HomeMy WebLinkAbout- - Park and Landscape Maintenance Attach. 3 - 11/15/2011ATTACHMENT
REQUEST FOR PROPOSAL
FOR
Parks & Landscape Maintenance Services
Costa Mesa
Public Services Department
CITY OF COSTA MESA
Released on
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Parrs & Landscape Maintenance Services
REQUEST FOR PROPOSAL (RFP)
Dear Proposers:
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The City of Costa Mesa (hereinafter referred to as the "City") is requesting proposals from a qualified public
entity or private firm, to establish a contract for Parks & Landscape Maintenance services. The term is expected
to be for three (3) years with two (2) one-year options to renew. Longer initial and extended terms will be
considered depending upon the Proposer's submission regarding use of City facilities and equipment.
1. BACKGROUND
On March 1, 2011, the City Council agreed to move forward with a comprehensive review and analysis of
outsourcing 18 City services, one of which is Parks & Landscape Maintenance Services, as outlined in the
Qirtsoirl•eittg of City Services Council Agenda Report, dated February 24, 2011.
The City of Costa Mesa is a general law city, which operates under the council/manager form of goverrtirrent
with a General Fund budget of over $94 million and a total of over $107 million of fiscal year 2010-2011.
The City of Costa Mesa, incorporated in 1953, has an estimated population of 116,479 and has a land area of
16.8 square miles. It is located in the southern coastal area of Orange County, California, and is bordered by the
cities of Santa Ana, Newport Beach, Huntington Beach, Fountain Valley and Irvine.
Tile City is a "full service city" and provides a wide range of services. These services include: police and fire
protection; animal control; emergency medical aid; building safety regulation and inspection; street lighting;
land use planning and zoning; housing and community development; maintenance and improvement of streets
and related structures; traffic safety maintenance and improvement; and full range of recreational and cultural
programs.
The City of Costa Mesa is home of the Segerstronr Center for the Arts, Orange County Fairgrounds, South
Coast Repertory Theater and the South Coast Plaza Shopping Center, which is the single largest cormriercial
activity center in the City. Tire volume of sales generated by South Coast Plaza, secures its place as the highest
volume regional shopping center in the nation.
The City of Costa Mesa will be awarding a contract for Parks, Sportsfields, Lakes and Recreational Facilities
Maintenance Services. Be advised that Proposers will be allowed to submit bids for some or all of the City's
maintenance needs identified in this RFP, and the City may select more than one proposal.
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Interview (if held)
Approval of Contract
All dates are subject to change at the discretion of the City
3. SCOPE OF WORK.
The scope of work consists of the complete landscape, irrigation and specialty maintenance of parks,
parkways, sports fields, lakes and facilities within the City of Costa Mesa. The work consists of
complete turf maintenance, weeding and edging of ground cover, preventing and controlling weeds in
turf, planters and hardscape, trimming of shrubs, application of pesticides, cleaning and maintenance
of restrooms, liardscape areas, litter collection and disposal, and other activities nornnally associated
with full service maintenance of municipal parks, recreational facilities and landscaped areas. This
RFP is for routine, reoccurring maintenance only. The City reserves the right to let contracts for any
and all work which requires a separate low bid process based upon the nature of the work and its
anticipated costs.
Prevailing Wage,: It shall be mandatory upon the Contractor to whom the contract is awarded to pay
not less than prevailing rates of wages to all workers employed by hint in the execution of the contract.
The Contractor will be required to comply with the California Labor Code, Article 2, Section 1770
through 1780 inclusive and Article 5, Section 1810 through I861 inclusive. (Laws and Regulations
governing the payment of prevailing wages). The Contractor shall pay its employees the general
prevailing rate of wages as determined by the Director of the Department of Industrial Relations.
Contractor and any of their subcontractors shall keep an accurate payroll record showing the name,
address, social security number, work classification, straight time and overtime hours worked each day
and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other
employee employed. The payroll records shall be certified, available for inspection, and copies thereof
furnished with the payment requests as prescribed in Section 1776 of the Labor Code. Contractor shall
keep the City informed as to the location of the records and shall be responsible for the compliance
with these requirements by ail subcontractors. The provisions of Article 2 and 3, Division 2, Chapter 1
of the Labor Code, State of California, ire made by this reference a part of this solicitation.
Locations
See Exhibit C, vicinity and site maps.
Quality of Work
The Director of Public Services, or his designated representative, shall be the sole judge as to the
adequacy and quality of maintenance, Where the Director of Public Services is mentioned in these
General Provisions, it shall be noted that his designated representative may act in his behalf
regarding administration of any awarded agreement. To insure consistent quality of the work being
performed, the City representative may inspect all areas covered by this contract within 24 hours
after work is scheduled to be performed for the month. Any deficiencies shall be recorded on the
Performance Deficiency Notification form, see Exhibit A, and submitted to the contractor for review
and corrective action. After the correction period allowed in the Performance Deficiency Notification
form has passed, the City represent shall re -inspect the deficient work and complete and submit a
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Performance Deficiency Status Memo, see Exhibit A, to the Contractor, Any deficiencies not
corrected shall result in the value of the work deducted from the monthly payment to the Contractor.
The bid prices quoted by the contractor in the Service Area and/or Extra Work Pricing Sheets shall
be used to determine the dollar valise of any deficiencies.
Experience
Prior to contract award, the successful Proposer for this contract shall be required to demonstrate to the City that
he/she can successfully perform maintenance work of the type involved in this contract and possesses suitable
equipment to perform the work.
Local Office
The Contractor shall maintain a local office with a competent representative who can be reached during normal
working hours or emergencies who is authorized to make decisions on matters pertaining to this contract with
the City. Field facilities that support daily operations must be within fifteen (15) miles of the City.
Licenses and Permits
The Contractor shall, prior to submitting bid and during contract period, possess all licenses and permits
required for the performance of the work required by this contract. Contractor must possess a Business License
for Pest Control and must possess or employ person(s) possessing a valid Pest Control Advisers License and a
valid Qualified Applicators License in the appropriate categories (A thru F). In addition, all persons performing
pest control and handling pesticides shall possess a valid Qualified Applicator's Certificate in the appropriate
category.
No Proposal shall be considered from a Contractor who, at the time the Proposals are opened, is not licensed
(C-27) to contract for this project in accordance with the law under provisions of Division 3, Chapter 9, of the
Business and Professions Code of the State of California, In the event of a dispute as to the classification of the
license required, the opinion of the Contractor's State License Board shall prevail. This requirement is not a
mere fonuality, and it shall not be waived.
All vehicle operators shall have a valid State of California driver's license for the class of vehicle being
operated and while working in the City have signage on two sides of each truck stating "Contracted for the City
of Costa Mesa"; with Name of Company, Phone number(s) of Company and State Contractor's license
number(s).
The Contractor shall have a valid City of Costa Mesa business license prior to starting work.
The Proposer shall provide a copy of all required licenses, with the Proposal submittal, except for City
Business License,
Contractor is an Independent Contractor
The Contractor shall act under the contract as an independent contractor vis -a' -vis the City of Costa Mesa and
shall not be an agent or employee of the City. The Contractor shall not represent or otheiivise hold out itself or
any of its subcontractors, directors, officers, partners, employees or agents to be an agent or employee of the
City.
Indenu>,i fication
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The Contractor shall indemnify and otherwise hold harmless the City, and its officials, officers, employees,
agents and other representatives, from all liability, loss or damage, including reasonable attorney's fees and
other costs of defense resulting from damage or injury to persons or property caused, or claimed to have been
caused, by acts or omissions of the Contractor or of any of its agents in the course of or in connection with the
Contractor's performance under the contract. The parties agree to cooperate fully in the resolution of any
claims for such liability, loss, or damage.
Compliance with the Law
The Contractor agrees that his performance under the contract shall comply with all applicable laws of the State
of California, and any political subdivision of such state, including without limitation the County of Orange,
and the City of Costa Mesa.
Subcontractors
No subcontractors shall be recognized as such. All persons engaged in the work shall be considered as
employees of the Contractor, and the Contractor shall be held directly responsible for their work, payment or
other consequences of their performance.
Equal Employment O i >ortunit
The Contractor shall not engage in, nor permit its agents to engage in, discrimination in employment of persons
because of race, religion, color, national origin, ancestry, physical handicap, medical condition, marital status,
sex, or sexual orientation, except as permitted pursuant to Section 12940 of the Government Code. Violation of
this provision may result in imposition of penalties referred to in Labor Code Section 1735,
Personnel
The Contractor shall furnish sufficient employees at all times, to complete all work required under this contract
during the regular and prescribed hour's.
All such personnel shall be physically able to do their assigned work. The Contractor and his employees shall
conduct themselves in a proper and efficient manner at all times and shall cause the least possible annoyance to
the public. They shall be fully clothed in suitable company uniforms, with name of company and employee
clearly visible. The City may require the contractor to remove from the work site any employee(s) deenhed
careless, incompetent, or otherwise objectionable, whose continued employment on the job is considered to be
contrary to the best interest of the City. All personnel working on the City contract must be capable of
conumunicating effectively with City Representative and the public in English.
5u e}h rvisi-on
The Contractor shall assign adequate supervisory personnel to be on site each working day, working regular
working hours, for the duration of this contract. The Contractor and the supervisor shall have expertise and
experience in comprehensive maintenance of a wide range of municipal facilities, including but not limited to:
plant care, irrigation management, pest control, soils, fertilizers, and plant identification. The supervisors must
be fluent in the English language (written and spoken), and must be able to commluiicate effectively with City
Representative, the public and subordinate staff.
There shall be regular meetings on site with the Contractor- and the City to determine progress and to establish
areas requiring attention to meet specifications. City shall retain the right to schedule meetings at any
fi-equency.
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Certification
Employees making reconumendations or applying pesticides shall be certified by the State of California
Department of Pesticide Regulation and have the required licenses or certificates and Orange County
registrations to conduct pesticide application operations.
Scheduling of Work
On a monthly basis or more frequently if the City determines it is necessary, the Contractor shall provide a
comprehensive schedule for the work to be conducted during the next work period. The schedule shall be of the
calendar type and shall list the tasks to be accomplished per site and the number of employees and man-hours
that shall be dedicated to the work. The schedule shall also indicate any special work assignments i.e, pesticide
application, tree trin-iming, playground inspections, pressure washing, etc, that shall be conducted.
The schedules shall be submitted to the City five (5) working days prior to the first working day of the month or
work period. Failure to submit schedules within the time frame specified shall result in a penalty of $100 per
occurrence, per schedule for each calendar day until schedules are received. The Contractor shall accomplish all
normal work required under this contract between the flours of 7:00 a.m. and 3:00 p.m., Monday through
Friday. The City may grant, oil all individual basis, permission to perform contract maintenance at other hours.
No maintenance functions shall be commenced before 7:00 a.m. and after 4:00 p.m.
Underground Alert
The Contractor shall comply with the requirements of Assembly Bill 73. The law states that, "...every person
plamiing to conduct any excavation is required to contact a regional notification center at least 2 days prior to
excavation" Assembly Bill 73 defines excavation as, "ally operation in which earth, rock, or other material in
the ground is moved, removed or otherwise displaced by means of tools, equipment, or explosives in any of the
following ways: grading, trenching, digging, ditching, drilling, auguring, tunneling, scraping, cable or pipe and
driving, or any other way.
PAYMENT: Method of Paynient/Montlily Report
The Contractor shall be paid monthly for work perforlled satisfactorily under this contract. At the completion
of each month, the Contractor shall submit a detailed report of maintenance performed. This report shall be
accompanied by a billing in accordance with the contract price for the work performed and shall become the
basis for payment. The annual contract amount shall be divided into 12 equal payments.
This is a prevailing wage contract. All Contractor employees must be paid in compliance with all applicable
laws. Certified payroll reports for all employees performing work on the contract during the billing period,
shall be submitted with each invoice
PaLrnient Withheld
The City may withhold payment to such extent as may be necessary to protect the City from loss due to:
• Work required in the specifications, which is defective, incomplete, or not performed.
• Claims filed or reasonable evidence indicating probable filing of claims.
• Failure of the contractor to make payments properly to subcontractors for materials and labor.
• A reasonable doubt that the contract may be completed for the balance then unpaid.
• Failure to submit required reports or other necessary documents.
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TERM OF CONTRACT
The contract shall remain in full force and effect for an initial period of sixty (60) months, unless terminated by
either party. The contract may be extended, with approval of both parties, for three (3) additional one (1) year
periods for a maximum terra not to exceed eight (8) years.
The contract may be terminated by either party without cause with sixty (60) calendar day written notice; except
that if the Contractor should neglect or refuse, or fail for any reason to perform the work, the City may
terminate the contract for nonperformance with fourteen (14) calendar day written notice.
NON-PERFORMANCE
In case of termination by the City for nonperformance, the City may contract or cause to be done any work not
completed at the time of the termination. Payment to the Contractor shall be reduced by the cost of the work.
If it is determined the Contractor has not performed the work satisfactorily wider a provision of this contract, a
non-credit status may be enforced during this period on "noncompliance." This prorate shall be based on the
total yearly amount for labor divided by the working days available.
If a non-credit status is imposed due to the Contractor's nonperformance and/or noncompliance to the
specifications and provisions contained herein or any other work applicable under this contract, it is agreed that
the City may withhold payment for the value of the disputed work until the nonperformance or noncompliance
is corrected. If not correctable, the City may deduct from any payment due, the value of the work that was
either not performed or not in compliance with the specifications. This provision shall have no effect on any
other rights the City may have under this contract.
NOTICE REOUIRER7ENT
Notice shall be deemed to have been given by either party by posting of a registered letter, sending of a
telegram, or fax to the business address of the other party.
, Senior Maintenance Supervisor
City of Costa Mesa
P. O. Box 1200
Costa Mesa, CA 92628-1200
Phone: (714) 327-7492
Fax: (714) 327-7558
Company Name:
Name & Title of Representative:
Street Address:
City, State & zip code:
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Phone Number:
Fax Number
CONTRACT SITES
See site maps Exhibit C.
ADDITIONS/DELETIONS
The addition or deletion of areas to be maintained may be made by the City with thirty (30) days written notice
to the Contractor. To expedite any changes the Contractor is to complete tine Extra Work Bid Form, itenniain
all applicable labor and material costs. Any and all such changes shall only be made upon written notification
in the form of a change order and/or contract amendment approved by the Director of Public Services, which
shall clearly state the effective date of the change, the adjusted contract amount and the scope of any changes.
The contract amount shall be adjusted to reflect the additions or deletions.
E11IER GENCY CA LLS
The Contractor shall have the capability to receive and to respond immediately to calls of an emergency nature
during normal working hours and during hours outside of normal working hours. Calls of an emergency nature
received by the City may be referred to the Contractor for immediate response.
Contractor shall respond to emergency calls within two (2) hours from time of notification and shall notify the
City Representative upon completion of the call out and the work performed.
Contractor shall designate a person(s) who shall be available to respond to emergency calls 24 hours per day.
Contractor shall submit telephone number(s) to the City that can be used to obtain emergency service on a 24-
hour basis.
Upon arriving at an emergency situation, it shall be the responsibility of the Contractor to eliminate all unsafe
conditions which would adversely affect the health, safety or welfare of the public or notify the City
Representative if that is not possible.
Failure to respond within two (2) hours of attempt to contact shall result in a $300 penalty per incident. Failure
to respond to an emergency at any level shall subject Contractor to any primary or secondary cost arising from
said emergencies and may result in termination of contract.
SA FE TY REQ UIREhIENTS
All work perfornied under this contract shall be performed in such a mariner• as to provide maximum safety to
the public, and where applicable, comply with all laws regulations, and applicable safety standards required b
CAL -OSHA the Work Area Traffic Control Handbook W.A.T.C.H, and the State of California Manual of
Traffic Controls. The City reserves the right to issue restraint or cease and desist orders to the Contractor when
unsafe or harmful acts are observed or reported relative to the performance of the work under this contract.
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Hazardous ConditioIls
The Contractor shall maintain all work sites free of hazards to persons and/or property resulting from his/her
operations. Aiiy hazardous condition noted by the Contractor, which is not a result of his operations, shall be
immediately reported to the City.
Traffic Control
Duping the progress of the work, adequate provision shall be made by the Contractor to accommodate normal
traffic over public streets and park roadways so as to cause a minimum of inconvenience to the general public,
and shall hold the City harmless from all claims arising from any act or omission on his/her part pertaining to
any injury, death or damage to any person or property by reason of any use of any street by anyone while the
Contractor is working or has any equipment or barricades thereon. Means of ingress and egress for occupants of
property or buildings shall be provided at all times unless otherwise approved by City.
Contractor shall notify local authorities of intent to begin work at least five (5) days before work is begun. The
Contractor shall cooperate with local authorities and all other City departments relative to handling traffic
through the area and shall make his own arrangements relative to keeping the working area clear of vehicles.
When entering or leaving roadways carrying traffic, the Contractor's equipment, whether empty or loaded, shall
in all cases yield to public traffic. All traffic, delineation and work area protection shall conform to the Work
Area Traffic Control Handbook (W.A.T.C.H.) and the State of California Manual of Traffic Controls. All lane
closures shall require the completion and City approval of a traffic control plan prior to conducting work.
Contractor shall provide a flashing sign arrow board for all lane closures.
The Contractor shall make every effort to keep commmercial driveways open during working hours. After
working hours, all driveways shall be accessible with smooth and safe crossing through the construction area
(W.A.T.C.H.).
Full compensation for conforming to the requirements of this section shall be considered as included in the
prices paid for the various contract items of work involved and no additional compensation shall be allowed
therefore.
SO UND CONTR OL REQ UIREAIENTS
The Contractor shall comply with all local sound control and noise level rules, regulations, and ordinances,
which apply to any work performed pursuant to the contract. No pruning operations, use of equipment or tools
shall begin before 7:00 a.m.
Each internal combustion engine used for any purpose on the job or related to the job shall be equipped with a
muffler of a type recommended by the manufacturer of such equipment. No internal combustion engine shall
be operated on the project without said muffler.
IVASTE DISPOSAL
Contractor shall be responsible for the collection, removal and disposal of all trash, debris and green waste
generatcd by landscape maintenance activities as per specifications. The Contractor shall be responsible for
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recycling green waste generated from work conducted within the City as set forth below. The Contractor shall
remove both general trash and green waste each day from the City and dispose of off City sites.
CITY TO RECEIVE RECYCLING CREDIT - AB939
All green waste produced as a result of the Contractor's operations under this Agreement shall be reduced, reused,
recycled, and/or transformed by Contractor. Weight slips shall be required as proof of final disposal and must be
submitted by Contractor with each demand for payment.
Reducing shall include but not be limited to chipping, grinding, and/or shredding operations. Disposal is to be at a
recycling yard for use in a mulching program, and Contractor shall provide proof of such with each demand for
payment.
Reusing will include, but not be limited to using chipped, ground or shredded tree materials as mulch. If the
Contractor has a location outside the City where such mulch may be applied, Contractor must provide the City
with documentation (included in each demand for payment) from the property owner indicating location and
amount of material to be used at that location.
Recycling will include, but not be limited to firewood that is too large to be chipped, ground or shredded for use
as mulch. Transformation will include, but not be limited to firewood that is too large to be chipped, ground or
shredded for use as mulch. If wood is to be kept for firewood by Contractor, Contractor- must provide to the City
proof of such an operation with each demand for payment
VEHICLE RESTRICTIONS
Landscaped areas and walkways shall not be driven upon by trucks or other equipment not intended specifically
for that purpose i.e. mowers, etc,
PROTECTIONAND PRESERVATION OF PROPERTY
The Contractor shall be held responsible for the preservation of all public and private property along and
adjacent to the work area, and shall be required to exercise due caution to prevent any damage or injury, thereto,
as a consequence of his/her operation. All trees, shrubs, ground covers, fences, warning signals, street signs,
walks, walls, structures, stairways or other property shall be adequately protected and should not be removed or
disturbed without permission from the City. Any damages resulting from Contractor neglect shall be
repaired/replaced at the Contractor's own expense.
The Contractor shall be responsible for repairing/replacing any existing plant material or irrigation systems in
public or private landscapes damaged during maintenance operations, to their original condition at Contractor
expense. Any damage to landscape areas shall be reported to the City irrmiediately.
PUBLIC RELATIONS
Contractor shall maintain good public relations at all times. The work shall be conducted in a manner that shall
cause the least possible interference or annoyance to the public.
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The City of Costa Mesa reserves the rights to contract for and perforin other or additional work on or near the
work covered by these specifications. When separate contracts are let within the limits of any one project, each
contractor shall conduct his work so as not to interfere with or hinder the progress or completion of the work
being performed by other contractors. Contractors working on the same project shall cooperate with each other
as directed. Each contractor involved shall assume all liability, financial or otherwise, in connection with his
contract and shall protect and hold harmless the City of Costa Mesa from any and all damages or claims that
may arise because of inconvenience, delays, or loss experienced by him because of the presence and operations
of other contractors working within the limits of the same project,
INSPECTIONS
Inspections shall be performed by representatives of the City at specified times and random visits. During or
following times when the Contractor is on site.
All inspections called for by the Contractor shall be requested fi•om the City Representative a minimum of
forty-eight (48) hours prior to the anticipated inspection.
All work shall meet the approval of the City, or be rectified by the Contractor to a condition that meets
acceptance, at no additional cost to the City. If the Contractor calls for inspections and is not ready for the
inspections, he/she shall be charged hourly, including travel time for all members of the team of inspectors
involved.
GENERAL CLEII N UP
The Contractor is required to insure that all grass clippings, debris, etc. resulting from the landscape
maintenance practice shall be thoroughly cleaned up and removed front the work site at the conclusion of
the work rlay. The facility shall be left lit an acceptable condition to the City. lit the event the site is left in
an unsatisfactor}) condition, the Contractor shall be required to refurn to the site and correct the
unsatisfactory condition.
lit the event the Contractor- does not correct the condition in a reasonable rattotnrt of tittle, City forces shall
be dispatched and the Contractor shall be chargedfor the work. Repeated violations of this section shall
result in termination of the contract. No debris may be left on site or placed in a roadway or-rh-ainage
structure that is print of or drains to the City's storm water collection system.
INCLEMENT WEATHER
During the periods when inclement weather hinders or prevents normal maintenance operations, the Contractor
shall adjust his work force in order to accomplish those activities that are not affected by weather as listed
below:
The Contractor shall clean drains, gutters, clean outs, or other drainage structures within contracted
maintenance service areas or other such activities as needed. The Contractor shall make available to the City,
adequate personnel to assist in any storm related response or damage repair to sites in this contract.
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The Contractor shall not work or perform any operations during inclement weather that may cause damage to
any landscaped area within the scope of this contract. The Contractor shall the City Representative by 7;00 a.m.
on any work day when conditions shalllmay result in no scheduled work to be performed.
The Contractor shall immediately notify the City Representative when the work force has been removed from
the job site due to inclement weather or other reasons.
SECTION 4.
LANDSCAPE iWAINTENANCE SPECIAL PROVISIONS
GENERAL LANDSCAPE MAINTENANCE
Landscape maintenance shall include but not be limited to turf, shrub, groundcover areas, drainage strUctures
and hard surface areas. Maintenance includes the routine mowing, pruning or trimming of turf, slulibs, and
groundcover to maintain a neat appearance. Remove weeds that are not controlled by herbicides before size or
abundance becomes a cause of complaint. Generally, weeds that exceed 3 inches to 5 inches in height or
predominate in a bare area are unacceptable and shall be removed. Keep all areas in a neat, clean, and well
maintained condition at all times. All animal feces or other materials detrimental to human health shall be
removed daily. All broken glass and sharp objects shall be reproved daily. All areas shall have leaves and debris
removed on a weekly basis or as frequently as necessary to maintain all areas in a neat, clean and safe condition
at all tines.
Maintain all drainage structures to avoid obstruction at all times. Keep sidewalks and other hard surface areas
free of obstructions, water, mud, algae, slime, silt, leaves or other potentially hazardous debris at all tiles.
Keep adjacent plant material fi•om encroaching on public right of way.
PLANT GUARANTEE AND/OR REPLACEMENT POLICY
Existing plants shall be replaced by Contractor if they die due to Contractor's negligence. All replacement
plants shall be inspected aIld approved by City prior to Installation. All landscape improvements or repairs shall
conform to the City of Costa Mesa Landscape Specifications and Details.
IRRIGATION
Irrigation Repairs
The Contractor shall be responsible for repair of all site irrigation beginning with the customer service valve;
down stream from the water meter, all pressure mail lines, or any equipment in line (flow meters, master
valves, etc.), through lateral lines and sprinkler heads; including all irrigation controllers, rain gauges, control
and communication wiring. Contractor sliall notify City Representative of any main line failure within twenty-
four (24) hours of occurrence. Non-functioning and unrepairable components (controllers, devices, gear driven
rotor sprinkler Beads) shall be replaced by the Contractor at cost of the device plus 15%. Labor shall be paid by
City at rate shown in bid pricing. The City Representative shall approve all repairs in advance. The Contractor
shall not back fill any repairs, unless authorized by the City Representative.
Damage to irrigation systems caused by the contractor shall be the responsibility of the contractor to repair
within 48 hours of occurrence, self-discovery or notification by the City. All replacement parts and materials are
to be sane type and model as original installation, unless a substitute is approved by City representative, Failure
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to do so shall result in a deduction frorl monthly payIllents. In addition, a performance deficiency notice shall
be issued to the contractor.
Irrigation Scheduling and Water Management
The City shall be responsible for the programming of functioning irrigation controllers that are part of the
Motorola and/or Rain Bird centralized systems. The Contractor shall be responsible for programming all other
irrigation controllers. A complete inventory of irrigation controllers is attached as Exhibit E.
For changes to irrigations schedules controlled by the City's central irrigation computers, the Contractor shall
submit proposed irrigation schedules or a request to change a schedule to the City Representative, two (2) days
in advance of the needed change. City Representative, using information provided by the contractor, shall
program the change by the date requested.
The Contractor shall perform inspections and repairs of all irrigation systems within contracted sites oil the
following schedule:
I . Facilities, Fire Stations, Medians, Parkways, Parks:
I x/month October thru February
2x/month March thru September
2. Sportsfields:
2x/month October thru February
4x/month March thru September
All inspections shall be included in the work schedule and be performed in the presence of tine City
Representative unless otherwise authorized.
The Contractor shall be responsible for programming each non -centralized irrigation controller in the "off'
position during inclement weather, Failure to do so shall result in a penalty of $100 per occurrence per
irrigation controller for those observed to not be in the "off' position.
The City shall have final determination as to the appropriate progranuning of irrigation controllers, Upon
discovery, the Contractor shall inunediately report any irrigation system malfunctions, vandalism or damage to
the City representative. The Contractor shall be responsible for necessary repairs to irrigation controllers. The
City Representative shall inspect and confirm any proposed repairs to irrigation controllers prior to
commencement
The Contractor shall furnish the City with copies of all invoicing, with both pricing and quantities listed, for any
purchases of Rainbird and/or Hunter Industries Products monthly.
Backflow Preventer Devices:
The Contractor shall be responsible for testing, repairs and annual re -certification of all backflow prevention
devices associated with landscape irrigation systems within their areas of responsibilities. The Contractor shall
adhere to the timelines designated by Irvine Ranch Water District (I.R.W.D) and Mesa Consolidated Water
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District (M.C.W.D) for testing and repairs of each backflow preventer. The City Representative shall inspect
and approve all repairs and testing, prior to payment to the Contractor. The Contractor must perform all tests
and repairs with all Orange County Certified Backflow tester and a Licensed Plumber, Additionally, all devices
must be tested and re -certified whenever a backflow device is installed or repaired. A yearly certification test
must be performed on all devices. The contractor is responsible for all required testing and repairs, along with
required documentation maintained for a period three (3) years, with documentation provided to the City. A
complete inventory of backflow preventer devices is attached as Exhibit F.
Irrigation Special Provisions:
Water Management
The Contractor shall manage irrigation water applied to City landscape maintenance areas included in this
contract at a rate and quantity which closely matches the actual demands of plant material with little or no
runoff, All turf areas sllall be irrigated only as required to maintain acceptable growth and appearance without
excess usage.
All components of the irrigation system shall be maintained in proper working order, as per manufacturer
specifications and this specification. Contractor shall inspect irrigation systems regularly, at a minimum, per the
requirements above. In addition, observations shall be made during regular maintenance activities for any
apparent concerns; such as broken and/or malfunctioning heads and shall report observations and areas that
need repair to the City Representative, All system problems observed shall be repaired immediately upon
discovery or within 48 hours if inunediate repairs are not practical.
More detailed inspections of system equipment 'and performance shall be conducted per the specifications
throughout the year with a sunmiary report recorded in the maintenance log located within the controller. The
maintenance log shall be discussed with the City Representative once per month at the scheduled walk-
through/ilisp ection,
This shall comprise all irrigation components that includes but is not limited to back flow prevention devices,
main pressure lines, lateral lines, master valves, flow meter valves, sprinkler heads, pressure regulators, pumps,
controllers, valves, wiring and rain guards if installed, Contractor responsibility for main lines shall consist of
continual monitoring and any necessary repairs.
lnigation/Operation and Maintenance
Contractor sllall keep all controllers in continuous working order. Contractor shall repair and clean the irrigation
controllers as needed to insure good working performance. Contractor shall keep all controller enclosures in
good working order. This includes cleaning door panels, vacuuming Interiors, pest prevention -eradication,
lubrication of hinges, locks, etc. Contractor is responsible for securing the controller cabinet door at all times.
Contractor shall adjust all aspect of the irrigation systems in order to:
• Provide optimum coverage of all landscaped areas.
• Prevent or minimize runoff and/or erosion.
• Prevent or minimize water on roadways, facilities (telulis, basketball and handball courts, walkways, trails,
fences, private property or other non -landscaped surfaces).
• Match precipitation rates of all nozzles/heads.
• Prevent, eliminate and/or limit hazardous conditions,
• Prevent "flood irrigation"; over irrigating one area to account for coverage deficiency in another area.
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All system malfunctions, damage, and obstructions shall be recorded and timely corrective action takers lir
addition to specified routine irrigation system testing, all irrigation systems shall be tested and inspected as
necessary when damage is suspected, observed or reported; daily, if needed.
Contractor shall correct deficient irrigation systems and equipment as necessary following notification from the
City Representative.
The Contractor shall turn off irrigation systems immediately or as directed the City Representative during
periods of rainfall and times when suspension of irrigation is desirable to conserve water while remaining
within the guidelines of good horticulturally acceptable maintenance practices. This is to include weekends and
holidays when inclement weather is experienced or predicted. Contractor shall notify the City Representative
immediately any time an irrigation system is shut down for any reason.
The Contractor shall monitor, inspect the fertilizer injector at The Farm Sports Complex on a weekly basis, to
insure proper operation. The Contractor shall notify the City if the fertilizer injector needs to be serviced or
repaired. All repairs shall be performed by authorized vendor at City expense.
The Contractor shall have full responsibility to ensure watering requirements are met within each City site.
Contractor's forces shall be capable of performing repairs, installations and modifications of existing irrigation
systems to adequately irrigate all landscaped areas.
The contractor- shall ensure that:
Sprinkler heads are in good operational order, filters are cleaned regularly, and nozzles are replaced when worn
or inadequate coverage occurs. Any minor changes such as riser extensions (vertically or horizontally) sprinkler
head exchanges, and filter replacements shall be considered as included in the contract price and no additional
compensation shall be allowed therefore.
All electrically operated valves shall close completely at the conclusion of the station -watering program. As
needed, valves shall be cleaned. Repaired and/or replaced promptly to restore proper operation, As part of the
base bid, valve boxes shall be kept clean of rocks, soil, debris, and silt to a depth of 2" below the bottom of the
valve.
Materials
All replacement materials shall be original types and model materials, unless a substitute is approved by the
City Representative. Contactor shall maintain an adequate inventory of medium to high usage stock items for
repair of the irrigation systems. Contractor shall implement repairs in accordance with all warranties.
Cost of materials invoiced to the City shall be the Contractor's actual cost plus a maximum 15% markup.
PESTICIDE USE SPECIFICATIONS
GENERAL
The Public Services Department of the City of Costa Mesa solicits and encourages the use of effective
alternative pest control measures. Contractor shall have extensive knowledge and experience developing and
implementing Integrated Pest Management Programs (IPM) and shall develop, implement and adjust an IPM
program for all sites included in this contract.
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All pesticide applications are to be made by or under the supervision of a person or persons with appropriate
valid licenses, permits or certificates issued pursuant to all applicable Federal, State or local laws or regulations.
Said person or company is to be currently registered to conduct a pest control business in the State of California
and the County of Orange.
Pesticide applications are to be made in strict compliance Nvith the product label directions, restrictions, and
precautions as well as with any other requirements deemed necessary by any county, state or federal regulatory
agency, or the Public Services Department of the City of Costa Mesa.
Within thirty days of the award of contract, and/or prior to the actual start of work, Contractor shall supply to
the City a list of all chemicals proposed to be used in the fulfillment of said contract. No "generic" chemicals
shall be allowed for substitution purposes, runless approved by the City Representative.
The most current specimen labels and Material Safety Data Sheets for all listed chemicals shall be supplied at
this time and Copies of both the P.C.A. reconunendations and applicable Pest Control Advisor and Qualified
Applicator Licenses or Qualified Applicator Certificates, shall be submitted, as well as documentation of
County registration. All above-mentioned items shall be resubmitted in January of each year the Contract is in
effect.
City shall be notified in writing of any changes or deviations from the above list. Application of deviated
materials shall not be made prior to approval by the City.
A five working day notice in writing shall be given to the City prior to any pesticide application. Notice shall
include; name of chemical, area to be treated, rate of chemical, method of application, date and time of day
application is to be performed
City must give written consent prior to application of any Category I, or restricted use, pesticide.
Required Reports:
Contractor shall be responsible for the filing of all required records and reports, including but not limited to
Notice of Intent to Apply, and Pesticide Use Reports, as specified by all county, state and federal agencies.
Said reports shall contain accurate and valid information. Copies of all records and reports shall be submitted to
the City and Agricultural Commissioner monthly, with the exception of the Notice of Intent to apply, which
shall be submitted prior to application of pesticide.
Contractor shall record and maintain accurate records of all pesticide applications. Records to include date,
time of day, location, type of chemical, quantity chenucal, method of application, and environmental data. A
copy of this report shall be submitted to the City by the tenth of each month.
A pest monitoring report for each site shall be submitted to the City by the first day of each month. This report
shall include the site number, (late, identification, extent, and location of pest problems (if any), record of
previous control measures, name of inspecting personnel, and proposed control measures if deemed necessary.
Tile City shall be notified verbally within 48 hours and in writing within 5 working days of any new pest
problems previously unreported and observed by the Contractor.
Weed Control of Paved Surfaces:
Contractor shall be responsible for controlling, by mechanical or chemical means, weeds growing in cracks, or
expansion joints, within the work site and areas contiguous to the work site.
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Hardscape areas — All designated hardscape shall be inspected and maintained weekly. The Contractor shall
maintain all hardscape surfaces "weed and trash free". Should weeds be discovered in excess of a height of 2"
the control shall be immediate manual or mechanical removal of the weed. The removal of cigarette butts,
sand, bubble -gum, dirt, trash, etc. shall occur for each hardscape during the weekly maintenance.
NVeed And Past Control in Landscaped Areas,
Control of horticulturally damaging plant pests (insects, diseases, vertebrates, mites) shall be the responsibility
of the Contractor. Written recommendations by a licensed California Agricultural Pest Control Adviser are
required to be submitted to the City prior to any application of pesticides. Control shall mean the prevention or
eradication of any pest to the satisfaction of the City. The City may determine an acceptable level of impact by
any pest and adjust the pest control program of the Contractor accordingly. Proper cultural practices shall be a
part of the Contractors pest control program. Failure to prevent, treat, or manage any pest infestation that
results in loss of plant material or creates a risk to public health and safety may be remedied by the City at
Contractor's expense in the form of a reduction in payment.
Landscaped areas (shrub and ground cover);
Weed control
All landscaped areas shall be treated with an appropriate pre -emergent and post -emergent herbicides herbicide
per the Pre -emergent Schedule, Exhibit `B'
All areas within boundaries of site, which are not landscaped, shall be treated monthly to eliminate weeds.
Contractor shall treat areas within the contract on an as needed basis with EPA registered pesticides to control
insects, diseases and/or snails and slugs, as determined by the City.
Rodent Control
Contractor shall monitor all contracted areas for rodent activity. The Contractor shall apply City approved
rodenticides as needed to manage populations to a level acceptable to the City Representative.
Contractor is mquimd to proWde written Pest Control Recommendations for• each product applied I+'ithin the
City that has an E.P.A. registration number- anti pet' DPR Regulations. Contrrictoi- shall submit to the City and
maintain a copy on site (luring any pesticide application, a Material Safety Data Sheet (MSDS) for each
product as required by labor- code sections 6832 and 6390, General Industrial Safety Order section 5194 and
Title 8, California AdminislratNe Code. Applicators must follow all DPR requirements foi• posting, personal
protectim equipment, label information, seinpice container marking, required on-site infoi7mation, etc. when
transporting, mixing1loading, applying or' equipment cleaning.
PROPOSER IS REQUIRED TO SUPPLY ALL PESTICIDES INSECTICIDES AIIITICIDES RODENTICIDES
_HERBICIDES ETC.) AND FERTILIZERS NECESSARY TO i1IEET THE SPECIFICA_TIONSOr THIS
CONTRACT
LANDSCAPE MAINTENANCE All landscaped areas
Shrub Maintenance:
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Pruning: All shrubs to be trimmed in a rolundcd natural shape and proportion, and shall be trimmed so as not to
interfere with vehicular and pedestrian clearance, visibility and access, unless otheilvise directed by the City
Representative.
Prune shrubs to encourage healthy growth habits, natural form and proportion, symmetrical appearance and
proper vertical and horizontal clearance. Pruning shall be performed as fi•equently as necessary to maintain
shrubs at a height determined by the City representative, but not less than monthly during periods of active
growth.
Shearing: Only those plants specifically designated by the City Representative may be sheared, These plants
may also require additional thinning to maintain a healthy look and condition. No square, decorative, `poodle
cuts', bonsai or other unnatural shapes shall be permitted. Fortnight lilies may not be curt with shears. Dead or
dying leaves shall be removed individually with hand pruncrs.
Shearing of plants not designated by the City Representative shall result in a penalty of $100 per
occurrence and the replacement of the plant with a 15 gallon -size plant of the same genus and species at
the Contractor's expense.
Ground Cover Maintenance
Trimming: All ground cover is to be trimmed so as not to interfere with irrigation operation or to encroach on to
private property, hardscapc or Right -of -Way. All dead, diseased and unsightly branches or other growth shall
be removed as they develop. All ground cover areas shall be pruned to maintain heat edges. All ground cover
is to be kept a minimum of 6" from, but not limited to, all trees, shrubs, walls and fences. Unless otherwise
directed by City representative.
Fertilizer
Fertilize all ground cover and slu-ub beds per Fertilizer Schedule, see Exhibit `B.'
Pre-emergent/Post-emergeiit
Apply pre -emergent and post -emergent weed control to all ground coves- and shrub beds per Exhibit `B' at the
maximum allowable rate per the manufacturer's label. Contractor may apply pre -emergent herbicide on a more
frequent interval to manage weed populations at an acceptable level at no additional cost to the City.
Frequency of Maintenance
The Contractor shall maintain all shrub and groundcover areas per the above specifications, but not less than
once each mouth. Planters are to be maintained in "weed free" condition at all times.
This section does not authorize the Contractor to ignore any other required maintenance activity as stated in this
specification. If there is a conflict in specifications, the higher level or snore fi•equent maintenance requirement
shall apply.
Fertilizer: Fertilize all plant material per Fertilizer Schedule, Exhibit `B'.
Turf Maintenance
i♦�fo�arin�
iE:3
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The Contractor shall rnow all turfgrass with properly sharpened and maintained equipment in a ma►mer that
ensures a smooth surface without ridges, depressions or scalping. Mowing patterns shall be alte►dated monthly
FrequencX
Turfgrass shall be mowed one (1) time per week during the months of January through September. Turfgrass
shall be mowed every-other-week during the months of October through December.
Height
All warm season turfgrasses (except hybrid Berinudagrass or seeded hybrid cultivars) shall be cut at 2"
throughout the year. Hybrid Bermuda shall be cut at %z" or as directed by City. All cool season turfgrasses
shall be cut at 2" throughout the year. Turfgrass mowing heights may be adjusted by the City during hu-fgrass
renovations, special events, or if deemed necessary to promote the health and vigor of the grass. In general, turf
shall be mowed at a height of 2" where a specification is unclear or turf type is in question.
Machine Type
hybrid and seeded hybrid berrnudagrass cultivars shall be mowed with a reel type mower with a minimum of
nine blades, unless otherwise approved by the City Representative. Wann/cool season turf blends may be
mowed with rotary or reel type mowers. All kikuyugrass shall be cut with rotary type mowers, unless otherwise
approved by City. All cool season turfgrasses shall be cut with rotary type mowers. The City encourages the
use of mulching mowers whenever possible. Flail niowers may be used on larger turf areas with approval of the
City. The use of rotary mowers with clipping collection systems are required for all City facilities (community
centers, Civic Center, or other City buildings, medians, parkways or areas where mulching mowers leave an
unacceptable amount of clippings behind. The Contractor shall schedule sharpening of reels, back lapping of
reels and reel adjustments, on a quarterly basis at a minimum, or more frequently if needed to maintain a liigh-
quality cut.
Clipping
All clippings shall be efficiently mulched to leave no visible trace or picked up and removed to a disposal site.
At no time shall unsightly clippings be left following mowing operation. Failure to remove excessive clippings
on the same day shall result in the issuance of a Deficiency Notice and possible reduction in payment,
E._ d
All edges of turf shall be mechanically edged. Turfgrass edging and trimming shall be performed weekly at the
time of mowing. All clippings sliall be removed before vacating the site. All edging shall be done with a power
edger equipped with a steel blade. In certain situations where a string trimmer may be more effective, the City
may allow its use.
String Trimrnin
String trimming shall be performed on the same frequency as mowing. Mechanically trim growth using string
trimmers around buildings, valve boxes, lamp fixtures, walls and signage, or other items located within turf
areas. Extreme care shall be exercised with regard to use of string trimmers to prevent damage to improvements
and/or plant material. The contractor shall be responsible for any and all damages caused by the use of string
trimmers. String trimmers may not be used around trees. Where trees and sln-ubs occur in the turf areas, all
grass shall be trimmed at a level equal to the nnow height. Complete removal of grass may be allowed around
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the base of trees, but shall not. exeeed more than 18" From the trunk of the tree and away from the dripline of
shrubs.
Weeds
All turfgrass areas shall be kept flee of weeds at all times. Weed removal shall consist of complete removal of
all weeds including top growth and roots.
Pre-Eniergent Herbicide
Pre -emergent herbicides labeled for use on turf shall be applied as per schedule in Exhibit `B'.
Fertilizer
Fertilizer type and application requirements are listed in Fertilizer Schedule (Exhibit B). This is a minimum
requirement. Turfgrass shall be fertilized as needed to maintain a healthy, vigorously growing condition with
horticulturally acceptable growth and color, as determined by the City. The Contractor may be required to
determine plant nutrient requirements by appropriate methods including soil and/or leaf analysis, The
Contractor shall notify the City in writing five (5) working days prior to any fertilizer application.
This notification shall include the following:
• Location and date the Fertilizer application shall be performed.
Y Type of fertilizer and method of application to be used.
The Contractor shall immediately irrigate after each fertilizer application, unless otherwise directed by City.
All fertilizer applications shall be performed with properly calibrated equipment to provide a uniforin
application. All fertilizer shall be removed from hardscape and other non -target areas inimediately following
application. Any damage or streaking of turf shall be repaired at no cost to City.
Rodent Control
The Contractor shall monitor rodent activities and eontrol populations in tine most efficacious and humane way
possible. The Contractor shall notify the Orange County Agricultural Commissioner's Office and the City prior
to any use of restricted materials.
Turf Reseeding And Restoration Of Bare Areas
Contractor shall overseed all damaged or bare areas of turf to re-establish turf to an acceptable quality on a
continual basis. This task shall be performed at no additional cost to the City. Reseeded areas shall receive
supplemental water by hand or portable sprinkler as needed to establish turf. Topdress, seed and application
rate shall be as approved by the City.
Renovation
The renovation of approximately 85 acres of turfgrass shall be performed 1 time per year. Median and Sports
turf shall be the primary areas of service unless otherwise specified by the City representative. Renovation shall
be performed during the period behveen lune and August. Turf renovation shall consist of aerification, vertical
mowing (dethatching) and fertilization. Ruts, holes, low areas that do not drain, settling and any condition
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which may be hazardous shall be corrected as part of the renovation process. This task shall be performed at no
additional cost to City.
Tree Maintenance:
All tree pruning shall be performed per ANSI 9000 standards. Raise trees (remove low limbs) no higher than
seven (7) feet above the ground to allow for necessary clearance of pedestrian and to HEIGHT for vehicular
circulation, Brokon limbs shall be removed by contractor within 24 hours of notification. Limbs broken in
canopy shall be removed by the contractor tlhe same day when notified by the City,
Under no circumstances will stripping of lower branches (raising up) of younger trees be permitted. When
trimming is necessary, lower branches shall be retained in a "tipped back" or pinched condition with as much
foliage as possible to promote caliber trunk growth (tapered trunk). Lower branches can be cut only after the
tree is able to stand erect without staking or other support.
All sucker growth at bases of trees or growing from trunk(s) shall be continuously removed as a part of routine
maintenance, not only at the time of tree pruning. Remove suckers and/or water sprouts cleanly.
Tree stakes, ties, and guys shall be checked at least monthly and corrected as needed. Ties shall be adjusted to
prevent girdling. Remove stakes, ties and guys as soon as they are no longer needed. Replace broken stakes as
required.
SPORTS TURF MAINTENANCE
General
The contractor shall be responsible for removal of all litter and debris prior to mowing of any and all turf areas.
All debris or litter caused by or worsened by the mowing operation shall be removed prior to the crew leaving
the site. Failure to do so shall result in the issuing of a Deficiency Notice and a deduction from the monthly
payment the cost to clean up the debris.
Mowing
Equipment
All sports fields, except The Farnh Sports Complex and the TeWinkle Athletic Complex, shall be mowed with a
rotary or flail -type mower. The Farm Sports Complex and the TeWinkle Athletic Complex, shall be shall be
mowed with reel -type mowers. All reel -type mowers shall be equipped with minimum nine (9) bladed reels and
variable hydrostatic controls, except for the conunercial walk behind reel -type mowers used for edge rnowing.
All mowers shall be sharp and adjusted properly to provide a clean, even cut at the specified height. All mowers
must be thoroughly cleaned prior to atTival on the site. This is to prevent transportation and introduction of
noxious weeds into the sports turf. The contractor shall schedule sharpening of reels, backlapping of reels and
reel adjustments, on a quarterly basis.
Height of Cut
The City shall determine the height of cut for the particular type of turf, time of season and the amount of use
the facility receives. Typically, the height of cut for hybrid Bernhudagrass shall be %2 to 1/4 inch or as specified
by the City representative, Typically the height of cut for all other sports turf shall be I.5 inches. The approved
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cutting height shall not be changed without authorization of the City Inspector or representative. This
specification shall take precedence for sports turf mowing where a conflict may be found with another section,
Mowing Pattern and Speed
The contractor shall change the direction and pattern of mowing each time the facility is snowed. The contractor
shall monthly provide a copy to the City, a calendar with alternate snow patterns, for each mowing. At no time
shall the contractor use the sante pattern in consecutive mowing. Ground speed shall be maintained at a level
sufficiently slow to prevent Mai -ceiling Effect.
MoNving Frequencies
Unless otherwise specified or directed by the City representative, wowing frequencies shall be as listed below:
The Farm Sports Complex and TeWinkle Athletic Complex:
2x/week March thru September
1,x/week October thru November
2x/month December thru February
All Other Sports fields Turf Areas:
Ix/week January through September.
2x/month October through December.
Disposal of Clippings
Clippings shall be collected and removed at the end of each mowing. No excess clippings shall be left to
accumulate on top of any turf areas. Failure to remove excessive clippings on the same day shall result in the
issuance of a Deficiency Notice and possible reduction in payment. Mulching mowers may be used upon prior
approval by the City Representative.
Egg
Edging shall be performed at the same frequency as the snowing operations, with a power edger equipped
with a steel blade. All hardscape edges adjacent to turfgrass shall be edged with a power edger as described
above. The City may grant permission to use a string trini►mer in certain situations where it may be deemed
appropriate, The contractor shall remove all clippings and clean all hard surface areas prior to leaving the
facility. Blowing debris into slulrb or planter areas is pennitted. No debris may be blown back on to the freshly
mowed turf, into the roadway or any drainage structure that is part of or drains to the City's storm water
collection system.
Strine Trimmin
String trimming shall be perfo►pied at the same frequency as the snowing operations, Mechanically trim turf
growth using string trimmers around buildings, valve boxes, lamp fixtures, walls and signage. Extreme care
shall be exercised with regard to use of string trimmers to prevent damage to improvements and/or plant
material. The contractor- shall be responsible for any and all damages caused by the use of string trimmers.
String trimmers may not be used around trees. Where trees and shrubs occur in the turf areas, all grass shall be
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trimmed at a level equal to the mow height, if complete removal of grass is allowed it shall not exceed more
than 18" from trunks of the trees and away from the dripline of shrubs. String trimming should not result in the
turf being removed to the soil. If such damage occurs, the Contractor shall be responsible for re -seeding,
topdressmg and manually %vaternng those areas until turf is rc-established at no additional cost to the City.
Rodent Control
Same requirements as general landscape areas.
PARKS, SPORTS FIELDS, LAKES, AND RECREATIONAL FACILITY MAINTENANCE —
SPECIAL PROVISIONS
PARK IAINTENANCE
All landscape specifications and special provision in above sections shall apply to the maintenance of City
parks.
Contractor shall perform specified park maintenance activities to twenty-nine (29) Parks, to provide a safe and
pleasant experience for all who visit Costa Mesa Parks according to the specification and frequencies stated in
the following sections.
Unlock entry gates at Canyon Park and Fairview Park by 7:00 ami, daily. Clean, inspect and unlock all park
restrooms by 5:00 a.m, daily. Inspect restroonns thoroughly to insure all restroom fixtures and drains are
ftinctioning properly.
Inspect daily, all playground equipment, playground surfacing, tot lot sand, shelters, picnic tables, sports courts
and walkways to identify any unsafe condition. Report any damage or vandalism or necessary repairs
immediately to the appropriate staff person. Secure area with caution tape and install proper signage to warn
public of damaged park amenities or dangerous conditions.
Remove daily; sand, glass, debris, or other obstructions fi-om walkways, shelters, playground equipment areas
and turf.
Remove and dispose of daily, trash receptacle liner from all trash receptacles; pick up litter around trash cans.
Replace liner for each trash receptacle throughout the parks system and evaluate each trash can for replacement
purposes and relocation of the trash can within the same area to reduce the damage to the turf underneath each
trash can.
Prior to the onset of inclement weather, Contractor shall keep Canyon Park dI•ainage and grates clean and free
of any debris that might block natural flow of water.
During inclement weather the Contractor shall need to place sand bags in all areas that erosion is occurring.
Playground Inspections: The Contractor shall inspect and certify all playground areas in the City yearly by a
certified National Playground Safety Inspector (MPSI) and must maintain accurate and current documents and
records.
Si)ecified nark maintenance activities to be Dcrformed at the f couenev stated below:
Daily Tasks:
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Turf: inspection, debris and trash removal
Planters: inspection, debris and trash removal
Graffiti: inspection and reporting
Litter Removal: pick up and remove litter
Trash Receptacle Service: remove and replace can liner and remove all trash in proximity to can
Shelters: inspection and repair when materials become damaged or unsafe to the public.
Permit Holders: inspection and repair or replace when materials become damaged or unsafe
Barbeque Grills: inspection and clean as needed, repair or replace when damaged or unsafe
Not Coal Containers: inspection and clean as needed.
Playground Equipment: inspection, removal of graffiti repair when damaged or unsafe
Playground Surfacing: inspection, report graffiti; repair when damaged or unsafe
Playground sand or chips: inspection and remove trash and debris,
Monument Signs: Inspection, report graffiti
Drinking Fountains: Inspection, report graffiti, clear drains, repair when damaged or unsafe
Restrooms: open and close at specified tines; inspection, reporting graffiti, clean fixtures, stock supplies
remove trash.
Restroom Fixtures: inspection, repair or replace when damaged or unsafe.
Restroom Doors/Gates: inspection, repair or replace when damaged or unsafe.
Restroom lights: inspection, repair or replace when damaged or unsafe to the public.
Concrete Walkways & Surfaces: inspection, blow off if needed for safety
Drainage Grates: inspection, repair or replace when damaged or unsafe.
Kiosks: inspection, repair or replace when damaged or unsafe.
Entry Gates/Locks inspection, repair or replace when damaged or unsafe.
Weekly Tasks:
Flags: inspection and replace when they become faded or damaged.
Flag Poles: inspection, repair when damaged.
Light Poles: inspection, repair or replace when materials become damaged or unsafe
Park Benclies: inspection, repair or replace when damaged or unsafe
Picnic Tables: inspection, repair or replace when damaged or unsafe.
Signs: inspection, replace when they become damaged or unreadable due to fading.
Sign Posts: inspection, repair or replace when damaged or unsafe.
Concrete Walkways & Surfaces: blow off
Monthly Tasks:
Roto -till, rake, fill low spots, redistribute evenly all playground sand
Inspect Fences: repair as needed
High Pressure hot water washing of all shelters, playground equipment & surfaces
Annual Tasks:
Playground Sand (placement only) for all playground areas; with approved material
Playground Wood Chips (placement only) for all playground areas; with approved material
SOF rBALL AND BASEBALL FIELD MAINTENANCE
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Contractor shall complete tale reocculTing tasks below daily, except when fields are undergoing Fest and
renovation or are closed clue to inclement weather, or otherwise as directed by the City Representative:
Review scheduled events and determine prober distance of bases for activity.
Inspect all fields and adjacent areas for safety concerns.
Remove any item that may potentially be a safety concern; i,e. broken glass, debris, rocks, etc.
Report any damage, vandalism or necessary repairs immediately to the City Representative.
Daily Taslts;
City representative will provide a weekly schedule for field preparation. Contractor shall prepare only those
fields that are to be used each day, and be completely finished Nvith all specified tasks, I hour prior to the start
of the program. Fields will only be prepared by the Contractor once tach day, unless otherwise required by City
Representative. Addition field preparation shall be an Extra Charge.
Hand rake loose material into worn or low areas and smooth (batter's box, base paths, etc.).
Utilizing in -ground irrigation heads; water infields sufficiently to obtain proper moisture levels for dragging and
to prevent the infield mix from getting too dry.
Screen drag each skinned infield and warning track areas utilizing a utility cart, field groomer or other similar
light duty maintenance vehicle.
Dragging should be performed in figure eight patterns fi•om base to base on softball fields initially, then
followed with a circular pattern of increasing radius until the field has been completely groomed. Dragging
should only be completed to a distance of 18" from adjacent turf. At the conclusion of dragging, no inaterial
shall be pulled into turf; but should be removed with a rake and scoop and disposed of.
For baseball fields, dragging shall be perfonned carefully on base paths to insure no infield unix is moved into
the turf. Home plate area shall be groomed manually with rakes. Larger area of infield mix on the baseball
field shall be dragged in circular motions and upon completion, all dragged niaterial removed as per above.
Install bases for appropriate distance for each event.
Apply chant lines on all skimped infields in a clean, straight, uniform, professional, maimer utilizing a guide lime
anchored at each of the two bases between which the line is to be formed.
Apply batter's box outlines utilizing forms provided by City.
Paint foul lines on all tuff outfields utilizing appropriate paint materials manufactured for that purpose. Lines
shall be straight, uniform and of a professional appearance.
Montlil
Scarify all skinned areas.
Other Intervals
Bases/Base Pegs repair or replace when damaged or unsafe
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Pitching rubbers: repair or replace when damaged or unsafe.
Laser leveling/Grading. annually for each field.
Addition of infield mil; annually or as needed.
Ball field Perimeter Maintenance
Ballfield perimeter maintenance shall be performed daily. Ballfield perimeter maintenance sliall be defined as
all areas outside the field of play and sideline/dugout areas where coaches, players and others associated with
the game gather. Ballfield perimeter maintenance areas shall include but are not limited to bleacher, areas
around concession stands, fence lilies, \varin-up areas, etc, The work that shall be performed on a dally basis
shall include picking up trash and debris, blowing off areas/hosing down areas using a high pressure nozzle to
remove brick dust, stains and/or all other foreign material, such as sunflower seeds, peanut shells, or other food
items, so that all areas, including pavement and landscape areas, are clean.
Daily Outfield Maintenance
Contractor shall conduct a visual check of irrigation to insure that irrigation heads are retracted and are at the
proper grade to avoid injury to players who may fall on them and that no "slippery" areas exist. Fill in divots,
depressions and all uneven areas with # 20 white silica sand, organic compost mixed with Stover Seed
Company "Princess 77" hybrid bermudagrass seed at the TeWinkle Sports Complex and "La Prima"
bermudagrass seed at The Farm Sports Complex during the spring/sunnmer and Stover Seed Company "Pro
Sportsfiields Saline" for all other sports turf during the fall/winter to re-establish damaged turf areas. Level the
grade of infield mix along fence line areas.
Weekly Maintenance
Contractor shall mechanically edge the turf along fence lines and warring tracks to achieve a consistent, straight
line and a smooth are where the infield mix abuts the turf. Level and drag warning track areas using nail drag
followed by finishing drag mats. Contractor shall apply new brick dust to fence lines and warning tracks as
necessary to maintain consistent 1/2" layer of brick deist in these areas.
Annual Maintenance
`I opdress outfield turf using the City's approved products. The Contractor may request to use a topdress
material. The City Representative shall authorize or deny the request. Apply with an approved top dressing
machine that shall achieve a level playing surface.
Inclement Weather
Following inclement weather, the Contractor shall work diligently to make fields playable and be reopened for
play, soon as possible. The Contractor shall use `Diamond Dry' or all approved equal as directed by the City
Representative to address small wet areas in the field of play, In addition, the Contractor shall use hand pumps
or any other reasonable method necessary to drain standing water off the field following inclement weather, to
speed drying.
Note: The Contractor shall not be allowed to store any materials in the City Yard or at any City sites, unless
authorized by the City Representative,
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RESTROOM IWAINTENANCE - SPECIAL PROVISIONS
All bark restroonls shall be opened by 8:00 a.m., inspected, cleaned, sanitized, re -stocked with consumable
items, and locked at dusk, daily, finless there is a City program operating at the location. If that should occur,
the City will secure the restroom at the conclusion of the program.
Contractor to provide all tools, hoses, cleaning products and consumable paper goods.
Service shall be performed at the following locations per the itemized task list below:
Del i<,Iesa Park
Estancia Park
Fairview Park
Heller Park
Lions Park 11,Iain restroom
Lions Park Ballfield restroom
Shiffer Park
Smallwood Park
TeWinkle Park, Four (4) restroom buildings
The Farm Sports Complex
Vista Park
Wakeham Park
`Nilson Park
Daily Aetivities
Unlock doors and/or gates by 8:00 a.m.
Inspect For graffiti, damage, vandalism or clogged drains or fixtures.
Clear clogged drains. If not possible, report to City Representative.
Clean and polish all drinking fountains, removing water marks, scale, and splashes on sides
and on front.
Sweep floor, remove litter, empty trash receptacles, replace can liners.
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Secure building and exit doors making sure they are closed and locked.
Clean and sanitize all restroom partitions, fixtures, mirrors, wipe all counters to clean and
disinfect, refill dispensers.
Damp prop floors with germicidal cleaner.
Close and secure doors and/or gates at dusk.
\Veelcly Activities
Nash floor with water and high pressure close nozzle; remove standing water by using
squeegee.
Post sign warning of slip hazard if restroom is open to the public.
Monthly Activities
Using pressure washer, wash interior and exterior walls, floors and exterior sidewalks around
building.
MISCELLANEOUS RECREATIONAL FACILITIES MAINTENANCE — SPECIAL PROVISIONS
Joann Bike Trail — Special Provisions
The Contractor shall perform the following tasks at this location:
Inspect location on a weekly basis to determine the health of the plants, i.e., Trees, Shrubs, Groundcovers,
etc, to insure proper watering for the plants.
Irrigation System:
Determine if the irrigation program is appropriate. Submit adjustments to the City's Representative on a
weekly basis to insure proper moisture levels are maintained.
Inspect and test irrigation the irrigation system weekly and submit a status report to the City's
Representative by the first day of each month.
Inspect, replace and repair as needed to the following:
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• Irrigation Controllers
• Electrical wiring throughout the location
• Lateral Lines
• Spray beads
• Remote control valves
• Quick couple valves
• Isolatioii valves
• Pressure Regulators
• Basket strainers
• Drip Lines
• Drib Emitters
• Valve Boles
• Locks
Electrical S steels:
The Contractor shall keep all electrical components operating at all times.
The Contractor shall adjust the electrical timers, due to seasonal changes.
Inspect and test weekly and submit a status report to the City's Representative, by the first day of each
month.
Inspect, replace and repair as needed to the following:
• Bollards With Lights
• Electrical wiring throughout the location
• Entrance Signs
• Up Lights
• Timers
• Light Poles
• Electrical Boxes
• Locks
Park Amenities and Structures:
Inspect weekly and submit a status report to the City's Representative, by the first day of each month.
Inspect, replace and repair as needed to the following:
• Park Benches
• Trash Cans
• Entrance Signs
• Bollards Without Lights
• Bike Racks
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ATTACHMENT
• Concrete Planter at Main Pavilion
• Concrete Bike Path with various patterns and colors.
• Locks
Mulch:
Inspect bi-weekly to determine the addition of mulch and submit a status report to the City's Representative,
by the first day of each month.
D.G:
Inspect bi-weekly to determine the addition of D.G, and submit a status report to the City's Representative,
by the first day of cacti month.
Need Control:
Inspect weekly and either chemically or mechanically remove the weeds that erre noticeable. This location is
to be "weed free" at all times.
Pre Emergents applications are to be applied as per the scheduled on page 53. Any additional applications
will need to be approved by the City's Representative.
Post Emergent applications are to be scheduled with the appropriate chemical(s) to eradicate the %veed(s)
completely.
Rodent Control:
The Contractor shall perform rodent control throughout the project site to manage populations. Contractor
shall have P.C.A. recommendations and a licensed applicator with either a Q.A.C. or Q.A.L. in the
appropriate category for making all applications at this location when scheduled. A copy of each P.C.A.
recommendation and a copy of each applicator's license will be provided to the City, prior to the initial
application. Contractor shall utilize the site soil to backfill all animal burrows following control measures.
The Contractor shall remove and dispose of all rodents as needed.
Fertilizations:
Inspect to determine when the plants are in need of fertilizations.
Fertilization applications are to be applied as per the schedule on . Any additional applications will
need to be approved by the City's Representative.
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Additional Items:
Tine Contractor shall remove from the site and dispose of legally, all weeds and/or debris, including both
animal and human waste. The Contractor shall remove all other debris, generated by Contractor's activities
in fulfilling the specifications for this site.
The Contractor shall trim and maintain all plants for access to all irrigation controllers, valve boxes, quick
coupler valve boxes, pressure regulator cages, monument signs, bollards with and without lights and away
from the bike path.
The Contractor shall submit additional costs with a 10% mark up to repair or replace all Irrigation and
electrical components, park amenities, structures, mulch, D.G., trees, shilibs, groundcovers, locks, etc. for
any work not requiring a separate bid.
Fairview Park Riparian Habitat — Special Provisions
The Contractor shall provide a native plait habitat restoration biologist or ecologist as needed for this
specialized recreational facility. The restoration/ecologist shall monitor bird populations and nesting areas
throughout the fifty (50) acres of riparian wetlands and coastal sage -scrub from March 15ti' thru September
15'x' each year. Reports must be administered to the City on a quarterly basis d r•oughout the year.
Contractor shall mow un -restored perimeter landscape surrounding the wetlands -coastal sage area in
accordance with the bird populations and nesting seasons as determined by the City biologist.
The Contractors ecologist/biologist shall review the site oil a monthly basis for plant establishment and
weed management; providing a written document to the City documenting the overall appearance; percent
weed infestations; percent coverage of native plants; or other applicable information as determined by the
City Representative, The Contractor's eco logist/biologist shall make recommendations for improvements or
identify maintenance deficiencies that need to be addressed to meet the specifications.
The Contractor shall perform the following tasks at this location:
Inspect location on a weekly basis to determine the health of the native plants; insure proper watering for the
native plant material; determine extent of noxious weed populations
Determine if irrigation program is appropriate. Submit a request for any necessary adjustments, to the City
Representative to insure proper moisture levels are maintained.
Inspect and test irrigation monthly; submitting a status report to the City Representative by the first day of
each month.
Inspect and repair as needed to the following:
• Irrigation Controllers
• Electrical wiring throughout the location
• Lateral Lines
• Spray heads and rotors
• Remote control valves
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ATTACHMENT
Quick couple valves
6 Isolation valves
Bermad piaster valve
• Meter reading valve
Basket strainer
• Valve Boxes
Canals and Ponds — The Contractor shall keep all canals and ponds "weed and rodent free" only with
approved chemicals and the approved method(s) of rodent control.
All `wash -outs' or other erosion shall be repaired weekly. Contractor shall remove all weeds on a monthly
basis and remove debris from site. Contractor shall eradicate rodent pests as needed, but not less than
monthly. Maintenance paths along canals and ponds; Contractor shall maintain all paths to have a walking
clearance of three (3) feet on both sides of the canals and ponds. Contractor shall maintain weed
populations at less than ten (10) percent of all area at all times.
Contractor shall remove weeds and nuisance plants as identified by the City Representative throughout the
project site on a scheduled basis, insuring complete coverage each month.
Contractor shall trim and maintain all plants three (3) feet away from maintenance and non -maintenance
patlis and both sides of canals on a monthly frequency.
Contractor shall trim and maintain all plants one (1) foot around all irrigation controllers, valve boxes, quick
coupler valve boxes, isolation valves, Berinad master valve, basket strainer and the electrical sub -panel
when scheduled.
Contractor shall trim and maintain all plants along the exterior of the orange temporary fencing to not
extend more that two feet (2') past the fence, on a monthly basis. This may be waived by the City
Representative upon completion of additional phases of the project.
Contractor shall remove from the site and dispose of legally, all weeds and/or debris generated by
Contractor's activities in fulfilling the specifications for this site.
Contractor shall perform fence maintenance as needed (Orange temporary fence).Contractor shall insure
that all stakes and orange temporary fence material is in place, standing erect and void of any tears and that
all stakes are not damaged. Contractor shall replace orange temporary fencing as needed. This may be
waived by (lie City Representative upon completion of additional phases of the project.
Contractor shall use existing soil to repair and maintain all canals and ponds that are void of soil and have
become washed out when scheduled.
Contractor shall maintain a ten (10) foot maintenance path that surrounds the project site when scheduled.
Need Control:
Contractor shall use Aquamaster (or approved equal) with Blazon green (or approved equal) to maintain the
weed populations within this location. P.C.A. recommendations and a licensed applicator lvith either a
Q.A.C. or Q.A.L. in the appropriate category will be required for all applications made at this location when
scheduled. A copy of each P.C.A. recommendation and a copy of each applicator's license shall be provided
to the City, prior to the initial application.
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Rodent Control:
Contractor shall perform rodent control throughout the project site to manage populations. Contractor shall
have P.C.A. recommendations and a licensed applicator with either a Q.A.C. or Q.A.L. in the appropriate
category raking all applications at this location when scheduled. A copy of each P.C.A. recommendation
and a copy of each applicator's license will be provided to the City, prior to the initial application.
Contractor shall utilize on site soil to backfill all animal burrows following control measures.
Lake fWainteuance S13ecial P►'OvisiOus
Contractor shall provide full service, water management, preventative equipment maintenance and repair of
the entire system of lakes and related maintenance equipment at TeWinkle Park, This includes: the lower
and tipper lakes, three (3) aerating fountain systems; subsurface aeration systems; including compressor,
control manifolds, tubing systems; circulation systems including pumps, distribution piping, jets, west side
waterfall (canal and both ponds), the eastside waterfalls (three canals and both ponds); the pump house and
all equipment and systems contained therein. This includes: Pump # 1 and Pump # 2, compressor, pump
distribution systems, two electrical panels, ozone generators and cabinets, control panel for water fountains,
all vaults and auto -fill systems, associated with the lakes.
Contractor's maintenance vehicles and equipment must remain oil concrete sidewalks or parking lots unless
otherwise authorized by the City Representative.
Daily:
Inspect lake levels. If tine lake levels are below normal levels, the Contractor shall turn oI] auto -fill to raise
the lake levels to normal, or as directed by the City Representative.
Inspect lake edges and the total lakes system for structural integrity.
Remove debris (pine needles, fruit, leaves, etc) from lakes, canals, ponds, bridges and waterfalls,
Remove debris from sidewalks around the lakes
Remove any dispose of any dead waterfowl, fish, or rodents.
Inspect the systems and equipment in the primp house for any abnormalities
Report any problems or deficiencies to the City Representative.
Skim mater surfaces of debris and remove algae or aquatic weeds that are accessible fi-oin shore.
Brush rocks and waterfall surfaces to remove algae.
Check operating condition of all equipment (filters, pumps, valves, compressors, aerators, ozone generators,
ozone tubing connections, and all other- equipment and/or systems related to the operation of the lakes).
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Add appropriate cllenlicals, including algaecides, as directed and/or approved by City Representative, and
per any State and Federal laws or regulations to treat water quality issues. A pest control recommendation,
the most updated Specimen Label and M.S.D.S, for each aquatic chemical, shall be provided to the City,
prior to any cheillical applications. The applicator(s) nitlst possess a valid Q.A.L. or Q.A.C. license with the
rcquired category for treating aquatic environments.
Maintain equipment vaults and enclosures in a clean and professional condition.
Complete written checklist and report of work performed on City provided form. Forel to be provided to
City Represciltative at monthly/weekly meeting.
Report any problems or deficiencies to City Representative inunediately.
Bi-Montli
Check operating condition of all equipment (ozone generators, colllpressor, and caroled turbine pumps,
Nvater fo(Illtalils).
Calibrate flow on ozone generators.
Check amp draw on pumps, compressor and water fountains.
Report on all equipment operation including ozone system.
Check the moisture probes in the vault located to the south of the pump house.
Ll !9 i
Perforin service on all equipment as required to meet equipment manufacturer's warranty requirements
including but not limited to:
Grease all zirk fittings.
Adjust packing as required.
Recommend additional service (seal replacement) and equipment as Ilecessary.
Report on Condition of features and equipincnt operation, including the ozone system.
A11a all ';
Assess and evaluate total system including condition of the lake and mechanical equipment. Make
recommendations for capital improvements that would improve appearance, performance and sustainability
of the lakes.
Remove and provide service on ozone generators, corepressor, etc.
Re -pack stuffing boxes on turbine pumps.
Bring the three (3) water fountains to the shore to inspect all components and nlake necessary
reconmendations for repair on worn out items.
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Documentation Requirements:
Provide written schedule of all services to be performed five (5) days prior to first day of month.
Provide written recommendations for improvement of the TeWinkle Lakes system.
Provide written notifications when any equipment is scheduled to be removed or replaced from site.
Provide documentation as stated above for all pesticide or other materials applied to lakes.
Provide weekly logs of all services performed. See list below of services to be logged.
• Lake Skimming and trash removal
• Algae removal
• Bio -Filter Cleaning
• Ozone System and Compressor Inspection, cleaning, repair and replacement
• Pumping System Inspection, cleaning, repair and replacement.
• Valve and vault inspection, cleaning, repair and replacement.
• Tater treatment, colorant, algae control.
• Acrator fountains (3) Inspection, cleaning, repair and replacement.
• Pump house: inspection and maintenance of all lighting, electrical, aeration, pumping and associated
equipment.
Tell'inkle Slcate Park Special Provisions
Daily:
The tasks below are to be performed inside the perimeter fence of the Skate Park:
Unlock facility for use by public by: 9:00 a.m. daily, except Tuesday — open at 3:00 p,m.
Pick-up and dispose of litter
Blow clean, the entire facility, with leaf blower.
Remove any remaining debris and dispose of.
Check landscape conditions; report any problems to City Representative
Empty trash cans
Inspect facility for standing water, glass or other debris.
Inspect for Graffiti; report any discovered to City Representative
Inspect for Stickers; report any discovered to City Representative
Inspect for concrete damage; report any discovered to City Representative
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Inspect fence for any damage or safety concerns; report problems to City Representative
Skate surface shall be maintained free of dirt, weeds, debris, etc. on a daily basis.
Complete City provided inspection log.
If water is observed in the skate area; Contractor shall remove the water prior to opening to the public. If the
quantity or area of water is too large to effectively mitigate; Contractor shall notify the City Representative
immediately for direction and should not open the facility to the public until authorized to do so.
Report any problems or deficiencies to the City Representative.
iblo►►thly.
On the first Tuesday of each month Contractor shall high pressure wash all concrete surfaces inside the
fence.
On the first Tuesday of each month Contractor shall high pressure wash all concrete surfaces around the
inmmediate exterior fence; including the perimeter sidewalks and bleachers to remove dirt, gum, food stains.
Contractor shall insure the entire park is dry and safe prior to opening as scheduled.
Documentation Re uh-eime►its:
Provide written schedule of all services to be performed five (S) days prior to first day of month.
Provide written recommendations for improvement of the TeWinkle Lakes system.
Provide written notifications when any equipment is scheduled to be removed or replaced from site.
Provide documentation as stated above for all pesticide or other materials applied to lakes.
Provide weekly logs of all services performed. See list below of services to be logged.
AT&T Cabi►iet sites — Special Provisions
Contractor shall be responsible for weeding, fertilization, plant removal and installation, mulch installation
and graffiti reporting at sixty (60) AT&T Cabinet sites.
Contractor shall water all plants, at non -irrigated sites — weekly April through October
Contractor shall water all plants, at non -irrigated sites — monthly November through March
Contractor shall trim all plants bi-monthly or as needed to maintain clear of sidewalks and no taller than six
inches (6") above the cabinets they are screening,
Contractor shall replace dead plants (as needed).
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Contractor shall remove all weeds mechanically or chemically (as needed).
Contractor shall fertilize plants — every three (3) months with the appropriate fertilizer.
Contractor shall perform rodent control (as needed).
Contractor shall replenish mulch at all sites (as needed).
Contractor shall replace damaged weed control fabric (as needed).
Contractor shall report any damage or issues on a weekly basis.
Contractor shall be responsible for reporting graffiti to the City Representative
Note: Replacement plants shall be Ligusa-uni jtaponicum - Fifteen (15) gallon container size
Open Space Vegetation Management— Special Provisions
Contractor shall provide open space vegetation mowing on an as -needed basis, A flail type cuffing unit or a
rotary bl-LIS11 clitting unit may be utilized. Cutting height shall be no greater than six inches (6") Unless
otherwise directed by City Representative, Pricing shall be included in the Extra Wolk Bid Pricing in
Exhibit `D'.
Special Events Support
The Contractor shall provide labor for special events within the City on an as -needed basis. The amount and
skill level is dependent upon the needs of the events, It is estimated that there may be ill) to fifteen (15)
special events requiring approximately 200 man-hours of labor. Contractor shall provide all hourly rate and
bid amount based on 200 man -flours.
Playground Maintenance— Special Provisions
The Contractor shall inspect each piece of play and/or exercise equipment in all City parks where applicable
(twenty -folic locations), amlually for compliance with International Playground EquipmeIlt Manufacturers
Association (IPEAVIA) and Consumer Product Safety Commission (CPSC) guidelines. Inspections and
documentation shall be completed by a National Recreation and Parks Association (NRPA) Certified
Playground Inspector, Documentation of required inspection for each piece of playground and exercise
equipment shall be furnished to the City Representative by February I" of each year.
Necessary repairs, upgrades or required alterations to playground equipment shall comply with the
regulations mandated by state law and shall be compensated by the City at the hourly labor rate provided in
the bid table Exhibit `D', with all parts to be invoiced to the City at Contractor's cost plus all additional 15%
mark up, except where bidding is required for this work,
Below is a list of all playground structures located in the City's Parks:
1) Balearic Cartel' — 2 playground strictures. Manufacturer = Landscape Structures.
2) Brentwood Park — 1 playground structure, Manufacturer = Game Time.
3) Canyon Park — I playground structure, Manufacturer = Miracle Recreation
4) Del Mesa Park — 1 playground structure. Manufacturer = Landscape Structures
S) Gisler Park — 1 playground structure. Manufacturer = Landscape Structures.
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6) IFarper Park — 1 playground structure, Manufacturer = Landscape Structures
7) Heller Park — 1 playground structure. Manufacturer = Landscape Structures.
8) Jordan Park — 1 playground structure Manufacturer = Game Time
9) Ketchum-Libolt Park — 1 playground structure. Manufacturer = Landscape Structures.
10) Lindbergh Park 1 playground structure. Manufacturer = Landscape Structures.
11) Lions Park — 1 playground structure. Manufacturer — Landscape Structures.
12) Marina View Park 1 playground structure. Manufacturer = Miracle Recreation,
13) Mesa Verde Park -- 1 playground structure. Manufacturer = Miracle Recreation.
14) Moon Park — 2 playground structures. Manufacturer = Game Time.
15) Pinkley Park -- 1 playground structure. Manufacturer = Game Time.
16) Slialimar Park — 1 playground structure. Manufacturer = Landscape Structures.
17) Shiffer Park 2 playground structures. Manufacturer = Landscape Structures.
18) Smallwood Park -W- 1 playground structure. Manufacturer = Landscape Strructures.
19) Tanager Park — 1 playground structure, Manufacturer = Landscape Structures.
20) TeWinkle Park — 1 playground structure. Manufacturer = Landscape Structures
21) Vista Park — 1 playground structure. Manufacturer = Landscape Structures.
22) Wakeham Park — 1 playground structure. Manufacturer = Landscape Structures.
23) Wimbledon Park — 1 playground structure. Manufacturer = Landscape Structures.
24) Wimbledon Park — 9 exercise equipment. Manufacturer = Greenfield Sports Parks
25) Wilson Park 1 playground structure. Manufacturer = Landscape Structures,
S ort Court Maintenance
Contractor shall clean all sport courts (concrete courts with or without coatings and/or painted lines) located
in City parks.
Surface shall be cleaned of debris (blown with leaf blower) daily, Monday through Friday only. Courts and
fence lines shall be maintained free of dirt, weeds, debris, ctc.
All basketball, volleyball and handball courts shall be washed down with a hose and high pressure nozzle,
monthly to remove dust, gum and stains.
The courts shall have water removed immediately following the washing down.
Contractor shall replace basketball nets when they become worn or are missing.
Basketball backboards and/or rims shall be repaired to the satisfaction of the City Representative or replaced
when deemed necessary.
Sand volleyball courts shall be inspected daily to insure they are safe for play.
Remove any debris, glass, or other- safety concerns
Roto -till and rake smooth all sand volleyball courts monthly.
Below is a list of all sports courts located in City parks;
Balearic Center Basketball courts — Asphalt
Del Mesa Park Basketball court — Surfaced
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Del Mesa Park
Gisler Park
Shiffer Park
Shifter Park
Tanager Park
Tanager Park
Tanager Park
Wakeham Park
Wimbledon Park
Volleyball court
— Sand
Volleyball court
— Sand
Basketball court
— Surfaced
Handball court —
Surfaced
Basketball courts
— Surfaced (2)
Volleyball court ---
Sand
Volleyball court
Surfaced
Basketball court
Surfaced
Basketball court ---
Surfaced
5. PROPOSAL FORIMAT GUIDELINES
Interested entities or contractors are to provide the City of Costa Mesa with a thorough proposal using the
following guidelines;
Proposal should be typed and should contain no more than 20 typed pages using a 12 -point font size, including
transmittal letter and resumes of key people, but excluding hidex/Table of Contents, tables, charts, and graphic
exhibits. Each proposal will adhere to the following order and content of sections, Proposal should be
straightforward, concise and provide "layman" explanations of technical terms that are used. Emphasis should
be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a
complete and clear description of the offer. Proposals which appear unrealistic 'in terms of tecluiical
commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk
of this RFP and any awarded contract, may be rejected. The following proposal sections are to be included in
the Proposer's response:
• Vendor Application Form and Comer Letter
Complete Appendix A, "Request for Proposal -Vendor Application Form" and attach this form to the cover
letter. A cover letter, not to exceed three pages in length, should summarize key elements of the proposal.
An individual authorized to bind the consultant nrust sign the letter. The letter must stipulate that the
proposal price will be valid for a period of at least 180 days. Indicate the address and telephone number of
the contractor's office located nearest to Costa Mesa, California and the office from ;which the project will
be managed.
• Background and Project Summary Section
The Background and Project Summary Section should describe your understanding of the City, the work to
be done, and the objectives to be accomplished. Refer to Scope of Work of this RFP.
• Aletlrodolojzy Section
Provide a detailed description of the approach and methodology to be used to accomplish the Scope of
Work of this RFP, The Methodology Section should include:
An implementation plan that describes in detail (i) the methods, including controls by which
your firm or entity manages projects of the type sought by this RFP; (ii) methodology for
soliciting and documenting views of internal and external stakeholders; (iii) and any other
project management or implementation strategies or techniques that the respondent intends to
employ in carrying out the work.
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2. Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and
to satisfy the requirements of the "Scope of Work" section.
3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for
each task, and overall tinge of completion, including a complete transition plan. Include your
plan to deal with fluctuation in service needs and any associated price adjustments.
4. Detailed description of specific tasks you will require from City staff, Explain what the
respective roles of City staff and your staff would be to complete the tasks specified in the Scope
of Work.
S. Proposers are encouraged to provide additional innovative and/or creative approaches for
providing the service that will maximize efficient, cost-effective operations or increased
performance capabilities. In addition, the City will consider proposals that offer alternative
service delivery means and methods for the services desired.
G. Firms, public entities and individuals wishing to be considered shall include in their submissions
the steps they will, if selected, implement and adhere to for the recruitment, hiring and retention
of former employees of the City who have been or may be displaced due to layoff or outsourcing
of functions and services formerly provided by the City.
7. Proposers may propose to perform some or all of the services identified in this Request for
Proposals. The City will consider partial proposals and may award contracts for some or all of
the services identified and may award more than one contract. If your Proposal is for only sonic
of the services identified, please clearly identify which services you propose to provide.
S. Proposers are also requested to identify any City owned facilities or property which Proposer
would propose to use or lease, purchase, or rent from the City in connection with the services to
be performed, including information about the terms of any proposed lease, purchase or use of
such equipment and facilities, and how this proposed structure affects the overall cost proposal to
the City.
• Staffing
Provide a list of lead persornrel who will be working oil this project and indicate the functions that each will
perform and anticipated hours of service of each individual,' Include a resume for each designated
individual.
Upon award and during the contract period, if the contractor chooses to assign different personnel to the
project, the Contractor must submit their names and qualifications including information listed above to the
City for approval before they begin work,
Qualifications
The information requested in this section should describe the qualifications of the firm or entity, key staff
and sib -contractors performing projects within the past five years that are similar in size and scope to
demonstrate competence to perforin these services. Information shall include;
E Hourly rates for the proposed personnel shall be set forth on Appendix D,
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Names of key staff that participated on named projects and then' specific responsibilities with respect to this
scope of work.
A summary of your firm's or entity's demonstrated capability, including length of time that your firm has
provided the services being requested in this Request for Proposal.
For private Proposers, provide at least three references that received similar services from your firm. The
City of Costa Mesa reserves the right to contact any of the organizations or individuals listed. Information
provided shall include:
o Client Name
o Project Description
o Project start and end dates
o Client project manager name, telephone number, and e-mail address.
Any public entity which submits a proposal should describe in detail ho'kv it currently performs services like
those identified in the scope of work within its or other jurisdictions, including photographs, written policies
and/or video of services provided. If you have performed these services under contract for another public
entity, please provide references for those entities as set forth above for private Proposers.
• Financial Capacity
Provide the Proposer's latest audited financial statement or other pertinent information such as internal
unaudited financial statements and financial references to allow the City to reasonably formulate a
determination about the financial capacity of the Proposer. Describe any administrative proceedings, claims,
lawsuits, or other exposures pending against the Proposer.
• Fee Proposal
All Proposers are required to use the form in Appendix D to be submitted with their proposal. Pricing
instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Proposals
shall be valid for a minimum of 180 days following submission,
• Disclosure
Please disclose any and all past or current business and personal relationships with any current Costa Mesa
elected official, appointed official, City employee, or family member of any current Costa Mesa elected
official, appointed official, or City employee. Airy past or current business relationship may not
necessarily disqualify the firm fi-ont consideration.
• Sample Agreement
The firm selected by the City will be required to execute an Agreement for Services (Agreement) with the
City. The form of the Agreement is enclosed as Appendix B, but may be modified to suit the specific
services and needs of the City. If a Proposer has any exceptions or conditions to the Agreement, these
must be submitted for consideration with the proposal. Otherwise, the Proposer will be deemed to
have accepted the form of Agreement. See Section 13, below.
• Checklist of Forms to Accompany Propos
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As a convenience to Proposers, following is a list of the forms, included as appendices to this RFP, which
should be included Nvith proposals
(1) Vendor Application Form
(2) Ex Parte Conununicatioils Certificate
(2) Price Proposal Form
(3) Disclosure of Government Positions
(4) Disqualifications Questioiuiaire
b. PROCESS FOR SUBMITTING PROPOSALS
• Content of P_r000sal
The proposal must be submitted using the format as indicated in the proposal format guidelines.
Preparation of Proposal
Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional
material beyond those sufficient to provide a complete, accurate and reliable presentation,
• Number of Proposals
Submit one original, Five (5) hard copies plus one disk copy of your proposal in sufficient detail to
allow for thorough evaluation and comparative analysis. In the event of a conflict between the original
and any hard copy or disk copy, the original shall control.
• Submission of Pro Vosals
Complete written proposals llrrrsI be submittedill sealed envelopes nrar•ked and received no later thall
4:00 p.m. (P -S -T) oil , 2011 to the address below. Proposals will not be accepted after this
deadline. Faxed or e-mailed proposals ii,ill not be accepted.
o Iugluiries
City of Costa Mesa City Attor'ney's Office
Attic: Kimberly Hall Barlow
3777 N. Harbor Blvd.
Fullerton, CA 92835
RE: PARKS AND LANDSCAPE MAINTENANCE
Questions about this RFP erns! be directed in writing, via e-mail to;
Richard Amadril, RFP Facilitator
rick.amadrilc costamesaca. ov
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The City reserves the right to amend or supplement this RFP prior to the proposal due date. All
amendments, responses to questions received, and additional information will be posted to the Costa
Mesa Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids & RFP's; Proposers
should check this web page daily for new information. The City will endeavor to answer all written
questions timely received no later than , 2011. The City reserves the right not to answer
all questions.
From the date that this RFP is issued until a firm or entity is selected and the selection is aimounced,
fans or public entities are not allowed to communicate outside the process set forth in this RFP with
any City employee other than the contracting officer listed above regarding this RFP. The City reserves
the right to reject any proposal for violation of this provision. No questions other than written will be
accepted, and no response other than written will be binding upon the City.
• Conditions for Proposal Acceptance
This RFP does not commit the City to award a contract or to pay any costs incurred for any services. The
City, at its sole discretion, reserves the right to accept or reject any or all proposals received as a result of
this RFP, to negotiate with any qualified source(s), or to cancel this RFP in part or in its entirety. The City
may waive any irregularity In any proposal. All proposals will become the property of the City of Costa
Mesa, USA. If any proprietary information is contained in the proposal, it should be clearly identified.
7. EVALUATION CRITERIA
The City's evaluation and selection process will be conducted in accordance with Chapter V, Article 2 of the
City's Municipal Code (Code). Iu accordance with the Code, the lowest responsible bidder will be determined
based on evaluation of qualitative factors in addition to price. At all times during the evaluation process, the
following criteria will be used. Sub -criteria are not necessarily listed in order of importance. Additional sub
criteria that logically fit within a particular evaluation criteria may also be considered even if not specified
below.
Qualifications of Entity and Key Personnel -------25%
Includes ability to provide the requested scope of services, the Proposer's financial capacity, recent
experience conducting work of similar scope, complexity, and magnitude for other public agencies of
similar size, references.
2. Approach to Providing the Requested Scope of Services -------10%
Includes an understanding of the RFP and of the project's scope of services, knowledge of applicable
laws and regulations related to the scope of services.
3. Price Proposal -----50%
Price Proposals will be evaluated on the basis of the Total Estimated Annual Price submitted in
Appendix D.
4. Innovative and/or creative approaches to providing the services that provide additional
efficiencies or increased performance capabilities. ----15%
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8. EVALUATION OF PROPOSALS AND SELECTION PROCESS
In accordance with its Municipal Code, the City will adhere to the following procedures in evaluating proposals.
An Evaluation/Selection Committee (Committee), which may include members of the City's staff and possibly
one or more outside experts, will screen and review all proposals according to the weighted criteria set forth
above. While price is one basic factor for award, it is not the sole consideration.
A. Responsiveness Screening
Proposals will first be screened to ensure responsiveness to tine RFP, The City may reject as non-
responsive any proposal that does not include the documents required to be submitted by this RFP. At
any time during the evaluation process, the City reserves the right to request clarifications or additional
information from any or all Proposers regarding their proposals.
B. Initial Proposal Review
The Committee will initially review and score all responsive written proposals based upon the
Evaluation Criteria set forth above, Tile Coilunittec may also contact Proposers references. Proposals
that receive the highest evaluation scores may be invited to the next stage of the evaluation process. The
City may reject any proposal it, which a Proposer's approach, qualifications, or price is not considered
acceptable by the City. An unacceptable proposal is one that would have to be substantially rewritten to
make it acceptable. The City may conclude the evaluation process at this point and reconuriend award to
the lowest responsible bidder. Alternatively, the City may elect to negotiate directly with one or more
Proposers to obtain the best result for the City prior to making a recommendation or selection.
C. Interviews, Reference Checks Revised Pro los;ils Discussions
Following the initial screening and review of proposals, the Proposers included in this stage of the
evaluation process may be invited to participate in an oral interview. Interviews, if held, arc tentatively
scheduled for , 2011 and will be conducted at City of Costa Mesa City Hall, 77 Fair
Drive, Costa Mesa, CA 92626. This date is subject to change. The individual(s) from Proposer's ficin or
entity that will be directly responsible for carrying out tine contract, if awarded, should be present at tine
oral interview. The oral interview may, but is not required to, use a written question/answer format for
the purpose of clarifying the intent of any portions of the proposal.
In addition to conducting an oral interview, the City may during this stage of the evaluation process also
contact and evaluate the Proposer's references, contact any Proposer to clarify any response or request
revised or additional information, contact any current users of a Proposers services, solicit information
from any available source concerning any aspect of a proposal, and seek and review any other
information deemed pertinent to the evaluation process.
Following conclusion of this stage of the evaluation process, the Conunittee will again rank all
Proposers according to the evaluation criteria set forth above. The Committee may conclude the
evaluation process at this point, and make a recorninendation for award, or it may request Best and Final
Offers from Proposers. The City may accept the proposal or negotiate the terms and conditions of the
agreement with the highest ranked firm, which shall be determined to be the lowest responsible bidder.
The City may recommend award without Best. and Final Offers, so Proposers should include their best
proposal with their imtial submission.
Recommendatioln for award 1s contingeIlt upon the successful negotiation of final contract tennis.
Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an
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agreement is reached. If contract negotiations cannot be concluded successfully within a time period
determined by the City, the City may terminate negotiations and commence negotiations with the next
highest scoring Proposer or withdraw the RFP.
9, PROTEST PROCEDURES
Failure to comply with the Miles set forth herein may result in rejection of the protest. Protests based upon
restrictive specifications or alleged improprieties in the proposal procedure which are apparent or reasonably
should have been discovered prior to receipt of proposals shall be filed in writing with the RFP Facilitator at
least 10 calendar days prior to the deadline for receipt of proposals. The protest must clearly specify in writing
the grounds and evidence oil which the protest is based.
Protests base(] upon alleged improprieties that are not apparent or which could not reasonably have been
discovered prior to submission date of tile proposals, such as disputes over the staff recommendation for
contract award, shall be submitted in writing to the RFP Facilitator, within forty-eight hours from receipt of the
notice from the City advising of staff's recomillendation for award of contract. The protest must clearly specify
in writing the grounds and evidence on which the protest is based. The RFP Facilitator will respond to the
protest in writing at least three days prior to the meeting at which staffs recommendation to the City Council
will be considered. Should Proposer decide to appeal the response of the RFP Facilitator, and pursue its protest
at the Council meeting, it will notify the RFP Facilitator of its intention at least two days prior to the scheduled
meeting.
10. CONFIDENTIALITY
Tile California Public Records Act (Cal. Govt. Code Sections 6250 et seq.) mandates public access to
gover anent records. Therefore, unless information is exempt from disclosure by law, the content of any request
for explanation, exception, or substitution, response to this RFP, protest, or any other written communication
between the City and Proposer, shall be available to the public. The City intends to release all public portions of
the proposals following the evaluation process at such time as a recommendation is made to the City Council.
If Proposer believes ally communication contains trade secrets or other proprietary information that tile
Proposer believes would cause substantial injury to the Proposer's competitive position if disclosed, the
Proposer shall request that the City withhold from disclosure the proprietary information by marking each page
containing such proprietary information as confidential. Proposer may not designate its entire proposal as
confidential nor designate its Price Proposal as confidential.
Submission of a proposal shall indicate that, if Proposer requests that the City witl-diold from disclosure
iIlformation Identified as confidential, and the City complies with the Proposer's request, Proposer shall assume
all responsibility for any challenges resulting from the non -disclosure, indemnify and hold harinless the City
fi-om and against all damages (including but not limited to attorney's fees that may be awarded to the party
requesting the Proposer information), and pay any and all costs and expenses related to the withholding of
Proposer information. Proposer shall not make a claim, sue, or maintain any legal action against the City or Its
directors, officers, employees, or agents coIlcerning the disclosure, or withholding from disclosure, of any
Proposer information. If Proposer does not request that the City withhold from disclosure information identified
as confidential, the City shall have no obligation to withhold the information from disclosure and may release
the information sought without any liability to the City.
11. E1 PARTE CONINIUNICATIONS
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Proposers and Proposers' representatives should not communicate with the City Council members about this
RFP. lit addition, Proposers and Proposers' represeIltatives should not communicate outside the procedures set
forth in this RFP with in officer, employee or agent of the City, including any nleniber of the evaluation panel,
with the exception of the RFP Facilitator, regarding this RFP until after Contract Award. Proposers and their
representatives are not prohibited, however, from making oral statements or presentations in public to one or
more representatives of the City dining a public meeting.
A "Proposer" or "Proposer's representative" includes all of the Proposer's employees, officers, directors,
consultants and agents, any subcontractors or suppliers listed in the Proposer's proposal, and any individual or
entity who has been requested by the Proposer to contact the City on the Proposer's behalf Proposers shall
include the Ex Parte Communications form (Appendix C) with their proposals certifying that they have not had
or directed prohibited corlimtinications as described in this section.
12. CONFLICT OF INTEREST
Tine Proposer warrants aiid represents that it presently has no interest and agrees that it will not acquire any
interest which would present a conflict of interest under California Government Code sections 1090 et sect., or
sections 87100 et sect., during the performance of services under any Agreement awarded. The Proposer further
covenants that it will not knowingly employ any person having such an interest in the performance of any
Agreement awarded. Violation of this provision may result in any Agreement awarded being deemed void and
unenforceable.
13. DISCLOSURE OF GOVERNMENTAL POSITION
nil order to analyze possible conflicts that might prevent a Proposer from acting on behalf of the City, the City
requires that all Proposers disclose in their proposals any positions that they hold as directors, officers, or
employees of any governmental entity. Additional disclosure may be required prior to contract award or during
the term of the contract. Each Proposer shall disclose whether any owner or employee of the firill currently hold
positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held
such positions in the past twelve months using the attached "Disclosure of Government Positions Form." (See
Appendix F.)
14. CONDITIONS TO AGREEMENT, IF ANY.
The selected Proposer will execute an Agreement for Services with the City describing the Scope of Services to
be performed, the schedule for completion of the services, compensation, and other pertinent provisions. The
contract shall follow the samplc form of Agreement provided as Appendix B to this RFP, which "nay be
modified by City. All Proposers are directed to particularly review the indemnification and insurance
requirements set forth in the sample Agreement.
The terms of the agreement, hichl(iing insurance requirements have been mandated by the City and carr be
modifled only if extraort inai-y circionstauces exist. Submittal of a proposal shall be deemed acceptance of all
the terms set forth in this RFP and the sample Agreement for Services unless the Proposer includes with its
proposal, in writing, any conditions or exceptions requested by the Proposer to the proposed Agreement. In
accordance with the Municipal Code, the City may consider the scope and number of conditions in evaluation
proposals and determining the lowest responsible bidder.
15. DISQUALIFICATION QUESTIONNAIRE
Proposers shall complete and submit, tinder penalty of perjury, a standard form of questionnaire inquiring
whether a Proposer, any officer of a proposer, or any employee of a Proposer who Inas a proprietary interest in
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the Proposer, has ever been disqualified, removed, or otherwise prevented frons proposing on, or completing a
federal, state, or local government project because of a violation of law or safety regulation and if so, to explain
the circumstances. A proposal may be rejected on the basis of a Proposer, any officer or employee of such
Proposer, having been disqualified, removed, or otherwise prevented from proposing on, or completing a
federal, state, or local project because of a violation of law or a safety regulation. See Appendix E.
16. STANDARD TERAIS AND CONDITIONS
Amendments
The City reserves the right to amend or supplement this RFP prior to the proposal due date. All amendments
and additional information will be posted to the Costa Mesa Procurement Registry, Costa Mesa - Official Cit
Web Site - Business - Bids & RFP's-, Proposers should check this web page daily for new information.
Cost for PrepariuLy Proposal
The cost for developing the proposal is the sole responsibility of the Proposer. All proposals submitted become
the property of the City,
Insurance Requirements
City requires that licensees, lessees, and vendors have an upproved Certificate of Insurance (riot a declaration or
policy) or proof of legal self-insurance on file with the City for the issuance of a permit or contract. Within ten
(10) consecutive calendar days of award of contract, successful Proposer must furnish the City with the
Certificates of Insurance proving coverage as specified within Appendix B,
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E -
TYPE OF APPLICANT:
ATTACHMENT 3 '
REQUEST FOR PROPOSAL
Parks and Landscape Maintenance
VENDOR APPLICATION FORM
❑ NEW ❑ CURRENT VENDOR
Legal Contractual Name of Corporation:
Contact Person for Agreement:
Corporate Mailing Address:
City, State and Zip Code:
E -Mail Address:
Phone:
Contact Person for Proposals:
Title:
Business Telephone:
Is your business: (check one)
❑ NON PROFIT CORPORATION
Is your business: (check one)
❑ CORPORATION
❑ INDIVIDUAL
❑ PARTNERSHIP
Fax:
E -Mail Address:
Business Fax:
❑ FOR PROFIT CORPORATION
❑ LIMITED LIABILITY PARTNERSHIP
❑ SOLE PROPRIETORSHIP
❑ UNINCORPORATED ASSOCIATION
Names & Titles of Corporate Board Members
(Also list Names & Titles of persons Nvith written auttioriz itioil/i-esolution to sign contracts)
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Naimcs Title Phone
Federal Tax Identification Number:
City of Costa Mesa Business License Number;
(If none, you must obtain a Costa Mesa Business License upon award of contract.)
City of Costa Mesa Business License Expiration Date:
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PROFESSIONAL SERVICES AGREEMENT
CITY OF COSTA MESA
THIS AGREEMENT is made and entered into this —day of , 2011 ("Effective Date"), by and
between the CITY OF COSTA MESA, a municipal corporation ("City"), and consultant, a California
corporation ("Consultant"),
NVITNESSCTH:
A. WHEREAS, City proposes to have Consultant as described herein below; and
B. NVHEREAS, Consultant represents that it has that degree of specialized expertise necessary to practice
and perform the services herein contemplated; and
C. WHEREAS, City and Consultant desire to contract for specific services in connection with the project
described below (the "Project") and desire to set forth their rights, duties and liabilities in connection with the
services to be performed; and
D. WHEREAS, no official or employee of City has a financial interest, within the provisions of California
Government Code, Sections 1090-1092, in the subject matter of this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein,
the parties hereby agree as follows:
1.0. SERVICES PROVIDED BY CONSULTANT
1.1. Scope of Services. Consultant shall provide the professional services described in Consultant's
Proposal (the "Proposal"). A copy of said Proposal is attached hereto as Exhibit "A" and incorporated herein
by this reference.
1.2. Professional Practices, All professional services to be provided by Consultant pursuant to this
Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with
the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and
circumstances in accordance with sound professional practices, It is understood that in the exercise of every
aspect of its role, within the scope of work, consultant will be representing the City, and all of its actions,
communications, or other work, during its employment, under this contract is under the direction of the City.
Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and
shall advise City of any changes in any laws that may affect Consultant's performance of this Agreement.
1.3, Warranty. Consultant warrants that it shall perforin the services required by this Agreement in
compliance with all applicable Federal and California employment laws including, but not limited to, those laws
related to minimum hours and wages; occupational health and safety; fair employment and employment
practices; workers' compensation insurance and safety in employment; and all other Federal, State and local
laws and ordinances applicable to the services required under this Agreement. Consultant shall indernnify and
hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments
of every nature and description including attorneys' fees and costs, presented, brought, or recovered against
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City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by
reason of Consultant's performance under this Agreement.
1.4. Prevailing Wages. Consultant shall pay not less than the prevailing rates of wages to all workers
employed by him in the execution of this Agreement. The Consultant will be required to comply with the
California Labor Code, Article 2, Section 1770 through 1780 inclusive and Article 5, Section 1810 through
1861 inclusive. (Laws and Regulations governing the payment of prevailing wages). The Consultant shall pay
its employees the general prevailing rate of wages as determined by the Director of the Department of Industrial
Relations. Consultant and any of its subcontractors shall keep an accurate payroll record showing the name,
address, social security number, work classification, straight time and overtime hours worked each day and
week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee
employed. The pa}Voll records shall be certified, available for inspection, and copies thereof furnished with the
payment requests as prescribed in Section 1776 of the Labor Code. Consultant shall keep the City informed as
to the location of the records and shall be responsible for the compliance with these requirements by all
subcontractors. The provisions of Article 2 and 3, Division 2, Chapter l of the Labor Code, State of California,
are made by this reference a part of this Agreement.
1.5. Performance Bond. A performance bonds shall be required to be issued to ensure Consultant's
performance under tills Agreement. The amount of the performance bond shall be $ and shall
be issued by an admitted surety insurer as defined by the Code of Civil Procedure Section 995.120.
1.6. Non-discrimination. hi performing this Agreement, Consultant shall not engage in, nor permit
its agents to engage in, discrimination in employment of persons because of their race, religion, color, national
origin, ancestry, age, physical handicap, medical condition, marital status, sexual gender or sexual orientation,
except as permitted pursuant to Section 12940 of the Government Code. Violation of this provision may result
in the imposition of penalties referred to in Labor Code, Section 1735.
1.7. Non -Exclusive Agreement. Consultant acknowledges that City may enter into agreements with
other consultants for services similar to the services that are subject to this Agreement or may have its own
employees perform services similar to those services contemplated by this Agreement.
1.8. Delegation and Assignment. This is a personal service contract, and the duties set forth herein
shall not be delegated or assigned to any person or entity without the prior written consent of City. Consultant
may engage a subcontractor(s) as permitted by lav and may employ other- personnel to perform services
contemplated by this Agreement at Consultant's sole cost and expense.
2,0. COi1UENSATION AND BILLING
2.1. Compensation. [TBD]
2.2. Additional Services. Consultant shall not receive compensation for any services provided
outside the scope of services specified in the Proposal unless the City or the Project Manager for this Project,
prior to Consultant performing the additional services, approves such additional services in writing. It is
specifically understood that oral requests and/or approvals of such additional services or additional
compensation shall be barred and are unenforceable.
2.3. _Method of Billin . Consultant may submit invoices to City's affected supervisor for approval on
a progress basis, but no more often than two times a month. Said invoice shall be based ori the total of all
Consultants' services which have been completed to City's sole satisfaction. City shall pay Consultant's invoice
within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail, the
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services performed and the associated time for completion. Any additional services approved and performed
pursuant to this Agreement shall be designated as "Additional Services" and shall identify the number of the
authorized change order, where applicable, on all invoices.
2.4. Records and Audits. Records of Consultant's services relating to this Agreement shall be
maintained in accordance with generally recognized accounting principles and shall be made available to City
or its Project Manager for inspection and/or audit at mutually convenient times for a period of three (3) years
from the Effective Date.
3.0. TIME OF PERFORMANCE
3.1. Commencement and Conn letion of Work. The professional services to be performed pursuant
to this Agreement shall commence within five (5) days fro111 the Effective Date of this AgreemeIlt. Said services
shall be performed in strict compliance with the Project Schedule approved by City as set forth in Exhibit "D,"
attached hereto and incorporated herein by this reference. The Project Schedule may be amended by mutual
agreement of tine parties. Failure to commence work in a timely manner and/or diligently pursue work to
completion may be grounds for termination of this Agreement.
3.2. Excusable Dela s. Neither party shall be respoinsible for delays or lack of performancc resulting
from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to,
acts of Goll, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other
conditions beyond the reasonable control of a party.
4.0. TER11'I AND TERMINATION
4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of three
year, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. At the
end of the term period, tine City may determine, in its sole discretion, to exercise an option to renew the contract
for up to two periods of one (1) year each. The City shall give notice to Consultant of its intention to exercise
such option at least 30 days prior to expiration Of the base, or option, term.
4.2. Notice of Termination. The City reserves and has the right and privilege of canceling,
suspending Or abandoning the execution of all or any part of the work contemplated by this Agreement, with or
without cause, at any time, by providing written notice to Consultant. The termination of this Agreement shall
be deemed effective upon receipt of the notice of termination. In the event of such termination, Consultant shall
immediately stop rendering services under this Agreement unless directed otherwise by the City.
4.3. COlnpeil5atI0I1. IIl the event of tCl'minatioin, City shall pay Consultant for reasonable costs
incurred and professional services satisfactorily performed lip to and including the date of City's written Notice
of termination.
4.4 Documents. hi the event of termination of this Agreement, all documents prepared by
Consultant in its performance of this Agreement including, but not limited to, inmate intake reports and logs
shall be delivered to the City within ten (10) days of delivery of termination notice to Consultant, at no cost to
City. Any use of uncompleted documents without specific written authorization fi-orll Consultant shall be at
City's sole risk and without liability or legal expense to Consultant.
5.0. INSURANCE
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5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain and maintain during the life of
this Agreerinent all of the following insurance coverages:
(a) Comprehensive general liability, including premises -operations, products/completed
operations, broad form property damage, blanket contractual liability, independent
contractors, personal injury with a policy limit of not less than One Million Dollars
($1,000,000.00), combined single limits, per occuiTence and aggregate.
(b) Automobile liability for owned vehicles, Hired, and non -owned vehicles, with a policy
limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per
occUrTence and aggregate.
(c) Workers' compensation insurance as required by the State of California. Consultant
agrees to waive, and to obtain endorsements from its workers' compensation insurer
waiving, subrogation rights tinder its workers' compensation insurance policy against the
City and to require each of its subcontractors, if any, to do likewise under their workers'
compensation insurance policies.
(d) Professional errors and omissions ("E&O") liability insurance with policy limits of not
less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence
and aggregate. Consultant shall obtain and maintain, said E&O liability insurance during
the life of this Agreement and for three years after completion of the work hereunder.
5.2. Endorsements. The comprehensive general liability insurance policy shall contain or be
endorsed to contain the following provisions:
(a) Additional insureds: "The City of Costa Mesa and its elected and appointed boards,
officers, agents, and employees are additional insureds with respect to this subject project
and contract with City."
(b) Notice: "Said policy shall not terminate, nor shall it be cancelled, nor the coverage
reduced, until thirty (30) days after written notice is given to City."
(c) Other insurance: "Any other insurance maintaitned by the City of Costa Mesa shall be
excess and not contributing with the insurance provided by this policy."
5.3 If any of such policies provide for a deductible or self-insured retention to provide such
coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No
policy of insurance issued as to which the City is an additional insured shall contain a provision which requires
that no insured except the named insured can satisfy any such deductible or self-insured retention.
5A Certificates of Insurance: Consultant shall provide to City certificates of insurance showing the
insurance coverages and required endorsements described above, in a fonn and content approved by City, prior
to performing any services tinder this Agreement.
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5.5. Non -limiting: Nothing in this Section small be construed as limiting in any Wray, the
indemnification provision contained in this Agreement, or the extent to Which Consultant may be Held
responsible for payments of damages to persons or property.
6.0. GENERAL PROVISIONS
6.1. Entire Agreement: This Agreement constitutes the entire Agreement between the parties with
respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations.
This Agreement may be modified only in writing, and signed by the parties in interest at the time of such
modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract
document appurtenant hereto, including exhibits to this Agreement.
6.2. Representatives. The City Manager or his designee shall be the representative of City for
pill -poses of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the
City, called for by this Agreement, except as otherwise expressly provided in this Agreement.
Consultant shall designate a representative for purposes of this Agreement who shall be
authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this
Agreement, except as otherwise expressly provided in this Agreement.
6.3. Protect Managers. City shall designate a Project Managcr to work directly with Consultant in the
performance of this Agreement.
Consultant shall designate a Project Manager Who shall represent it and be its agent in all
consultations with City during the term of this Agreement. Consultant or its Project Manager shall attend and
assist in all coordination meetings called by City.
6.4. Notices: Any notices, documents, correspondence or other communications concerning this
Agreement or the work hereunder may be provided by personal delivery, facsimile or mail and shall be
addressed as set forth below. Such communication shall be deemed served or delivered: a) at the time of
delivery if such communication is sent by personal delivery; b) at the time of transmission if such
communication is sent by facsimile; and c) 48 hours after deposit in the U.S. Mail as reflected by the official
U.S. postmark if such communication is sent through regular United States mail.
IF TO CONSULTANT:
Consultant
12345 Jefferson Rd.
Costa Mesa, CA 92626
Tel: 555-555-5555
Fax: 555-555-5555
IF TO CITY:
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Tel: 714-754-5156
Fax: 714-754-5330
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0
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Attn: Attn: Purchasing
6.5, Drug-free Workplace NEU, Consultant shall provide a drug-free workplace by complying with
all provisions set forth in City's Council Policy 100-5, attached hereto as Exhibit "B" and incorporated herein
by reference, Consultant's failure to coliform to the requirements set forth in Council Policy 100-5 shall
constitute a material breach of this Agreement and shall be cause for inunediate termination of this Agreement
by City.
6.6. Attorneys' Fees: In the event that litigation is brought by any party in connection with this
Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses,
including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or
remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof,
6.7. Governing Law: This Agreement shall be governed by and construed under the laws of the State
of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal
action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be
a court of conipetent jurisdiction located in Orange County, California.
6.5. Assignment: Consultant shall not voluntarily or by operation of law assign, transfer, sublet or
encumber all or any part of Consultant's interest in this Agreement without City's prior written consent. Any
attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this
Agreement and cause for termination of this Agreement. Regardless of City's consent, no subletting or
assignment shall release Consultant of Consultant's obligation to perform all other obligations to be performed
by Consultant hereunder for the term of this Agreement.
6.9, Indemnification and Hold Harmless:
To the fullest extent permitted by law, the Consultant assumes liability for and shall save and protect,
hold harmless, indemnify, and defend the City and its elected and appointed officials, officers, and employees
(all the foregoing, hereinafter collectively, "Indertmitees") from and agaiiist all claims, slits, demands,
damages, losses, expenses, and liabilities of any kind whatsoever (all the foregoing, hereinafter collectively
"Claims") including, without limitation, attorneys' fees, arising out of, resulting from, relating to, or claimed to
have arisen out of, resulted from or related to the englgement of Consultant or the performance of this
Agreement by the Consultant (including its subcontractors and suppliers)
It is expressly intended by the parties that Consultant's indeinnity and defense obligations shall apply, and
Indeinnitees shall be fully indernnified without offset, deduction or contribution, regardless of any negligence or
other fault of Indemnitees, or any of them, and whether or not such Indcrn iitee negligence or other fault caused
or contributed to the arising of the Claims.
"Claims" as Used in this section shall include, without limitation, those foi• personal injuries, wrongful death,
mental or emotional distress, loss of consortium, damage to or loss of Use of real, personal or intangible
property of any kind, loss of income, loss of earning capacity, and business, financial, commercial or pecuniary
losses of any kind whatsoever, and attorneys fees, and costs and expenses of any kind whatsoever.
Consultant's indemnity and defense obligations shall cover the acts oI' omissions of any of Consultant's
subcontractors, and suppliers, and the employees of any of the foregoing.
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The Consultant's indemnity and defense obligation tinder this Section includes, without limitation, any claims,
snits, demands, damages, losses, expenses, and liabilities arising from allegations of violations of any federal,
State, or local law or regulation, and from allegations of violations of Consultants or Its subcontractor's
personnel practices or from any allegation of an injury to an employee of the Consultant or subcontractor
performing work or labor necessary to carry out the provisions of this Contract.
The indemnification obligations in this Section shall not be construed to negate, abridge or otherwise reduce
any other obligation of indenumity the Consultant may have with respect to the City which may otherwise exist.
Ir any judgment is rendered against the City or any of the other individuals enumerated above in any such
action, the Consultant shall, at its expense, satisfy and discharge the same. This indemnification shall survive
termination or expiration of this Agreement.
6.10. Independent Contractor: Consultant is and shall be acting at all times as an independent
contractor and not as in employee of City. Consultant shall secure, at his expense, and be responsible for any
and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all
business licenses, if any are required, in connection with the services to be performed hereunder.
6.11 PERS Eligibility Inderimiification, In the event that Consultant or any employee, agent, or
subcontractor of Consultant providing services under this Agreement claims or is determined by a court of
competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for
enrollment in PERS as all employee of the City, Consultant shall indemnify, defend, and hold harmless City for
the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its
employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such
contributions, which would otherwise be the responsibility of City.
Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the
contrary, Consultant and any of its employees, agents, and subcontractors providing service under this
Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any
con}pellsation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll
in PERS as an employee of City and entitlement to any contribution to be paid by City for employer
contribution and/or employee contributions for PERS benefits.
6.12. Ownership of Documents: All findings, reports, documents, information and data including, but
not limited to, computer tapes or discs, files and tapes furnished or prepared by Consultant or any of its
subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City.
Consultant agrees that any such documents or information shall not be made available to any individual or
organization without the prior consent of City. Any use of such documents for other projects not contemplated
by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability
or legal exposure to Consultant. City shall indemnify and hold harmless Consultant from all claims, damages,
losses, and expenses, including attorneys' fees, arising out of or resulting E•om City's use of such documents for
other projects not contemplated by this Agreement or use of incomplete documents furnished by Consultant.
Consultant shall deliver to City any findings, reports, documents, information, data, in any form, including but
not limited to, computer tapes, discs, files audio tapes or any other Project related items as requested by City or
its authorized representative, at no additional cost to the City.
6.13, Confidentiality: Any City materials to which the Consultant has access, info►nation that
reasonably might be construed as private or containing personal identifiable information, or materials prepared
by the Consultant during the course of this Agreement (collectively referred to as "confidential information")
shall be held in confidence by the Consultant, who shall exercise all reasonable precautions to prevent the
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disclosure of confidential information to anyone except the officers, employees and agents of the Consultant as
necessary to accomplish the rendition of services set forth in this Agreement. Consultant shall not release any
reports, information, private or promotional information or materials, whether deemed confidential or not, to
any third party without the approval of the City.
6.14. Responsibility for Errors. Consultant shall be responsible for its work and results under this
Agreement. Consultant, when requested, shall fin•nish clarification and/or explanation as may be required by
the City's representative, regarding any services rendered under this Agreement at no additional cost to City. In
the event that an error or omission attributable to Consultant occurs, then Consultant shall, at no cost to City,
provide all necessary design drawings, estimates and other Consultant professional services necessary to rectify
and correct the matter to the sole satisfaction of City and to participate in any meeting required with regard to
the correction.
6.1 S. Prohibited Employment: Consultant will not employ any regular employee of City while this
Agreement is ill effect.
6.16. Order of Precedence: In the event of an inconsistency in this Agreement and any of the attached
Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by
reference any provision of the Proposal, such provision shall be deemed a part of this Agreement. Nevertheless,
if there is any conflict among the terms and conditions of this Agreement and those of any such provision or
provisions so incorporated by reference, this Agreement shall govern over the Proposal.
6.17. Costs: Each party shall bear its own costs and fees incurred in the preparation and negotiation of
this Agreement and in the performance of its obligations hereunder except as expressly provided herein.
6.18. No Third Party Beneficiary Right : This Agreement is entered into for the sole benefit of City
and Consultant and no other parties are intended to be direct or incidental beneficiaries of this Agreement and
no third party shall have any right in, under or to this Agreement.
6.19 Headings: Paragraphs and subparagraph headings contained in this Agreement are included
solely for convenience and are not intended to modify, explain or to be a hill or accurate description of the
content thereof and shall not in any way affect the meaning or interpretation of this Agreement.
6.20. Construction: The parties have participated jointly in the negotiation and drafting of this
Agreement. In the event an ambiguity or question of intent or interpretation arises with respect to this
Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair
meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the
authorship of any of the provisions of this Agreement.
6.21. Amendments: Only a writing executed by the parties hereto or their respective successors and
assigns may amend this Agreement.
6.22. Waiver: The delay or failure of either party at any time to require performance or compliance by
the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require
such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in
writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is
sought. 'rhe waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver
of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing
waiver.
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6.23. Severability: If any provision of this Agreement is determined by a Court of competent
jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or
enforceability of the remaining terms and provisions hereof or of the offending provision in any other
Circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit
of the bargain for any party is materially impaired, which determination as made by the presiding court or
arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s)
through good faith negotiations.
6.24. Counterparts: This Agreement may be executed in one or more counterparts, each of which shall
be deemed all original. All counterparts shall be construed together and shall constitute one agreement.
6.25• Corporate Authority: The persons executing this Agreement on behalf of the parties hereto
warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so,
the parties hereto are formally bound to the provisions of this Agreement.
IN WITNESS «'HEREOF, the parties hereto have caused this Agreement to be executed by and through their
respective authorized officers, as of the date first above written,
CITY OF COSTA MESA,
A municipal corporation
City Massager of Costa Mesa
CONSULTANT
Signature
Name and Title
Date:
Date:
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Social Security or Taxpayer ID Number
APPROVED AS TO FORA:
City Attorney
APPROVED AS TO INSURANCE:
Risk Management
APPROVED AS TO CONTENT:
Project Manager
Date:
Date:
Date:
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[:Y
EXHIBIT A
CONSULTANT'S PROPOSAL
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62
EXHIBIT B
CITY COUNCIL POLICY 100-5
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ATTACHMENT
SUBJECT POLICY I EFFECTIVE I PAGE
NUMBER DATE
DRUG-FREE WORKPLACE 1100-5 18-8-89 11 of 3
3ACKGROUND
Jnder the Federal Drag -Free Workplace Act of 1988, passed as part of omnibus drug legislation enacted November 18,
1988, contractors and grantees of Federal fiends must certify that they will provide drug-free workplaces. At the present
inne, the City of Costa Mesa, as a sub -grantee of Federal funds under a variety of programs, is required to abide by this
ket. The City Council has expressed its support of the national effort to eradicate drug abuse through the creation of a
substance Abuse Committee, institution of a City-wide D.A.R.E. program in all local schools and other' activities in
support of a drug-free connnunity. This policy is intended to extend that effort to contractors and grantees of the City of
�osta Mesa in the elimination of dangerous drugs in the workplace.
'URPOSE
t is the purpose of this Policy to:
1. Clearly state the City of Costa Mesa's commitment to a drug-free. society.
2. Set forth guidelines to ensure that public, private, and nonprofit organizations receiving fluids from the City of
Costa Mesa share the commitment to a drug-frce workplace.
?OL1CY
Flee City Manager, under direction by the City Council, shall take the necessary steps to see that the following
)rovisions are included in all contracts and agreements entered into by the City of Costa Mesa involving the
lisbursenient of fields.
1. Contractor or Sub -grantee hereby certifies that it will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in Contractor's and/or sub -grantee's
workplace, specifically the job site or location included in this contract, and specifying the actions that
will be taken against the employees for violation of such prohibition;
b. Establishing a Drug -Free Awareness Program to inform employees about:
1. The dangers of drug abuse in the workplace;
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SUBJECT
DRUG-FREE WORKPLACE
ATTACHMENT
POLICY [ EFFECTIVE I PAGE
NUMBER I DATE
100-5 18-8-89 1 2 of 3
2. Contractor's and/or sub -grantee's policy of maintaining a drug-free workplace;
3. Any available drug counseling, rehabilitation and eunployee assistance programs; and
4. The penalties that may be imposed upon employees for drug abuse violations occurring
in the workplace;
c. Making it a requirement that each employee to be engaged in the performance of the contract be given
a copy of the statement required by subparagraph A;
d. Notifying the employee in the statement required by subparagraph 1 A that, as a condition of
employment under the contract, the employee will:
1. Abide by the terms of the statement; and
2. Notify the employer of any criminal drug statute conviction for a violation occurring in
the workplace no later than five (5) days after such conviction;
e. Notifying the City of Costa Mesa within ten (10) days after receiving notice under subparagraph 1 D 2
from an employee or otherwise receiving the actual notice of such conviction;
f. Taking one of the following actions within thirty (30) days of receiving notice under subparagraph i D
2 with respect to an employee who is so convicted;
SUBJECT
1. Taking appropriate persoimel action against such an employee, up to and including
termination; or
2. Requiring such employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a Federal, State, or local health
agency, law enforcement, or other appropriate agency;
3. Making a good faith effort to maintain a drug-free workplace through implementation
of subparagraphs 1 A through l F, inclusive.
POLICY EFFECTIVE I PAGE
NUMBER DATE
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65
DRUG-FREE 'WORKPLACE
ATTACHMENT
100-5 8-8-89 3 of 3
g. Making a good faith effort to maintain a drug-free workplace through implementation of subparagraphs
1 A through 1 F, inclusive
2. Contractor acid/or sub -grantee shall be deemed to be in violation of this Policy if the City of Costa Mesa
determines that:
a. Contractor and/or sub -grantee has made a false certification under paragraph 1 above;
b. Contractor and/or sub -grantee has violated the certification by failing to carry out tlhe
requirements of subparagraphs 1 A through 1 G above;
c. Such number of employees of Contractor and/or sub -grantee have been convicted of violations
of criminal drug statutes for violations occurring in tie workplace as to indicate that the
contractor and/or sub -grantee has failed to make a good faith effort to provide a drug-frec
workplace.
3. Should any contractor and/or sub -grantee be deemed to be in violation of this Policy pursuant to tlhe
provisions of 2 A, B, and C, a suspension, termination or debarment proceeding subject to applicable Federal,
State, and local laws shall be conducted. Upon issuance of any final decision under this section requiring
debarment of a contractor and/or sub -grantee, the contractor and/or sub -grantee shall be ineligible for award
of any contract, agreement or grant from the City of Costa Mesa for a period specified in the decision, not to
exceed five (5) years. Upon issuance of any final decision recommending against debarment of tlhe contractor
and/or sub -grantee, the contractor and/or sub -grantee shall be eligible for compensation as provided by law.
M. M.
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EXHIBIT C
CERTIFICATES OF INSURANCE
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ATTACHMENT
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EX PARTE COMMUNICATIONS CERTIFICATION
Please indicate by signing below one of the following two statements. Only sign one statement.
I certify that Proposer and Proposer's representatives have not had any communication with a City
Councilmember concerning the PARKS AND LANDSCAPE MAINTENANCE RFP at any time after
[INSERT DATE OF ISSUANCE OF RFP], 2011.
E'
I certify that Proposer or Proposer's representatives have communicated after [INSERT DATE OF ISSUANCE
OF RFP] 2011 with a City Councilmiember concerning the Parks and Landscape Maintenance RFP. A copy of
all such communications is attached to this form for public distribution.
We]
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PRICE PROPOSAL SUMMARY FORM
Proposer is to complete detailed pricing sheets (which follow) and -,)rite ill total amounts below.
Location of sites and areas to be maintained are listed in Exhibit "C".
The undersigned certifies that he/she has read all documents related to this Proposal and understands all terms
and conditions related therein; and in conformity with the terms and conditions hereby proposes to the City of
Costa Mesa the following:
AS DESCRIBED IN THIS CONTRACT:
EXAMINATION OF SPECIFICATION AND SITE. Proposers are expected to carefully examine the site of
the proposed work, the request for proposal, specifications, and the proposal forms. They shall satisfy
themselves as to the character, duality, and quantities of work to be performed, materials to be fur7iished and the
requirements of the proposed specifications.
MEASUREMENTS. It is the responsibility of the Proposer to make all measurements to determine his Proposal
price. The City of Costa Mesa will not be responsible for determining the quantities of materials necessary to
complete the work specified.
Total costs include the cost for all pesticides, licrbicides, fertilizers, labor, materials, tools, permits, special
equipment, licenses, hauling and disposal fees necessary to complete the contract requirements.
Price Sheet Service Area Monthly Total Annual Total
#1
f=acilities
$
$
#2
Fire Stations
$
$
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#3
Medians and Parkways
$
$
#4
Parks
$
$
#5
Sports Turf
$
$
#6
Misc. Items
N/A
N/A
Grand Total
$
$
IMPORTANT PAYMENT TERMS:
City payment terms: Net 30.
The City of Costa Mesa will utilize early payment discounts of invoices if possible, and will be
included in the evaluation if said discount is offered for twenty (20) days or longer. Indicate any
discount offered: %
Bidder's Acknowledgement Of His Understanding Of The Terms and Conditions. Signature
below verifies that Bidder has read, understands, and agrees to the conditions contained herein and
on all of the attachments and agenda. The undersigned Bidder agrees he will contract with the City of
Costa Mesa to provide all necessary labor, supervision, machinery, tools, apparatus, and other
means needed to do all the work and furnish all the materials specified in this contract in the manner
and time therein prescribed.
Bidder Name (Person, Firm, Corp.)
Address
City, State, Zip Code
Telephone Number
Signature of Authorized Representative
Name of Authorized Representative
Title of Authorized Representative
Facsimile Number
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ATTACHMENT
DISQUALIFICATION QUESTIONNAIRE
The Contractor sliall complete the following questionnaire:
Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary
interest in the Contractor, ever been disqualified, removed, or othemise prevented fi•om bidding on, or
completing a federal, state, or local goverimient project because of a violation of law or safety regulation?
Yes No
If the answer is yes, explain the circumstances in the following space.
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DISCLOSURE OF GOVERN1\ ENT POSITIONS
Each Proposer shall disclose below whether any owner or employee of the firm cuff ently Bold positions as
elected or appointed officials, directors, officers, of employees of a governniental entity or held such positions
in the past twelve months. List below or state "None."
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ATTACHMENT
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ATTACHMENT
CITY OF COSTA MESA
PERFORMANCE DEFICIENCY NOTIFICATION
The following performance deficiency has been observed and subsequently reported to your
representative:
Location
Date
Condition: N=Needs
Improvement
(Correct in 7 calendar days)
Ground Cover
Missing/Replant
Dead/Stressed
Trimmed/Walks/Fences
Trimmed/Heads/Boxes
Annual Grass Weeds
Broadleaf Weeds
Fertilize/Pre-Emerge
Missing/Replant
Pests
Rodents
Clippings/Debris
Cultivation
Turf
U=Unacceptable
(Correct in 24 hours)
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Shrubs
Missing/Replant
Dead/Stressed
Thinned/Pruned
Fertilize/Pre-Emerge
Pests
Hard Surfaces/ Medians
Clean Walks/Gutter
Clean DrainsNee Ditch
Patterned Concrete
Hazardous Conditions
Weeds
51
Bare Areas/Overseed
Dead/ Stressed
Mowing/ Edging
Fertilize/ Pre -emerge
Grassy Weeds
Broadleaf Weeds
Aeration/ Verticutting
Clippings/ Debris
Erosion Depressions
Rodents
Weed whip/ Trimming
Height of Cut
Comments:
ATTACHMENT
Reports
Pesticide Use/NOI
Weekly/ monthly Schedules
Irrigation Controller Log
Landfill Diversion
NOTE: In accordance with the provisions of the contract, corrective action must be completed within specified
games. Initiate corrective action(s) and notify inspector when complete. Invoices shall be subject to payment
tions or delays if deficiencies are not corrected.
Received By:
Issued By:
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Company:
Date:
51
CITY OF COSTA MESA
PERFORMANCE DEFICIENCY STATUS MEMO
Company
Location
Date
Performance Deficiency Notification Date:
On , I re -inspected this area and the following deficiencies were:
C=Corrected
Ground Cover
Missing/Replant
Dead/Stressed
TrimmedlWalks/Fences
Trimmed/Heads/Boxes
Annual Grass Weeds
Broadleaf Weeds
Fertilize/Pre-Emerge
Pests
Rodents
Clippings/Debris
Cultivation
Erosion/Depressions
Buffer Zone Maint.
Stakes/Arborguards
Shrubs
ATTACHMENT
Un=Un-corrected
Missing/Replant
Dead/Stressed
Thinned/Pruned
Fertilize/Pre-Emerge
Pests
Hard Surfaces/ Medians
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Clean Walks/Gutter
Clean Drains/Vee Ditch
Hazardous Conditions
Patterned Concrete
Weeds
52
Turf
Bare Areas/Overseed
Dead/Stressed
Mowing/Edging
Ferlilize/Pre-Emerge
Grassy Weeds
Broadleaf Weeds
AerationNedcutting
Clippings/Debris
Erosion Depressions
Rodents
Comments:
Reports
Pesticide Use/NOI
Weekly Schedules
Irrigation Controller Log
Landfill Diversion
ATTACHMENT
Re -Inspection Evaluation: Upon re -inspection, the above listed items noted as Un=uncorrected were found to be
deficient, and as reported to the Contractor on the notification date, the Costa Mesa Public Services Department
has determined the value as follows:
Inspector:
Maintenance
Superintendent:
Date: Substandard Performance: $
Date: Non -Performance: $
Total Value: $
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ATTACHMENT
FERTILIZATION, BROADLEAF CONTROL AND PRE -EMERGENT SCHEDULES
BIDDER IS TO PROVIDE ALL PESTICIDES HERBICIDES AND FERTILIZER REQUIRED FOR
THIS CONTRACT.
PARK TURF FERTILIZATION SCHEDULE
Apply fertilizer only after soil is wet and irrigation coverage has been verified. Changes in specified materials
must be approved by the City prior to application.
Freguency
Months
Material
Rate
1x/yr
June 1
21-7-14
5 lbs./1000 sq. ft.
1x/yr
Sept. 1
19-4-4
5 lbs./1000 sq. ft.
PARK TURF RENOVATION
1 x/yr
AERIFICATION
2x/yr
June thru August
March and September
BROADLEAF APPLICATION
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ATTACHMENT
1X/yr March/April and as needed throughout the year
SHRUB AND GROUNDCOVER FERTILIZATION AND PRE -EMERGENT SCHEDULE
Apply fertilizer to landscape only after soil is wet and irrigation coverage has been verified. Changes in
specified materials must be approved by the City prior to application.
Groundcover and shrub beds.
Frequency Months Material Rate
2x/yr May 1 Triple 15-15-15 Maximum label rate
Aug. 1 Triple 15-15-15 per label.
2x/yr March 1 Dimension 270G Maximum Rate
Oct. 1 Dimenson 270G per label
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SPORTS TURF FERTILIZATION SCHEDULE
Frequency Months Material Rate
2x/yr March/June 1 21-7-14 5 lbs./1000 sq. ft.
2x/yr Sept. 1/Nov. 1 19-4-4 5 Ibs.11000 sq. ft.
SPORTS TURF RENOVATION
Location Task Frequency Acreage Month
The Farm
Dethatch
1 xlyr
14.7
June
TeWinkle
Dethatch
1 xlyr
5.8
August
(Sports Complex)
Balearic
Dethatch
1 x./yr
8.0
July
Davis Field
Dethatch
1 xlyr
3.0
June
FDC
Dethatch
1 x./yr
5.5
July
Note: The Contractor shall comply with
Special Events and Rest and Renovations schedules provided by the
City.
AERIFICATION
4x/yr March/June/August/November
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BROADLEAF APPLICATION
2x/yr March and April and as needed throughout the year
PRE -EMERGENT APPLICATION:
2x/yr. February/September
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ATTACHMENT
53
ATTACHMENT
E XHIBIT "C"
CITY OF t
--- w
SERVICE AREAS I -
LOC:.,.. ATION MAPS
Page 87 of 145
ATTACHMENT
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ATTACHMENT
Facilities0,
2
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ATTACHMENT
Fire Stations0
:
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Medi*ans
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ATTACHMENT
ATTACHMENT
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ATTACHMENT
Sports Fields
Page 93 of 145
RFA
. .... ... . ... .
OIL -
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ATTACHMENT
ATTACHMENT
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ATTACHMENT
Page 96 of 145
ATTACHMENT
BIDDER'S NAME
DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR
CITY FACILITIES SERVICE AREAS
Page 97 of 145
Site #
Site Name
FAC#1
Civic Center
77 Fair Drive
3.13 Acres Turf
Sq. Ft. Planters
Subtotal for FAC#1
FAC#2
Corporation Yard
2310 Placentia Avenue
10,517 Sq. Ft. Turf
14,708 Sq. Ft. Planters
Subtotal for FAC#2
FAC#3
Costa Mesa Senior Center
695 W. 191x' Street
15,142 Sq. Ft, Turf
19,659 Sq. Ft. Planters
Subtotal FAC#3
FAC#4
Mesa Verde Library
Monthly Price
ATTACHMENT
Annual Price
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ATTACHMENT
2969 Mesa Verde Drive East
0.22 Acres Turf $ $
Sq. Ft. Planters $ $
Subtotal FAC#4 $ $
FAC#5 Westside Substation
567 W. 18th Street
2,170 Sq. Ft. Turf $
Sq. Ft. Planters $
Subtotal FAC#5 $ $
TOTAL DETAILED PRICING (FAC#1 — FAC#5) $ $
(Enter Total Detailed Pricing amount in the Facilities Section #2 of the Recap Page)
Note: The City shall not be held accountable for measurements. It is up to the Contractor to
verify all indentified sites.
Page 99 of 145
ATTACHMENT
Page 100 of 145
Site #
FS#1
FS#2
ATTACHMENT
BIDDER'S NAME
DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR
CITY FIRE STATIONS SERVICE AREAS
Site Name Monthly Price Annual Price
Royal Palm Fire Station
2803 Royal Palm Drive
6,729 Sq. Ft. Turf
3,069 Sq. Ft. Planters
Subtotal for FS#1
Baker Street Fire Station
800 Baker Street
1,982 Sq. Ft. Turf
517 Sq. Ft. Planters
Subtotal for FS#2
FS#3 Park Avenue Fire Station
1865 Park Avenue
8,805 Sq. Ft. Turf
3,016 Sq. Ft, Planters
Page 101 of 145
ATTACHMENT
Subtotal for FSO $ $
FS#4 Placentia Avenue Fire Station
2300 Placentia Avenue
13,468 Sq. Ft. Turf $ $
414 Sq. Ft. Planters $ $
Subtotal for FS#4 $ $
FS#5 Vanguard Way Fire Station
2450 Vanguard Way
3,804 Sq. Ft. Turf $ $
532 Sq. Ft. Planters $ $
Subtotal for FS#5 $ $
FS#6 Sakioka Drive Fire Station
3350 Sakioka Drive
5,796 Sq. Ft. Turf
$ $
6,502 Sq. Ft. Planters
$ $
Subtotal for FS#6
$ $
Total FS#1 through FS#6
$ $
Page 102 of 145
ATTACHMENT
TOTAL DETAILED PRICING (FS#1-FS#6) $ $
(Enter Total Detailed Pricing amount in the Fire Stations Section #2 of the Recap Page)
Note: The City shall not be held accountable for measurements, It is up to the Contractor to
verify all indentified sites.
Page 103 of 145
ATTACHMENT
Page 104 of 145
ATTACHMENT
BIDDER'S NAME
DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR
MEDIANS AND PARKWAYS SERVICE AREAS
Site # Site Name Monthly Price Annual Price
M#1 16tt'IPomona/Superior Avenue
Hardscape $ $
M#2 E. 17th Street Median at Fullerton
1,470 Sq. Ft. Turf $ $
M#3 E. 17th Street
(Between Orange Ave. & Santa Ana)
Median Planters $ $
Parkway Planter $ $
Hardscape $ $
Subtotal for M#3
M#4 17th Street/Newport Blvd.
(Two hardscape medians, E of Newport
Blvd. And one hardscape median W of
Newport Blvd.)
2,000 Sq. Ft. $
M#5 19th Street/Newport Blvd.
(Planter on NW corner of 191h St)
Page 105 of 145
1,200 Sq. Ft.
M#6 19th Street Medians
(Park Avenue to Fullerton)
7,850 Sq. Ft. Planters
3,342 Sq. Ft. Hardscape
Subtotal for M#6
M#7 19th Street Parkway & Median Planters
(Park Ave to Placentia Ave)
13,000 Sq. Ft. Parkways
6,000 Sq. Ft. Medians
1,500 Sq. Ft. Hardscape
ATTACHMENT
I
R
$
Subtotal for M#7 $
M#8 W. 19th Street Parkway at Whittier
2,870 Sq. Ft. Turf $
Page 106 of 145
$
Site # Site Name
M#9 Adams Avenue Medians & Parkway
(Albatross to Santa Ana River)
0.5 Acres Turf
1,446 Sq. Ft. Planters
483 Sq. Ft. Hardscape
Subtotal for M#9
M#10 Adams Avenue Medians
(Mesa Verde Drive West to Fairview)
0.52 Acres Turf
1,446 Sq. Ft. Planters
483 Sq. Ft. Hardscape
Subtotal for M#10
M#11 Anton Blvd Medians
(Ave of the Arts to Sunflower)
0,35 Acres Turf
5,263 Sq. Ft. Hardscape
Subtotal for M#11
M#12 Arlington Drive
(At Newport Blvd)
1,638 Sq. Ft. Hardscape $
Page 107 of 145
ATTACHMENT
Monthly Price Annual Price
ATTACHMENT
M#13 Baker Street Parkway
(Babb to Fairview)
4,583 Sq. Ft. Planters $ $
M#14 Baker Street Median
(At 73 Freeway Overpass)
4,200 Sq. Ft. Hardscape $ $
M#15 Baker Street Median
(At 55 Freeway Overpass)
1,137 Sq. Ft. Hardscape $ $
M#15 Bear Street Median
(At Metro Pointe)
0.10 Acres Turf $ $
M#17 Bear Street Parkways
(At Yukon)
15,075 Sq, Ft. Planters $ $
Page 108 of 145
M#23 Canyon Drive Parkway
(Sea Bluff to Victoria)
Page 109 of 145
ATTACHMENT
Site #
Site Name
Monthly Price
Annual Price
M#18
Bristol Street Medians
(Baker to Sunflower)
0.32 Acres Turf
$
$
14,942 Sq. Ft. Hardscape
$
$
Subtotal for M#18
$
$
M#19
Bristol Street Medians
(At 55 Freeway Overpass)
11,672 Sq. Ft. Hardscape
$
$
M#20
Bristol Street Medians
(At 73 Freeway Overpass)
4,134 Sq. Ft. Hardscape
$
$
M#21
Bristol/405 Freeway Entrance
(Triangle shaped hardscape located
Southbound Bristol [Westside] at
405 freeway entrance
$
$
M#22
California Street Median
(Iowa to Alaska)
3,809 Sq. Ft. Turf
$
$
M#23 Canyon Drive Parkway
(Sea Bluff to Victoria)
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ATTACHMENT
1,245 Sq. Ft. Planters $ $
M#24 Coolidge Avenue Medians
8,400 Sq. Ft. Planters $ $
M#25 Elden Avenue/Del Mar Avenue
(Planter on NW corner of Del Mar)
1,950 Sq. Ft. $ $
M#26 Fair Drive Parkways
(Harbor to Fairview)
1.43 Acres Turf $ $
M#27 Fair Drive/Del Mar Avenue Medians
(Fair & Del Mar at Newport Blvd)
6,537 Sq. Ft. Hardscape $ $
M#28 Fairview Road Medians
(Newport to Sunflower)
1.40 Acres Turf
1,710 Sq. Ft. Planters
23,818 Sq, Ft. Hardscape
Sq. Ft. Slope
Subtotal for M#28
Site # Site Name Monthly Price Annual Price
Page 110 of 145
M#29 Golf Course Drive Parkway & Medians
(Mesa Verde to Tanager)
3,589 Sq. Ft. Planters
815 Sq. Ft. Hardscape
Subtotal for M#29
M#30 Harbor Blvd Medians
(W 191x' to Newport Blvd)
2,480 Sq. Ft. Hardscape
M#31 Harbor Blvd Medians
(Wilson to MacArthur)
1.20 Acres Turf
1.19 Acres Hardscape
Subtotal for M#31
M#32 Hyland Avenue
(East of 1-405 Freeway)
Hardscape
M#33 Loren Lane/Watson Avenue
(Hardscape & Tree Wells North of
Baker Street)
2,000 Sq. Ft.
ATTACHMENT
Page 111 of 145
M#34 Merrimac Way Parkway Easement
(Across from Orange Coast College)
Sq. Ft. $
M#35 Merrimac Way Medians
(Harbor to Fairview)
0,27 Acres Turf
7,017 Sq. Ft. Hardscape
Subtotal for M#35
M#36 Mesa Verde Drive Parkways & Medians
(Adams Ave. to Adams Ave.)
1.77 Acres Turf
1,478 Sq. Ft, Hardscape
Subtotal for M#36
M#37 Mesa Verde Drive East Medians
(Harbor Blvd, to Adams Ave.)
1,062 Sq, Ft. Turf
930 Sq. Ft. Hardscape
Subtotal for M#37
Site # Site Name
M#38 Newport Blvd. Drainage Swale
ATTACHMENT
Ej
Monthly Price
Page 112 of 145
Annual Price
0 7€h Street to 181h Street)
Sq. Ft. $ $
M#39 Newport Blvd Parkways & Medians
(Industrial to 191h Street)
0.51 Acres Turf
2.42 Acres Planters
10,643 Sq. Ft. Hardscape
ATTACHMENT
Subtotal for M#39 $
M#40 Newport Blvd. Cal Trans Easements
0 91h Street to Bristol Street both sides)
Easements $ $
M#41 Peterson Way Median
(At Harbor Blvd)
434 Sq. Hardscape $ $
M#42 Redhill Median
(At Airport Loop)
7,780 Sq. Ft. Turf $ $
3,000 Sq. Ft. Hardscape $ $
Subtotal for M#42 $ $
M#43 Red Hill Slope
Page 113 of 145
(At Airport Loop & Pullman)
9.92 Acres Slope
M#44 Sakioka Drive Medians
(Sunflower to Anton)
0.93 Acres Turf
9,980 Sq. Ft. Hardscape
Subtotal for M#44
M#45 South Coast Drive Medians
(Harbor Blvd. To Bear Street)
0.66 Acres Turf
9,590 Sq, Ft. Hardscape
Subtotal for M#45
M#46 Sunflower Avenue Parkways
(At Smalley Road)
0.62 Acres Planters
M#47 Sunflower Medians
(Harbor to Main)
0.53 Acres Turf
0.49 Acres Hardscape
Subtotal for M#47
ATTACHMENT
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ATTACHMENT
Page 115 of 145
Site # Site Name
M#48 Susan Street Medians
(1-405 Off -Ramp to Sunflower Avenue
0.17 Acres Turf
7,720 Sq. Ft. Hardscape
Subtotal for M#48
M#49 Tanager Drive Parkways
Sq. Ft. Planters
Subtotal for M#49
M#50 Victoria Street Parkways & Medians
(Harbor Blvd. To Canyon)
5.01 Acres Planters
0.38 Acres Turf
3,324 Sq. Ft. Hardscape
Subtotal for M#50
TOTAL DETAILED PRICING FOR
M#1 THROUGH M#50
ATTACHMENT
Monthly Price Annual Price
(Enter Total Detailed Pricing amount in the Medians and Parkways Section #1 of the Recap
Page)
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ATTACHMENT
Note: The City shall not be held accountable for accuracy of measurements. Contractor shall
independently verify all quantities.
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ATTACHMENT
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ATTACHMENT
Page 119 of 145
ATTACHMENT
BIDDER'S NAME
DETAILED PRICING FOR COMPLETE LANDSCAPE & SPECIALTY MAINTENANCE FOR
NEIGHBORHOOD PARKS SERVICE AREAS
Site # Site Name
P#1 Balearic Center
1975 Balearic Drive
1.45 Acres Slope Area
Monthly Price
$
Annual Price
P#2 Brentwood Park
265 Monte Vista Avenue
1.94 Acres Turf $ $
P#3 Canyon Park
970 Arbor Street
4.51 Acres Turf $ $
120.00 Acres Natural Habitat $ $
Subtotal for P#3
P#4 Civic Center Park
111 Fair Drive
2.60 Acres Turf
P#5 Community Garden
523 Hamilton Street
Page 120 of 145
$
3,100 Sq. Ft. Turf
1,900 Sq. Ft. Canters
ATTACHMENT
$
$
2.00 Acres Turf
$
$
Subtotal for 13#5 $ $
P#6 Del Mesa Park
3120 Manistee Drive
2.00 Acres Turf
$
$
Sq. Ft. Concrete Swale
$
$
Subtotal for P#6
$
$
P#7 Estancia Park
1900 Adams Avenue
4.5 Acres Turf
$
$
Sq. Ft. Slopes
$
$
Subtotal for P#7 $ $
Page 121 of 145
Site # Site Name
P#8 Fairview Park
2501 Placentia Avenue
11.34 Acres Turf
60.00 Acres Riparian Habitat
100.00 Acres Fairview Bluff
Sq. Ft. Bridge
Monthly Price
ATTACHMENT
Annual Price
Subtotal for P#8 $ $
P#9 Gisler Park
1250 Gisler Avenue
3.37 Acres Turf
$
$
18,500 Sq. Ft. Slope area along
$
$
Fairview & N of McCormack Avenue
Sound Wall Easement on the N side of
$
$
Park
Subtotal for P#9
$
$
P#10 Harper Park
0.22 Acres Turf
$
$
P#11 Heller Park
257 E. 16ff Street
1.94 Acres Turf
$
$
Sq. Ft. Planters
$
$
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ATTACHMENT
Subtotal for P#11 $ $
P#12 Jordan Park
Page 123 of 145
2141 Tustin Avenue
1.46 Acres Turf
$
$
Sq. Ft. Planters
$
$
Subtotal for P#12
$
$
P#13
Ketchum-Libolt Park
2150 Maple Street
2,800 Sq. Ft, Turf
$
$
2,900 Sq. Ft. Planters
$
$
Subtotal for P#13
$
$
P#14
Lindbergh Park
22023 Id Street
5.15 Acres Turf
$
$
P#15
Lions Park
570 W. 18t" Street
5.50 Acres Turf
$
$
This includes all Turf & Planter areas at Downtown Recreation
Center (DRC), Neighborhood
Community Center (NCC) and the Costa Mesa Library.
Site #
Site Name
Monthly Price
Annual Price
Page 123 of 145
P#16 Marina View Park
1035 W. 19th Street
1.42 Acres Turf
Sq. Ft. Slope
Subtotal for P#16
P#17 Mesa Verde Park
1795 Samar Drive
1.97 Acres Turf
P#18 Moon Park
3377 California Street
1.06 Acres Turf
Sq. Ft. Planters
Subtotal for P#18
P#19 Paularino Park
1040 Paularino Avenue
1.95 Acres Turf
Sq. Ft. Planters
Sq. Ft. Drainage Swale
Subtotal for P#19
P#20 Pinkley Park
$
$
$
ATTACHMENT
Page 124 of 145
360 Ogle Street
2,43 Acres Turf
P#21 Raleigh Park
(On Raleigh between Wilson and
Victoria Street)
2,000 Sq. Ft, Turf
3,000 St. Ft. Planters
Subtotal for P#21
P#22 Shalimar Park
5,700 Total Sq. Ft.
500 Sq. Ft. Planter
Subtotal for P#22
P#23 Shiffer Park
3143 Bear Street
1.77 Acres Turf
9,600 Sq. Ft. Slope Planter
ATTACHMENT
$
$
Subtotal for P#23 $ $
Page 125 of 145
Site # Site Name
P#24 Smallwood Park
1646 Corsica Place
2.50 Acres Turf
P#25 Suburbia II Park
3302 Alabama Circle
0.69 Acres Turf
P#26 Tanager Park
1780 Hummingbird Drive
7.51 Acres Turf
Sq. Ft. Planters
D.G, Paths
P#27
Subtotal for P#26
Tewinkle Park
970 Arlington Drive
Monthly Price
ATTACHMENT
Annual Price
$
$
22.39 Acres Turf $ $
(Includes Tewinkle Bark Park and Tewinkle Skate Park.)
Sq. Ft. Planters $ $
(Includes planter on Presidio Square & planters on the East side of park, adjacent to the
Residential homes & Air National Guard; and both planters south of the main entrance
to TW Bark Park.)
Trimming $ $
(Includes trimming of trees in planters inside of TW Bark Park and plants that surround the
Page 126 of 145
003
ATTACHMENT
TW Tennis Center.)
0.55 Acres Slope Area $
Sq. Ft. Concrete Swales $
Subtotal for P#27
P#28 Vista Park
1200 Victoria Street
6,46 Acres Turf
Sq, Ft. Planters
0.87 Acres Slope Area
Subtotal for P#28
P#29 Wakeham Parr
3400 Smalley Road
8,24 Acres Turf
Sq. Ft. Planters
Subtotal for P#29 $ $
P#30 Wilson Park
360 W. Wilson Street
1.97 Acres Turf $ $
39
Page 127 of 145
Site # Site Name
P#31 Wimbledon Park
3440 Wimbledon Way
2.75 Acres Turf
Sq. Ft. Planters
Subtotal for P#31
Monthly Price
TOTAL DETAILED PRICING FOR
P#1 THROUGH P#31 $
ATTACHMENT
Annual Price
(Enter Total Detailed Pricing amount in Parks and Facilities Section #1 of the Recap Page)
Note: The City shall not be held accountable for accuracy of measurements. Contractor shall
independently verify all quantities.
40
Page 128 of 145
ATTACHMENT
Page 129 of 145
ATTACHMENT
BIDDER'S NAME
DETAILED PRICING FOR COMPLETE LANDSCAPE AND TURF AND SPECIALTY
MAINTENANCE OF SPORTS TURF SERVICE AREAS
Site # Site Name
SP#1 Balearic Center
1975 Balearic Drive
8.00 Acres Turf
Monthly Price
Annual Price
i,
SP#2 Lube Davis Field at Lions Parr
870 W. 18th Street
3.00 Acres Turf $ $
SP#3 The Farm Sports Complex
2750 Fairview Road
14.70 Acres Turf $ $
1.04 Acres Planters $ $
Subtotal for SP#3 $ $
SP#4 Fairview Developmental Center
2501 Harbor Blvd.
5.50 Acres Turf $ $
SP#5 Smallwood Park Ball Field
(includes edging all brick dust areas) $ $
Page 130 of 145
ATTACHMENT
SP#6 Tewinkle Park Athletic Complex
980 Arlington Drive
5.80 Acres Turf $ $
Sq, Ft. Planters $ $
(Includes edging all brick dust areas)
Subtotal for SP#6 $ $
TOTAL DETAILED PRICING FOR
SP#1 THROUGH SP#6 $ $
(Enter Total Detailed Pricing amount in the Sports Turf Section #2 of the Recap Page)
Note: The City shall not be held accountable for measurements. It is up to the Contractor to
verify all indentified sites.
Page 131 of 145
ATTACHMENT
Page 132 of 145
BIDDER'S NAME
LANDSCAPE MAINTENANCE EXTRA WORK BID FORM
LANDSCAPE MAINTENANCE
Landscape Sq. Ft. Cost Per Month $
Acre Cost Per Month $
Vegetation Mgt. (mowing) Acre Cost Per Occurrence $
SPORTS TURF MAINTENANCE
Turf Sq. Ft. Cost Per Month $
Acre Cost Per Month $
Ball Field Per Ball Field $
(Infield approx. 7,000 Sq. Ft.)
EXTRA WORK HOURLY RATES
Foreman
Laborer
REGULAR TIME
Page 133 of 145
OVERTIME
ATTACHMENT
ATTACHMENT
Specialty Personnel
Irrigation Tech $
Irrigation Laborer $
Pesticide Applicator $
Special Event Staff $
NON SPORTS TURF UNIT COST
MAINTENANCE
Mowing
Cost Per Acre
$
Edge and Trim
Cost Per 1,000 Linear Feet
$
Fertilization Placement Only
Cost Per Acre
$
Fertilization Material Only
Cost Per Acre
$
Aerification (Including removal or shattering of cores)
Cost Per Acre
$
Thatching (Including removal)
Cost Per Acre
$
Weed Control
Cost Per 1,000 Sq. Ft.
$
Cost Per Acre
$
Pest Control
Cost Per 1,000 Sq. Ft.
$
Page 134 of 145
Page 135 of 145
ATTACHMENT
Cost Per Acre
$
LANDSCAPE MAINTENANCE
Edge and Trim
Cost Per 1,000 Linear Feet
$
Weed and Clean Up
Cost Per 1,000 Sq. Ft.
$
Fertilization Placement Only
Cost Per Acre
$
Fertilization Material Only
Cost Per Acre
$
Pest Control
Cost Per 1,000 Sq. Ft.
$
Cost Per Acre
$
Pruning (Shrubs)
Cost Per 1,000 Sq. Ft.
$
Vertical Mulch Trees
Cost Each
$
Vegetation Removal
Cost Per Acre
$
Soil Drench (Trees)
Cost Each
$
Inject (Trees)
Cost Each
$
Page 135 of 145
ATTACHMENT
Irrigation Repairs
Cost Per Hour
$
Clean Hardscape/Sidewalks
Cost Per Sq. Ft.
$
SPORTS TURF MAINTENANCE
Mowing
Cost Per Acre
$
Trim and Edge
Cost Per Linear Foot
$
Fertilization Placement Only
Cost Per Acre
$
Fertilization Material Only
Cost Per Acre
$
Aerification (with core removal)
Cost Per Acre
$
Topdressing
Cost Per Acre
$
Topdressing Material Only
Cost Per Ton
$
SPORTS TURF MAINTENANCE
CONTINUED
Thatching (including removal)
Cost Per Acre
$
Weed Control
Cost Per 1,000 Sq. Ft.
$
Cost Per Acre
$
Pruning Shrubs
Cost Per 1,000 Sq. Ft.
$
Page 136 of 145
ATTACHMENT
Cost Per Acre $
PLANT MATERIAL (Complete pricing including labor and material)
Annual Color (4" container)
Cost Each
$
Perennial Color (4" container)
Cost Each
$
Ground Cover
Cost Per Flat
$
One (1) Gallon
Cost Each
$
Five (5) Gallon
Cost Each
$
Fifteen (15) Galion
Cost Each
$
24" Box Tree
Cost Each
$
36" Box Tree
Cost Each
$
Seeded Turf
Cost Per Sq. Ft.
$
Sodded Turf
Cost Per Sq. Ft.
$
Stolonized Turf
Cost Per Sq. Ft.
$
Hydroseed
Cost Per Sq. Ft.
$
Page 137 of 145
ATTACHMENT
MISCELLANEOUS ITEMS
Paper Hand Towels
Cost Per Case
$
C -t=old Paper Hand Towels
Cost Per Case
for Balearic Center only
Cost Per Case
$
Jumbo Toilet Tissue
Cost Per Case
$
2 -Ply Toilet Tissue
Cost Per Case
$
Trash Can Liners
Cost Per Case
$
American f=lags
Cost Each
$
Playground Sand
Cost Per Ton
$
Wood Chips
Cost Per Ton
$
D,G. (Decomposed Granite)
Cost Per Ton
$
Mulch
Cost Per Ton
$
Paint (for Ball f=ields)
Cost Per Case
$
Dog Waste Bags
Cost Per Case
$
NOTE: The Contractor will not be allowed to store any materials in the City
Corporation Yard or at any City site, unless authorized by the City
Representative.
(Enter Total Detailed Pricing amount in the Medians and Parkways Section #1 of
the Recap Page)
Note: The City shall not be held accountable for measurements. It is up to the
Contractor to verify all indentifled sites.
Page 138 of 145
ATTACHMENT
EXHIBIT "E"
Page 139 of 145
ATTACHMENT
EXHIBIT "F"
Page 140 of 145
FarilitiPq-
Inventory of Backflow Preventers:
(October 12, 2011):
Fire Lines:
Fire Stations:
ATTACHMENT3
0.75"
= 1
0.75"
= 6
1.00"
= 1
1.00"
= 2
4.00"
= 2
1.50"
= 2
1.25"
= 2
6.00"
= 3
2.00"
= 6
2.00"
=11
8.00"
=1
6.00
=1
3.00"
= 5
Totals:
=21
= 12
= 10
Medians & Parkways: Parks:
1.00"
= 31
0.75"
= 1
1.25"
= 1
1.00"
= 10
1.50"
= 28
1.50"
= 5
2.00"
= 25
2.00"
= 22
8.00"
= 1
3.00"
= 9
4.00"
= 3
Totals: = 85
= 50
Totals:
0.75"
= 8
1.00"
-- 44
1.25"
= 3
1.50"
- 35
2.00"
= 64
3.00"
-- 14
4.00"
= 5
6.00"
-- 4
8.00"
= 1
Totals:
- 178
Page 141 of 145
Inventory of Irrigation Controllers:
(October 12, 2011),
Medians/Parkways;
Hunter =
2
IBOC =
8
Irritrol =
1
Motorola =
8
Rain Dial =
0
Rain Bird =
50
Rainmaster =
2
Toro =
1
Totals: 72
Parks:
Hunter =
0
IBOC =
2
Irritrol =
0
Motorola =
4
Rain Dial =
0
Rain Bird =
40
Rainmaster =
0
Toro =
0
Weather Trak =
1
Totals: 47
Misc.
TBOS = 39
Page 142 of 145
ATTACHMENT
ATTACHMENT
Inventory of Irri ation Controllers:
(October 12, 2011):
Totals:
Facilities: = 11
Fire 5tations: - 6
Medians and Parkways: = 72
Misc. (TBOS) = 39
Parks: 47
Totals: - 175
Page 143 of 145
Inventory of Irrigation Controllers: ATTACHMENT
(October 12, 2011):
Facilities:
Hunter =
0
IBOC =
2
Motorola =
0
Rain Dial =
0
Rain Bird =
7
Rainmaster =
2
Toro =
0
Totals:
11
Fire Stations:
Hunter =
0
Motorola =
0
Rain Dial =
1
Rain Bird =
5
Rainmaster =
0
Toro =
0
Totals:
6
Page 144 of 145
ATTACHMENT
Mowing Equipment — Sports Fields:
1. Walk Behind Mower - for mowing the infield on the baseball field at the TW
Athletic Sports Complex. Nine bladed reel.
2. Triplex Mower - for mowing outfield turf areas.
3. 21" Push Mower — for mowing turf areas between the bailfields.
4. Bunker Rake — for leveling, scarifying, dragging and compacting fields.
5. Utility Vehicle — for transporting materials, second piece of equipment for
leveling, scarifying, dragging and compacting fields.
Verbiage for TBOS:
Add to page # 39 under Irrigation Scheduling and Water Management, first
paragraph, after last word add the following:
"and all other areas where the wires have been damaged to the valves and
where Rain Bird transmittable battery operated system (TBOS) with D.C. latching
solenoids, have been installed onto the damaged valves"
Page 145 of 145