekly basis. Weed infestations shall be controlled
by chemical methods. The contractor shall strive for 100% elimination of weeds.
Areas with ground cover planted in them shall be kept weed free.
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The Contractor shall be responsible for removing any trash or debris from ground cover
areas on a bi-weekly basis.
Ground Cover - Ground cover plantings shall be thinned, mowed, and pruned
continually throughout the contract period for the health of the planting and the
appearance of the site and at such other times when directed by the Streets
Superintendent.
Groundcover requiring mowing as directed by the Streets Superintendent shall be
mowed in March. The Contractor shall remove all debris found in ivy ground cover from
the area as part of regularly scheduled maintenance operations.
The open soil areas between plants shall be cultivated weekly where permitted. Two
inches (2”) of Mulch is to be supplied by contractor and applied to all bare soil areas or
as requested by the Streets Superintendent.
Replanting of ground cover (filling in voids replacing dead plants or general plant
replacement to maintain continuity in planters etc.) shall be required throughout the
contract period in order to maintain the continuity of the ground cover area.
Replacement plants and labor for planting shall be provided, at no additional cost to the
City.
Groundcover shall be replaced at the cost of the City (Material only) if:
a. The City directs the contractor to replace the entire or significant portion of a
planter/bed area.
b. The contractor advises the City that the plant materials dying or diseased and in
need of replacement
Labor shall be provided at no cost to the City.
Ground cover shall be maintained within its intended boundary and shall not encroach
into lawns, shrub beds or adjacent areas or in any area deemed undesirable by the
Streets Superintendent. Shrubs planted within areas containing ground cover shall have
an area two feet (2’) in diameter around base of plant free of ground cover and shall be
covered in mulch to prevent weed growth.
All areas planted with ground cover plants shall be adequately irrigated to maintain the
plants in a healthy condition, while minimizing water run-off into the street. The
contractor shall be responsible for removing any soil in order to keep water from running
into the street.
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Keep ground cover trimmed back from all controller units, valve boxes, quick couplers,
drains, or any other appurtenances or fixtures. Do not allow ground cover to grow up
trees, into shrubs, or on structures or walls. Keep it trimmed back approximately 6
inches from structures or walls. If unsure, always coordinate trimming with the Streets
Superintendent.
Shrub and Oleander Trimming - All shrubs and hedges shall be trimmed and shaped
during the 1st and 3rd weeks of each month. Shrubs and hedges shall be maintained at
a height so that they do not impede traffic safety. Differences in the heights of the
shrubs and hedges shall be determined by the Streets Superintendent. All pine needles
shall be removed from the tops of the shrubbery on the 1st and 3rd week of each
month. All the oleander locations shall be trimmed four times a year in March, June,
September and December to a maximum height of sixteen feet (16’). All other
trimming of shrubs and hedges shall be done at the request of the Streets
Superintendent.
Oleanders and Xylosma at the City Hall complex shall be trimmed monthly.
Xylosma along the east side of the Civic Center Athletic Field are to be maintained to
maximum height of 10'-0" above grade.
Irrigation
Irrigation Schedule - The automatic irrigation controllers shall be set to water
during the hours between 6:00 p.m. and 5:00 a.m., or as designated by the
Streets Superintendent. Due to the effects of the recent drought, the City is
in Phase 2 Mandatory Water Conservation – Water Use Prohibitions. No
lawn, landscape, or turf areas shall be watered or irrigated more than two
days a week in winter and three days a week in summer.
No lawn or landscape area shall be watered between the hours of 9 A.M.
and 6 P.M.
The City's watering days are:
o Summer (May-October): TUESDAYS, THURSDAYS, and SATURDAYS
o Winter (November-April): TUESDAYS and SATURDAYS
The Contractor is required to submit irrigation maintenance schedules for all areas
maintained under this contract. The schedule shall include; Station number, water time,
cycle start time, and any damage/repair to the system during that month. Schedules are
due monthly and shall be submitted to the Streets Superintendent on the first working
day of the month. Failure to submit the schedules shall result in a $200.00
reduction in the monthly invoice per incident.
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The contractor's irrigation specialist shall keep weekly irrigation maintenance records
(see Weekly Irrigation Report, Attachment A). The records shall be made available
upon the request of the Streets Superintendent. Failure to maintain proper records and
produce completed reports when requested shall result in a $100.00 reduction in the
monthly invoice per incident.
Contractor shall respond to requests for irrigation systems repairs per generated
Calsense Controller Alert reports within three (3) working days. Failure to respond as
requested shall result in a $200.00 reduction in the monthly invoice per incident.
The contract irrigator shall meet with the Streets Superintendent on a weekly basis to
collect the Alert Reports.
The contractor is responsible for replacing the batteries every six months, July and
January, in the controllers that have batteries for backup in case of power failure. For
battery powered irrigation controllers, the City shall supply batteries.
The Contractor shall monitor the requirements of the plant material, soil conditions,
seasonal temperature variation, wind conditions, and rainfall and recommend
appropriate changes in duration of watering cycles for all areas under this contract. All
landscaped areas shall be irrigated as required to maintain adequate growth and
appearance. No actual changes shall be made without the prior approval of the Streets
Superintendent.
Irrigation Monitoring Program - The Streets Superintendent is responsible for
controlling irrigation run times during cold and hot weather to minimize water
consumption while maximizing irrigation efficiency. However, whenever the contractor
notices an area is need of increasing or decreasing irrigation time or frequency, the
contractor shall make the required changes and notify the Streets Superintendent
before the end of the day. During the rainy season, the Contractor is responsible
for turning OFF all controllers that are not centrally controlled, whenever the
Streets Superintendent requests such action, or when there is ample precipitation to
maintain healthy foliage.
System Inspection and Testing of Irrigation - All irrigation systems shall be tested
and inspected in accordance with the following:
A schedule shall be submitted on the first day of each month during the life of the
contract showing the location, day of week and time of day that each system will be
tested and operated. All changes shall be submitted for approval prior to enactment.
1. All systems shall be adjusted in order to provide adequate coverage of all
landscape areas; prevent runoff and/or erosion; prevent watering roadways, hard
surface areas and private property, Defective sprinklers causing pooling, etc.
shall be replaced immediately.
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2. All system malfunctions, damage, and obstructions shall be reported and action
taken immediately.
3. In addition to required testing, all irrigation systems shall be tested and inspected
as necessary when damage is suspected, observed or reported. Daily testing
may be required if necessary.
4. The Contractor shall post signs whenever the irrigation system is being operated,
repaired or tested during daylight hours. The Contractor shall provide signs and
barricades.
Adjusting Controller Programs - The Contractor is responsible for utilizing multiple
run times when setting the automatic controllers. For example, if you were running
station 1 for 30 minutes and you were experiencing excessive run-off, you should make
the necessary adjustments to set different start and run times in shorter increments to
allow the water to soak in, avoiding any run-off. In addition, increasing or decreasing
irrigation time & frequency for arid or saturated landscape is the responsibility of the
contractor and Streets Superintendent.
Spray Clearance - The sprinkler heads shall be kept free of ground cover at all times to
ensure proper coverage. Any plants blocking the spray of a sprinkler shall be cut back
or removed to ensure proper coverage, in some instances; sprinklers shall be moved by
the Contractor at no cost to the City, to ensure proper coverage of the landscaped area.
Part Requirements - Plastic pipe shall be polyvinyl chloride (PVC), Schedule 40, Type
1, Grade 2 (PVC) 1220 plastic pipe fittings and connections shall be PVC Schedule 40,
except nipples, which shall be Schedule 80. Galvanized steel pipe and galvanized steel
pipe fittings shall be Schedule 40. All sprinkler heads shall be approved by the Streets
Superintendent before installation.
Special Watering
Special watering required during daytime hours and for landscaped areas with or
without automatic controllers such as after fertilization, during periods of extreme heat,
drought and during manual irrigation cycles shall be conducted in accordance with the
following criteria:
1. Prior approval must be given by the Streets Superintendent.
2. There shall be minimum drift onto private property or roadways caused from
wind or run-off due to the over running of a station or the elevation of the ground
is too high.
3. There shall be no interference with other field maintenance activities, special
event activities, or public usage.
4. Irrigation personnel shall be present at each location until the watering cycle is
completed during manual or daytime operation.
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City Requests
Contractor shall be available to respond within one hour during normal working hours
of any request by the City to turn on/off irrigation systems, particularly in respect to
rainfall and during or before special events. If any part of the irrigation system
malfunctions (broken sprinklers, leaky valves, broken irrigation box lids, etc.) and the
Contractor does not respond within one hour from notification, City crews will make
necessary corrections and deduct the charges (regular or overtime at the time the crew
was called out) from the monthly invoice.
Damages
Any damages to plants, hardscape, etc. resulting from under or over watering shall be
repaired and replaced at the Contractor's expense. If damaged areas are not replaced
by the Contractor within one week of notification the work shall be completed by City
crews or another contractor and expenses will be charged to the existing Contractor.
Contractor is responsible for any soil testing at no cost to the City.
The Contractor shall maintain the entire irrigation system from the connection at the
meter in an operational state at all times. The City shall provide the necessary parts,
while the Contractor shall supply all the necessary labor at no additional cost to the City
(refer to Section 20.01, page SP-13 for further clarification). This applies to all
controllers, remote control valves, gate valves, main and lateral lines, sprinkler heads,
moisture sensing devices, removal of any hardscape shall be removed and replaced by
the Contractor in order to perform necessary repairs at no additional cost to the City.
Removal of roots causing any damage to any part of the irrigation system is the
Contractors responsibility.
Assembly Bill 325 Compliance (Drought Tolerant Landscape)
Contractor shall be required to comply with all restrictions associated with AB325. To
include audits and efficiency standards for all landscaped areas. The Contractor shall
be required to perform irrigation efficiency audits at the request of the City at no
additional cost.
Trained Personnel
Contractor shall provide personnel fully trained in all phases of the irrigation systems
operation, maintenance, adjustments and repair; in all types of components to include
electrical and battery operated control clocks, valves and sprinkler heads; and with all
brands and models of irrigation equipment. Anyone operating backflow device must
obtain an Operators permit from L.A. County. The Contractor shall provide a list of
names of all employees assigned to this contract and shall update this list and submit to
the Streets Superintendent on the first working day of each month. Note: Permanent
change requires written notification and is subject to approval by the Streets
Superintendent. Temporary changes require written notification.
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Fertilization
All turf areas will be fertilized in accordance with the following criteria when granular
fertilizer is used;
TYPE FORMULA RATE
Bluegrass 16-6-8 w/trace elements 1 Ib. nitrogen per 1000 sq. ft.
Bermuda 33.5-0-0 ammonia nitrate 1 Ib. nitrogen per 1000 sq. ft. (Dec-Mar)
Zoysia 1 6-6-8 w/trace elements 1 Ib. nitrogen per 1000 sq. ft (Apr-Nov.)
Fescue 16-6-8 w/trace elements 1 Ib. nitrogen per 1000 sq. ft.
St. Augustine 33.5-0-0 ammonia nitrate 1 Ib. nitrogen per 1000 sq. ft.
The Contractor shall provide a fertilization schedule for each facility prior to the
start of the contract. This schedule is subject to the approval by the Streets
Superintendent.
Fertilization of both cool and warm season grasses shall be done in the first week of
April, June and October. Certain types of turf may require more frequent fertilizing in
order to keep them from going dormant: Turf shall be free of moisture at the time of
fertilization application.
Application of the fertilizer shall be done in sections, determined by areas covered by
each irrigation system. All areas fertilized shall be thoroughly soaked immediately after
the fertilizer is broadcast. If any turf, ground cover, or shrubs die due to fertilizer burn, it
is the contractor's responsibility to restore and/or replace these items at their cost.
The Contractor shall inspect all irrigation systems prior to the broadcast of the fertilizer,
and make ALL necessary repairs before the fertilizer is applied, in order to insure
proper coverage by the irrigation system.
All fertilizer shall be supplied by the contractor at no additional cost to the City. The
Contractor shall broadcast the fertilizer in such a manner as to insure uniform coverage
with minimum overlap.
Shrub and ground cover areas shall be fertilized the first week of April and the first
week of November with the materials at the following application rates as follows;
Herbaceous ground cover fertilization shall be accomplished with a pelleted 12-12-6
formulation containing no less than 18% sulfur at the proper rate. Fertilizer shall be
applied evenly at a rate of 8 lbs. per 1,000 sq. ft. The areas shall be deep watered the
evening immediately following the fertilizer application.
Shrub fertilization shall be accomplished with a pelleted formulation of which the
contractor and Streets Superintendent are in agreement and to be installed around each
shrub at the rate of one cup per shrub. The areas shall be deep watered the evening
immediately following the fertilizer application.
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Annual flowerbeds are to be fertilized with Grow Power or an equivalent product
concurrent with the plants blooming cycle (a minimum of three growing periods per
year).
Fertilizers shall be applied in March, June and October within the drip line of all trees
when applicable. Trees within narrow planting strips shall be fertilized with an approved
root feeder, fertilizing as much of the area as possible within the drip line.
Contractor shall be responsible for using other fertilizers whenever necessary to
promote healthy growth of turf, shrub, flower bed, or ground cover areas.
Equipment/Vegetation Replacement
Irrigation Materials and Controller Replacement - All irrigation controllers requiring
replacement shall be purchased by the City and the labor for picking up parts, removing,
and installing new controllers shall be provided by the Contractor at labor contracted
prices.
All sprinkler parts including heads, risers, valves, pipe, connectors, wiring, and other
miscellaneous parts requiring replacement shall be purchased by the City and the labor
for repairs shall be provided by the Contractor at no additional cost to the City. All
irrigation parts damaged due to acts of God, vandalism, or vehicular accidents shall be
installed by the Contractor at the City's expense based on the contracted prices.
The Contractor shall provide the City with an accident damage report including
labor costs, equipment costs, and material costs, whenever there are damages
due to an acts of God, vandalism, vehicular accidents, or whenever any damage
occurs in areas maintained under this contract.
Trash Cans Replacement - All trashcans in parks and public facilities are to be
replaced at the request of the Streets Superintendent by the Contractor at no additional
cost to the City. The City will supply the trashcans. All trashcans must be maintained in
good condition and removed and replaced when needed.
Trash Cans Emptied - Trashcans at all parks shall be emptied and replacement bags
installed daily no later than 11:00 a.m. Failure to comply may result in a $100.00
reduction in the monthly statement, per park. Trash bags will be supplied by the
contractor. Any debris that falls as a result of the Contractors hauling operations shall
be removed immediately by the Contractor.
Vegetation Replacement - The Contractor shall notify the Streets Superintendent
within 24 hours of the loss of plant material due to any cause. Any plant that dies and
is not reported shall become the responsibility of the Contractor for replacement.
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The Contractor shall be responsible for replacement at no cost to the city for turf, annual
plants, trees, shrubs, ground cover, and soil as deemed necessary due to Contractors
negligence. The size and species of these items shall be as directed by the Streets
Superintendent. All replacement vegetation that fails due to negligence shall again be
replaced by the contractor with no occurring costs to the city.
The Contractor is responsible for soil testing at the Streets Superintendent's
request at no cost to the City.
All landscape plants, trees, and material damaged due to acts of God, vandalism, or
vehicular accidents shall be supplied by the City at the City's expense and the
Contractor shall install and make necessary corrections at no additional cost to the City.
All annual flowerbeds are to be replaced three times per year, during the 1st week of
March, June and October, at no additional cost to the City. These locations include:
City Hall
Baldwin Avenue at Foothill Boulevard
Huntington Drive at Michillinda Avenue
** Plants shall be four inch (4”) size or six-pac.
Tot Lot, Playground and Other Equipment Maintenance
Sand, Bark Chip, and Rubber Matting Areas - Play areas shall be kept free of weeds,
litter, and debris such as broken glass or any other hazardous objects. Sand and bark
chip areas shall be raked and leveled on a daily basis to prevent the development
of large holes or depressions, and to prevent the exposure of equipment footings
or foundations. The Contractor shall keep all sand in the confines of the play area and
keep level of sand below concrete edges to prevent sand from spilling over the edges.
Sand and bark chip areas shall be roto-tilled in April and August to keep the sand from
becoming compacted. Contractor shall be responsible for providing and replacing sand
in April and August as requested by the Streets Superintendent. Sand shall be washed
brown plaster sand with no rocks. Rubber Matting shall be blown on a daily basis to
remove debris.
Play Equipment - Play structures shall be kept clean and free of sand as directed by
the Streets Superintendent. Any damages to play equipment or hazardous equipment
shall be reported to the Streets Superintendent immediately.
Drinking Fountains - Drinking fountains shall be cleaned daily. Every drinking fountain
that appears damaged or clogged shall be reported to the City immediately.
Parking Lots and Tree Wells - Contractor shall be responsible for the removal of all
trash, dirt, weeds and debris in parking lots and tree wells in areas within the contract
specifications.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 29
Tennis courts - Tennis courts shall be cleaned (blown or swept) on Mondays of each
week, this includes removing any leaves, debris, trash, glass, etc.
Basketball Courts - The Contactor shall strive to keep the Basketball court surfaces
free of irrigation water run-off pooling by sweeping and/or blowing water off concrete
surfaces on a daily basis.
Graffiti - All graffiti in contract areas shall be reported to the Streets Superintendent
immediately.
Wilderness Park, Eisenhower Park, Bonita Skate Park, Newcastle Park, Downtown
Area, Parking Districts 1 & 2, and Transit Plaza - In addition to the normal landscape
duties as listed in these specifications, the contractor shall perform the following every
day, including weekends and holidays. (Reference Attachment E).
Primary responsibilities are as follows:
• Clean park restrooms, park trails and parking lots.
• Pick up trash in the park and empty trashcans.
• Assist in special events as assigned by the Park Supervisor.
• Other duties as assigned by the Recreation Supervisor.
• All manual watering shall be completed before 9:00 a.m.
Wilderness Park:
• Trash cans, when moved by the public, shall be placed back to their original
locations or near a picnic table on a daily basis.
• Maintain a 25’ firebreak throughout perimeter of Wilderness Park.
• All Gazebo concrete surfaces and picnic tables at shall be blown every
Wednesday. Party favors and tape will be removed from all picnic tables and
posts during cleanings.
• The Contractor shall clean all barbecues on the first working day of the week.
Newcastle Park:
• The gate shall be opened by 7:00 a.m. daily.
Bonita Skate Park:
• Surfaces shall be blown and debris removed on a daily basis. The Skate Park
restrooms and skate bowl entry gates shall be opened by 7:00 a.m. during
summer operations, weekends, and holidays. City will provide schedule for
Bonita Skate Park.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 30
Eisenhower Park and Dog Park:
In addition to the duties and responsibilities identified in these specifications, the
contractor shall perform the following duties Monday through Friday:
• Open the restrooms at 7:30 a.m. daily.
• Pickup all trash, leaves and debris in park, empty trash cans, clean the parking
lot, and generally survey the park for damage and report to Streets
Superintendent. These duties will be performed beginning at 7:30 a.m. and
completed by 10:00 a.m.
• Re-fill the doggy litter mitt container when empty. It is the responsibility of the
contractor to pick-up the litter mitt rolls at the Public Works Service Center.
• Aeration of the Dog Park turf shall be conducted bi-monthly.
• Mowing of Dog Park turf shall be completed by 11:00 a.m. on Thursday’s. Prior
to mowing the turf, all animal feces shall be removed from the grounds by the
contractor.
Contractor Scheduling
On the first working day of each month, the Contractor shall supply Streets
Superintendent with a schedule of the day that the Contractor will be working in the
specified areas in the contract. This shall include approximate time of day, work being
performed, and names of people in the crew. Contractor shall notify Streets
Superintendent of any changes to the schedule 24 hours in advance. Streets
Superintendent shall notify Contractor 2 working days in advance if any Special
requests are to be made. Failure to comply with these requests shall result in a
$200.00 reduction in the monthly statement per incident.
The Contractor shall, no later than the last working day of each month, submit to the
Streets Superintendent, a written report that projects the days of the month in which the
Contractor shall perform any operations other than routine.
Contractors Facility, Communication, Certified Payroll
Facility - The Contractor shall be required to maintain a maintenance facility within a 50
mile radius of the City Hall of Arcadia and shall have staff on hand at the facility
available to answer telephone calls from 8:00 a.m. to 5:00 p.m., Monday thru Friday.
Communication - The contractor's facility, lead person, and irrigation specialist shall be
equipped with a cellular phone for dispatching purposes and answering emergency calls
24 hours a day, sevendays a week.
One person shall speak fluent English on each crew and the contractor shall provide the
names of each crew person to Streets Superintendent and shall notify the Streets
Superintendent three days in advance of any permanent changes.
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services Page 31
Inspection of Payroll Records - Contractor is required to keep and maintain accurate
payroll records. These records shall be made available to the City upon request for the
purpose of verifying compliance with prevailing wage laws. Failure to keep or make
records available to the City when requested shall result in a $100.00 reduction in
the monthly invoice per incident.
Water Facilities
All other provisions of these specifications apply. Whenever a conflict arises between
this section (Water Facilities) and the rest of the specifications, the main body of the
specifications shall apply. All turf areas at the water facilities shall be mowed and edged
weekly. Fertilization shall be performed in April, June, and October. All other
maintenance shall be performed Bi-weekly to include shrub trimming, litter and debris
removal, weed abatement, stairway clearing, shrub, ivy and or groundcover trimming
where it encroaches into adjacent areas.
A quarterly trimming of the oleanders is required in January, March, June, and
September. Special attention at the Live Oak Plant is required to allow visibility for the
pedestrians in the crosswalk and proper clearance on the access road. This portion of
oleanders shall be kept to a height of 3'.
No chemicals other than Round Up and Di-quat shall be used at the water well
sites.
WEEKLY IRRIGATION REPORT ATTACHMENT A
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT A
ATTACHMENT A
WEEKLY IRRIGATION REPORT
WEEKLY IRRIGATION REPORT ATTACHMENT A
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT A
WEEKLY IRRIGATION REPORT
Date: Technician:
Location: No. of Stations:
Controller: No. of Programs
START TIMES: 1__________ 2__________ 3__________
IRRIGATION DAYS (CIRCLE) S M T W T F S
STATION NUMBERS (WITH EXPLANATION OF ANY PROBLEMS)
1. ____________________________________________________________________
2. ____________________________________________________________________
3. ____________________________________________________________________
4. ____________________________________________________________________
5. ____________________________________________________________________
6. ____________________________________________________________________
7. ____________________________________________________________________
8. ____________________________________________________________________
9. ____________________________________________________________________
10. ___________________________________________________________________
11. ___________________________________________________________________
12. ___________________________________________________________________
CONTRACTOR IS RESPONSIBLE TO TURN IN WEEKLY IRRIGATION REPORTS TO THE PUBLIC
WORKS SERVICE DEPARTMENT WEEKLY. FAILURE TO SUBMIT COMPLETED WEEKLY
IRRIGATION REPORTS AS SPECIFIED SHALL RESULT IN A $200.00 REDUCTION IN THE
MONTHLY INVOICE PER INCIDENT.
Received By: Date:
CONTROLLER LOCATIONS/TYPE ATTACHMENT B
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT B
ATTACHMENT B
CONTROLLER LOCATIONS & TYPE
CONTROLLER LOCATIONS/TYPE ATTACHMENT B
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT B
CONTROLLER LOCATIONS & TYPE
Note: All battery operator irrigation controllers listed require 9V batter replacement as specified
CONTROLLER NO. & LOCATION TYPE
Parks
53. Bicentennial Park (west side of the park behind the gate) CalsenseET2000
20. Bonita Park (east of the parking lot) CalsenseET2000
61. Camino Grove Park (south west corner) CalsenseET2000
06. Eisenhower Park (south side of restrooms) CalsenseET2000
07. Dog Park (southwest side of Eisenhower Park) CalsenseET1
55. Fairview Park (southwest side of Park) CalsenseET2000
67. Forest Park (southeast side of park) RainBird ESP-7
42. Newcastle Park (north side of Utility Building) CalsenseET2000
68. Orange Grove Park (east side of Plant Building) RC-12 Rainbird
24. Terra Verde Park (south side of Utility Building) CalsenseET2000
52. Tripolis Park (south side of park) CalsenseET2000
City Facilities
02. Police Department (northwest side of Complex) CalsenseET2000
14. Chamber of Commerce (southwest side of building) CalsenseET2000
03. City Hall (controller southwest corner lower City Hall) CalsenseET1
04. City Hall (controller on the east side of the Council Chambers) CalsenseET1
05. Community Center (northwest side of receiving area) CalsenseET2000
65. Fire Station 105 (north side of building) CalsenseET1
66. Fire Station 106 (2 controllers in storage bldg NE parking lot) RainBird ESP-10, RainBird RC-12
21. Fire Station 107 (west side of station) CalsenseET2000
32. Library East (south controller on south side of building) CalsenseET2000
33. Library West (north controller on south side of building) CalsenseET2000
51. Service Center (south side of wall at north entrance) CalsenseET2000
01. Civic Center Athletic Field (west side of building) CalsenseET2000
Maintenance Areas
80. Traffic “Y’s” at Old Ranch Road and Coronado Drive Dig Battery Operated
and Old Ranch Road & Victoria Drive (2 controllers)
81. Second Avenue and Sandra Avenue (north side of block wall) Leit Solar
20’ feet west of Second Avenue
82. East side of Highland Oaks Dive north of Sycamore Drive Dig Battery Operated
(Oleander planter area)
83. Baldwin Avenue and Naomi Avenue Dig Battery Operated
88. Landscaped corner of Michillinda Ave and Sunset Boulevard RainBird ESP-4
89. Landscaped median on Gateway north of Huntington Drive RainBird ESP-7
90. Parking District 1 RainBird ISC-8
09. Parking District 2 CalsenseET2000
91. Landscaped island at lower “Y” on Huntington Drive Leit Solar-4
92. Landscaped island at Upper “Y” on Colorado Boulevard Leit Solar-4
93. Landscaped islands at Chelsea Road and Colorado Street RainBird RCM-8B
96. Hampton Road at Falling Leaf Road Dig Battery Operated
97. Hampton Road at Baldwin Avenue Dig Battery Operated
75. Fountain Rose Planters (Huntington Dr. / Santa Anita Ave.) Liet Solar
CONTROLLER LOCATIONS/TYPE ATTACHMENT B
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT B
Medians – Baldwin Avenue
94. Baldwin Avenue and Foothill Boulevard (southwest corner) RainBird ESP-7
19. Baldwin Avenue and Harvard Drive (east side) CalsenseET2000
18. Gate 8 on Baldwin Avenue (north east side) CalsenseET2000
44. Arboretum (inside facility far north side) CalsenseET2000
45. Baldwin Avenue and Lemon Avenue (east side) CalsenseET2000
46. Baldwin Avenue and Woodruff (east side) CalsenseET2000
56. Baldwin Avenue Downtown (in median) CalsenseET2000
94. Baldwin Avenue N/O Freeways (S/W Corner @ Foothill) Rainbird ESP-7
Medians – Foothill Boulevard
39. 41 West Foothill Blvd (north side) CalsenseET2000
40. 515 West Foothill Blvd (north side) “Arbolada” CalsenseET2000
41. Foothill and “Whispering Oaks” (south side) CalsenseET2000
Medians – Las Tunas Avenue
57. Las Tunas “Holly” (in median) CalsenseET2000
58. Las Tunas “West” (in median) CalsenseET2000
15. 300 BLOCK (south side) “Longley” CalsenseET1
16. Live Oak and Las Tunas “Y” CalsenseET1
Medians – Huntington Drive
13. 560 W Huntington Dr (north side) ”La Cadena” CalsenseET2000
11. 1030 W Huntington Dr (south side) “Sunset” CalsenseET2000
12. 760 W Huntington Dr (south side) “Golden West” CalsenseET2000
10. Huntington @ Michillinda (behind City monument) CalsenseET2000
Medians – Santa Anita Avenue
38. 1725 N Santa Anita (west side) “Sierra Madre” CalsenseET2000
37. Perkins and Santa Anita (east side) “Highland Oaks School” CalsenseET2000
36. 1311 N Santa Anita (west side) north of “Woodland” CalsenseET2000
35. South of Woodland (in median) “Sycamore” CalsenseET2000
60. 514 N Santa Anita (east side) “Newman” CalsenseET2000
59. Santa Anita @ “Santa Clara” (west side) CalsenseET2000
34. 512 S Santa Anita (east side) “El Dorado” CalsenseET2000
31. 1304 S Santa Anita (east side) “LeRoy” CalsenseET2000
30. 1564 S Santa Anita (east side) “Camino Real” CalsenseET2000
29. 1810 S Santa Anita (east side) “Lemon” CalsenseET2000
28. 2200 S Santa Anita (east side) “Longden” CalsenseET2000
27. Santa Anita @ 11 E Live Oak CalsenseET2000
Medians – Live Oak Avenue
26. 435 Live Oak (north side) CalsenseET2000
23. El Capitan (north side) CalsenseET2000
CONTROLLER LOCATIONS/TYPE ATTACHMENT B
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT B
Downtown Area
48. First and Bonita (southwest corner) CalsenseET2000
47. 30 E Huntington (in median)-“1st” CalsenseET2000
49. 134 E Huntington (in median)-“2nd” CalsenseET2000
50. Huntington and Gateway (southeast corner) CalsenseET2000
43. Huntington east of Santa Clara (in median)”Morlan” CalsenseET2000
84. Second and Huntington (southwest corner) RainBird ESP-12C
Transit Plaza
Near Plaza Parking Structure to the west CalsenseET1
Medians – Colorado Boulevard
85. Colorado east of Michillinda Leit Solar-4
86. Colorado @ Michillinda (N/E corner) Dig Battery Operated
Median – Peck Road
25. Peck Rd @ Clark St (N/E corner) CalsenseET2000
Water Facilities / Reservoirs
64. Orange Grove (near south Slope) CalsenseET2000
70. Peck Rd (north side of Chemical Room) RainBird ESP-6
71. Camino Real Plant (behind south wall) RainBird ESP-4
17. Longden Plant and Well (in turn adjacent to well entrance) CalsenseET2000
72. Longley Plant (behind wall at corner of El Monte & Palm) Leit 4000-4 (Solar)
08. Hugo Reid Park & Well Site (adjacent to wall & well site) Calsense ET1
73. Chapman Well (inside on block wall) RainBird ESP-8
74. Chapman Plant (outside on east wall) Irritrol
76. Whispering Pines Pump Station (on wall behind building) RainBird ESP-4
63. Santa Anita Plant (near driveway entrance) CalsenseET2000
77. Canyon Plant Irritrol IBOC-6
62. Upper Canyon Reservoir (on electrical cabinet top of hill) CalsenseET2000
54. St Joseph Plant (adjacent to front gate) CalsenseET2000
78. Baldwin Well (backyard, north side of garage) RainBird ESP-8
79. Live Oak Facility (north wall, south storage lot) RainBird ESP-6
MAINTENANCE DEFICIENCY REPORT ATTACHMENT C
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT C
ATTACHMENT C
MAINTENANCE DEFICIENCY REPORT
MAINTENANCE DEFICIENCY REPORT ATTACHMENT C
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT C
CITY OF ARCADIA
PUBLIC WORKS SERVICES DEPARTMENT
LANDSCAPE MAINTENANCE DEFICIENCY REPORT
DATE: ______________ LOCATION: _______________________________________
Deficiency item(s) must be corrected within 48 hours
ACCEPTED Pass Fail COMMENTS:
Litter Control
TURF CONDITION
Mowing
Edging
Weed Free
Disease Free
Rodent Free
IRRIGATION
SOIL CONDITIONS
Turf
Ground Cover
Shrubs
Trees
TREES/SHRUB CARE
Pruning
Insect Control
Disease Control
Trimming
PLANTER BED MAINTENANCE
Debris Free
Weed Free
Cultivated
Rodent Free
Walkways Clean
Deductions in Monthly Statement (If any):
City Signature: ____________________________________________________
Notification Sent Via: ( ) E-mail ( ) Fax ( ) Mail
OLEANDER & TALL BRUSH LOCATIONS ATTACHMENT D
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT D
ATTACHMENT D
OLEANDER & TALL BRUSH LOCATIONS
OLEANDER & TALL BRUSH LOCATIONS ATTACHMENT D
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT D
Oleander, Xylosma and hedge locations require tri-annually trimming and topping (March,
July, and November). Weed control and abatement and cleanup of trash and debris shall
be performed bi-monthly. Clearing and/or removal of dead plants, bushes, and trees shall
be performed once per month.
SCHEDULE I - FACILITIES
Civic Center
Trim Xylosma on the east side of the athletic field (300’). Shrubs shall be maintained at
a max height of ten feet (10’).
Library
Trim shrubs along the chain link fencing near the southwest end of the building.
Service Center
Trim Creeping Fig along northerly and westerly perimeter block wall.
SCHEDULE II – MEDIANS & PARKWAYS
Colorado Street from Michillinda Avenue to Princeton Road
Trim Oleanders on the south side of the street, and edge the ivy (5,208’).
Colorado Street from Princeton Road to Harvard Drive
Trim both sides of the Oleanders on the south side of the street (500’).
Foothill Boulevard from Arbolada Drive to Baldwin Avenue
Trim both sides of the Oleanders on the north side of the street (1,587’)
Foothill Boulevard from Rodeo Road to Tindalo Road
Trim both sides of the Oleanders on the south side of the street (1,058’).
Foothill Boulevard from Don Diablo Drive to Michillinda Avenue
Trim the Foothill Boulevard side of the Oleanders on the north side of the street (2,643’).
Baldwin Avenue from Orange Grove Avenue to Hampton Road
Trim both sides of the Xylosma on the west side of the street (1,058’).
Baldwin Avenue from Colorado Street to Oxford Drive
Trim the Oleanders on the east side of Baldwin Avenue (150’).
OLEANDER & TALL BRUSH LOCATIONS ATTACHMENT D
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT D
SCHEDULE III - PARKS
Forest Avenue Park
Trim Oleanders at the end of the cul-de-sac and on the Santa Anita Avenue side (100’).
Eisenhower Park
Trim the oleanders in the north parking lot area that are encroaching into the parking lot
and private property (100’).
SCHEDULE IV – WATER FACILITIES
Canyon Plant
Trim Oleanders and other tall shrubs along driveway.
Upper Canyon Plant
Trim Oleanders along both sides of the driveway.
Live Oak Facility
Trim Oleanders at the most southerly end of the facility (storage area). The oleanders
along the south perimeter shall be maintained at max height of three feet (3’).
Baldwin Reservoir
Trim Oleanders and other tall shrubs along the north and west perimeter block wall
fencing.
DOWNTOWN & PARKING DISTRICTS ATTACHMENT E
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT E
ATTACHMENT E
DOWNTOWN STREETSCAPE /
PARKING DISTRICTS 1 & 2
DOWNTOWN & PARKING DISTRICTS ATTACHMENT E
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT E
SCHEDULE V – DOWNTOWN STREETSCAPE / PARKING DISTRICTS 1 & 2
Maintenance Manual
The following guidelines are provided to assist the landscape maintenance contractor in
maintaining the landscaped portions of Downtown Arcadia and Parking Districts 1 & 2.
This area covers Huntington Drive east of Santa Clara Street to Fifth Avenue, First
Avenue from Wheeler Avenue to California Street, Santa Anita Avenue between
Huntington Drive & the 210 Freeway, Baldwin Avenue between Duarte Road and Naomi
Avenue, and the two public parking lots north of Huntington Drive.
The purpose of these guidelines is:
1) To enhance and encourage the proper growth of the installed trees and shrubs to
maximize the natural beauty of the plants and to attain certain aesthetic ideals and
goals established in the overall design for the project.
2) To promote long life for the shrubs and trees through appropriate pruning
techniques, cultivation, fertilizing, weeding, and replacement when necessary.
3) To magnify the quality and character of the landscaped portions of the project in
keeping with ongoing maintenance of other elements such as lighting, street
furniture, and hardscape features. As the projects mature it should do so gracefully
and with added character and charm created by well-maintained plantings.
In applying the maintenance guidelines, all city contract workers involved should be
informed as to unacceptable and undesirable approaches to maintenance. This applies
particularly to pruning of trees, shrubs, and cultivation of beds. Unlike earlier design
approaches and maintenance philosophies, trees and shrubs should not be held back at
a severely maintained and overly pruned state in order to keep "on top" or "ahead" of the
job. In most cases trees and shrubs should have a loose and natural appearance.
Except for certain hedges (boxwood, myrtle, etc.) planted in distinct linear masses, most
shrubs should never be flat topped or made into spheres, boxes, or topiaries. They should
be carefully thinned and reduced in size by randomly removing wayward shoots and
runners. It may be best to thin out or lightly lace some large shrubs instead of shearing
them.
Whenever a groundcover or perennial mass becomes overly crowded and begins to
decline it should be lifted, divided, and either replanted or replaced with similar new
plants. Almost every plant used in the project is relatively long lived; however, they may
need to be replaced during the term of this agreement.
DOWNTOWN & PARKING DISTRICTS ATTACHMENT E
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT E
Some annuals and perennials planted in pots will need replacement bi-annually or more
often. The pots are crucial to providing color, visual interest and variety to the project. It is
important to maintain these and use them as points of beauty. In some cases, adjacent
merchants may want to "adopt" the pots and be willing to plant and water them. The City
should encourage merchants to install additional pots, window boxes, and upgrades to
private property as an extension of this project.
Trees
A bi-monthly inspection of all trees in the Downtown Arcadia and Parking District 1 and 2
areas will be conducted for traffic visibility, pedestrian obstructions, and merchant sign
obstructions. All required trimming must be completed within one week of inspection.
Shrubs
Hedges:
All planters where boxwood, myrtle or hollies are called out in long, linear masses should,
in most cases, be treated as hedges. Accentuating the architecture of the area, these
hedges should be flat topped and squared on the sides no more than 36" in height. The
tall existing oleanders at the northwest corner of Fifth Avenue and Huntington Drive
should be kept to an 8' height and shaped.
Note: No other shrubs in this project area should be severely flattened, shaped into
spheres or hedged. The overriding philosophy should be one of a naturalistic, relaxed
appearance with only thinning and reducing sizes without shearing. All camellias,
arbutus, pittosporum, pyracantha, freestanding hollies, spiraea, santolina, cistus, and
rosemary should be loose and naturalistic in appearance. Camellias demand an acid
soil, mulching will help and also protect the roots from the heat.
Accent/Perennial Borders:
Where daylilies (hemerocallis), lavender, euryops and shrub roses are used as
foreground masses, these should be allowed to grow together and not separated or
pruned individually.
Pots:
The freestanding pots are planted with some long-lived shrubs and some perennial
plantings. As these eventually overgrow their containers and become rootbound, we
recommend a yearly review and replacement program. If some plants are not responding
to watering, fertilizers, and pruning, then a replacement should be considered. Some
perennials, such as daylilies, agapanthus, star jasmine, and others thrive on crowded
conditions if adequate water is available. The pots with ivy geraniums may be attractive
for 18 months to 2 years and then need replacement. The City or merchants may opt to
replant the pots more frequently with seasonal plantings (poinsettias for Christmas, bulbs
DOWNTOWN & PARKING DISTRICTS ATTACHMENT E
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT E
for Spring, Iceland poppies for winter). Whenever a major replanting occurs, it is
recommended that the planting soil be replaced with potting soil mixture. Check drainage
and irrigation emitters sealed joints and sleeves should not leak or allow water to stain the
sidewalks.
Cultivation/Weed Control:
All the major planter beds should be periodically cultivated so as to remove weeds and
aerate the soil. This should be done minimally once every two months. As the bark mulch
top dressing is incorporated into the soil, it should be replaced with new soil so as to
control weeds and retain soil moisture. "Ronstar" or other herbicides can be used to
control larger weed problems.
Irrigation:
• Water by properly setting and adjusting, as climate dictates, the automatic timers.
• Hand water pots and areas needing extra water. Modify schedule according to
climate. Quick couplers are available for manual watering. No washing down
paved surfaces unless it’s approved by Streets Superintendent or designee.
• Monitor and test irrigation system for proper coverage and necessary repairs
weekly as needed.
Trash Cans:
All trash cans shall be inspected daily and emptied if needed. All trash bags shall
be provided by contractor and replaced when emptied.
IRRIGRATION REPAIR NOTIFICATION ATTACHMENT F
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT F
ATTACHMENT F
IRRIGATION SYSTEMS REPAIR
NOTIFICATION FORM
IRRIGRATION REPAIR NOTIFICATION ATTACHMENT F
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT F
CITY OF ARCADIA
PUBLIC WORKS SERVICES DEPARTMENT
Irrigation Systems Repair Notification Form
Notification No:
Notification Date:
Repair Due Date:
To:
Company:
Notification Sent Via: Hand-delivery ( ) Fax( ) E-mail ( )
Location of Required Repair Work: _________________________________________
Description of Required Repair Work Priority Level
( ) Repair or replace dysfunctional control valve(s) Description of Priority Level
( ) Repair, replace, or adjust dysfunctional irrigation head(s) 1= Immediate response required.
( ) Check irrigation control clock tinning and settings 2= Repair services to occur within 4 hrs.
( ) Repair broken main or lateral irrigation line(s) 3= Repair services to occur within 24 hrs.
( ) Check overall condition and status of irrigation system
Contractor is required to sign and date this notification form and return to the City
representative upon completion of the above described repair work.
Contractor's Signature: __________________________________
Repair work completion date: _____________________________
FOR OFFICIAL USE ONLY
Date Received: / /
Signature:
Comments:
CIVIC CENTER ATHLETIC FIELD ATTACHMENT G
REQUIREMENTS RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT G
ATTACHMENT G
CIVIC CENTER ATHLETIC FIELD
TURF MAINTENANCE REQUIREMENTS
CIVIC CENTER ATHLETIC FIELD ATTACHMENT G
REQUIREMENTS RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT G
Routine Maintenance
Field Turf surface has been designed and approved for the activity of soccer, synthetic
turf shall be kept free from glass, cigarettes, fireworks, sharp objects, debris, leaves,
paper, and windblown material.
Debris Removal
Windblown debris shall be removed from the surface as quickly as possible using a lawn
sweeper such as the Hydraulic Parker Field Turf Sweeper (City provided). This sweeper
shall be pulled by a conventional lawn tractor or ATV (contractor supplied) equipped with
pneumatic turf tires. The sweeper is equipped with a hopper and screen specifically
designed to capture debris and to allow the removed infill material to filter back. Hopper
should be inspected and cleaned as needed to ensure that the screen is not clogged.
Any costs associated with the repair or replacement of the sweeper shall be the
responsibility of the contractor. Frequency: 260 times per year
Brushing and Grooming
Grooming of the synthetic field shall be done using the HDT-17 drag brush (provided by
the City). This drag brush and groomer is designed for rapid maintenance to straighten
the flattened exposed fibers and to loosen the top portion of the infield. Brushing direction
shall be between the panels from sideline to sideline (white lines). This brush shall be
pulled by a conventional turf tractor of ATV equipped with pneumatic turf tires (contractor
provided). Any costs associated with repair or replacement of the HDT-17 shall be the
responsibility of the contractor. Frequency: 52 times per year
Infill Grooming
Infill grooming shall be done to maintain optimum performance and appearance of the
field(s). Infill grooming shall be done using the RT groomer or equivalent. Rake shall be
dragged in two directions at right angles at each other. Frequency: 12 times per year
Removal of Weeds and Moss
It is important to prevent weeds and moss from growing on the synthetic turf as it can
affect the playability of the surface. If weeds/moss were to interface between the synthetic
grass and the perimeter concrete curbing they are to be pulled manually by using a 3
prong tool. Only in specific cases were the growth of weeds/moss is too much to be able
to handle by hand, the use of a biodegradable weed killer shall be permitted with previous
authorization from the Director of Public Works Services or his representative.
Frequency: As needed
CIVIC CENTER ATHLETIC FIELD ATTACHMENT G
REQUIREMENTS RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT G
Removal of Stains/Gum
Oil stains: A biodegradable detergent (Field turf scrub detergent or equivalent) shall be
used to safely remove oil stains from all synthetic turf areas. Frequency: As needed
Bodily Fluids (blood, vomit, etc.): A biodegradable scrub cleaner and conditioner (Field
turf scrub cleaner and conditioner or equivalent) shall be used to remove bodily fluids
from all synthetic surfaces, failure from the contractor to keep areas safe and clean shall
find the contractor in breach of specifications and non-compliance and the liability for any
propagation of disease shall be solely the contractors responsibility. Frequency: As
needed
Gum Remover: Gum shall be removed using an effective biodegradable solvent (Field
turf gum remover or equivalent) formulated for removing gum, tar, and adhesives.
Frequency: As needed
Infill Maintenance
Routine grooming of the field will ensure that the infill is uniformly distributed over the
entire field surface. Intensive use of certain areas (corners, midfield, penalty area) will
cause the material to shift or be displaced. The contractor shall pay special attention to
these areas and that uniformity of the infill as adequate by following these steps:
1. Fibers shall be agitated to expose them in the areas requiring infill using a medium
stiff bristle brush.
2. Brush the infill into the grass by lightly agitating the fibers again using a medium
stiff bristle brush.
3. The top of the infill shall be at a level of ¾” below the tips of the exposed grass
fibers, gently agitate the area to assure that the infill settles below the exposed tips
of the grass fibers.
Frequency: As needed
Infill Materials
Rubber crumb materials shall be replenished to bring the materials needs to
manufacturer’s specifications. Rubber crumb material shall be provided by the City.
Contractor shall provide a schedule as to when the task will take place. Consideration
shall be given to user groups as to not to disturb their usage. Frequency: 2 times per
year
CIVIC CENTER ATHLETIC FIELD ATTACHMENT G
REQUIREMENTS RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT G
Static Control
Synthetic turf static control shall be done per manufacturer recommendation. Static
electricity is most likely to build under dry and warm atmospheric conditions. Excessive
static will cause the black rubber infill particles to cling to the top of the exposed grass
fibers thus making the field surface appear darker. Contractor shall control the static
buildup by applying a water mist over the affected area. This method will allow the rubber
particles to immediately drop off form the exposed grass fibers. In the event that this
practice was ineffective, the contractor shall apply a product that is biodegradable and is
engineered for the control of static electricity in synthetic fields (Field turf static control or
equivalent). Bleaching agents shall not be used on synthetic fields. Frequency: As
needed
Seam Repairs
Seam repairs shall be done per manufacturer recommendation. The contractor shall be
responsible for inspecting the fields and reporting back to the City. The contractor shall
be responsible for securing the area(s) until the repairs have been made and it’s deeming
that the fields are safe for use. Failure to secure the area(s) or report the need for repairs
will be considered an act of neglect and the contractor shall be responsible for any
injuries and or claims that might arise. Frequency: As needed
Mister Towers
Contractor shall be responsible for inspecting the “Most Dependable Mister Towers” daily
during the months of April through October and weekly during the months of November to
March. Contractor shall be responsible for the operation of the mister towers at all times,
any repairs or replacements costs are to be borne by the contractor. In the event of
vandalism to the towers, contractor shall report as per specifications. Frequency: April
through October Daily; November to March Weekly
TRANSIT PLAZA ATTACHMENT H
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT H
ATTACHMENT H
TRANSIT PLAZA
TRANSIT PLAZA ATTACHMENT H
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT H
The Gold Line Transit Plaza is a triangular lot roughly 0.43 Acre in size, with Santa Clara Street to
the south, the Gold Line tracks to the north, and a 300 space parking structure to the west.
Tree & Shrub Maintenance
The contractor shall be responsible for the maintenance and upkeep of shrubs and trees planted
in designated areas at the Transit Plaza. There are three Pear trees, one Deodar tree, and three
Engelmann Oak trees spaced throughout the plaza with planter areas filled with various drought
tolerant plants like Lavender, Rosemary, Boxwood Hedges, Pacific Dune Sedge, and Lilac.
Established trees shall be lifted and suckers removed once a year in November.
The Contractor is responsible for raising the skirt of all trees (no height restriction) located in the
landscaped maintenance areas as directed by the Streets Superintendent or designee. Low
branches shall be raised to prevent obstruction of pedestrian walkways, lighting fixtures, and
structures.
All trimmings shall be removed from the site and recycled with other green waste generated
during routine maintenance operations.
Parking Lots and Tree Wells
Contractor shall be responsible for the removal of all trash, dirt, weeds, and debris in tree wells.
Trash Cans Emptied and Replacement
Trash cans at the Transit Plaza shall be emptied and replacement bags installed daily. Failure to
comply may result in a $100.00 reduction in the monthly statement, per incident. Trash bags will
be supplied by the contractor and shall be commercial grade.
The City will supply the trash cans. All trash cans must be maintained in good condition and
removed and replaced when needed.
Facility Equipment & Special Features
Benches and/ seating areas shall be wiped down daily, power washed when requested, and/or
kept clean as directed by the Streets Superintendent or designee. Any hazardous conditions
and/or damages to equipment, the stage, or clock tower at the facility shall be reported to the
Streets Superintendent or Public Works Services Department immediately.
Graffiti
All graffiti at the Transit Plaza shall be reported to the Streets Superintendent or Public Works
Services Department immediately.
Drinking Fountains
Drinking fountain shall be cleaned daily. If a drinking fountain appears damaged or clogged, it
shall be reported to the Streets Superintendent or Public Works Services Deaprtment
immediately.
FREEWAY ON/OFF RAMPS ATTACHMENT I
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT I
ATTACHMENT I
210 FREEWAY ON/OFF RAMPS
FREEWAY ON/OFF RAMPS ATTACHMENT I
RFP NO. PWS 10-2018
City of Arcadia Public Works Services
Request for Proposal – Landscape Maintenance Services ATTACHMENT I
It is the responsibility of the landscape maintenance contractor to remove weeds, trash,
signs, debris, etc., report graffiti and damaged signs on the freeway on and off ramps in
the landscaped portion of the freeway ramps.
Irrigation, shrubs, and trees is the responsibility of the California Transportation
Department (Caltrans).