Document elcerrito_gov_doc_7d0d9219d6

AGENDA BILL Agenda Item No. 5(B) Date: June 16, 2015 To: El Cerrito City Council From: Maria Sanders Interim Operations + Environmental Services Division Manager Yvetteh Ortiz, Public Works Director/City Engineer Subject: Approve Agreements with Rubicon Enterprises, Inc. and New Image Landscape Company for Landscape Maintenance Services ACTION REQUESTED Adopt a resolution authorizing the City Manager to execute the following agreements to provide landscape maintenance services for the City’s parks, athletic fields, building grounds, street medians, streetscapes, pedestrian paths, and other public right of ways for a period of three years, with an option to annually extend either or both contracts for two years thereafter, effective July 1, 2015 and contingent upon adoption of the proposed update to the Biennial Budget for Fiscal Years (FY) 2014-15 & 2015-16 and, if necessary, successful negotiations with each contractor to amend the contract to be consistent with the budget: 1. Rubicon Enterprises Incorporated at an annual cost not to exceed $98,600; and 2. New Image Landscape Company at an annual cost not to exceed $117,400. BACKGROUND The City is currently under contract with Rubicon Enterprises (Rubicon), for an annual sum not exceeding $164,500, to provide landscape maintenance services primarily for the City’s formal parks, athletic fields, and San Pablo Avenue medians. The City also holds a smaller $12,000 contract with Gardeners’ Guild to care for the Fairmount medians and the grounds around City Hall and the Public Safety Building. These contracts are due to expire June 30, 2015. The contract with Rubicon was awarded on August 19, 2014. This was a renewal of a contract that was awarded to Rubicon in 2004 after a public bidding process. Given that it had been ten years since parks and landscape maintenance services have been bid publicly, it was staff’s intent to conduct a public bidding process for a new parks and landscape maintenance services agreement. However, there was significant uncertainty in 2014 about what level of financial resources would be available for parks and landscaping services after the 2014-15 Fiscal Year. The Landscape and Lighting Assessment District (LLAD) Fund, which has historically funded the entirety of ---PAGE BREAK--- Agenda Item No. 5(B) Page 2 Rubicon’s expenses, was projected to have a deficit starting in FY 2015-16, assuming that LLAD funded services remained the same. As such, staff proposed to solicit bids for landscaping service once there was a clearer picture about what level of future parks and landscape maintenance services could be funded. With the passage of Measure R, there is now a clearer picture. In the proposed update to the Biennial Budget for FY 2014-15 and 2015-16, a majority of expenses ($290,000) for landscape maintenance services is proposed to be shifted to the General Fund. LLAD will continue to fund another $60,000 in landscape maintenance services, bringing the total proposed amount for landscape services to $350,000, an increase of $40,000 for all landscape services over the previous year. On April 13, 2015, the City’s Public Works Department released a Request for Proposals (RFP) from qualified licensed landscape contractors to provide landscape maintenance services for the City’s parks, athletic fields, building grounds, street medians, streetscapes, pedestrian paths, and other public right of ways. These sites were divided into three separate bundles. Contractors were invited to submit proposals for one, two, or all three bundles. The Landscape Maintenance Bundles in the RFP are: • Bundle A: Athletic Fields, Passive Turf Areas and Affiliated Parks – Approximately 47 acres of turf-intensive landscapes, including 7 combination baseball/soccer fields, 6 picnic areas, and 12 passively used turf areas. • Bundle B: Building Grounds, City Streetscapes, Medians, Traffic Islands, and Rain Gardens – Approximately 56 acres of landscapes and streetscapes consisting of sidewalks, medians, small plazas, trees, shrubs, ground covers, and rain gardens. This bundle contains 45 sites and is divided into Type 1, Type 2, and Type 3 facilities. Type 1 facilities require weekly care and include City Hall, the Public Safety Building, the Community/Swim Center, and the streetscapes in the City’s commercial areas; Type 2 facilities need or care and include many of the City’s childcare centers, the Senior Center, Library, and Fire Station 72; and Type 3 facilities need care on a quarterly or bi-annual basis consisting mostly of the City’s pedestrian paths, stairways, and other properties where regular clearance pruning and weed abatement is needed. • Bundle C: Ohlone Greenway – 2.7 linear miles (approximately 18.5 acres) consisting primarily of a heavily used pedestrian and bicycle path lined by a combination of naturalized fields of “no-mow” fescue, wildflowers, and shrubs, punctuated by several small formal play spaces, creek crossings, and areas of sensitive habitat. A list of facilities in each bundle and the required service levels for the various facilities in each bundle is included in Attachment 2, Proposed Landscape Maintenance Agreement, Technical Specifications under Section II.E, City Facilities and Service Levels. These Technical Specifications comprise the scope of work for the contractors. These specifications significantly updated the specifications provided in the previous landscape maintenance contract to increase the service level expectations in the contract, to include a more comprehensive list of facilities in the City that require routine ---PAGE BREAK--- Agenda Item No. 5(B) Page 3 landscape maintenance, and to allow staff to more easily monitor contractor performance. In order to ensure the proposals would fit the City’s budget, the RFP and the subsequent scope of work and payment schedule were structured to be scalable, so that services and sites could be reduced or removed depending on the final allocation of funding for landscape services in the FY 2015-16 Budget. The City maintained the right to award to one or more contractors and to award one, two, or all three bundles to proposers based on the demonstrated best value to the City for each one of the bundles. It also maintained the right to remove specific properties or services from the final contract in order to provide the best value to the City within the budget allocated for landscape services. The RFP was posted to the City’s website. A notice inviting proposals was also emailed directly to 22 landscape contractors. The RFP requested proposals for services for an initial agreement term through June 30, 2018, with two possible annual extensions through June 30, 2020. ANALYSIS The City received five proposals from qualified companies by the May 12, 2015 due date. All companies provided proposals for all three landscape bundles. The proposals are summarized in the table below. Summary of 2015 Landscape Maintenance Service Proposals BUNDLE D&H Landscaping, Pinole Marina Landscape, Inc., Livermore New Image Landscape Company, Fremont Pacheco Brothers Gardening Inc., Hayward Rubicon Enterprises, Inc., Richmond A: Turf- Intensive Landscapes $ 165,135 $ 277,755 $ 120,103 $ 160,401 $ 98,532 B: Shrub- Intensive Landscapes $ 451,394 $ 216,009 $ 107,410 $ 254,758 $ 52,246 C: Ohlone Greenway $ 34,728 $114,164 $28,756 $92,680 $ 14,688 Total – All 3 Bundles $ 648,257 $ 607,928 $ 256,561 $ 507,839 $ 165,466 ---PAGE BREAK--- Agenda Item No. 5(B) Page 4 Following receipt of proposals, a selection committee comprised of the Operations + Environmental Services Manager, Maintenance Superintendent, and the Public Works Environmental Programs Manager met to evaluate the proposals and interview the two top-ranked proposers, New Image Landscape Company and Rubicon Enterprises. Proposals were evaluated based on demonstrated experience in municipal landscape maintenance, experience of key personnel, customer references, required licensing and certifications, and cost competitiveness. Both Rubicon and New Image provided cost competitive proposals for all three bundles. Rubicon Enterprises consistently provided the lowest pricing for all three bundles. New Image’s pricing was consistently the second lowest, which was well under that of the remaining three proposers. The evaluation team was impressed with the value both companies could provide the City. As the City’s current landscape services firm, Rubicon is extremely cost competitive, knows the City’s parks well, and is responsive to City needs. With their main office in Richmond, they have been able to quickly respond to requests and mobilize for special projects at extremely affordable rates. During interviews, staff was impressed with Rubicon’s knowledge of the City’s facilities and water management needs, particularly of the athletic fields and formal parks listed in Bundle A. New Image received good references from their other municipal clients, such as the Town of Danville. While more expensive than Rubicon, staff felt they would be a good fit for El Cerrito given their experience maintaining Bay-Friendly landscapes and demonstrated commitment to the use of environmental best practices. Since the landscapes in many of the facilities included in Bundles B and C were designed with Bay Friendly practices in mind, staff was concerned that these sites needed more attention than what was being proposed by Rubicon, the lowest bidder. During interviews, New Image impressed staff with their proposed plan to address deferred maintenance in these specialized landscapes. New Image also had a large breadth of certifications that would provide extra value for the City. For instance, several of their staff are ISA Certified Arborists, which would give the City more flexibility in responding to tree-related landscape issues. Based on the results of the RFP evaluation and in-person interviews with both Rubicon and New Image, staff is proposing: • Rubicon Enterprises be awarded a contract for $98,600 for Bundle A to provide landscape maintenance services for the City’s formal parks and athletic fields. This is a reduction in their current contract; however, it dedicates more funds to concentrate specifically on the care of our highly used athletic fields and parks. As use of these facilities increases, the maintenance requirements needed to keep these facilities in safe and aesthetically pleasing conditions has also increased. • New Image be awarded a contract for $117,400 for Bundles B and C to provide services caring for the City’s building grounds, streetscapes and pedestrian environments, including the Ohlone Greenway. Given the relatively high cost in ---PAGE BREAK--- Agenda Item No. 5(B) Page 5 their proposal associated with the care of the Type 2 Streetscapes and Public Right of Ways (Moeser Avenue above Avis Drive and the Stairway between Shevlin Place and Arlington Boulevard), these sites were eliminated from the scope, bringing the cost of their proposal for these two bundles down from their proposal of $136,166. Combined the cost of these two contracts will amount to $216,000 per year and will be funded in allocations from the General Fund for Landscape Maintenance Services, contingent upon adoption of the proposed update to the Biennial Budget for FY 2014-15 and 2015-16. These contracts are $39,500 over the City’s current landscape maintenance contracts and will include professional and regular landscape services at more facilities in the City and will increase service levels. Overall, these contracts will help address deferred maintenance and improve the safety, quality, and aesthetics of these facilities. If the proposed $40,000 increase in landscape maintenance services is not approved as part of the update to the Biennial Budget, staff will negotiate to remove sites and/or reduce service levels in order to fit the adopted budget amount. STRATEGIC PLAN AND ENVIRONMENTAL CONSIDERATIONS Engaging the landscape maintenance services of Rubicon Enterprises and New Image Landscaping Company will provide increased levels of care in the City’s parks, athletic fields, building grounds, streetscapes and pedestrian environments. These contracts are structured to implement our Integrated Pest Management (IPM) Policy and Bay Friendly landscape maintenance practices. They also enable our landscape maintenance contractors to be proactive about identifying and reporting issues involving needed repairs to the grounds, safety hazards, irrigation equipment, and plant health. Approval of the proposed agreements is consistent with the following El Cerrito Strategic Plan Goals: • Goal D – Develop and rehabilitate public facilities as community focal points, by addressing ongoing and deferred maintenance of facilities and infrastructure; and • Goal F – Foster environmental sustainability citywide by implementing Bay Friendly landscape maintenance practices and the City’s IPM Policy and by monitoring irrigation on a routine basis to control water waste. FINANCIAL CONSIDERATIONS Contingent upon Council adoption of the proposed update to the Biennial Budget for FY 2014-15 and 2015-16, the cost of both landscape maintenance contracts will be funded in allocations from the General Fund for Landscape Maintenance Services in an amount not to exceed $216,000 ($98,600 for Rubicon Enterprises and $117,400 for New Image). LEGAL CONSIDERATIONS The City Attorney has reviewed the RFP and Landscape Maintenance Agreements and found that legal considerations have been addressed. ---PAGE BREAK--- Agenda Item No. 5(8) Scott Hanin, City Manager Attachments: 1. Resolution 2. Proposed Landscape Maintenance Agreement Page 6 ---PAGE BREAK--- Agenda Item No. 5(B) Attachment 1 RESOLUTION 2015–XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AUTHORIZING THE CITY MANAGER TO EXECUTE AGREEMENTS WITH RUBICON ENTERPRISES, INC. AND NEW IMAGE LANDSCAPE COMPANY FOR LANDSCAPE MAINTENANCE SERVICES FOR A PERIOD OF THREE YEARS EFFECTIVE JULY 1, 2015, CONTIGENT UPON ADOPTION OF THE UPDATE TO THE BIENNIAL BUDGET FOR FISCAL YEARS 2014-15 AND 2015-2016, AND IF NECESSARY, SUCCESSFUL NEGOTIATIONS WITH EACH CONTRACTOR TO AMEND THE CONTRACT TO BE CONSISTENT WITH THE BUDGET WHEREAS the City of El Cerrito (City) is responsible for maintaining its parks, athletic fields, building grounds, streetscapes, traffic medians, greenways, pathways, and other properties owned by the City; and WHEREAS, on April 13, 2015 the City issued a Request For Proposals (RFP) for landscape maintenance services, which was posted to the City’s website and directly provided to twenty-two qualified landscape maintenance; and WHEREAS, the resulting contracts from this RFP will be for a term of three years with an option to annually extend these contracts for another two years; and WHEREAS, the RFP organized the City sites that require landscape maintenance into Bundles A (Turf-Intensive Parks and Athletic Fields), B (Shrub-Intensive Building Grounds, Streetscapes, and City Right of Ways), and C (The Ohlone Greenway) and invited proposers to bid on one, two, or all three Bundles; and WHEREAS, the City received five proposals from qualified companies by the May 12, 2015 due date; and WHEREAS, upon consideration of competitive pricing, performance of similar work in other cities, and the landscape experience, licensing and certification of key personnel, the selection committee determined that the proposal received from Rubicon Enterprises, Inc. (Rubicon) best fits the needs of the City for Bundle A, and the proposal from New Image Landscape Company (New Image) best fits the needs of the City for Bundles B and C; and WHEREAS, the annual cost for Rubicon to provide landscape maintenance services for Bundle A is $98,600, and the annual cost for New Image to provide services for Bundles B and C is $117,400, for a combined annual cost of $216,000; and WHEREAS, if the proposed update to the Biennial Budget for Fiscal Year 2014- 2015 and 2015-16 is adopted by City Council, funding of $216,000 will be available in an allocation from the General Fund for Landscape Maintenance Services; and WHEREAS, if the proposed increase in landscape maintenance services is not approved as part of the update to the Biennial Budget, staff will negotiate to remove sites and/or reduce service levels in order to fit the adopted budget amount. ---PAGE BREAK--- Page 2 NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of El Cerrito, that, contingent upon the adoption of the update to the Biennial Budget for Fiscal Year 2014-2015 and 2015-16 and, if necessary, successful negotiations with each contractor to amend the contract to be consistent with the budget, it hereby authorizes the City Manager to execute an agreement with Rubicon Enterprises, Inc. in an amount not to exceed $98,600 per year, and also to execute an agreement with New Image Landscape Company in an amount not to exceed $117,400 per year for both to perform landscape maintenance services in the City of El Cerrito, effective July 1, 2015 for three years with an option to extend these contracts for an additional two years thereafter. BE IT FURTHER RESOLVED, that this Resolution shall become effective immediately upon passage and adoption. I CERTIFY that at a regular meeting on June 16, 2015 the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSTAIN: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on June X, 2015. Cheryl Morse, City Clerk APPROVED: Mark Friedman, Mayor ---PAGE BREAK--- Agenda Item No. 5(B) Attachment 2 The City of El Cerrito, (“City”) enters into this agreement, dated for reference purposes only, with (“Contractor”). AGREEMENT TERMS The City and the Contractor agree as follows: 1. THE WORK. The Contractor shall furnish all equipment, tools, apparatus, facilities, material labor, and skill necessary to perform and complete in a good and workmanlike manner Landscape Maintenance in accordance with Bay Friendly Landscape Maintenance Practices and the El Cerrito Integrated Pest Management Policy (“Work”). 2. LOCATION OF WORK. The Work will be performed citywide as per the Technical Specifications (Exhibit A) and Site Instructions (Exhibit B) as directed by the El Cerrito Public Works staff. 3. FREQUENCY OF WORK. The Contractor must complete the Work as per Technical Specifications throughout the Agreement Term. 4. REMEDIES FOR FAILURE TO TIMELY COMPLETE THE WORK. If the Contractor fails to fully perform the Work in accordance with the Contract Documents by the Time for Completion, as such time may be amended by change order or other modification to this agreement in accordance with its terms, and/or if the Contractor fails, by the Time for Completion, to fully perform all of the Contractor’s obligations under this agreement that have accrued by the Time for Completion, the Contractor will become liable to the City for all resulting loss and damage in accordance with the Contract Documents and applicable law. The City’s remedies for the Contractor’s failure to perform include, but are not limited to, assessment of liquidated damages of $300 per day in accordance with California Government Code Section 53069.85 and the Contract Documents, and/or obtaining or providing for substitute performance in accordance with the Contract Documents. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 2 of 39 5. CONTRACT PRICE AND PAYMENT. As full compensation in consideration of completion of the Work in accordance with the Contract Documents and in consideration of the fulfillment of all of the Contractor’s obligations under the Contract Documents, the City will pay the Contractor in lawful money of the United States the price of per month, an amount equaling per year, with any alterations or deviations from PROPOSAL AND CONTRACT not to exceed total costs. Payment to the Contractor under this agreement will be for Work actually performed in accordance with the Contract Documents and will be made in accordance with the requirements of the Contract Documents and applicable law. Payment to the Contractor under this agreement will furthermore be for Work actually performed at the unit costs specified in attached PROPOSAL AND CONTRACT or City approved additional agreement. The City will have no obligation to pay the Contractor any amount in excess of the Contract Price unless this agreement is first modified in accordance with its terms. The City’s obligation to pay the Contractor under this agreement is subject to and may be offset by charges that may apply to the Contractor under this agreement. Such charges include but are not limited to, charges for liquidated damages and/or substitute performance in accordance with the Contract Documents. 6. PREVAILING WAGES. In accordance with California Labor Code Section 1771, not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is to be performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work fixed as provided in the California Labor Code must be paid to all workers engaged in performing the Work. In accordance with California Labor Code Section 1770 and following, the Director of Industrial Relations has determined the general prevailing wage per diem rates for the locality in which the Work is to be performed. Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the City Council has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of workman needed to execute this Contract, from the Director of the Department of Industrial Relations. Copies of such prevailing rate of per diem wages can be found at the following website: http://www.dir.ca.gov/DLSR/PWD/index.htm. CONTRACTOR shall post a copy of such wage rates at the job site and shall pay the adopted prevailing wage rates as a minimum. CONTRACTOR shall comply with the provisions of Sections 1773.8, 1775, 1776, 1777.5, 1777.6, and 1813 of the Labor Code. CONTRACTOR agrees to comply with the provisions of California Labor Code Section 1776 which require Contractor and each subcontractor to keep accurate payroll records, certify and make such payroll records available for inspection as provided by Section1776, and inform the Agency of the location of the records. The Contractor is responsible for compliance with Section 1776. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 3 of 39 Throughout the performance of the Work the Contractor must comply with all provisions of the Contract Documents and all applicable laws and regulations that apply to wages earned in performance of the Work. Contractor agrees, in accordance with Section 1771.1 of the California Labor Code, that contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded. No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to California Labor Code section 1725.5. Contractor agrees, in accordance with Section 1771.4 of the California Labor Code, this Project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. 7. INSURANCE. Contractor shall acquire and maintain Workers’ Compensation, employer’s liability, commercial general liability, public liability, property damage, owned and non-owned and hired automobile and liability, insurance coverage relating to services of Contractor, its agents, representatives, employees or subcontractors to be performed hereunder covering City’s risks in form subject to the approval of the City Attorney. The cost of such insurance shall be included in Contractor’s bid. The minimum amounts of coverage corresponding to the aforesaid categorie of insurance per insurable event, shall be as follows: Insurance Category Minimum Limits Workers’ Compensation Statutory minimum, as required of under the Labor Code of the State of . California Public Liability $1,000,000 per occurrence Property Damage $1,000,000 per occurrence Commercial General $1,000,000 per occurrence Liability and $2,000,000 aggregate for bodily injury, personal injury and property damage. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 4 of 39 Automobile Liability $1,000,000 per accident, $2,000,000 aggregate for bodily injury and property damage (coverage required to the extent applicable to Contractor’s vehicle usage in performing services hereunder). 8. THE CONTRACT DOCUMENTS. This agreement consists of the following documents (“Contract Documents”), all of which are incorporated into and made a part of this agreement as if set forth in full. These documents may be originals, or copies where applicable. 8.1 This agreement and change orders and other amendments to this agreement signed by authorized representatives of the City and the Contractor 8.2 The Contractor’s completed Contractor License Information 8.3 The Contractor’s completed List of Proposed Subcontractors 8.4 The Contractor’s Workers Compensation Insurance Certification 8.5 The Contractor’s completed Certificates of Insurance and Endorsement 8.6 The Contractor’s completed City of El Cerrito Business License 8.7 The Contractor’s PROPOSAL AND CONTRACT 8.8 The Technical Specifications and the City of El Cerrito Integrated Pest Management Policy 9. ASSIGNMENT PROHIBITED. The Contractor may not assign part or all of this agreement, or any moneys due or to become under this agreement, or any other right or interest of the Contractor under this agreement, or delegate any obligation or duty of the Contractor under this agreement without the prior written approval of an official authorized to bind the City and an authorized representative of Contractor’s surety or sureties. Any such purported assignment or delegation without such written approval on behalf of the City and the Contractor’s sureties will be void and a material breach of this agreement subject to all available remedies under this agreement and at law and equity. 10. CERTIFICATION RE CONTRACTOR’S LICENSE. By signing this Agreement the Contractor certifies that the Contractor holds a valid Type A license issued by the California State Contractors Licensing Board, and that the Contractor understands that failure to maintain its license in good standing throughout the performance of the Work may result in discipline and/or other penalties pursuant to the California Business and Professions Code, and may constitute a material breach of this agreement subject to all available remedies under this agreement and at law and equity. 11. NOTICE OF THIRD PARTY CLAIMS. Pursuant to Public Contracts Code section 9201, the City shall provide the Contractor with notice of claims relating ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 5 of 39 to this Contract filed by third parties no later than ten (10) business days from the date of receipt of the claim. The Contractor shall be responsible for reimbursing the City for its reasonable costs in providing the notification. 12. SEVERABILITY. If any term or provision or portion of a term or provision of this Agreement is declared invalid or unenforceable by any court of lawful jurisdiction, then the remaining terms and provisions or portions of terms or provisions will not be affected thereby and will remain in full force and effect. IN WITNESS WHEREOF, the Parties herby have executed this Agreement on by CITY OF EL CERRITO CONTRACTOR By: Scott Hanin, City Manager Name: Title: APPROVED AS TO FORM: By: Title: ATTEST FOR CITY OF EL CERRITO: By: Cheryl Morse, City Clerk ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement Technical Specifications Parks and Landscape Maintenance Page 6 TECHNICAL SPECIFICATIONS I. GENERAL REQUIREMENTS A. Landscape Maintenance Contractor shall provide the highest quality of landscape maintenance services. The Contractor agrees to provide the highest quality commercially accepted methods, procedures and controls for landscape maintenance consistent with the City’s Integrated Pest Management (IPM) policy, Bay-Friendly landscape maintenance practices, and information in standard landscape industry references. This shall include the use of proper knowledge, skills, materials and equipment of a timely basis to maintain all areas in a clean, safe, healthy, and aesthetically acceptable manner during the entire term of this contract. The Contractor shall furnish landscape maintenance services by qualified landscape horticulturists, site managers and landscape maintenance crews to provide a 36-month maintenance program according to this Specification. It will be the responsibility of the Contractor to provide all equipment, materials, and labor as necessary to perform the work described in these documents in a safe, efficient and legal manner. The City shall provide certain materials as listing in this Specification, Section II.B. “Materials Provided by City.” Contractor will be responsible for all other materials. The Contractor for this agreement shall provide the City with a landscape maintenance program at the frequencies called for in this RFP, Section II.E. “City Facilities and Service Levels.” The maintenance program is not limited to specifying daily, weekly and landscape maintenance task schedules covering all areas of responsibility specified in this agreement. The maintenance program will be submitted and agreed upon within 30 calendar days following award of this contract. This program and any changes, deletions, or additions therein, if approved by the City, shall become part of this agreement and shall be used by both the contractor and the City of El Cerrito for performance monitoring of contractor obligations. Full compensation for conforming to the requirements of this Specification shall be considered as included in the contract prices paid for the various items of work and no separate payment may be made thereof. B. Management Philosophy The Contractor shall take a pro-active approach in correcting problems within the Contractors’ span of responsibility and control. Other problems and suggestions for improvements, both short and long term, must be submitted to the City for appropriate action. C. Public Image and Etiquette Contractor employees shall wear company uniforms, which consist of long pants and shirts with company name and individual’s name on the shirt. When needed, the Contractor’s staff will utilize rain gear, rain boots, safety shoes, and other high visibility protective equipment. All contracted employees while on the site shall exhibit a clean, neat professional appearance. Contractor’s equipment and ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement Technical Specifications Parks and Landscape Maintenance Page 7 vehicles shall also be professional in appearance, exhibit the company name and phone number, and be well maintained for safe operation. D. Hours of Operation The Contractor shall conform operations to the hours between 6:00 AM and 5:00 PM, during the life of the contract. The Contractor shall conform his operations to the hours of 9:00 a.m. to 3:00 p.m. to medians and roadside strips. The use of power equipment or other work close to residential areas that results in noises shall not be permitted before 7:00 AM. Any exception shall only be authorized with prior approval of the City Representative. E. Repairs and Corrective Actions The Contractor agrees to be continuously alert in locating and defining problems and agrees to exercise prompt and proper corrective action. Action items will be prioritized, and low priority items will be given a time line for corrections. Contractor shall communicate to the City Representative any landscape and non-landscape related hazards encountered while on site. Work requests related to citizen requests or reported hazards to Contractor that require scheduling with the City’s Representative will be prioritized dependent on each request. Immediate response may be necessary. Any private property or City property damaged or altered in any way during the performance of the work under this contract shall be reported to the City's representative, and shall be rectified in an approved manner back to its former condition, prior to damage, at the Contractor's expense. Any hazardous conditions noted, or seen, by the Contractor that has occurred by any means other than during the performance of the Contractor's work, whether by vandalism or any other means, shall be reported to the City’s Representative. The Contractor is responsible for securing any immediate hazards with caution tape, safety cones, or barricades until a City Representative arrives to the location. F. Safety Contractor agrees to perform all work outlined in the Agreement in such a manner as to meet all accepted standards for safe practices during the maintenance operation and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work; and agrees additionally to accept the sole responsibility for complying with all City, County, State or other legal requirements including, but not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL E.P.A. Safety Orders at all times so as to protect all person, including contractor employees, agents of the City, vendors, members of the public or others from foreseeable injury, or damage to their property. Contractor shall cooperate fully with City in the investigation of any accident, injury or death occurring on city property, including a complete written report thereof to the City Representative within twenty-four (24) hours following the occurrence. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement Technical Specifications Parks and Landscape Maintenance Page 8 G. Traffic 1. Maintaining Traffic: If traffic is to be detoured over a centerline, detour plans must be submitted and approved by the City prior to starting work. Police, Fire, and Community Development Departments shall be notified at least 24 hours in advance of any work which will interfere with the normal flow of vehicular or pedestrian traffic. On San Pablo Avenue, a minimum of two (paved) traffic lanes, not less than 12 ft. wide per lane, in each direction shall remain open for use by public traffic at all times during the course of the work. When construction operations are not actively in progress, no lane or shoulder closure is permitted. It shall be the Contractor's responsibility to post no parking areas as required to perform work. Temporary "No Parking" signs and barricades can be provided by the City for pickup at the City Corporation Yard. Arrangements for signs and barricades can be made by verbal or written request to the City Representative five working days in advance of the need for signs and barricades. Minor deviations from the requirements of this section concerning hours of work which do not significantly change the cost of the work may be permitted upon the written request of the Contractor if in the opinion of the City Representative public traffic will be better served and the work expedited. Such deviation shall not be adopted until the Manager has indicated his written approval. Full compensation for conforming to the requirements of this Section shall be considered as included in the contract prices paid for the various items of work and no separate payment may be made thereof. 2. Traffic Controls for Lane Closure: If a lane closure is necessary in order to do the work, it shall be in accordance with the State of California Standard Specifications Section 12, "Construction Area Traffic Control Devices" and the provisions specified herein. The provisions in this Section will not relieve the Contractor from his responsibility to provide such measures as may be necessary to ensure public safety. Contractor at his own expense shall ensure proper signage, as approved by the City Representative, during lane closures. If any component in the traffic control system is damaged, displaced or ceases to operate or function as specified, from any cause during the progress of the work, the contractor shall immediately repair said component to its original condition or replace said component and shall restore the component to its original location. Lane closures may be made for work periods only. At the end of each work period, all components of the traffic control system shall be removed from the traveled way, shoulder, sidewalk, pathway and parking lanes. If the Contractor so elects, said components may be stored at selected central locations approved by the City Representative within the limits of the City right-of-way. Full compensation for conforming to the requirements of this Section shall be considered as included in the contract prices paid for the various items of work and no separate payment may be made thereof. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement Technical Specifications Parks and Landscape Maintenance Page 9 H. Adjacent Properties Adjacent property and improvements shall be protected from damage and intrusion at all times during the execution of the work embraced herein. Any damage to adjacent properties shall be repaired or replaced by the Contractor at his expense and no payment will be allowed thereof. Work shall be carried out in a manner to avoid all conflicts with operations on adjacent properties and access to adjacent properties. I. Differing Site Conditions During the progress of the work, if latent physical conditions are encountered at the site differing materially from those indicated in the contract, or if unknown physical conditions of an unusual nature differing materially from those ordinarily encountered and generally recognized as inherent in the work provided for in the contract are encountered at the site, the party discovering such conditions shall notify the City in writing of such specific differing conditions before they are disturbed and before the affected work is performed. Upon notification, the City Representative will investigate the conditions, and if the City Representative determines that the conditions materially differ and cause an increase or decrease in the cost or time required for the performance of the work under the contract, an adjustment, excluding loss of anticipated profits, will be made and the contract modified in writing accordingly. The City Representative will notify the Contractor of his determination whether or not an adjustment of the contract is warranted. No contract adjustment which results in a benefit to the Contractor will be allowed unless the Contractor has requested such in writing. No contract adjustment will be allowed under provisions specified in this section for any effects on unchanged work. J. City Noise Ordinance The Contractor and any subcontractor shall at all times conform their operations with the requirement of the City Of El Cerrito’s Noise Ordinance (ECMC, Chapter 19.21.050 Performance Standards). K. Progress Reports The Contractor shall provide progress reports with the invoices. These reports are to include the following information: a) Total labor, supervision, and horticultural hours provided at each site. This can be in a spreadsheet format with all applicable sites covered under this agreement. b) Areas recommended for attention encountered during the month. c) application reports for all materials applied by site. This will include location, application date, materials, amount of material applied, etc. L. Payment and Inspection Payment will be made for work satisfactorily completed as called for in this contract. The City's Representative shall inspect and notify the Contractor of any unsatisfactory work. Unsatisfactory work ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement Technical Specifications Parks and Landscape Maintenance Page 10 shall be corrected within 24 hours. Contractor or Contractor's representative shall meet with a representative from the City at least once a month during the life of this contract to inspect Work performed. Full compensation for conforming to the work of these specifications shall be considered as included in the contract unit prices, or the proposed hourly rates and material markup, and no further payment may be made thereof. The contract unit prices and payments shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals, and for doing all the work involved in completing the work as specified herein, and as directed by the City. Contractor shall invoice City on a basis in a form approved by the City Representative. Invoicing shall include a detail of costs for work performed during the payment period, a summary of current invoice amounts, previous payments, and total payments to date. Contractor shall submit the Progress Report as part of the invoice submittal process. M. Adjustment in Scope or Quantity of Work The City reserves the right to increase or decrease quantities of work included by the Technical Specification or to delete entire proposal items from the proposal schedule, either before execution of the agreement or during the agreement term. If related services are desired by City which are not covered by the Technical Specifications or by the hourly rate schedule, the fee shall be negotiated and a written work order issued accordingly by the City. Contractor shall not be entitled to compensation for additional services unless a prior written work order has been executed describing the work and specifying the compensation thereof. N. Hourly Rates for Work Not Included in Technical Specifications During the agreement term, City may request Contractor to perform work not listed in the Technical Specifications. The Contractor offers the specified labor categories at the indicated hourly rate for these additional services. Hourly rates shall include all direct and indirect costs. For labor not listed below which is needed to perform additional work, the hourly rate shall be agreed upon between the City and Contractor before additional services are performed. ---PAGE BREAK--- II. SPECIFIC REQUIREMENTS A. Equipment and Labor It will be the responsibility of the Contractor to provide all equipment and labor as necessary to perform the work described in these documents in a safe, efficient, aesthetically pleasing, and legal manner. The Contractor shall at all times furnish and maintain sufficient equipment as necessary to perform the work of this contract. Such equipment shall be subject to the inspection and approval of the City's Representative. If the contractor is unable to consistently provide the necessary equipment to perform the work, it may be considered a breach of this contract. B. Materials Provided by the City The City shall provide the following materials. All labor costs in regards to, but not limited to, spreading, transporting, and maintaining these materials to and in the field shall be covered by Contractor. 1. Water is to be furnished by the City. 2. Fertilizers are to be provided by the City. The City is currently using Cal Organics Phyta- Boost 7-1-2 all seasons organic fertilizer. The City reserves the right to change the approved fertilizer as necessary. 3. Compost is to be furnished by the City for purposes of being applied in planter beds and around shrubs or in tree wells, as requested by City Representative. 4. Mulch is to be furnished by the City for purposes of being applied in planter beds, around shrubs, and as a ground cover as appropriate. 5. Sand is to be furnished by the City for purposes of replenishing playground sand areas. 6. Turf Seed is to be furnished by the City. C. Materials Provided by Contractor The Contractor shall provide the following materials as necessary. The mark-up to the cost of all materials provided by the contractor shall be no more than 25%. 1. Pesticides- No pesticide shall be used without prior approval of the City Integrated Pest Management (IPM) Coordinator. Pesticide use must comply with the City’s IPM Policy (Attachment which specifies the use of low risk pesticides only after City thresholds have been crossed and alternative strategies exhausted. All pesticides shall bear the manufacturers label and be registered with the California EPA. The Contractor shall provide and carry MSDS sheets for all chemicals in use. The Contractor shall provide the City with copies of all required permits, written recommendations, application records and employee training documentation with respect to any application of herbicide, or insecticide, or any other restricted or regulated pest control material as required by the State of California and/or Contra Costa County Agricultural Commissioner's office. Use of most rodenticides is strictly prohibited by the City of El Cerrito. The City may request that Contractor provide a written recommendation from the California Department of Pesticide Regulations Pest Control Advisor regarding the use of any pesticide. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 12 of 39 2. Plant Material shall be of the highest quality, displaying a healthy appearance and of a size relevant to their container size and the landscape application. The City’s Representative must inspect and approve all plant materials prior to planting. 3. Miscellaneous Materials - Other materials, including but not limited to wood, irrigation equipment, and concrete, that are needed on an ad hoc basis in order to perform repairs shall be provided by the Contractor and shall be the highest quality available. D. Description of Work The Contractor agrees to provide services according to the highest quality landscape industry accepted standards, employing up-to-date methods, procedures and controls for environmentally friendly landscape maintenance consistent with the City’s Integrated Pest Management (IPM) policy, Bay- Friendly landscape maintenance practices, and current information in landscape industry references. This shall include the use of proper knowledge, skills, materials and equipment of a timely basis to maintain all areas in a clean, safe, healthy, and aesthetically acceptable manner during the entire term of this contract. The Contractor shall furnish landscape maintenance services by qualified landscape horticulturists, site managers and landscape maintenance crews to provide a 36-month maintenance program according to these maintenance specifications. It will be the responsibility of the Contractor to provide all equipment and labor as necessary to perform the work described in these documents in a safe, efficient and legal manner. 1. Turf and Athletic Fields (Bundle A) The following turf maintenance guidelines apply to all turf areas included in this agreement. Turf shall be maintained in a healthy, safe, and aesthetically pleasing condition by performing the following operations and other work incidental thereto. Within 30 days of award of contract, the Contractor will provide the City with appropriate schedules for turf fertilization, aeration, mowing and any other specifically planned maintenance activities. a. Irrigation Monitoring and Maintenance – The City will be responsible for water management. Contractor will aid the City in monitoring each site to ensure vegetation is being properly watered and water is being used wisely on site. Contractor shall monitor irrigation to make sure that it is establishing moisture to the full depth of the root zone, while avoid erosion, excessive runoff, or puddles. Contractor shall aerate waterlogged soil conditions. Contractor shall activate the irrigation system once a month and check for leaks, broken or clogged heads, excessive run-off, water logging, misdirected spraying, etc.. Contractor shall report any necessary repairs to the City Representative. b. Mowing – All turf areas are to be mowed according to the frequencies listed on Section II.E, “List of Facilities and Service Levels.” Additional, or fewer, mowings may be requested due to weather conditions, special events, and/or cultural needs. Mower settings are to be at 2” to 3" in height, depending of turf variety, using the rule of thumb to cut no more than 33% of the grass blade height. All clippings shall be mulched using mulching blades, or shall be removed when and/or requested by the City’s Representative. c. Aeration - All turf areas are to be aerated according the frequencies listed on Section II.E, “List of Facilities and Service Levels.” Core size shall be at least 3/4" in diameter and 3" - 4" in depth and aerated in two directions. The City may request that certain athletic fields receive deep-tine aeration, followed by a top dressing, once per year. Cores do not need to be removed. City staff shall flag/mark irrigation system heads, valve boxes, and quick couplers. Contractor shall notify the City ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 13 of 39 Representative of aeration scheduling a minimum of two days prior to start of aeration. Contractor is responsible for repairing any damage caused by aeration equipment. This includes, but is not limited to, irrigation boxes, quick couplers, sprinkler heads, valves, etc.. The City will provide the Contractor with a tow-behind Ryan “Renovaire” six foot unit for regular aerations of athletic fields. For small lawn areas, the Contractor shall be responsible for providing a walk-behind mechanical, camdriven core- tined aerator (Ryan Greensaire or Lawnaire or City-approved equivalent). d. Fertilization – All turf shall be fertilized using City-provided fertilizer according to frequencies listed on Section II.E, “List of Facilities and Service Levels.” Fertilizations shall be scheduled to be applied in early Spring (by the end of March) and/or in Fall (by the end of October) using Cal Organics Phyta-Boost 7-1-2 all seasons organic fertilizer (or approved equal) at a rate of 1.0 pound of actual nitrogen per 1,000 square feet, or 10-20 pounds per 1,000 square feet. The City may require an additional fertilization based on cultural needs. If there arises a question as to the need for other applications of fertilizer or the formulation of the fertilizer, soil samples shall be taken from locations specified by the City's Representative. They shall be analyzed by a licensed soil analyst at the City’s expense and the results and recommendations for the formulation and rates of applications of a complete fertilizer shall be submitted to the City's Representative. Upon approval by the City Representative, Contractor shall formulate and apply the fertilizer as per the recommendations of the soil analyst. If the application of iron, zinc or other trace minerals is recommended by the soil analyst or by a recognized plant pathologist to correct a specific soil deficiency, it shall also be applied according to these recommendations. e. Edging - All turf edging shall be edged at least once per month. Examples of edges: along pathways, walkways, around shrubs, trees, sprinklers heads, valve boxes, mow bands, curbs, benches, light poles, or any other fixed object. Herbicides shall not be used as an edging tool. Care must be taken not to damage trees, shrubs, or any other fixed object with edging equipment. String trimmer damage to trees and roots will not be tolerated. f. Gopher Control - Contractor shall immediately report any evidence of gophers in the turf areas or in other parts of the parks. Contractor shall aid City staff in keeping all turf areas free of gophers. Gophers shall only be controlled by using Macabee gopher traps or other approved devices. Rodenticide use is not allowed. Holes caused by gophers shall be backfilled with soil provided by City. g. Pest Control – Contractor shall keep all turf areas free of noxious weeds, grub, larvae, and other damaging pests. Damage caused by grubs and larvae shall be re-seeded with an approved turf seed. To comply with the goals and objectives of the City’s IPM Policy (Attachment 3) the Contractor shall utilize chemical insecticides or herbicides only where other control measures (mechanical removal, cultural methods, biological controls, mulching, etc.) cannot achieve an acceptable level of control. The use of herbicides for "chemical edging" of turf and ground cover areas and near any creek, drainage course, pond or other water feature is not be permitted. All herbicide use must be approved by the City IPM Coordinator. h. Safety Hazards must be addressed immediately. Fill holes in turf areas immediately, regardless of cause with sufficient soil to prevent tripping hazards. Soil shall be provided by City unless due to Contractors neglect, then Contractor shall supply soil. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 14 of 39 i. Re-Seeding - Contractor shall re-seed small bare areas as needed using materials and methods approved by the City’s Representative. 2. Tree, Shrub and Ground Cover Care (Bundle A, Bundle B, Bundle C) Contractor shall maintain all shrubs and all ground cover in a healthy growing condition by performing the following operations, as well as other incidental work as needed: a. Irrigation Monitoring and Maintenance – The City will be responsible for water management. Contractor will aid the City in monitoring each site to ensure vegetation is being properly watered and water is being used wisely on site. Contractor shall monitor irrigation to make sure that it is establishing moisture to the full depth of the root zone, while avoid erosion, excessive runoff, or puddles. Contractor shall aerate waterlogged soil conditions. Contractor shall activate the irrigation system once a month and check for leaks, broken or clogged heads, excessive run-off, water logging, misdirected spraying, etc.. Contractor shall report any necessary repairs to the City Representative. b. Pruning, Hedging, and Trimming –Pruning and trimming shall he done by qualified, trained professional personnel. Excessive pruning, hedging or stubbing back shall not be permitted. With the exception of pre-existing hedges, all pruning cuts shall be properly made using bypass pruners or pruning saw only. Cuts shall be made cleanly with no tearing of the bark. Contractor shall not prune any tree branches over 14 feet high. The City requires that tree pruning performed under supervision of an ISA Certified Arborist. All but minor clearance tree pruning shall be approved in advance by the City Arborist. Any dead or damaged branches shall be removed from shrubs and ground covers. Any dead or damaged branches located over 14 feet up in trees shall be secured (either by the means of caution tape, cones, or barricades) and reported immediately to the City’s Representative. Contractor shall assess all shrubs on a quarterly basis to determine which plants should be pruned. Pruning of these plants shall be done for the following reasons and at a time when it is seasonally appropriate for that plant: • To cut back branches that are encroaching on walkways, fences, and building, and/or posing a safety hazard to pedestrians, bicycles, or vehicles; • To remove dead branches, diseased sections of shrubs, spent flowers, etc.; • To maintain the natural shape of the plant species; and • To maintain the health of the plant. Periodic hard pruning of certain herbaceous shrubs, as requested and approved by the City Representative, may be required, but will not exceed one time per contract term. Care shall be taken to remove dead branches from shrubs and groundcovers in order to maintain a healthy plant canopy. Dead or damaged branches over 1”shall be removed from shrubs and ground covers. The Contractor is responsible for replacing, at their cost, any damage to plant materials caused by excessive pruning, improper pruning techniques, poor equipment etc. c. “No-Mow” and Specialty Grasses, Reeds and Sedges – Care shall be taken to maintain the natural character of ornamental grasses, sedges and reeds with periodic or annual cutting. “No ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 15 of 39 Mow” turf shall be mowed annually or semi annually at the highest mower setting or by other City approved means with the majority of clippings removed. Specialty grasses, reeds and sedges may be regenerated periodically by basal cutting. Each of these activities shall be approved by the City’s Representative prior to performance. d. Rain Gardens/ Green Infrastructure – The City’s ‘green infrastructure’ (bio-retention or LID storm water facilities) shall be maintained with inlet cleaning, weeding, and litter removal to allow for the unimpeded inflow of water. All plantings in these facilities shall be maintained to retain the natural characteristics of the plant species while keeping plant material clear of inlets, egresses and the PROW. e. Fertilization - Fertilize shrub, ground cover, and planter bed areas as needed with a City approved organic fertilizer, with prior approval by the City Representative. f. Mulch and Soil Health - Contractor shall maintain areas under trees, shrubs, and on bare soil with a minimum 3-inch layer or organic material. Mulch shall be provided by City’s Public Works Department. All labor costs in regards to, but not limited to spreading, transporting, and maintaining the mulch shall be covered by Contractor. Leaf drop and/or clippings that are free of disease may become part of the mulch layer in the trees, shrubs or groundcover areas, if it can be done so in an attractive manner and away from high traffic areas. Contractor shall remove leaf litter from storm drain areas and prevent such debris from entering drain inlets. g. Weeding - All areas, including but not limited to shrub beds, flower beds, groundcover beds, tree wells, paved areas, sidewalks, cracks, stairways, pavers, expansion joints, decomposed granite paths, picnic areas, playgrounds, and under bleachers/benches, shall be kept weed free at all times. Weeds shall be removed before seed set, whenever the appearance becomes or when requested by City Representative. h. Replacement of Material – Contractor shall remove dead and damaged plants and replace with material of equivalent size, condition and variety, subject to approval and/or purchase by the City Representative. Labor shall be provided by the Contractor in a timely manner. Plant material shall be provided by the City unless damage is caused by Contractor’s negligence (i.e. chemical damage, mechanical damage, water stress.) Damage not resulting from Contractor's negligence, such as vandalism, abuse from the public, or weather shall be reported to the City Representative. The City will provide all necessary materials. Labor shall be provided by the Contractor in a timely manner. 3. Tree Pruning and Maintenance (Bundle A, Bundle B, Bundle C) a. Permissible Activity: Contractor shall not prune any tree branches over 14 feet high. The City requires that tree pruning performed under supervision of an ISA Certified Arborist. All but minor clearance tree pruning shall be approved in advance by the City Arborist. All trees with a canopy extending over a path of travel shall be pruned to maintain branches above the A.D.A height requirement of 84” above ground level. Any dead or damaged branches shall be removed from shrubs and ground covers. Any dead or damaged branches located over 14 feet up in trees shall be secured (either by the means of caution tape, cones, or barricades) and reported immediately to the City’s Representative. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 16 of 39 b. Method: All pruning cuts shall be properly made using bypass pruners or by pruning saw only. Cuts shall be made cleanly with no tearing of the bark. c. Suckers: Suckers or water sprouts located at the base of any tree shall be removed by trained employees, limited to only using hand pruners. Contractor will designate employees that have been trained to perform this duty and have been trained by City Staff to perform this duty. Hedge trimmer, line trimmer, herbicides or any other type of mechanical or chemical mechanism shall not be used to remove or control suckers. d. Tree Wells: Contractor shall keep tree wells weed and litter free and mulched with a 3” deep layer to assist in suppressing weeds. Adequate decomposed granite or wood mulch will be applied as necessary in the tree wells to insure a level surface with the surrounding concrete sidewalk. Mulch shall be clear of the tree’s root crown by at least 4 inches. Tree well diameters may vary dependent on location, size, and use zones of trees. A minimum of a 6 ft in diameter, or 3ft in all directions from the tree trunk shall be maintained unless otherwise directed by City Representative. e. Tree stakes: Tree stakes and ties shall be removed as trees mature with authorization of the City Representative. Tree ties will be adjusted annually to accommodate tree growth with authorization of City Representative. Tree stakes shall be replaced as needed in case of vandalism or wood rotting at the base of the stakes. 4. Integrated Pest Management (IPM) (Bundle A, Bundle B, Bundle C) The City of El Cerrito has adopted policies, procedures and sustainable landscaping standards that include IPM, Bay-Friendly Landscaping Principles and other best practices. These standards nurture soil health and ecological diversity, reduce staff and the public’s exposure to pesticides, and reduce toxicity in public areas, water bodies and other sensitive habitats. Contractor adherence to these policies, goals and pest prevention priorities is required. a. Contractor’s Integrated Pest Management Plan - Within 45 days and annually on the anniversary of this agreement, the Contractor shall submit to the City IPM Coordinator an INTEGRATED PEST MANAGEMENT (IPM) PLAN that complies with the City of El Cerrito’s IPM Policy (Attachment goals and specifications outlined in this RFP. Contractors IPM Plan shall be reviewed annually for updates and modifications with the City’s IPM Coordinator. b. Site Inspections - Frequent and thorough site inspections, on foot, will be needed to ensure no major pest infestations occur. The first priority in addressing pests will be to conserve naturally occurring beneficial insects through the use of selective applications of the least toxic effective materials. Biological controls will be based upon sound scientific information such as that provided by the University of California. Conventional pesticides will be given last priority. Contractor shall provide any MSDS sheets of chemicals that will be utilized. c. Qualified Personnel - Pest control shall be done only by qualified, trained personnel, under the supervision of a California Department of Pesticide Regulations (DPR) Licensed Applicator, only using materials that have received prior approval by the City IPM Coordinator. All pesticide applications shall be made with extreme care to avoid any hazard to any person, pet, or wildlife in the area or adjacent areas, or any property damage. Application shall be in strict accordance with all governing regulations. The Contractor must provide, within 30 days of the Notice to Proceed, their CA DPR License, and the names and license/certification numbers of any individuals responsible for or applying pesticides in accordance with this agreement. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 17 of 39 d. Reporting - All pest infestations shall be reported to the City IPM Coordinator, who shall approve all pesticides applications prior to application. Records of all pest control operations stating dates, locations, times, methods of application, chemical formulations, applicators names and weather conditions shall be made and retained in an active file for a minimum of three years. e. Pesticide Applications – Application of any pesticide shall be supervised by a qualified inspector. No pesticide application shall be made during heavy traffic (vehicle, bicycle, or pedestrian) periods or when winds create material drift and/or exceeds 5mph and/or as directed per chemical label. The City IPM Coordinator shall permit no spraying without prior approval and has the ability to halt a planned spraying if he/she believes one of the above is in violation. Contractor is to contact the City IPM Coordinator for application scheduling. f. Prohibited Areas: The use of herbicides for "chemical edging" of turf and ground cover areas, clearing rights-of-way or along roadways, and near sensitive habitat, any creek, drainage course, pond or other water feature is not be permitted. g. Notice. Signage, and Monitoring - Temporary notice shall be clearly posted on site 72 hours prior to, during and after a site has been sprayed. All areas sprayed shall be flagged and signed until the chemical has completely dried according to product label and/or MSDS. Signs shall be provided by Contractor. All treated areas must be monitored during and after pesticide application until material has settled and treatment area is completely dry accordingly to product label and MSDS. No unprotected person, pet, or wildlife may enter a treated area until all re-entry intervals have been satisfied. h. Rodent Control – Rodenticide use is severely restricted. All methods of rodent control shall be approved by the City IPM Coordinator. The City will be the primary agent controlling gophers and other rodents. However, Contractor shall assist the City in keeping all turf and landscaped areas free of gophers, moles, and other rodents causing damage to City Property by immediately reporting evidence of rodent activity to the City Representative. Gophers shall be controlled by using Macabee gopher traps or other devices approved by the City Representative. Holes caused by gophers shall be backfilled with soil provided by City. 5. Sport Courts, Playgrounds and Equipment Maintenance (Bundle A, Bundle B, Bundle C) The following recreational equipment maintenance guidelines apply to all playground and sports court areas included in this agreement. Playground, sport court, and all recreational equipment maintenance needs to be performed each time the Contractor is working in the park or facility where the equipment is located. The Contractor must schedule playground maintenance in a logical time frame where playground use is typically low in the morning hours so the playground can be thoroughly cleaned and inspected with minimal interference to and from park users. a. Equipment Check: Any equipment showing signs of wear, fatigue, vandalism or otherwise presenting an unsafe condition shall be reported immediately to the City Representative. b. General Clean-Up: All play areas shall be maintained free of litter, cans, pop tops, broken glass, sticks, Band-Aids, rocks, cigarette butts, ropes, and other harmful and debris. Several Parks contain toys that are maintained by community members and are allowed to remain in the park. Contractor is to place these toys to side while cleaning an area and dispose of any toys or other materials that may pose a risk to small children. Sweep or blow walks around play areas and return ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 18 of 39 fall cushioning material to play area. Gather loose belongings and set aside on a bench for two days until disposing. c. Fall Cushioning Material: The raking and distribution of fall cushioning material around and below the play equipment shall have a cushioning potential and this condition shall extend through the use zone of any part of the play equipment. Use zones vary depending upon equipment type and designed use. The Contractor shall consult with the City Representative for questions regarding use zones around playground equipment. Special attention shall be made to areas around and immediately adjacent to play equipment. The fall cushioning material in these areas shall be leveled by distributing material from high areas to low areas. Material shall be added to edges. Edges shall not have a lip that exceeds 3” in height. During the leveling and distribution of fall cushioning material, no concrete footings or bases of play equipment shall be exposed that could allow children to trip or fall on. Contractor shall provide labor to install all fall cushioning materials in a timely matter (to be determined by City Representative). The City shall supply material to the Contractor so that the uniform depth meets safety guidelines at all times. If materials are mixed together in a play area (example: sand and fibar), material shall be removed and replaced by Contractor with original material in area. Sand must be kept separate from fibar. d. Tennis, Basket Ball, and other Sport Court Maintenance - At Arlington, Tassajara, Canyon Trail, Castro, Cerrito Vista, Harding, and Poinsette Park the Contractor shall be responsible to blow or sweep away loose materials form the court surfaces on a minimum weekly basis. Contractor shall provide the City with its desired weekly maintenance schedule for all courts and work with the City to reserve these courts for the required amount of time. The Contractor will also be required to cut back vegetation growing into court areas and on court fences on an as-needed basis. Contractor shall immediately report any equipment showing signs of wear, fatigue, or vandalism. 6. General Maintenance and Clean Up (Bundle A, Bundle B, Bundle C) The following general maintenance and clean up guidelines apply to all areas included in this agreement. a. Garbage, Recycling, Green Waste Pick-Up and Disposal - All existing garbage cans in the areas under Contractor’s responsibility shall be emptied of refuse by the Contractor and disposed of legally according to the frequencies listed in Section II.E, “List of Facilities and Service Levels.” Garbage pick-up shall occur on the day of the week specified by the City Representative, usually Monday and/or Friday, depending on the frequency of service listed in Section II.E, “List of Facilities and Service Levels.” All garbage cans must have a garbage can liner. The Contractor is responsible for providing garbage can liners. Re-using soiled garbage can liners is not permitted. Material from garbage cans and recycling containers must be collected separately and disposed in the proper fashion recycling materials shall diverted for recycling, green waste shall be diverted for composting Upon being properly trained in tipping wall procedures and consistently adhering to tipping wall protocols, Contractor may use the City’s municipal transfer station for disposal of garbage, green waste, and recycling collected from City facilities, free of charge. b. All Clippings, Trimmings, Cuttings generated by the Contractor that cannot be used as mulch on site shall be removed from the work site at the end of the same day the work is performed. Upon being properly trained in tipping wall procedures, Contractor may use the City’s municipal ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 19 of 39 transfer station for disposal of green waste collected from City facilities. On- site dumpsters or containers shall not be used on the sites unless approved by the City Representative. c. Loose Debris - All areas covered by this agreement, including but not limited to areas around shrubs and trees, non landscaped islands, sidewalks, patios, planter beds, curbs and gutters, shall be kept free from weeds, litter, glass and other debris. Contractor shall be responsible for clearing these areas of debris at the frequencies listed in Section II.E, “List of Facilities and Service Levels.” Debris includes, but is not limited to: paper litter, leaf and plant debris, household furniture, household appliances, cardboard, cigarette butts, shopping carts (shall be returned to local business on same day), animal feces, biohazards (human feces, hypodermic needles), illegal drug paraphernalia, and vehicle parts. d. Paved Areas, Parking Lots, Pathways, Stairways, and other City-Owned Easements - Contractor shall be responsible to cut back vegetation as necessary to keep pathways, stairways, easements and access roads clear and passable. Contractor shall edge back groundcover as requested or on an as-needed basis. Contractor shall remove litter and shall sweep or blow and clean off any dirt, debris, weeds or soils from all sites, paved areas, including play and picnic areas, at the frequencies listed in Section II.E, “List of Facilities and Service Levels, ” or as requested by the City Representative. e. Picnic Areas - All tables and benches shall be kept clear of debris as part of the general clean-up responsibilities of the Contractor for each particular facility. Picnic area tables and benches shall be scrubbed and washed using a biodegradable cleanser on a basis between the months of March and November, in accordance with the City’s Clean Water Program’s Best Management Practices (BMPs). All waste water shall be absorbed into permeable landscape surfaces or disposed of into a sanitary sewer. f. Sand Areas - All sand areas shall be kept raked and cleaned of any debris. Children’s toys that don’t constitute safety hazards can be left in sand areas. Sand shall be furnished by City on an “as needed” basis, type to be determined by the City Representative. g. Safety Inspection - Contractor shall inspect all parks for glass and other safety hazards during the course of each maintenance visit and shall remove manageable hazards, reporting each incident to the City Representative. For hazards that cannot be removed by the Contractor, Contractor shall secure hazard area with caution tape and immediately report hazards to the City Representative. h. Decomposed Granite - All decomposed granite pathways and areas must be raked and not blown where indicated by the City Representative. On an as needed basis, the City shall furnish decomposed granite for the Contractor to repair ruts, holes and gaps in decomposed granite areas. i. Repair of Irrigation Systems - The Contractor is encouraged to make minor repairs by having an inventory or available for immediate supply, the materials (pipeline, heads, valves, etc.) appropriate for the routine performance of removing and replacing components of the existing landscape irrigation systems. The City Representative must approve of the proposed material costs prior to incorporation into the work. Special order items will be paid at the actual invoiced price plus the allowable mark-up. The Contractor shall be responsible to immediately repair systems at his own costs damaged by his own operations with new replacement parts of same manufacturer model as existing components. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 20 of 39 j. Homeless Encampments - The Contractor shall report to the City Representative any signs of homeless encampments on any sites in his contract. Encampment debris includes, but is not limited to, large cardboard, plywood, shopping carts, blankets, sleeping bags, coolers, tents, tarps, etc.. The Contractor at the request of the City Representative shall remove incidental litter/debris generated by any homeless activity or after the encampment has been removed by the City. E. City Facilities and Service Levels The City of El Cerrito desires to contract for the maintenance of the City’s parks, athletic fields, medians, streetscapes, pedestrian paths, and other building grounds. These sites are divided into 3 separate bundles. Bidders may submit proposals for one, two, or all three Bundles. The specifics of the various facilities in each bundle and the maintenance work to be performed are included as Attachment 2, Technical Specifications. These bundles are: • Bundle A: Athletic Fields, Passive Turf Areas and Affiliated Parks – Approximately 47 acres of turf-intensive landscapes, including 7 combination baseball/soccer fields, 6 picnic areas, and 12 passively used turf areas. • Bundle B: Building Grounds, City Streetscapes, Medians, Traffic Islands, and Rain Gardens – Approximately 56 acres of landscapes and streetscapes consisting of sidewalks, small plazas, trees, shrubs, and ground covers, and rain gardens. This bundle contains 45 sites and is divided into Type 1, Type 2, and Type 3 facilities. Type 1 facilities require weekly care;Type 2 facilities need care; and Type 3 facilities need minimal care on a quarterly or bi-annual basis. • Bundle C: Ohlone Greenway – 2.7 linear miles (approximately 18.5 acres) consisting primarily of a heavily used pedestrian and bicycle path lined by a combination of naturalized fields of “no-mow” fescue, wildflowers, and shrubs, punctuated by three small formal play spaces, creek crossings, and several areas of sensitive habitat. The Contractor shall furnish all necessary materials, equipment, labor, and incidentals as required to perform to maintain the bundled sites for which the contractor is proposing and as specified in this RFP. Contractor shall inspect all sites prior to submittal of the bid proposal. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 21 of 39 City Facilities and Service Levels # FACILITY ACRES FREQUENCIES BUNDLE A (Turf Intensive Landscapes) Acres/ Sqft of Turf General Clean-Up Mowing Aeration # Athletic Fields 1 Canyon Trail Park, Upper and Lower Play Fields, Playground, and Natural Areas 7.70/ 102,620 2x per wk 1 x per wk, more during growth season 4 per year 2 Castro Park Picnic Area, Field, Tennis Courts, and Playground 5.80/ 51,000 2x per wk 1 x per wk, more during growth season 4 per year 3 Central Park Play Field and Playground 2.30/ 27,200 2x per wk 1 x per wk, more during growth season 4 per year 4 Cerrito Vista Field, Picnic Area, Tennis Courts, and Playground 7.40/ 98,881 2x per wk 1 x per wk, more during growth season 4 per year 5 Harding Park, Field, Day Care Center, and Playground 5.90/ 19,400 2x per wk 1 x per wk, more during growth season 4 per year 6 Tassajara Picnic Area, Fields, Tennis Courts, and Playground 3.10/ 30,300 2x per wk 1 x per wk, more during growth season 4 per year Passive Turf Areas 7 Ashbury Ave Medians (So. City limit to Fairmount Ave) 1.08/ 47,045 1 x every 2 wks 1 x every 2 wks 1 per year 8 Arlington Park, Picnic Area, and Playground 5.50/ 30,274 2x per wk 1 x every 2 wks 1 per year 9 Creekside Park, Picnic Area, and Playground 1.10/ 11,567 2x per wk 1 x every 2 wks 1 per year 10 Fairmont Park, Field, Day Care Center, and Playground 5.80/ 48,410 1 x per wk 1 x every 2 wks 1 per year 11 Poinsett Park, Basket Ball Court, and Playground 1.00/ 3,000 2x per wk 1 x every 2 wks 1 per year 12 Richmond/Elm/Blake Kiwanis Park and Islands 0.03/ 1,300 1 x per wk 1 x every 2 wks 1 per year Total for Bundle A 46.4 # FACILITY ACRES FREQUENCIES BUNDLE B (Shrub Intensive Landscapes) Acres General Clean-Up Mowing and/or Weeding Trim/ Prune Building Grounds – Type 1 1 City Hall & Public Safety Building Grounds 1.60 2 x per wk 1 x per wk quarterly ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 22 of 39 2 Community/ Swim Centers (excluding care of recreational equipment) 2.80 2 x per wk 1 x per wk quarterly Building Grounds – Type 2 3 Casa Cerrito Child Care Center & Playground 0.90 1 x per wk 2 x per month quarterly 4 Madera Child Care Center & Playground 0.20 1 x per wk 2 x per month quarterly 5 Senior Center and Library 1.46 1 x per wk 2 x per month quarterly 6 Huber Park & Playground 2.80 1 x per wk 2 x per month quarterly 7 Fire Station 72 1.00 1 x per month 2 x per month quarterly Streetscapes (Sidewalks, Islands and Medians) -Type 1 8 Central Ave Streetscape (San Pablo Ave to Richmond St) 0.20 1 x per wk 1 x per month quarterly 9 Fairmount Ave Streetscape (Carlson Blvd to Colusa Ave) 0.10 1 x per wk 1 x per month quarterly 10 Moeser Lane Streetscape (San Pablo Ave to Avis Dr) 0.31 1 x per month 1 x per month quarterly 11 Potrero Ave Streetscape (San Pablo Ave to Eastshore Blvd) 0.17 1 x per wk 1 x per month quarterly 12 San Pablo Ave Streetscape (So. City Limit to No. City Limit) 12.44 1 x per wk 1 x per month quarterly 13 11335 San Pablo Ave (Vacant Lot Next To Chevron Station) 0.20 1 x per wk quarterly quarterly 14 Parcel at Ohio Ave and San Pablo Ave under Bart Track 0.04 1 x per wk quarterly quarterly Streetscapes (Sidewalks, Islands and Medians) - Type 2 15 Moeser Lane Streetscape (Avis Dr to Arlington Blvd) 22.03 1 x per month 1 x per month quarterly 16 Shevlin Place to Arlington Boulevard Path/Stairs 0.80 1x per wk NA NA Streetscapes (Sidewalks, Islands and Medians) - Type 3 Acres General Clean-Up Mowing and/or Weeding Trim/ Prune 17 Elm Street and Cutting (Island only) 0.00 bi-annually bi-annually bi-annually 18 Pebble Beach Dr - 3 separate traffic islands 0.05 bi-annually bi-annually bi-annually 19 Tamalpias Ave - Traffic Island near 2005 Tamalpias Ave 0.01 bi-annually bi-annually bi-annually 20 Julian Drive Traffic Island 0.23 bi-annually bi-annually bi-annually 21 Arlington Ave and Cutting - Corner pie- shaped lot 0.05 bi-annually bi-annually bi-annually 22 Hagen Blvd and Tapscott Ave (Island only) 0.28 bi-annually bi-annually bi-annually City Right of Ways and Property - Type 3 23 Alta Visa - ROW at 6417 Alta Vista 0.03 bi-annually bi-annually bi-annually ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 23 of 39 24 Scenic Ave - Easement between 7449 &7260 Scenic Ave 0.03 bi-annually bi-annually bi-annually 25 Barrett Avenue to Tassajara Avenue Stairway 0.15 quarterly quarterly bi-annually 26 Tassajara Ave to La Honda Stairway 0.10 bi-annually bi-annually bi-annually 27 Mira Vista Drive to Tulare Avenue Pathway 0.13 bi-annually bi-annually bi-annually 28 Tapscott to Upper Canyon Trail Field Easment 0.04 bi-annually bi-annually bi-annually 29 Tapscott to Harper Stairway & Harper to Hagen Easement 0.11 bi-annually bi-annually bi-annually 30 Conlon - ROW at 6462 Conlon Ave 0.10 bi-annually bi-annually bi-annually 31 Key Blvd - Vacant lot west of Key Blvd between Conlon and the Grocery Outlet 1.59 bi-annually bi-annually bi-annually 32 Key Blvd- East Side between Conlon & Knott 1.01 bi-annually bi-annually bi-annually 33 Property at 1718 Eastshore Blvd. 0.30 quarterly bi-annually bi-annually 34 So. 55TH Street at Potrero to Richmond Boarder - Sound wall 0.16 quarterly bi-annually bi-annually 35 Blake Street to Manor Circle Pathway 0.07 bi-annually bi-annually bi-annually 36 Blake Street at Navellier 0.10 quarterly quarterly bi-annually 37 Julian Drive to Madera Circle Stairway 0.11 bi-annually bi-annually bi-annually 38 Portola and Navellier Roadside at PGE Property 1.53 bi-annually bi-annually bi-annually 39 Schmidt Ln. at Naveller behind houses on Park Vista. 0.20 bi-annually bi-annually bi-annually 40 Recycling Center Rain Gardens, Turn About, and Redwood Stand (7501 Schmidt Ln) 0.24 NA bi-annually annually 41 Moeser - North side, 50’ from face of curb (Galvin to Seaview) 1.54 bi-annually bi-annually bi-annually 42 Moeser - Bowl at Seaview and Moeser 0.24 bi-annually bi-annually bi-annually 43 Contra Costa Drive to Bay Tree Lane Stairway 0.05 bi-annually bi-annually bi-annually 44 Terrace and Shevlin Dr to Huber Park - 3 Easements 0.43 bi-annually bi-annually bi-annually 45 Behrens Street at Albany City Limit 0.03 bi-annually bi-annually bi-annually Total for Bundle B 55.93 ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 24 of 39 FACILITY ACRES FREQUENC IES BUNDLE C (Ohlone Greenway) Acres General Clean-Up Mowing and/or weeding Refuse Collection 1 Ohlone Greenway (OG) in Total 18.50 1 x per week 4 x per year 2x per week 2 Raingarden (OG at Fairmount) 1 x per week 2x per week 3 Bruce King Dog Park and Tree Park (OG at Hill St) 1 x per week 2x per week 4 Pocket Parks (OG at Stockton; OG at Oak St; OG at Manila) 1 x per week 2 x per month 2x per week 5 Sensitive Areas on OG (All creek beds; Wildflower Area between Conlon and Junction; Frog Habitat at Eureka) 1 x per week 0 2x per week 6 Baxter Creek Gateway Park 1 x per week 2 x per year 2x per week Total for Bundle C 18.50 ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 25 of 39 ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 26 of 39 ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 27 of 39 ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 28 of 39 ATTACHMENT 3: City of El Cerrito Integrated Pest Management Policy PUBLIC WORKS DEPARTMENT The City of El Cerrito IPM Policy The City of El Cerrito uses Integrated Pest Management (IPM) to manage pests on City managed facilities. For the purposes of this policy, the City of El Cerrito adopts the integrated pest management definition provided by the University of California Statewide IPM Project: Integrated pest management is an ecosystem-based strategy that focuses on long-term prevention of pests or their damage through a combination of techniques such as biological control, habitat manipulation, modification of cultural practices, and use of resistant varieties. Pesticides are used only after monitoring indicates they are needed according to established guidelines, and treatments are made with the goal of removing only the target organisms. Pest control materials are selected and applied in a manner that minimize risks to human health, to beneficial and non-target organisms, and to the environment. Goals • Ensure effective, economic pest management on City property while minimizing health risks to the public and City staff that could result from pest management activities. • Protect environmental quality by preventing pollutants from entering surface and ground water. • Comply with requirements in the City’s stormwater NPDES permit. • Promote transparency of City pest-management actions. • Increase public awareness of IPM. Implementation The Public Works Environmental Programs Manager will develop and periodically review an IPM Program, which will apply to all City pest control activities. The Program will include: • Appointment of a single person or point of responsibility within the City for citywide or town-wide IPM implementation and program evaluation. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 29 of 39 • Adherence to IPM decision-making steps for managing pests on city-owned and maintained properties and facilities. • Participation in countywide and regional efforts to further relevant policies and activities by the US Environmental Protection Agency, the California Department of Pesticide Regulation, and the Contra Costa County Agricultural Commissioner. • Maintenance of accurate records on IPM implementation and pesticide use. • Ongoing and periodic staff training. • Development of standard IPM Operating Procedures for key pests. • Inclusion of City IPM policies and practices in City of El Cerrito contracts or purchase orders for pest management. • Maintenance of a list of available expert resources that may be accessed by staff. IPM Decision-Making Steps 1. Based on field observations, evaluate locations and sites where pest problems commonly occur to properly identify the pest, determine pest population size and location, and identify any natural enemy populations. 2. Identify conditions that contribute to the development of pest populations, and identify measures that could be employed to prevent and manage pest populations. Prevention measures may include: • Design, construction, and maintenance of landscapes and buildings to reduce and eliminate pest habitats. • Modification of management practices including watering, fertilizing, mulching, waste management, and food storage to discourage the development of a pest population or to increase the health and resilience of a landscape or particular plant. • Modification of pest ecosystems to reduce food, water sources, harborage, and access to buildings. • Education of staff and the public about the connection between pests and the availability of food, harborage, and access, and the role humans can play in preventing and reducing pest problems. 3. Determine treatment thresholds that are based on what level of biological, aesthetic, economic, or other effect is tolerable; 4. When a pest population reaches its treatment threshold, choose a set of treatment strategies that is appropriate for the site and the pest: • Evaluate non-pesticide management strategies before considering the use of pesticides. • Prioritize the use of physical controls such as mowing weeds, using traps, and installing barriers. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 30 of 39 • Whenever possible, create landscapes that encourage naturally occurring insect parasites and predators (biological controls) to help control pest insects. • When pesticides are necessary, select reduced-risk pesticides and use the minimum amounts needed to be effective. • Apply pesticides at the most effective treatment time, based on pest biology, monitoring, and other variables, such as weather, seasonal changes in wildlife use, and local conditions. • Whenever possible, use pesticide application methods, such as spot treatments and containerized baits, that minimize opportunities for mobilization of the pesticide in stormwater runoff and minimize effects on non-target organisms. 5. Evaluate the results of treatments to improve pest management. IPM Program Components IPM Coordinator The Public Works Environmental Programs Manager is the City of El Cerrito’s IPM Coordinator. The IPM Coordinator is responsible for coordinating, tracking, and reporting implementation of the City’s IPM Program. Tracking Pesticide Use The IPM Coordinator is responsible for maintaining accurate records of pesticide use that are accessible for reference. A format for tracking pesticide use is attached. Interface with the County Agricultural Commissioner The IPM Coordinator will periodically disseminate to staff information on how to identify when pesticides are being applied inconsistent with DPR regulations and how to report such incidents to the County Agricultural Commissioner. Staff Training All City employees who within the scope of their duties apply or use pesticides will be periodically trained in IPM practices and the City’s IPM Policy. Trainings may be organized locally or staff may attend countywide or regional training sessions. The IPM Coordinator will track employee attendance at training sessions. Standard IPM Operating Procedures The City will follow Standard IPM Operating Procedures. The IPM Coordinator will maintain a file of current Standard IPM Operating Procedures to be used by City employees and will follow up to confirm procedures are being implemented. Information Resources for Staff The IPM Coordinator will act as a resource to City staff to help identify when Standard Operating Procedures are not applicable or sufficient to solve a pest problem, to determine the best course of action consistent with IPM principles, and to access expert resources when needed. Public Outreach Public outreach efforts will include distribution of information, as appropriate, such as “Our Water, Our World” and “EcoWise Certified IPM Certification in Structural Pest Management” or equivalent programs. The IPM Coordinator will coordinate and keep records of the following: ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 31 of 39 a. A point of contact for the public to obtain information on IPM techniques. b. The City’s , countywide, and regional advertising campaigns that focus on reducing the impact of urban pesticide use. c. The City’s outreach to pest control operators (PCOs) and landscapers, or contributions to countywide or regional efforts to promote IPM to PCOs and landscapers. d. Placement of messages focused on reducing the impact of urban pesticide use in the City’s newsletters or other publications. e. Distribution of IPM information and resources at public outreach and citizen involvement events and City websites. f. Distribution of information about less-toxic pest management to school-age children. g. Updates and status reports to municipal officials. Contract Provisions The IPM Coordinator will review contract provisions, or addenda to purchase orders, issued by all City departments that contract for pest management services to ensure City IPM policies and practices are adhered to by all contractors performing pest management work on City maintained properties and facilities. Stormwater NPDES Annual Report The IPM Coordinator will prepare the portion of the City’s stormwater NPDES Annual Report related to Pesticides Toxicity Control. CONTRACTOR AGREEMENT The staff company name) Do hereby agree to follow the IPM Decision Making Steps as listed in this document, to consult with the City IPM Coordinator before making pesticide applications and to report to the City IPM Coordinator all pesticides used in the City of El Cerrito. Authorized Signature, Date Printed Name Title ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 32 of 39 ATTACHMENT 4 – Proposer’s Statement of Qualification Form An electronic copy of this form in MS Word has been posted to the City’s website at http://www.el-cerrito.org/Bids.aspx . 1) Contractor is providing a proposal to perform work on the following Landscape Maintenance Bundle(s): Bundle A: Athletic Fields, Passive Turf Areas and Affiliated Parks Bundle B: Building Grounds, City Streetscapes, Medians, Traffic Islands, and Rain Gardens Bundle C: Ohlone Greenway 2) Contractor Information Name of Contractor: Primary Contact: Title of Primary Contact: Legal Address of Contractor: Primary Contact Phone Number: Contractor’s License Number: Contractor’s DIR Registration Number: Contractor’s Signature: ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 33 of 39 3) List of Subcontractors: Provide a list of all subcontractors to perform work on this contract, including relevant licenses, permits, and certifications. Subcontractor Name Work to Be Performed Licenses, Certifications, Permits DIR Registration Number 4) Contractor's and subcontractor’s qualifications: Provide a description of company’s and any subcontractor’s core-competency and experience with similar work that is described in the Technical Specifications (Attachment 5) List of References: Please provide current references for 3 past or existing commercial clients doing similar work to that specified in this RFP. i. Client Contact Name and Title: Phone Number: ii. Client Contact Name and Title: Phone Number: iii. Client Contact Name and Title: Phone Number: 6) Other Relevant Licenses and Certifications: Provide a listing of any relevant certifications, permits, or licenses for Contractor’s and subcontractor’s personnel, equipment use, and pesticide use. ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement City of El Cerrito I Public Works Department I [PHONE REDACTED] Page 34 of 39 7) Project Personnel: Provide a listing of Contractor and subcontractor personnel, including titles and relevant certifications, to be performing work under this contract. In a separate attachment, please provide resumes for all listed personnel. 8) Project Equipment: Provide a listing of equipment to be used in the performance of work under this contract. 9) Proof of Insurance: In a separate attachment, provide proof of commercial general and automobile liability insurance, as specified in Section 11 "Insurance" of the attached Agreement. ---PAGE BREAK--- Proposers Signature Date Payment Schedule Prices are to include and cover the furnishing of all labor, materials, equipment, fees, taxes, incidentals, and overhead necessary to perform the work described in the Landscape Maintenance Technical Specification (Attachment 2) of this RFP. Contractor affirms that all work will be performed in the specified manner and under the terms and conditions specified at the prices listed below: Contractor pricing for: Bundle A: Athletic Fields, Passive Turf Areas and Affiliated Parks Bundle B: Building Grounds, City Streetscapes, Medians, Traffic Islands, and Rain Gardens Bundle C: Ohlone Greenway Item Description Service Level Cost per Service Annual Cost Notes/ Assumptions BUNDLE A (Turf Intensive Landscapes) Athletic Fields Irrigation Monitoring & Maintenance Mowing weekly Edging and Reseeding Aeration 3+ per year Deep Tine Aeration (one field per year) 1 time per year Fertilization 2+ per year Passive Turf Areas Irrigation Monitoring & Maintenance Mowing every 2 weeks Edging Aeration 1+ per year Fertilization 1 per year Tree, Shrub, Groundcover Care Irrigation Monitoring & Maintenance Pruning and Trimming quarterly Weeding ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement Proposers Signature Date Mulch Maintenance 2 times per year General Maintenance and Clean-Up Empty Solid Waste & Recycling Cans (up to 20 cans) 2x per week Litter/ Debris Removal weekly Playground and Picnic Area Maintenance weekly Wash Picnic Tables and Benches (20 sets) 7x per year Paved Areas, Parking Lots, Pathways, Stairway Maintenance weekly TOTAL BUNDLE A $ - Item Description Service Level Cost per Service Annual Cost Notes/ Assumptions BUNDLE B (Shrub Intensive Landscapes) Building Grounds - Type 1 Tree, Shrub, Groundcover, Raingarden Care Irrigation Monitoring & Maintenance Mowing (traditional turf) weekly Mowing (no mow fescue) 2x year Pruning and Trimming quarterly Weeding weekly Mulch Maintenance 2 x per year General Maintenance and Clean-Up Litter/ Debris Removal weekly General Facility Inspection weekly Paved Areas, Parking Lots, Pathways, Stairway Maintenance weekly Building Grounds - Type 2 Tree, Shrub, Groundcover, Raingarden Care Irrigation Monitoring & Maintenance Mowing (traditional turf) every 2 weeks Mowing (no mow fescue) 2 x per year Pruning and Trimming quarterly Weeding every 2 weeks Mulch Maintenance 2 x per year General Maintenance and Clean-Up Litter/ Debris Removal weekly General Facility Inspection weekly Paved Areas, Parking Lots, Pathways, Stairway Maintenance weekly ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement Proposers Signature Date Streetscapes - Type 1 Tree, Shrub, Groundcover, Raingarden Care Irrigation Monitoring & Maintenance Pruning and Trimming quarterly Weeding Mulch Maintenance 2 x per year General Maintenance and Clean-Up Litter/ Debris Removal weekly General Facility Inspection weekly Streetscapes - Type 2 Tree, Shrub, Groundcover, Raingarden Care Irrigation Monitoring & Maintenance Pruning and Trimming quarterly Weeding Mulch Maintenance 2 times per year General Maintenance and Clean-Up Litter/ Debris Removal General Facility Inspection Streetscapes - Type 3 Tree, Shrub, Groundcover, Raingarden Care Irrigation Monitoring & Maintenance quarterly Pruning and Trimming quarterly Weeding quarterly Mulch Maintenance 2 x per year General Maintenance and Clean-Up Litter/ Debris Removal quarterly General Facility Inspection quarterly City Right of Ways and Misc Properties Tree, Shrub, Groundcover, Raingarden Care Pruning, Trimming, and Weed Abatement 2 x per year General Maintenance and Clean-Up Litter/ Debris Removal quarterly General Facility Inspection quarterly TOTAL BUNDLE B $ - ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement Proposers Signature Date Item Description Service Level Cost per Service Annual Cost Notes/ Assumptions BUNDLE C (Ohlone Greenway) Tree, Shrub, Groundcover, Raingarden Care Irrigation Monitoring & Maintenance Mowing (traditional turf) every 2 weeks Mowing (no mow fescue) 4x year Pruning and Trimming quarterly Weeding Mulch Maintenance 2x year General Maintenance and Clean-Up Empty Solid Waste & Recycling Cans (up to 20 cans) 2x per week Playground and Picnic Area Maintenance (3 sites) weekly Power Wash Playground Equipment (2 sites) 1+ per year Paved Areas, Pathways, Stairway Maintenance weekly TOTAL BUNDLE C $ - As Needed Services (All Bundles) Cost Reseeding and Establishment of Turf (per 25 sqft) Extra Mowing of Turf (per 5,000 sqft) Applying Mulch in New Areas (labor only per 1000 sqft) Soil Samples (per test) Fertilization (per 5000 sqft) Irrigation Audit (per hour) Irrigation Repair (per hour) Weed Whipping/ Abatement (per 5,000 sqft)) Horticultural Pest Control (per 5000 sqft) Additional Waste/Recycling Removal (per can per pick up) Replacement of Plant Materials (labor only per 1 -5 gallon pot) Mark-Up on Materials not included in Technical Specifications Contractor will charge City the actual invoice of materials used for the additional work plus a fee of percent ---PAGE BREAK--- City of El Cerrito I Landscape Maintenance Agreement Proposers Signature Date Adjustments in Scope or Quantity of Work The City reserves the right to increase or decrease quantities of work included by the Technical Specification or to delete entire proposal items from the proposal schedule, either before execution of the agreement or during the agreement term. If related services are desired by City which are not covered by the Technical Specifications or by the hourly rate schedule, the fee shall be negotiated and a written work order issued accordingly by the City. Contractor shall not be entitled to compensation for additional services unless a prior written work order has been executed describing the work and specifying the compensation thereof. Hourly rates for labor to perform work not included in Technical Specifications During the agreement term, City may request Contractor to perform work not listed in the Technical Specifications. The Contractor offers the specified labor categories at the indicated hourly rate for these additional services. Hourly rates shall include all direct and indirect costs. For labor not listed below which is needed to perform additional work, the hourly rate shall be agreed upon between the City and Contractor before additional services are performed. Hourly rates for equipment to perform work not included in Technical Specifications Hourly rates shall include all costs necessary to provide equipment in good working order, including cost of fuel, maintenance, direct and indirect cost, but excluding operating labor costs. For equipment not listed below which is needed to perform additional work, the hourly rate shall be agreed upon between the City and the Contractor before such additional equipment is used. Costs associated with the equipment listed below will not be incurred by the City if required in the performance of the work called out in the Technical Specification. It will only be paid for if specifically requested, required, and previously approved by the City. Additional Hourly Rates For Personnel or Equipment 2015 (add more rows as needed) Equipment / Personnel Regular Time Over-Time 1 2 3 4 5 6