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Home My WebLink About13 - NB-2 - Parks and Landscape Maintenance Services - 8/21/2012CITY COUNCIL AGENDA REPORT MEETING DATE: AUGUST 21, 2012 SUBJECT: PARKS AND LANDSCAPE MAINTENANCE SERVICES DATE: AUGUST 9, 2012 FROM: PUBLIC SERVICES DEPARTMENT ITEM NUMBER: PRESENTATION BY: ERNESTO MUNOZ, PUBLIC SERVICES DIRECTOR BOBBY YOUNG, FINANCE/IT DIRECTOR KIMBERLY HALL BARLOW, SPECIAL COUNSEL FOR FURTHER INFORMATION CONTACT: ERNESTO MUNOZ, PUBLIC SERVICES DIRECTOR, (714) 754-5343 RECOMMENDATION: Staff recommends that the City Council: 1. Approve the attached contract (Attachment 1) for Parks and Landscape Maintenance Services with Merchants Landscape Services, Inc. pending the resolution of the City's outsourcing constraints; 2. Authorize the Chief Executive Officer to execute the attached contract only after the resolution of the City's outsourcing constraints; 3. Authorize staff to rescind layoff notices for six (6) positions to be retained in the Parks and Landscape Maintenance Section of the Maintenance Services Division; and 4. Once the contract is executed, authorize the Chief Executive Officer to administratively implement a transition plan for impacted employees. BACKGROUND: In accordance with Council Policy 100-6, a Parks and Landscape Maintenance Services Contracting Committee was formed to evaluate the potential for contracting of on-going City services. On October 3, 2011, the Committee met to discuss the duties and responsibilities of the Parks and Landscape Maintenance Services Program and to determine "available alternatives for service delivery." The alternatives included: • Maintaining current service level and current costs • Restoring previous level of service at an increased cost • Contracting all services with a private entity(s) • Contracting a greater portion of the service to a private entity Based on a detailed review of all alternatives, the Committee concluded that the most viable alternative is to retain the existing service level, but at a lower cost through reorganization, or contracting with either a public entity or a private company. In order to evaluate Parks and Landscape Maintenance options, staff prepared a draft Request for Proposals (RFP), which was reviewed and finalized by the Contracting Committee. On October 13, 2011, the Committee met to further discuss and clarify the draft RFP and the analysis of the alternatives/options, and on October 24, 2011, the Committee met to finalize and approve the draft RFP. At the regular City Council meeting on November 15, 2011, the various alternatives for Parks and Landscape Maintenance services were presented to the City Council. The Council directed staff to release the RFP (Attachment 1) based on staff and community input. The RFP for Parks and Landscape Maintenance Services was released with the following schedule: • Release of RFP December 16, 2011 • Deadline for Written Questions January 4, 2012 • Responses to Questions Posted on Web January 11,2012 • Proposals Due January 19,2012 ANALYSIS: In response to the City's RFP, proposals were received from the following seven (7) vendors: • Marina Landscapes, Inc. • Mariposa Landscape, Inc. • Master Landscape Services, Inc. • Merchants Landscape Services, Inc. • Pinnacle Landscape Co. • Terra Care Associates • Valley Crest Landscape Maintenance Proposals were independently reviewed by an Evaluation Committee consisting of City staff as well as an outside agency staff member (Attachment 2). The proposals were reviewed using the following criteria: • Qualifications of the entity and key personnel • Approach to providing the requested services • Price proposal • Innovative and/or creative approaches. In the analysis of the proposals to the RFP for Parks and Landscape Maintenance Services, City management considered the information from the Public Services Department which provided greater depth of knowledge about Parks and Landscape Maintenance operations. The Evaluation Committee met on March 5, 2012, to review all proposals. References were checked to verify the quality of services provided to agencies serviced by respective vendors. Based on the review of each committee member's ranking as well K as references and financial information, four (4) vendors were selected for further consideration and the interview process. Interviews were held on April 5, 2012, with the four (4) short-listed vendors, to obtain further clarification on their proposals and to determine how they would serve the City of Costa Mesa. A list of questions that were addressed by the vendors during the interviews is included in Attachment 2. Following the completion of the interview process, the Evaluation Committee reviewed the rankings of the four finalists and determined that two (2) firms, Valley Crest Landscape Maintenance and Merchants Landscape Services, Inc., were rated as highly qualified and met all the requirements to provide quality Parks and Landscape Maintenance Services to the City of Costa Mesa. Following the extensive initial selection process, staff conducted an additional evaluation of the two firms; contacted additional references; and performed a fiscal analysis of both proposals. On July 10, 2012, the Evaluation Committee met with both vendors to gain additional insight into their proposed services and associated costs. Following the completion of the evaluation of the two finalists, the Committee determined that the proposal submitted by Merchants Landscape Services, Inc. (Merchants) represented the best value to the City. On August 3, 2012, the Parks and Recreation Commission Chairman, the City's CEO, the Public Services Director, and the Maintenance Services Manager visited facilities currently maintained by Merchants in the cities of Irvine and Newport Beach. During these site visits, staff and Chairman Pederson also met with staff from both cities to discuss their ongoing contracts with Merchants. From these field visits and discussions with various staff members, it was determined that Merchants is capable of providing a high level of Landscape Maintenance support; is currently meeting their contract obligations; and is also providing added value services to both cities beyond the scope of their contracts. Merchants services Southern California through five (5) regional offices, and if retained by the City, would provide the contracted services from their Santa Ana corporate office. Merchants is a full-service landscape contractor with 95% of their revenue generated from municipal contracts. They currently service 18 municipalities in southern California including the cities of Irvine, Newport Beach, Anaheim, Orange, Aliso Viejo, and San Juan Capistrano. Merchants' cost to provide full landscape services to the City in accordance with the requirements for the RFP is $959,820 and is the lowest among the responders. Further review of the costs is provided in the Fiscal Review section. According to a survey of Orange County cities, 29 indicated they are providing parks and landscape services to their communities via either contracted services, or through a "blended approach," or combination of in-house staff and contracted services. These cities are listed on Attachment 3. Review of Proposed Services Staff currently provides park and landscape services to the City through a combination of City staff and contracted services. The service is provided by 19 full-time and three (3) part-time staff. The City currently contracts with private vendors to provide park maintenance; parkway, median, and facility maintenance; lake maintenance; herbicide/rodent control; and tree maintenance. The contract with Merchants will include the majority of these services and will allow the City to terminate two (2) landscape maintenance contracts, a lake maintenance contract, and reduce the herbicide/rodent control contract. The City would maintain the tree maintenance contract with West Coast Arborists and would also continue to use the Orange County Juvenile Court Work Program to maintain a number of City drainage easements, and provide debris removal in City non -landscaped right-of-way. When fully staffed, the City's Park and Landscape Maintenance program employed a staff of thirty-one (31) employees. Service was at a high level, and there were no significant issues with the quality of service. However, during the past few years, there have been reductions in staffing which have led to some challenges in adequately meeting the City's needs. In the RFP, the vendors were provided with all the City's expectations for full landscape service to 11 City facilities, 50 medians and parkways, 29 parks, lakes, and six (6) sports fields, to return the City to high service levels. Merchants will provide the City with extensive schedules to allow staff to monitor and ensure that adequate and timely maintenance is provided. Additional services Merchants states that it is committed to providing the City with value added services beyond the contract specifications to maintain the high level of service provided by City staff. Currently, City staff provides a high level of customer service and addresses complaints promptly and efficiently. This same level of commitment will be expected from a private contractor. Merchants provides a 24-hour dispatch desk that will allow the City to communicate with Merchants anytime to address emergencies, provide extra support, and address resident concerns. Their staff will be throughout the City on a daily basis and will communicate with City staff regarding suspicious behavior, criminal activity, vandalism, and graffiti. Merchants also proposes to invest in all new equipment to support the City. Staff Transition Plan Currently, the Parks and Landscape Maintenance operations are conducted by a combination of contracted services and 19 full-time staff and three (3) part-time staff. The contract with Merchants will result in the layoff of 13 full-time City staff and three (3) part-time staff. Merchants has expressed a desire to retain those affected City employees who meet their hiring requirements. The City will retain a total of six (6) full- time employees. This minimal staffing consists of one (1) Senior Maintenance Supervisor, two (2) Maintenance Supervisors, and three (3) Lead Maintenance Workers/Landscape Coordinators. Management evaluated the remaining responsibilities, outside of the scope of work of Merchants' contract, and the staffing requirements associated with overseeing Merchants' contract compliance, and determined this minimum level of staffing will be needed to continue to provide a high level of service in all areas of parks and landscape maintenance, and to ensure a high level of performance from Merchants. The six (6) City staff members will address a number of responsibilities which include inspection and administration of a wide variety of services to be provided by Merchants; implementation of the parks facility improvements included annually with the City's 4 Capital Improvement Program; management of water usage; administration of Pest Control, West Coast Arborists' tree trimming contract, and the County's Youth Referral Program; and insuring compliance with applicable State and Federal regulations as they relate to pesticide use and tot -lot safety. A more detailed list is provided in Attachment 4. Merchants' representatives state that they work with City staff to ensure a seamless transition of responsibilities through frequent meetings and coordination of extensive work schedules. FISCAL REVIEW: The City's adopted budget for 2012-2013 for Parks and Landscape Maintenance Services is $4,512,822. This budgeted amount includes water and electric use; West Coast Arborists' tree maintenance contract; emergency services; the County's Youth Referral Program cost; shared costs with Newport Beach for maintenance of the Irvine Avenue medians; repair and replacement of furnishings; enhanced levels of fertilization; repair of all facilities and equipment in parks; irrigation repair; sports field lighting repair; lake infrastructure repair; and all staffing costs associated with the program. Some of these costs will need to be retained to continue to fund all Parks and Landscape Maintenance services at the level desired by the City Council. Staff has analyzed the costs associated with service delivery in this area and determined that $2,182,629 must be retained in the budget in addition to the Merchants' contract costs to meet all costs associated with this function. Merchants' cost to provide Parks and Landscape Maintenance services to the City in accordance with the requirements for the RFP is $959,820. The total outsourced cost to the City, including Merchants' contract and the cost to fund the above-mentioned items is $3,142,449. This results in an annual savings to the City of $1370373. This equals a savings of approximately 30%. Over a five-year period, the savings is estimated to be $6,851,865. The $6,851,865 calculation excludes potential cost -of -living increases for Merchants, West Coast Arborists, and other contracts and excludes potential increases in costs related to PERS or other City - employee cost increases. The anticipated savings may be allocated toward parks and sports fields enhancements such as installation of security lighting, field lighting, hardscape improvements, increased plant material for medians and facilities, and median construction. In addition to the above-mentioned savings for outsourcing the Parks and Landscape Maintenance services, the City will realize a one-time revenue from the sale of the majority of equipment currently used for this operation. This revenue will further reduce the first year's costs associated with outsourcing the Parks and Landscape Maintenance services. Merchants may request to lease available space for storage of their vehicles during off hours which may also offset the cost of the contracted services with Merchants thereby further reducing costs to the City. A lease of available space would be negotiated separately from this contract with Merchants. 5 ALTERNATIVES CONSIDERED: The City Council may select another consultant to provide the required services. This will require the staff to return to City Council following review of the cost proposal and services provided. Another alternative for the City Council is to maintain the Parks and Landscape Maintenance services provided by City staff. If this alternative is selected, City staff will continue to provide services with a recommendation to review the current staffing level and make the necessary adjustments to adequately provide the Parks and Landscape Maintenance service expected from the Community. LEGAL REVIEW: The City is under a preliminary injunction, which prevents the City from contracting out services currently being performed by members of the Costa Mesa City Employees' Association. Because a contract with Merchants Landscape Services, Inc. may fall within the scope of this injunction, the City, in an abundance of caution, should withhold formal authorization to execute such a contract at the present time. The Council may approve the contract and authorize the Chief Executive Officer to execute the contract in the future, however when and if the injunction against the City is lifted or determined not to apply. CONCLUSION: The City of Costa Mesa City Council directed staff to evaluate various options providing Parks and Landscape Maintenance services, including contracting with private vendors. Following established procedures for procuring vendor proposals, including formation of a contracting committee and development of a detailed scope of services, a total of seven (7) vendors submitted proposals for Parks and Landscape Maintenance. services. Based on a thorough evaluation of all proposals, it was determined that the proposal submitted by Merchants Landscape Services, Inc. represents the best value to the City. The overall cost for services as proposed by Merchants Landscape Services, Inc. is $959,820, which represents a savings of approximately 30% per year when compared to maintaining the services in-house. Staff requests approval of the attached contract for Parks and Landscape Maintenance services pending resolution of outsourcing issues. ERNESTO UNOZ Public Services Director Ilia YN Finance I -T. Director KIMBERLY HALL BARLOW Special Counsel R ATTACHMENTS: 1 Professional Services Agreement 2 Parks & Landscape Maintenance RFP Determination Book 3 Cities Survey 4 City Staff Responsibilities DISTRIBUTION: Chief Executive Officer Assistant Chief Executive Officer Director of Economic & Development/Deputy CEO City Attorney Finance & I.T. Director Interim City Clerk Maintenance Services Manager 7 ATTACHMENT 1 PROFESSIONAL SERVICES AGREEMENT CITY OF COSTA MESA THIS AGREEMENT is made and entered into this day of , 2012 ("Effective Date"), by and between the CITY OF COSTA MESA, a municipal corporation ("City"), and MERCHANTS LANDSCAPE SERVICES, INC., a California corporation ("Consultant"). WITNESSETH: A. WHEREAS, City proposes to have Consultant provide parks and landscape maintenance services as described herein below; and B. WHEREAS, 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 the City's RFP ("RFP") and Consultant's Proposal submitted February 2, 2012 (the "Proposal"). A copy of the RFP and the Proposal are attached hereto as Exhibit "A" and incorporated herein by this reference. Should the City desire to increase, reduce or change the type or frequency of park maintenance services, Contractor shall make such reductions as requested by City upon a minimum of ten (10) days' written notice, except in cases of emergency, and Contractor's compensation shall be adjusted based upon the increase or decrease in the level of service, at the rates reflected in Contractor's proposal or as then may be in effect, or otherwise as agreed by the parties. 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 perform 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 indemnify 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 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. Consultant shall provide a minimum one year warranty on all plantings made pursuant to 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 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. 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 1 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 this Agreement. The amount of the performance bond shall be $1,000,000 and shall be issued by an admitted surety insurer as defined by the Code of Civil Procedure Section 995.120. 1.6. Non-discrimination. In 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 2 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 law and may employ other personnel to perform services contemplated by this Agreement at Consultant's sole cost and expense. 2.0. COMPENSATION AND BILLING 2.1. Compensation. Consultant shall be paid the maximum amount of $959,820 per year for the first two years of this Agreement, with compensation to include all personnel costs, equipment costs, materials, disposal fees, depreciation, etc. For the remaining term of the agreement, including any authorized extensions thereof, compensation on an annual basis may be increased by only by any increase in the cost of living based on the Consumer Price Index increase for the prior year utilizing the standard as established by the Bureau of Labor Statistics of the U.S. Department of Labor for all urban consumers in the Los Angeles - Anaheim - Riverside area, or another mutually agreed upon index based on comparable data should the Consumer Price Index established by the Bureau of Labor Statistics be unavailable. Compensation shall be increased or decreased for services actually provided as may be changed from time to time in writing by City as set forth in Section 1.1 above. The unit prices contained in Exhibit B shall be used to determine the compensation for additional or decreased services. 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. Billing and Payment. 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 on 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 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. 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 indicattug probable filing of claims. . • Failure of the consultant 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. 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 date of payment for service. 3.0. TIME OF PERFORMANCE 3.1. Commencement and Completion of Work. The professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Said services shall be performed in strict compliance with the Project Schedules, which shall be prepared by Consultant and submitted to City for approval prior to commencement of work. Once approved, the schedule shall not be modified except in a writing approved by the City's Project Manager. The Project Schedule may be amended by mutual agreement of the 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 Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a ply. 4.0. TERM AND TERMINATION 4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of five years, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. At the end of the term period, the City may determine, in its sole discretion, to exercise an option to renew the contract for up to three 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. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City's written notice of termination. 4.4 Documents. In the event of ,termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, all reports required by the RFP or described in the Proposal 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 4 uncompleted documents without specific written authorization from Consultant shall be at City's sole risk and without liability or legal expense to Consultant. 5.0. INSURANCE 5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain and maintain during the life of this Agreement 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 Two Million Dollars ($2,000,000.00), combined single limits, per occurrence and Five Million Dollars ($5,000,000.00) 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 occurrence 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 under 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 (`B&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 maintained 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. 5.4. Certificates of Insurance: Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. 5.5. Non -limiting: Nothing in this Section shall be construed as limiting in any way, 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 purposes 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. Project Managers. City shall designate a Project Manager 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. n �._ ,.. �__.�.. _.. �.. �....... �........� 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: Merchants Landscape Services, Inc. 1510 S. Lyon St. Santa Ana, CA 92705 Tel: 800-645-4881 Fax: 714-972-3185 Attn: Mark Brower IF TO CITY: City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 Tel: 714-754-5156 Fax: 714-754-5330 Attn: Purchasing 6.5. Drug-free Workplace Policy. 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 "C" and incorporated herein by reference. Consultant's failure to conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate 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 competent jurisdiction located in Orange County, California. 6.8. 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. 7 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, "Indemnitees") from and against all claims, suits, 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 engagement 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 indemnity and defense obligations shall apply, and Indemnitees shall be fully indemnified without offset, deduction or contribution, regardless of any negligence or other fault of Indemnitees, or any of them, and whether or not such Indemnitee negligence or other fault caused or contributed to the arising of the Claims. "Claims" as used in this section shall include, without limitation, those for 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 or omissions of any of Consultant's subcontractors, and suppliers, and the employees of any of the foregoing. The Consultant's indemnity and defense obligation under this Section includes, without limitation, any claims, suits, 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 Consultant's 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 indemnity the Consultant may have with respect to the City which may otherwise exist. If 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 an 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 Indemnification. 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 an 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 compensation, 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 from 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, information 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 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 fiunish 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 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. Z 6.15. Prohibited Emplo went: Consultant will not employ any regular employee of City, except for those employees who leave City employment voluntarily or through layoff, while this Agreement is in effect. Contractor shall conduct a job fair and assessment of any City employees who may be displaced as a result of this Agreement and shall offer a position to all displaced qualified City employees in accordance with its Proposal. 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 BeneficiarRights: 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 full 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. The 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. 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 10 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 an 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 WHEREOF, 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 Date: City Manager of Costa Mesa CONSULTANT Date: Signature Name and Title Social Security or Taxpayer ID Number APPROVED AS TO FORM: Date: City Attorney 11 APPROVED AS TO INSURANCE: Date: Risk Management APPROVED AS TO CONTENT: Date: Project Manager 12 EXHIBIT A CITY'S RFP AND CONSULTANT'S PROPOSAL 13 REQUEST FOR PROPOSAL FOR PARKS & LANDSCAPE MAINTENANCE SERVICES PUBLIC SERVICES DEPARTMENT CITY OF COSTA MESA Released on December 16, 2011 The referenced document has been modified as per the attached Amendment No.1 Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email ramadrilkci.costa-mesa.ca.us. 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP December 16, 2011 Deadline for Written Questions January 4, 2012 Responses to Questions Posted on Web January 11, 2012 Pr-epesa4s are Due -i—Offi—MIx 19, 2012 Proposals are Due February 2. 2012 InteMew (if held) Febn+ai-zy 9, 2012 Interview (if held) February 23, 2012 Approval of Contract TBD All dates are subject to change at the discretion of the City All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment. Signature Date Typed Name and Title Company Name Address REQUEST FOR PROPOSAL FOR PARKS & LANDSCAPE MAINTENANCE SERVICES PUBLIC SERVICES DEPARTMENT CITY OF COSTA MESA Released on December 16, 2011 Parks & Landscape Maintenance Services REQUEST FOR PROPOSAL (RFP) Dear Proposers: 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 Outsourcing 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 government 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. The 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 Segerstrom Center for the Arts, Orange County Fairgrounds, South Coast Repertory Theater and the South Coast Plaza Shopping Center, which is the single largest commercial activity center in the City. The 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. 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP December 16, 2011 Deadline for Written Questions January 4, 2012 Responses to Questions Posted on Web January 11, 2012 Proposals are Due January 19, 2012 2 Interview (if held) February 9, 2012 Approval of Contract TBD 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, hardscape areas, litter collection and disposal, and other activities normally 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 him 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 1861 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 all subcontractors. The provisions of Article 2 and 3, Division 2, Chapter 1 of the Labor Code, State of California, are 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, gee 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 Performance Deficiency Status Memo, see Exhibit A, to the Contractor. Any deficiencies not 3 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 value 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 formality, 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 otherwise hold out itself or any of its subcontractors, directors, officers, partners, employees or agents to be an agent or employee of the City. Indemnification The Contractor shall indemnify and otherwise hold harmless the City, and its officials, officers, employees, 4 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 Opportunity 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 hours. 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) deemed 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 communicating effectively with City Representative and the public in English. Supervision 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 communicate 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 frequency. G� Certification Employees making recommendations 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 trimming, 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 hours of 7:00 a.m. and 3:00 p.m., Monday through Friday. The City may grant, on an 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 planning 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, "any 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 Payment/Monthly Reports The Contractor shall be paid monthly for work performed 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 Payment 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. 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 term 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 under 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 REQUIREMENT 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: 0 Phone Number: Fax Number: CONTRACT SITES See site maps Exhibit C. ADDITIONSIDELETIONS 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 the Extra Work Bid Form, itemizing 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. EMERGENCY CALLS 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. SAFETYREOUIREMENTS All work performed under this contract shall be performed in such a manner as to provide maximum safety to the public, and where applicable, comply with all laws. regulations, and applicable safety standards required by 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. 0 Hazardous Conditions The Contractor shall maintain all work sites free of hazards to persons and/or property resulting from his/her operations. Any hazardous condition noted by the Contractor, which is not a result of his operations, shall be immediately reported to the City. Traffic Control During 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 (S) 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 commercial 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. SOUND CONTROL REQUIREMENTS 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. WASTE DISPOSAL Contractor shall be responsible for the collection, removal and disposal of all trash, debris and green waste generated by landscape maintenance activities as per specifications. The Contractor shall be responsible for recycling green waste generated from work conducted within the City as set forth below. The Contractor shall 9 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 immediately. 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. The City of Costa Mesa reserves the rights to contract for and perform other or additional work on or near 10 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 from 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 CLEAN 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 from the work site at the conclusion of the work day. The facility shall be left in an acceptable condition to the City. In the event the site is left in an unsatisfactory condition, the Contractor shall be required to return to the site and correct the unsatisfactory condition. In the event the Contractor does not correct the condition in a reasonable amount of time, City forces shall be dispatched and the Contractor shall be charged for 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 drainage structure that is part 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. 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 shall/may result in no scheduled work to be performed. 11 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 MAINTENANCE 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, shrubs, 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 removed 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 times. 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 times. Keep adjacent plant material from 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 and 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 main 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 shall 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 heads) 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 same type and model as original installation, unless a substitute is approved by City representative. Failure to do so shall result in a deduction from monthly payments. In addition, a performance deficiency notice shall be issued to the contractor. Irrigation Scheduling and Water Management 12 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 on the following schedule: 1. Facilities, Fire Stations, Medians, Parkways, Parks: Ix/month October thm 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 the 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 programming of irrigation controllers. Upon discovery, the Contractor shall immediately 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 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 an 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 13 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 shall 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 immediate repairs are not practical. More detailed inspections of system equipment and performance shall be conducted per the specifications throughout the year with a summary 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/inspection. 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. Irrigation/Operation and Maintenance Contractor shall 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 (tennis, 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. All system malfunctions, damage, and obstructions shall be recorded and timely corrective action taken In addition to specified routine irrigation system testing, all irrigation systems shall be tested and inspected as 14 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 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. 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 15 and the County of Orange. Pesticide applications are to be made in strict compliance with 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, unless 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. recommendations 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 chemical, 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, date, 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. The 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. 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" 16 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. Weed And Pest 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 required to provide written Pest Control Recommendations for each product applied within the City that has an E.P.A. registration number and per DPR Regulations. Contractor shall submit to the City and maintain a copy on site during 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 Administrative Code. Applicators must follow all DPR requirements for posting, personal protective equipment, label information, service container marking, required on-site information, etc. when transporting, mixing/loading, applying or equipment cleaning. PROPOSER IS REQUIRED TO SUPPLYALL PESTICIDES (INSECTICIDES, MITICIDES. RODENTICIDES, HERBICIDES, ETC.) AND FERTILIZERS NECESSARY TO MEET THE SPECIFICATIONS OF THIS CONTRACT. LANDSCAPE MAINTENANCE (All landscaued areas) Shrub Maintenance: Pruning: All shrubs to be trimmed in a rounded natural shape and proportion, and shall be trimmed so as not to interfere with vehicular and pedestrian clearance, visibility and access, unless otherwise directed by the City Representative. 17 Prune shrubs to encourage healthy growth habits, natural form and proportion, symmetrical appearance and proper vertical and horizontal clearance. Pruning shall be performed as frequently 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 cut with shears. Dead or dying leaves shall be removed individually with hand pruners. 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, hardscape 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 neat 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 shrub beds per Fertilizer Schedule, see Exhibit `B.' Pre-emergent/Post-emergent Apply pre -emergent and post -emergent weed control to all ground cover 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 month. 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 more frequent maintenance requirement shall apply. Fertilizer: Fertilize all plant material per Fertilizer Schedule, Exhibit `B'. Turf Maintenance Mowing The Contractor shall mow all turfgrass with properly sharpened and maintained equipment in a manner that ensures a smooth surface without ridges, depressions or scalping. Mowing patterns shall be alternated monthly FrequencyTurfgrass shall be mowed one (1) time per week during the months of January through September. 18 Turfgrass shall be mowed every -other -week during the months of October through December. Hei t All warm season turfgrasses (except hybrid Bermudagrass or seeded hybrid cultivars) shall be cut at 2" throughout the year. Hybrid Bermuda shall be cut at V2" 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 turfgrass 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 bermudagrass cultivars shall be mowed with a reel type mower with a minimum of nine blades, unless otherwise approved by the City Representative. Warm/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 mowers 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 high- quality cut. Clippings 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. Edging All edges of turf shall be mechanically edged. Turfgrass edging and trimming shall be performed weekly at the time of mowing. All clippings shall 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 Trimming 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 shrubs occur in the turf areas, all grass shall be trimmed at a level equal to the mow height. Complete removal of grass may be allowed around the base of trees, but shall not exceed more than 18" from the trunk of the tree and away from the dripline of shrubs. Weeds All turfgrass areas shall be kept free of weeds at all times. Weed removal shall consist of complete removal of 19 all weeds including top growth and roots. Pre -Emergent 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. • 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 uniform application. All fertilizer shall be removed from hardscape and other non -target areas immediately 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 control populations in the 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 between June 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 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 20 circulation. Broken limbs shall be removed by contractor within 24 hours of notification. Limbs broken in canopy shall be removed by the contractor the 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 caliper 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. Mowin.g Equipment All sports fields, except The Farm 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 commercial walk behind reel -type mowers used for edge mowing. 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 arrival 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 Bermudagrass shall be V2 to Y4 inch or as specified by the City representative. Typically the height of cut for all other sports turf shall be 1.5 inches. The approved 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 mowed. The contractor 21 shall monthly provide a copy to the City, a calendar with alternate mow patterns, for each mowing. At no time shall the contractor use the same pattern in consecutive mowing. Ground speed shall be maintained at a level sufficiently slow to prevent Marcelling Effect. Mowing Frequencies Unless otherwise specified or directed by the City representative, mowing frequencies shall be as listed below: The Farm Sports Complex and TeWinkle Athletic Complex: 2x/week March thru September Ix/week October thru November 2x/month December thru February All Other Sports fields Turf Areas: lx/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. Edging Edging shall be performed at the same frequency as the mowing 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 trimmer 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 shrub or planter areas is permitted. 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. String Trimming String trimming shall be performed at the same frequency as the mowing 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 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, topdressing and manually watering those areas until turf is re-established at no additional cost to the City. Rodent Control W Same requirements as general landscape areas. PARKS, SPORTS FIELDS, LAKES, AND RECREATIONAL FACILITY MAINTENANCE — SPECIAL PROVISIONS 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 a.m. daily. Clean, inspect and unlock all park restrooms by 8:00 a.m. daily. Inspect restrooms thoroughly to insure all restroom fixtures and drains are functioning 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 from 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 drainage 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 (NPSI) and must maintain accurate and current documents and records. Specified nark maintenance activities to be performed at the frequency stated below: Daily Tasks: 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 23 Barbeque Grills: inspection and clean as needed, repair or replace when damaged or unsafe Hot 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 times; 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 Benches: 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 SOFTBALL AND BASEBALL FIELD MAINTENANCE Contractor shall complete the reoccurring tasks below daily, except when fields are undergoing rest and renovation or are closed due to inclement weather, or otherwise as directed by the City Representative: Review scheduled events and determine proper distance of bases for activity. Inspect all fields and adjacent areas for safety concerns. 24 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 Tasks: 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 with all specified tasks, 1 hour prior to the start of the program. Fields will only be prepared by the Contractor once each 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 from 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 material shall be pulled into turf; but should be removed with a rake and scoop and disposed of. For baseball fields, dragging shall be performed carefully on base paths to insure no infield mix 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 material removed as per above. Install bases for appropriate distance for each event. Apply chalk lines on all skinned infields in a clean, straight, uniform, professional, manner utilizing a guide line 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 turf outfields utilizing appropriate paint materials manufactured for that purpose. Lines shall be straight, uniform and of a professional appearance. Monthly Scarify all skinned areas. Other Intervals Bases/Base Pegs repair or replace when damaged or unsafe Pitching rubbers: repair or replace when damaged or unsafe. Laser leveling/Grading: annually for each field. Addition of infield mix: annually or as needed. 25 Ballfield Perimeter Maintenance Ballfield perimeter maintenance shall be performed daily. Ballfield perimeter maintenance shall 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 lines, warm-up areas, etc. The work that shall be performed on a daily 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/summer and Stover Seed Company "Pro Sportsfields 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 warning tracks to achieve a consistent, straight line and a smooth arc 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 Y2" layer of brick dust in these areas. Annual Maintenance Topdress 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 an 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. RESTROOM MAINTENANCE - SPECIAL PROVISIONS All park restrooms shall be opened by 8:00 a.m., inspected, cleaned, sanitized, re -stocked with consumable items, and locked at dusk, daily, unless 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. 26 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 Mesa Park Estancia Park Fairview Park Heller Park Lions Park Main restroom Lions Park Ballfield restroom Shiffer Park Smallwood Park TeWinkle Park, Four (4) restroom buildings The Farm Sports Complex Vista Park Wakeham Park Wilson Park Daily Activities 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. 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. 27 Damp mop floors with germicidal cleaner. Close and secure doors and/or gates at dusk. Weekly Activities Wash floor with water and high pressure hose 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: • Irrigation Controllers • Electrical wiring throughout the location • Lateral Lines • Spray heads • Remote control valves 28 • Quick couple valves • Isolation valves • Pressure Regulators • Basket strainers • Drip Lines • Drip Emitters • Valve Boxes • Locks Electrical Systems: 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 • Concrete Planter at Main Pavilion • Concrete Bike Path with various patterns and colors. • Locks Mulch: 29 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 each month. Weed Control: Inspect weekly and either chemically or mechanically remove the weeds that are noticeable. This location is to be "weed free" at all times. Pre Emergents applications are to be applied as per the schedule in Exhibit `B". 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 weed(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 in Exhibit `B". Any additional applications will need to be approved by the City's Representative. Additional Items: The 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, shrubs, groundcovers, locks, etc. for any work not requiring a separate bid. Fairview Park Riparian Habitat — Special Provisions The Contractor shall provide a native plant 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 15a' thru September 15th each year. Reports must be administered to the City on a quarterly basis throughout 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 on 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 ecologist/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 31 • Quick couple valves • Isolation valves • Bermad master 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 paths 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, Bermad 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 the 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. Weed 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 with 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. 32 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 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 on site soil to backfill all animal burrows following control measures. Lake Maintenance Special Provisions 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 upper 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 on concrete sidewalks or parking lots unless otherwise authorized by the City Representative. Daily: Inspect lake levels. If the lake levels are below normal levels, the Contractor shall turn on 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 pump house for any abnormalities Report any problems or deficiencies to the City Representative. Weekly: Skim water surfaces of debris and remove algae or aquatic weeds that are accessible from 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). 33 Add appropriate chemicals, 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 chemical applications. The applicator(s) must possess a valid Q.A.L. or Q.A.C. license with the required 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. Form to be provided to City Representative at monthly/weekly meeting. Report any problems or deficiencies to City Representative immediately. Bi -Monthly Check operating condition of all equipment (ozone generators, compressor, and canned turbine pumps, water fountains). 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. Monthly: Perform 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 necessary. Report on condition of features and equipment operation, including the ozone system. Annually 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, compressor, etc. Re -pack stuffmg boxes on turbine pumps. Bring the three (3) water fountains to the shore to inspect all components and make necessary recommendations for repair on worn out items. 34 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. • Water treatment, colorant, algae control. • Aerator fountains (3) Inspection, cleaning, repair and replacement. • Pump house: inspection and maintenance of all lighting, electrical, aeration, pumping and associated equipment. TeWinkle Skate 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 35 Inspect for concrete damage; report any discovered to City Representative 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. Monthly: 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 immediate 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 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. AT&T Cabinet 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). 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 Ligustrum japonicum - 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 cutting unit or a rotary brush cutting 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 Work 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 up to fifteen (15) special events requiring approximately 200 man-hours of labor. Contractor shall provide an hourly rate and bid amount based on 200 man-hours. Playground Maintenance— Special Provisions The Contractor shall inspect each piece of play and/or exercise equipment in all City parks where applicable (twenty-four locations), annually for compliance with International Playground Equipment Manufacturers Association (IPEMA) 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 lst 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 an 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 Center — 2 playground structures. Manufacturer = Landscape Structures. 2) Brentwood Park —1 playground structure. Manufacturer = Game Time. 3) Canyon Park — 1 playground structure. Manufacturer = Miracle Recreation 37 4) Del Mesa Park —1 playground structure. Manufacturer = Landscape Structures 5) Gisler Park —1 playground structure. Manufacturer = Landscape Structures. 6) Harper 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) Shalimar Park — 1 playground structure. Manufacturer = Landscape Structures. 17) Shiffer Park — 2 playground structures. Manufacturer = Landscape Structures. 18) Smallwood Park — 1 playground structure. Manufacturer = Landscape Structures. 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. Sport 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, etc. 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: W Balearic Center Basketball courts — Asphalt Del Mesa Park Basketball court — Surfaced Del Mesa Park Volleyball court — Sand Gisler Park Volleyball court — Sand Shiffer Park Basketball court — Surfaced Shiffer Park Handball court — Surfaced Tanager Park Basketball courts — Surfaced (2) Tanager Park Volleyball court — Sand Tanager Park Volleyball court — Surfaced Wakeham Park Basketball court — Surfaced Wimbledon Park Basketball court — Surfaced 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 Index/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 technical 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 Cover 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 must 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 Proiect 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. • Methodology 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: 1. 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 39 project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. 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 time 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. 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. 6. 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 some of the services identified, please clearly identify which services you propose to provide. 8. 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 personnel who will be working on 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 1 Hourly rates for the proposed personnel shall be set forth on Appendix D. 40 The information requested in this section should describe the qualifications of the firm or entity, key staff and sub -contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include: Names of key staff that participated on named projects and their 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 how 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. Any past or current business relationship may not necessarily disqualify the firm from consideration. • Sample Aueement 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 the41 proposal. Otherwise, the Proposer will be deemed to have accepted the form of Agreement. See Section 13, below. • Checklist of Forms to Accompany Proposal As a convenience to Proposers, following is a list of the forms, included as appendices to this RFP, which should be included with proposals (1) Vendor Application Form (2) Ex Parte Communications Certificate (2) Price Proposal Form (3) Disclosure of Government Positions (4) Disqualifications Questionnaire 6. PROCESS FOR SUBMITTING PROPOSALS • Content of Proposal 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 Proposals Complete written proposals must be submitted in sealed envelopes marked and received no later than 4:00 p.m. (P.S.T) on January 19, 2012 to the address below. Proposals will not be accepted after this deadline Faxed or e-mailed proposals will not be accepted • Inquiries City of Costa Mesa City Attorney's Office Attn: Kimberly Hall Barlow 3777 N. Harbor Blvd. Fullerton, CA 92835 RE: PARKS AND LANDSCAPE MAINTENANCE :-A Questions about this RFP must be directed in writing, via e-mail to: Richard Amadril, RFP Facilitator rick.amadril(cr�,costamesaca.gov 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 January 3, 2012. 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 announced, firms 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). In 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. 1. 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. Price Proposal -----50% Price Proposals will be evaluated on the basis of the Total Estimated Annual Price submitted in Appendix D. 43 4. Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. ----15% 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 the 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. The Committee may also contact Proposer's 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 in 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 recommend 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 Proposals, 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, are tentatively scheduled for February 9, 2012 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 firm or entity that will be directly responsible for carrying out the contract, if awarded, should be present at the 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 Proposer's 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 Committee 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 recommendation 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 44shall 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 initial submission. Recommendation for award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an 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 rules 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 on which the protest is based. Protests based upon alleged improprieties that are not apparent or which could not reasonably have been discovered prior to submission date of the 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 recommendation 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 staff's 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 The California Public Records Act (Cal. Govt. Code Sections 6250 et seq.) mandates public access to government 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 any communication contains trade secrets or other proprietary information that the 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 withhold from disclosure information 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 harmless the City from 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 concerning 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 45 the information sought without any liability to the City. 11. EX PARTE COMMUNICATIONS Proposers and Proposers' representatives should not communicate with the City Council members about this RFP. In addition, Proposers and Proposers' representatives should not communicate outside the procedures set forth in this RFP with an officer, employee or agent of the City, including any member 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 during 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 communications as described in this section. 12. CONFLICT OF INTEREST The Proposer warrants and 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 seq., or sections 87100 et seq., 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 In 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 firm 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 sample form of Agreement provided as Appendix B to this RFP, which may 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, including insurance requirements have been mandated by the City and can be modified only if extraordinary circumstances 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. 46 15. DISQUALIFICATION QUESTIONNAIRE Proposers shall complete and submit, under penalty of perjury, a standard form of questionnaire inquiring whether a Proposer, any officer of a proposer, or any employee of a Proposer who has a proprietary interest in the Proposer, has ever been disqualified, removed, or otherwise prevented from 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 TERMS 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 City Web Site - Business - Bids & RFPs; Proposers should check this web page daily for new information. Cost for Preparing 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 approved Certificate of Insurance (not 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. 47 Em TYPE OF APPLICANT: 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 49 (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Federal Tax Identification Number: City of Costa Mesa Business License Number: Title Phone (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: 50 51 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"). WITNESSETH: A. WHEREAS, City proposes to have Consultant as described herein below; and B. WHEREAS, 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 perform 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 52 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 indemnify 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 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 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. 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 1 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 this 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. In 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 law and may employ other personnel to perform services contemplated by this Agreement at Consultant's sole cost and expense. 2.0. COMPENSATION 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. 53 2.3. Method of Billing. 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 on 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 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 Completion of Work. The professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. 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 the 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 Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, 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. TERM AND TERNIINATION 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, the 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. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City's written notice of termination. 4.4 Documents. In 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 from Consultant shall be at City's sole risk and without liability or legal expense to Consultant. 54 5.0. INSURANCE 5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain and maintain during the life of this Agreement 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 Two Million Dollars ($2,000,000.00), combined single limits, per occurrence and Five Million Dollars ($5,000,000.00) 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 occurrence 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 under 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 (`B&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 maintained 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. N�1 5.4. Certificates of Insurance: Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. 5.5. Non -limiting: Nothing in this Section shall be construed as limiting in any way, 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 purposes 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. Project Managers. City shall designate a Project Manager 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: IF TO CITY: 47:- Consultant 12345 Jefferson Rd. Costa Mesa, CA 92626 Tel: 555-555-5555 Fax: 555-555-5555 Attn: City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 Tel: 714-754-5156 Fax: 714-754-5330 Attn: Purchasing 6.5. Drug-free Workplace Policy. 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 conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate 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 competent jurisdiction located in Orange County, California. 6.8. 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, "Indemnitees') from and against all claims, suits, 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 engagement 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 indemnity and defense obligations shall apply, and Indemnitees shall be fully indemnified without offset, deduction or contribution, regardless of any negligence or other fault of Indemnitees, or any of them, and whether or not such Indemnitee negligence or other fault caused 57 or contributed to the arising of the Claims. "Claims" as used in this section shall include, without limitation, those for 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 or omissions of any of Consultant's subcontractors, and suppliers, and the employees of any of the foregoing. The Consultant's indemnity and defense obligation under this Section includes, without limitation, any claims, suits, 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 Consultant's 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 indemnity the Consultant may have with respect to the City which may otherwise exist. If 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 an 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 Eli ig bility Indemnification. 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 an 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 compensation, 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, 58 losses, and expenses, including attorneys' fees, arising out of or resulting from 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, information 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 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 furnish 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. 6.15. Prohibited Employment: Consultant will not employ any regular employee of City while this Agreement is in 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 Rights: 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 full 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 59 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. The 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. 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 an 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 WHEREOF, 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 Manager of Costa Mesa CONSULTANT Date: A Signature Name and Title Social Security or Taxpayer ID Number APPROVED AS TO FORM: City Attorney APPROVED AS TO INSURANCE: Risk Management APPROVED AS TO CONTENT: Date: Date: Date: 61 Project Manager Date: 62 EXHIBIT A CONSULTANT'S PROPOSAL 63 14 ..IIC, v 91 -fl CITY COUNCIL POLICY 100-5 64 SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 1 of 3 BACKGROUND Under the Federal Drug -Free Workplace Act of 1988, passed as part of omnibus drug legislation enacted November 18, 1988, contractors and grantees of Federal funds must certify that they will provide drug-free workplaces. At the present time, the City of Costa Mesa, as a sub -grantee of Federal funds under a variety of programs, is required to abide by this Act. 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 community. This policy is intended to extend that effort to contractors and grantees of the City of Costa Mesa in the elimination of dangerous drugs in the workplace. PURPOSE It 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 funds from the City of Costa Mesa share the commitment to a drug-free workplace. POLICY The City Manager, under direction by the City Council, shall take the necessary steps to see that the following provisions are included in all contracts and agreements entered into by the City of Costa Mesa involving the disbursement of funds. 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; 65 SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 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 employee 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 1 D 2 with respect to an employee who is so convicted: 1. Taking appropriate personnel 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 1 F, inclusive. X. SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 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 and/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 the 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 the workplace as to indicate that the contractor and/or sub -grantee has failed to make a good faith effort to provide a drag -free workplace. 3. Should any contractor and/or sub -grantee be deemed to be in violation of this Policy pursuant to the 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 the contractor and/or sub -grantee, the contractor and/or sub -grantee shall be eligible for compensation as provided by law. 67 i 11 CERTIFICATES OF INSURANCE .: 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 December 16, 2011. OR I certify that Proposer or Proposer's representatives have communicated after December 16, 2011 with a City Councilmember concerning the Parks and Landscape Maintenance RFP. A copy of all such communications is attached to this form for public distribution. 70 71 I�� 71 PRICE PROPOSAL SUMMARY FORM Proposer is to complete detailed pricing sheets (which follow) and write in 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, quality, and quantities of work to be performed, materials to be furnished 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, herbicides, 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 Facilities $ $ #2 Fire Stations $ $ 72 #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 Signature of Authorized Representative Name of Authorized Representative City, State, Zip Code Title of Authorized Representative 73 Telephone Number 74 Facsimile Number sl1 74 Facsimile Number DISQUALIFICATION QUESTIONNAIRE The Contractor shall 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 otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No If the answer is yes, explain the circumstances in the following space. 75 76 DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm 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. List below or state "None." 77 EXHIBIT "A" W. 79 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 Trim med/Wal ks/Fences Trimmed/Heads/Boxes Annual Grass Weeds Broadleaf Weeds Fertilize/Pre-Emerge Missing/Replant Pests Rodents Clippings/Debris Cultivation Turf Bare Areas/Overseed U=Unacceptable (Correct in 24 hours) 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 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: 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 frames. Initiate corrective action(s) and notify inspector when complete. Invoices shall be subject to payment uctions or delays if deficiencies are not corrected. Received By: Company: Issued By: Date: 81 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 Tri mmed/Walks/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 Un=Un-corrected Missing/Replant Dead/Stressed Thinned/Pruned Fertilize/Pre-Emerge Pests Hard Surfaces/ Medians Clean Walks/Gutter Clean DrainsNee Ditch Hazardous Conditions Patterned Concrete Weeds 52 Turf Bare Areas/Overseed Dead/Stressed Mowing/Edging Fertilize/Pre-Emerge Grassy Weeds Broadleaf Weeds Ae ration/Verticutti ng Clippings/Debris Erosion Depressions Rodents Comments: Reports Pesticide Use/NOI Weekly Schedules Irrigation Controller Log Landfill Diversion 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: Date: Substandard Performance: $ Maintenance Superintendent: Date: Non -Performance: $ Total Value: $ 52 EXHIBIT "B" 53 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. Freauencv Months Material Rate 1x/yr June 1 21-7-14 5 lbs./1000 sq. ft. 1x/yr Sept. 1 19-44 5 lbs./1000 sq. ft. PARK TURF RENOVATION 1 x/yr AERIFICATION 2x/yr June thru August March and September BROADLEAF APPLICATION 53 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 53 SPORTS TURF FERTILIZATION SCHEDULE Frequency Months Material 2x/yr March/June 1 21-7-14 2x/yr Sept. 1 /Nov. 1 19-4-4 SPORTS TURF RENOVATION Rate 5 lbs./1000 sq. ft. 5 lbs./1000 sq. ft. Location Task Frequency Acreage Month The Farm Dethatch 1 x/yr 14.7 June TeWinkle Dethatch 1 x/yr 5.8 August (Sports Complex) Balearic Dethatch 1 x/yr 8.0 July Davis Field Dethatch 1 x/yr 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 53 BROADLEAF APPLICATION 2x/yr March and April and as needed throughout the year PRE -EMERGENT APPLICATION: 2x/yr. February/September W EXHIBIT "C" t''ll� t � Facilities Fire Stations:0 Medians and Parkways: Parks: Sports.FI*elds SERVICE AREAS w I I 1-1:j In r44 lo FACILITIES Site # FAC#1 FAC#2 DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FACILITIES SERVICE AREAS Site Name Civic Center 77 Fair Drive Monthly Price Annual Price 3.13 Acres Turf $ $ Sq. Ft. Planters $ $ Subtotal for FAC#1 $ $ 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. 19th Street 15,142 Sq. Ft. Turf $ $ 19,659 Sq. Ft. Planters $ $ Subtotal FAC#3 $ $ FAC#4 Mesa Verde Library 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 G.1 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. FIRE STATIONS BIDDER'S NAME DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FIRE STATIONS SERVICE AREAS Site # Site Name FS#1 Royal Palm Fire Station 2803 Royal Palm Drive 6,729 Sq. Ft. Turf 3,069 Sq. Ft. Planters Monthly Price Annual Price Subtotal for FS#1 $ $ FS#2 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 $ $ Subtotal for FS#1 $ $ FS#2 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 Subtotal for FS#3 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 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. BIDDER'S NAME DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR MEDIANS AND PARKWAYS SERVICE AREAS Site # Site Name M#1 16th/Pomona/Superior Avenue Hardscape Monthly Price Annual Price 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 19th St) $ $ $ $ 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 $ $ Subtotal for M#7 M#8 W. 19th Street Parkway at Whittier 2,870 Sq. Ft. Turf E R R 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 Monthly Price Annual Price 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 $ $ 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#16 Bear Street Median (At Metro Pointe) 0.10 Acres Turf $ $ M#17 Bear Street Parkways (At Yukon) 15,075 Sq. Ft. Planters $ $ Site # Site Name 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) Monthly Price Annual Price $ $ 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 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 19th 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) 2,600 Sq. Ft. $ $ 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 Monthly Price Annual Price (17th Street to 18" Street) Sq. Ft. M#39 Newport Blvd Parkways & Medians (Industrial to 19th Street) 0.51 Acres Turf 2.42 Acres Planters 10,643 Sq. Ft. Hardscape Subtotal for M#39 $ $ M#40 Newport Blvd. Cal Trans Easements (19th Street to Bristol Street both sides) $ $ Subtotal for M#39 $ $ M#40 Newport Blvd. Cal Trans Easements (19th 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 (At Airport Loop & Pullman) 1.92 Acres Slope M#44 Sakioka Drive Medians (Sunflower to Anton) 0.13 Acres Turf 1,980 Sq. Ft. Hardscape Subtotal for M#44 M#45 South Coast Drive Medians (Harbor Blvd. To Bear Street) 0.66 Acres Turf 1,590 Sq. Ft. Hardscape Subtotal for M#45 Ej M#46 Sunflower Avenue Parkways (At Smalley Road) 0.62 Acres Planters $ $ M#47 Sunflower Medians (Harbor to Main) 0.53 Acres Turf $ $ 0.41 Acres Hardscape $ $ Subtotal for M#47 $ $ Site # Site Name M#48 Susan Street Medians (1-405 Off -Ramp to Sunflower Avenue 0.17 Acres Turf 7,720 Sq. Ft. Hardscape Monthly Price Annual Price 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 $ $ (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 accuracy of measurements. Contractor shall independently verify all quantities. I a j ; 7A��l ;1 a BIDDER'S NAME DETAILED PRICING FOR COMPLETE LANDSCAPE & SPECIALTY MAINTENANCE FOR NEIGHBORHOOD PARKS SERVICE AREAS Site # Site Name Monthly Price Annual Price P#1 Balearic Center 1975 Balearic Drive 1.45 Acres Slope Area $ $ 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 3,100 Sq. Ft. Turf $ $ 1,900 Sq. Ft. Planters $ $ Subtotal for P#5 $ $ P#6 Dei 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 $ $ 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 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. 16th Street 1.94 Acres Turf Sq. Ft. Planters Monthly Price Annual Price Subtotal for P#11 $ $ P#12 Jordan Park 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 220 23`d Street 5.15 Acres Turf $ $ P#15 Lions Park 570 W. 18th 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 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 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 $ $ Subtotal for P#23 $ $ 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 Annual Price L" 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 36 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 Iq E-3 P#29 Wakeham Park 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 Eq 37 Site # Site Name P#31 Wimbledon Park 3440 Wimbledon Way 2.75 Acres Turf Sq. Ft. Planters Monthly Price Annual Price Subtotal for P#31 $ $ TOTAL DETAILED PRICING FOR P#1 THROUGH P#31 $ $ (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. KM 1444 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 SP#2 Luke Davis Field at Lions Park 870 W. 18th Street 3.00 Acres Turf Monthly Price $ Annual Price 1 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 FF N SP#5 Smallwood Park Ball Field (Includes edging all brick dust areas) $ $ 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. c31�7�7�K��1_1►�I� 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 REGULAR TIME OVERTIME Foreman $ $ Laborer $ $ Specialty Personnel Irrigation Tech $ Irrigation Laborer $ Pesticide Applicator $ $ Special Event Staff $ $ NON SPORTS TURF UNIT COST MAINTENANCE Mowing Edge and Trim Cost Per Acre $ 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 Pest Control Cost Per 1,000 Sq. Ft. Cost Per Acre Cost Per 1,000 Sq. Ft. 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 $ 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. $ 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) Gallon 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. $ $ MISCELLANEOUS ITEMS Paper Hand Towels Cost Per Case $ C -Fold 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 Flags 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 Fields) 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 indentified sites. EXHIBIT "E" Inventory of Irrigation Controllers: (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 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 Rainmaster = 0 Toro = 0 Weather Trak = 1 Totals: 47 Misc. TBOS = 39 Inventory of Irrigation Controllers: (October 12, 2011): Totals: Facilities: = 11 Fire Stations: = 6 Medians and Parkways: = 72 Misc. (TBOS) = 39 Parks: = 47 Totals: = 175 EXHIBIT "F" Inventory of Backflow Preventers: (October 12, 2011): Facilities: Fire Lines: Fire Stations: 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 3.00" = 9 4.00" = 3 Totals: = 85 0.75" = 50 Totals: = 8 1.0011 44 1.25" 3 1.50" 35 2.00" 64 3.00" 14 4.0091 5 6.0097 4 8.00" 1 Totals: = 178 �y�a sF� tklt6)R�'� REQUEST FOR PROPOSAL Parks and Landscape Maintenance VENDOR APPLICATION FORM TYPE OF APPLICANT: ® NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: Merchants Landscape Services,Tric. Contact Person for Agreement: Mark Brower Corporate Mailing Address: 1510 S. Lyon S t . City, State and Zip Code: Santa Ana., CA. 92705 E -Mail Address: mark@ merchants Iand scape. com Phone: ( 800) 645-4881 Fax: (71 4) 972-3185 R Contact Person for Proposals: Mark Brower Title: President E -Mail Address: mark@merchants landscape. com { 800) 645-4,881 714) 972-3185 } Business Telephone: Business Fax: { E f Is your business: (check one) ❑ NONPROFIT CORPORATION ❑ FOR PROFIT CORPORATION a Is your business: (check one) 4 © CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP INDIVIDUAL El SOLE PROPRIETORSHIP PARTNERSHIP ❑ UNINCORPORATED ASSOCIATION Names & Titles of Corporate Board Members 49 (Also list Names & Titles of persons with written authorizationlresolution to sign contracts) Names Title phone Mark Brower President (800) 645-4881 Theodore Haas Chairman (800) 645-4881 Donna Brower Secretary (800) 645--4881 95-4725606 Federal Tax Identification Number: Not at this time 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: 50 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP December 16, 2011 Deadline for Written Questions January 4, 2012 Responses to Questions Posted on Web January 11, 2012 Frepesa4s am Dee Jawiary 19,2012 Proposals are Due February 2. 2012 TRtof Aew (if hold) February % 2012 Interview (if held) February 23, 2012 Approval of Contract 'IBD All dates are subject to change at the discretion of the City All other provisions, of the invitation o, f'this proposal shall remain in their entirety. Vendors hereby acknowledge reeelpt and understanding of the above Amendment. Signature Date Mark Brower, .President Typed Name and Title Merchants Landscape Services Company Name 1510 S. Lyon St. Santa Ana, CA. 92705 Address • Cover Letter Company Profile • Methodology/Project Plan • Staffing • Qualifications References • Financial Capacity . Fee Proposal . Forms ■� February 2, 2012 Cover Letter: City of Costa Mesa Merchants Landscape Services has thoroughly reviewed all submitted specifications as well as physically inspected the proposed sites. We fully understand the scope of work and required tasks to complete all specifications. Merchants believes one of the most important features of its proposal is the amount of due diligence the company put onto its creation. The individuals who would be responsible for managing the contract are who generated the proposal, not a sales/marketing department. The President, Regional Manager and Area manager personally spent hours visiting every site to physically review them and understand the specifications for each. This allowed us to compile a comprehensive, accurate proposal. We understand the logistics of moving around the city and what the high profile sites require. Merchants Landscape Services corporate office is located at 1510 S. Lyon St, Santa Ana Ca 92705. The City of Costa Mesa contract would be managed out of one of our local branches located at 1639 E. Edinger Ave, Santa Ana Ca 92705, (800) 645-4881. Merchants Landscape Services proposal pricing will be valid for a period of 180 days. Sincerely, �/ Mark Brower President 1510 South Lyon Street s Santa Ana s CA 92705 ® Tel (800) 6454881 + Fax (714) 972-3185 CA Lic. 765658 Merchants Landscape Services is a full service landscape maintenance contractor, which currently operates Five Regional offices in Southern California. Merchants Landscape Services corporate headquarters is located in Santa Ana. Merchants Landscape is the largest provider of municipal landscape maintenance in Southern California. This growth was accomplished without a marketing department or acquisitions, MLS's corporate philosophy is based on service and client retention. Our Sun Valley branch service's LA and Ventura counties, the Santa Ana and Irvine branch's Orange County, the Rancho Cucamonga branch and our Palm Springs brunch service's Riverside and San Bernardino counties. Merchants Landscape Services has over 350 employees and maintains a fleet of over 200 trucks and trailers. Company annual sales will exceed $16,000,000.00 this year. We have hundreds of accounts encompassing a wide range of maintenance clients. These include national Hotels, Regional Shopping centers, HOA's and commercial centers in every county. Also included are large regional Hospitals, school districts, and County contracts. However, nearly 95% of the company's revenue is generated from municipality landscape maintenance contracts. Merchants Landscape Services is currently servicing the cities of: Palm Springs Palm Desert Orange Aliso Viejo Sierra Madre Moreno Valley Ontario Riverside Pasadena Yorba Linda County of Orange Newport Beach Rancho Palos Verde Palos Verde Estates San Juan Capistrano Manhattan Beach Anaheim Irvine Merchants welcomes any interested future clients to contact any of our current clients regarding Merchants services. Merchants Landscape Services is l of only 2 landscape maintenance companies in California that are self-insured for workers compensation insurance. Allowing Merchants to maintain a lower cost of operation and provide our clients with very competitive pricing. The contact lead person for the City of Costa Mesa will be the Regional Manager Martin Herrera, martin@zxierchantslandscape.com. The office is located at 1639 E. Edinger Ave., SantaAna, CA, 92705; Office # (800) 645-488.1, Fax # (714) 972-3185. wieEnoumoeyirroieu rjan Merchants has completed an extensive analysis of the submitted specifications and has generated the attached general, annual schedule. More detailed working monthly schedules will require additional input from city staff to create the actual daily work tasks, such as what time can our restroom staff start the daily cleaning that must be completed by 8:00am, are there certain parks that need to be serviced at particular days/times. As the attached working schedules for City of Irvine illustrates, Merchants will generate and submit for City approval, all required schedule and reports before commencing service. 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CITY OF IRVINE ATHLETIC FIELDS AND SPORT PARKS 3 Man Detail Crew - August & September 2011 22) 23) 24) 25) 26) Windrow Windrow iasLomas Las Lomas Las Lomas 29) 30) 311 1) 2) Quail HUI Quail Hill Quail Hill Hides Canyon Civic Center Holiday Lower Peters LowerPeters Harvard Harvard 12) 13) 14) 15) 15j 5tonegate Olive Creels Plaza Orchard Civic Center San Leandro Carrotwood 19) 20) 211 22) 231 Alton W-bodburry Meadowood Park Valencia Northwood Oak Creek Settlers -Park Brywood 26) 27) 2a) ) 30) Heritage Bill Berber BHI Barber bill Barber Civic Center N LU t1C V z 00 t- q —1 O W W uj � V m LiC h - 6.i W a cn City of Irvine Sport `turf Management Program 2011 Turf management Windrow Baseball fields only Products Rates commu TS Jan IFeb Mar APR I MAY JUN JUL AUG SEP OCT NOV DEC 32.0-6 Lebanon Mesa 21-714TURFROYALE 3l13s/1WDSQ. FT. 5 LBS/1GW SQ Fr. 4 applications per year .5a plicaWnsperyear Pro -turf sport Mix sibs. / 1000 sq ft interseed in March Pro -tuff Sport Mix Grand Slam seed 8 lbs. / 1000 sq fi 6 lbs. j 1000 Sq ft bread cast seed broad cast seed inffefd and aouffWd Turf management program schedule A fields "TURF MANAGEMENT ON THE FOLLOWING SPORTS PARKS. ALTON; HERITAGE A, B, & C; LOWER PETERS A; QUAIL HELLS ALL; OAK CREEK A & 8; AND WINDROW A PRODUCTS RATES COMMENTS JAN FEB MAR APR MAY JUN JUL AtrG SEP OCT NOV DEC 21714 TURF ROYALE CALSULGXPSUM !BS/1000 SQ FF 1ALBS/1A00SQFT. 12 applications per year courspprU) 4 _ ; Wil organic amend SO Incht ilck US screen, I x per year IRSI organic amend .25 inch thick US lneb semen organicamend JTM Complete 8-2-4 Grand slam seed Pro- turf Spoft Mix 7 lbs. /1000 Stl ft 6ibs./10WSq.;ft Sibs /1ti00sgit Every 10 weeks soccer fields lbroadcasttheseed Isoccer,InterseedPro- turf mix Turf management program schedule D fields TURF MANAGEMENT ON TI4E FOLLOWING SPORTS PARKS: WOODBURY A PRODUCTS RATES I COMMENTS I JAN FEB I MAR I APR I MAY JUN JUL AUG I SEP OCT NOV DEC 213147URF ROYALE jSLE15j1000SQFr. 18 appIcailons per year Turf management program schedule C fields TURF MANAGEMENT ON THE FOLLOWING SPOR'T'S PARKS: BRYWOOD; DOVE CREEK; NORTHW000 A& 8; ORCHARD; SETTLERS PRODUCTS RATE5 COMMENTS.JAN APR MAY FEB MAR JUN JUL JAUG1 SEP I OCT NOV nEC 21714TURFROYAIE 5fBs/1000SQFT. J6 applications per year, soccer + . Turf management program schedule D fields TURF MANAGEMENT ON THE FOLLOWING SPORTS PARKS: LOWER PETERS 1; NORTHWOOD 1; AND WOODBURY I & 2 PRObUCTB RATES COMMENTS JAN I FEB MARAPR MAY JUN JUL AUS SEP OCT NOV DEC 21-7-14 TURF ROYALE Grand Slam seed . SMS/1000 SQ FT S lbs. / 1000 Sgit 4 applications per yeaf, softball broad castthe seed Seed and organic amend schedule SEED RATES COMMENTS JAN FEB I MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Grand Slam seed s lbs. / 4 -ft Broadcast the seed Pro turf Sport mht BLB9/10DDSQT-T krterseeded Pro turf sport mix SUM/100DSQFT Broadcasttbeseed IRSI organic amend .50inchthick 1/9screen,Ix peryear ORGIPAIC AMENDMENT .25 inch iick 3/R -into organic amend merchants (cfndscape services, tnc. CFIYEIF Ri9k8c'FURFNtANif'—�ESCEIE81lf.E 8vdw2-3-44asd est 8mber Merchants Landsoaps Serileas 9839 E fldter Ave., MM C Salla Am, CWRMTa 92785 CairarrdaCurbactory Lksme #785558 rktse: 1.80wnar3sn iu_ARM-*i8ri8484Y=) Ae-flraJn. luaamn, Tap 4eaa 2 paemkrfbMs=gie 12-14poaeds olierllb or per Year 3. fegl�gtbnprogamis tap prbt5y�k to 4a complasd by mnp aas) vr�eted in. AERIROMON PROGRAM PERTI=TION PROGRAM Notes: 1. Pmder flebbregdne 12 t4 pmstds o feffltmrperyear 2. ferNzatbaproMamis top prlta8yw4 is to bavompleted by manaad wateredin. WWI: p 111.1- mmmmmmm PERTI=TION PROGRAM Notes: 1. Pmder flebbregdne 12 t4 pmstds o feffltmrperyear 2. ferNzatbaproMamis top prlta8yw4 is to bavompleted by manaad wateredin. WWI: p � ' C N cu C s �� lwMerchants lune 2011 �a,d7� serer. rZ Staff 5 —Full Time Foreman Trucks 1-- F250 6 —Full Time Laborers 5 — F150 2 — Full Time Irrigation Technicians 3 - Rangers 1— Full Time QAL 1 Full Time Supervisor 1— Part Time Restoration Biologist 1—Part Time Certified Lake Manager/Blologist Merchants Landscape owns over 1 million dollars of landscape equipment and will invest in new equipment as needed for this contract. All mowers, power equipment, and trucks will be purchased new to support the contract. We believe it would be deceiving to actually list the actual staff members we would use, by name, to fulfill this contract. Even though Merchants currently employees over 350 people, including over 45 management/supervisor positions we wouldn't have people on our staff that were not currently engaged in a current contract. if awarded the full contract Merchants would designate an area manager to oversee the management of the contract. Merchants has listed the staffing it will provide for the contract and would move experienced foremen from existing contracts and hire some new qualified staff if necessary. Merchants has very strict hiring practices and I will guarantee all members of the contracts staff will be experienced and professional. The amount of large, sophisticated maintenance equipment Merchants utilizes daily warrants having nothing but experienced, qualified operators. Our clients invest a lot of money and responsibility in Merchants to maintain their municipalities/[nstiitution and we have not ever let them down. The City of Costa Mesa can expect the same level of commitment from Merchants Landscape Services if given the opportunity to manage these maintenance contracts on behalf of the City of Costa Mesa. Qualifications of Bidder Merchants Landscape Services is the largest provider of municipal landscape maintenance in Southern California. We currently have under long-term municipal contracts over $1;000,000,000 a month in such maintenance. Recently the City of Anaheim decided to privatize the landscape maintenance for its 55 park system. After much due diligence Anaheim selected Merchants Landscape to be the long term maintenance contractor for the majority of these parks. Our excellent reputation and extensive client list attests to our commitment to providing the highest quality municipal landscape maintenance in the industry. City of Irvine- Merchants is in year 3 on a 5 year contract to provide complete landscape maintenance for all sports parks, parks and facilities. Merchants provides 7 day a week service for 23 parks totaling over 240 acres, 34 soccer fields,43 ball fields, which are prepped daily by Merchants crews, and servicing 546 trash cans daily. Our service also includes major monthly and annual renovation work, including monthly aerations varying from hollow tine, solid tine,vertl-drain etc. Annually we install over 200,000 sq. ft. of sod and completely renovate all turf areas. The City of Irvine spends over $3,000,000.00/year with Merchants to maintain their park system. City of Ontario -Merchants has provided the landscape maintenance in Ontario for pasts years and was recently awarded a new 5 year contract. We maintain facilities, medians, parkways and parks, totaling over 200 acres, including all trash cans, restrooms and.playgrounds daily. County of Orange -Merchants successfully started the maintenance of following Regional Parks on 9/1/11; Mile Square, Irvine, Mason, Yorba and Laguna Niguel, totaling over 800 acres. Merchants Landscape also possesses an extensive inventory of landscape equipment. As the attached equipment inventory illustrates we awn a very diverse and specialized equipment inventory. Having numerous tractors, renovators, aerators, dethatchers, slit -seeders, vacuums, top dressers and state of the art mower's like the new Toro Reel master 5510 Simply, municipal maintenance is what Merchants Landscape was built on and continues to grow with. Our total staff is committed to it and thrives on the challenge every day. MERCHANTS LANDSCAPE SERVICES, INC. References CITY OF IRVINE P.O. Box 19575 Irvine, CA. 92623 Contact. Ariel De La Paz .,Mail. adelapaz@ci.irvine.ca.us Phone: (949) 724-7619 Project Completion: On going to 2014 Project size in $: $3, 000, 0001year City Parks & Sports Parks CITY OF PALM SPRINGS 3200 Tahquitz Canyon Dr. Palm Springs, CA. 92262 Contact: Vickie Oltean .,Mail.• Vicki: oltean@palmsprings-ca.gov Phone: (760) 831-8665 Project Completion: On going to 2013 Project Size to $: $1,200,000/year Sports Parks, City Parks, Facilities, .and Medians CITY OF ORANGE 230 E. ChcWman Orange, CA. 92866 Contact; Dana Robertson E -Mail: drobertson@cityoforange.org Phone: (714) 744-7283 Project Completion: On going to 2016 Project size in $: $ 750, 0001year All City Parks & Assessments Districts CITY OFPALOS VERDES ESTATES 340 Palos Verdes Drive West Palos Verdes Estates, CA. 90274 Contact.: Carl Mortiz E -Mail: emoritz@pvstates.org Phone: (310) 378-0383 Project Completion: On going to 2012 Project size in $240, 0001year Parklands and Right of Way .Maintenance CHY OF NEWPORT BEACH 3300 Newport Blvd Newport Beach, CA. 92658 Contact. Dan Sereno E:mail- dsereno@citynewport-beach.ca.us Phone: (949) 644-3069 Project Completion: On going to 2012 Project size in $: $650, 0001year All City Medians & Parkways CITY OF MANIMTT.AN BEACH 3621 Bell Avenue .Manhattan Beach, CA. 90266 Contact: Juan Price E -Mail: jprice@citymb. info Phone: (310) 802-5310 Project Completion: On going to 2015 Project size in $: $500, 0001year All City Medians, Parks & Facilities CITY OF OA17ARIO 1425 S Bon Ylew Ave. Ontario, CA. 91761 Phone: (909) 395.2628 Contact. Tim Evans E -Mail.- tevans@cl. ontario. ca. us Project Completion: On going to 2012 Project Size iia $: 850, 000.001year All City Facilities, Parks, Medians, and Districts CITY OF YORBA LINDA 4845 Casa Loma Ave. Yorba Linda, CA. 92886 Contact: Bruce Carleton E -Mail: bearleton@yorha-linda.org Phone: (714) 961-7170 Project Completion: On going to 2012 .Project size in $.-420,000.00 City Parks I x k n �NNo rn--m- n~in�p1\fin � o ,ya a r. rim N0 t�ooPAHc . 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Ili ILLLLJlAAA77 W M ri O ri r*lcl Ln TSO In Ln Lnn 4h" M M, mN LDcr �Mga pQm1n Otf10� Ln O M 0 0 0 O` M C4 O 10 NI`�O Oatf1 m r1 +ci- 00lfl O a1 L0MWW 0 M in ri to 11%-D- r9Hrl d�ON OOM 1� NLaa R NC7 rI00 V' O�O Mq q 00 :-1 t0 C, a o O cD {t1 rl t¢ M M .0 ` . , l.r LO E ; �. 1 .{V.1 f 49 f�.1 �W 'yl j O. ��'� cgwo>` oo �,jtn�o—�°?a �m C7 ' E ro� Laaa�(�0 � ko $'cinc�'m 3 Ql"m c Iai �V! p 1� a 0�vG1S{q V l�lo0a) ,Jroromm�.m ulr: � O o O troch -a a� ��S�lnfA * 3u.,U) w (L 1— 0 PRICE PROPOSAL SUMMARY FORM Proposer is to complete detailed pricing sheets (which :follow) and write in 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 DESCRIBE' D 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 i themselves as to the character, quality, and quantities of work to be performed, materials to be furnished 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, herbicides, 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 Facilities $ 2,871.00 $ 34, 452.00 #2 Fire Stations $ 1,065.00 $ 12, 780.00 72 #3 Medians and Parkways $ 19,100.00 $ 229, 200.00 #4 Parks $ 44, 229.00 $ 530,748. 00 #5 Sports Turf $ 12,720.00 $ 152,640.00 #6 Misc. Items WA N/A Grand Total $ 79, 985.00 $ 959, 820.00 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. Merchants Landscape Services, Inc. Bidder Name (Person, Firm, Corp.) Signature of Authorized Representative 1 51 0 S . •Lyon St. . Mark Brower Address Santa Ana, CA. 92705 City, State, Zip Code 73 Name of Authorized Representative President Title of Authorized Representative Telephone Number 74 Facsimile Number DISQUALIFICATION QUESTIONNAIRE The Contractor shall 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 otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No X If the answer is yes, explain the circumstances in the following space. 75 � } } ; \ � � } / ( 76 DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm 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. List below or state "None." 77 i SERVICE AREAS Lie FACILITIES. Site # FAC#1 FAC#2 FAC#3 BIDDER'S NAME Merchants Landscape a DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FACILITIES SERVICE AREAS Site Name Monthly Price Annual Price Civic Center 77 Fair Drive 3.13 Acres Turf $ 970.00 $ 11,640.00 a Sq. Ft. Planters $ 51.00 $ 612.00 Subtotal for FAC#1 $ 11021.00 $ 12, 252.00 Corporation Yard :i i 2310 Placentia Avenue i 10,517 Sq. Ft. Turf $ 500. QO $ ;i 6,000.00 ,i 14,708 Sq. Ft. Planters $ 100.00 $ 1r200.00 Subtotal for FAC#2 $ 600.00 $ 7,200.00 a Costa Mesa Senior Center 695 W. 19th Street 15,142 Sq, Ft. Turf $ 600.00 $ n 7,200.00 19,659 Sq. Ft. Planters $ $ 200.00 2,400.00 S u btota I FAC#3 FAC#4 Mesa Verde Library 2969 Mesa Verde Drive East 0.22 Acres Turf Sq. Ft. Planters Subtotal FAC#4 FAC#5 Westside Substation 567 W. 18th Street $, 800.00 $ 9,600.00 $ 225.00 $ 2,700.00 $ 25.00 $ 300.00 250.00 $ 3,000.00 2,170 Sq. Ft. Turf $ 165.00 $ 11980.00 Sq. Ft. Planters $ 35.00 $ 420..00 Subtotal FAC#6 $ 200.00 $ 2,400.00 TOTAL DETAILED PRICING (FAC#1 — FAC#5) $ 2,871.00 $ 34, 452.00 (Enter Total Detailed Pricing amount I.n 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. z BIDDER'S NAME Merchants Landscape DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FIRE STATIONS SERVICE AREAS Site # Site Name FS#1 Royal Palm Fire Station 2803 Royal Palm Drive 6,729 Sq. Ft. Turf 3,069 Sq..Ft. Planters Subtotal for FS#1 - FS#2 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 Monthly Price Annual Price L $ 160.00 $ 1,920.00 i :f $ 30.00 $ 360.00 $ 190.00 $ 2,280.00 $ 95.00 $ 1,140.00 $ 15.00 $ 180.00 $ 110.00 $ 1,320.00 $ 170.00 $ 2,040.00 $ 30.00 $ 360.00 Subtotal for FS#3 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#6 200.00 $ 2,400.00 $ 210.00 $ 2,520.00 $ 1,200.00 $ 15.00 180.00 $ 2,700..00 $ 225.00 $ 2,700.00 $ 100.00 $ 1,200.00 85.00 1,020.00 $ 225.00 $ 2,700..00 $ 15.00 $ 180.00 $ 115.00 $ 1,380.00 $ 140.00 $ 1,680.00 $ $ 85.00 1,020.00 $ 225.00 $ 2,700..00 $ 1,065.00 $ 12,780.00 TOTAL DETAILED PRICING (FS#'I-FS#6) $ 1,065.00 $ 12, 780.00 (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. PARKWAYS, BIDDER'S NAME Merchants Landscape DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR MEDIANS AND PARKWAYS SERVICE AREAS Site # Site Name M#1 16th/Pomona/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 19th St) Monthly Price Annual Price $ 20.00 240.00 $ 55.00 $ 660.00 $ 61.00 $ 732.00 $ $ 26.00 312.00 $ 10.00 $ 120.00 $ 97.00 $ 1,164.00 $ 30.00 $ 360.00 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 le Street Parkway & Median Planters (Park Ave to Placentia Ave) 13,000 Sq. Ft. Parkways 6,000 Sq. Ft. Medians 1,500 Sq. Ft. Hardscape Subtotal for M#7 M#8 W. 19th Street Parkway at Whittier 2,870 Sq. Ft. Turf 27.00 $ 324.00 $ 100.00 $ 1,200.00 $ 17.00 $ 204.00 $ 117.00 $ 1,404.00 $ 200.00 $ 2,400.00 $ $ 75.00 900.00 $ $ 10.00 120.00 $ 285.00 108.00 $ 3,4.20.00 $ 1,295.00 L 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 Monthly Price Annual Price $ 605.00 $ 7,260,00 i $ $ 22.00 264.00 $ $ 8.00 96.00 $ 470.00 $ 5,640.00 $ 31.00 $ 372.00 $ 501.00 $ 6,012.00 $ 12.00 $ 144.00 i $ 635.00 $ 7,620.00 $ 617.00 $ it 7,404.00 $ 22.00 $ 264.00 $ $ 8.00 96.00 $ 647.00 $ 7,764.00 j 7 $ 470.00 $ 5,640.00 $ 31.00 $ 372.00 $ 501.00 $ 6,012.00 $ 12.00 $ 144.00 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. rt. Hardscape M#15 Baker Street Median (At 55 Freeway Overpass) 1,137 Sq. Ft. Hardscape M#16 Bear Street Median (At Metro Pointe) 0.10 Acres Turf M#17 Bear Street Parkways (AtYukon) 15,075 Sq. Ft. Planters I $ 68.00 816.00 19.00 228.00 9.00 108-00 $ 163.00 $ 1,956.00 $ 225.00 $ 2f700.00 Site # Site Name 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 BristolJ405.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.) Monthly Price Annual Price $ 380.00 $ 41560.00 $ 144.00 $ 41.00 $ 492.00 $ 521.00 $ 6,252.00 15.00 $ 180.00 $ 12.00 $ 144.00 $ 5.00 114.00 $ 60.00 $ 1,368.00 1,245 Sq. Ft. Planters 1111#24 Coolidge Avenue Medians 8,400 Sq. Ft. Planters M#25 Elden Avenue]Del Mar Avenue (Planter on NW comer of Del Mar) 1,950 Sq. Ft. M#26 Fair Drive Parkways (Harbor to Fairview) 1.43 Acres Turf 19.00 $ 126.00 29.00 $ 1,229.00 M#27 Fair Drive/Del Mar Avenue Medians (Fair & Del Mar at Newport Blvd) 6,537 Sq. Ft. Hardscape $ 12.00 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 228.00 $ 1,512.00 3.48.00 14,748.00 $ 144.00 $ 1,210.00 $ 14,520.00 $ $ 22.00 264.00 $ $ 31.00 372.00 21.00 252.00 $ 1,384.00 Monthly Price $ 16,608.00 Annual Price 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 19"' 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) 2,500 Sq. Ft. $ 45.00 $ 540.00 $ 8.00 $ 96.00 $ 53.00 $ 636.00 i, 9.00 $ 108.00 1,054.00 $ 12,648.00 $ 200.00 2,400.00 $ 1,354.00 $ 16,248.00 $ 21.00 $ 252.00 $ 29.00 $ 348.00 M#34 Merrimac Way Parkway Easement (Across from Orange Coast College) Sq. Ft. $ 19.00 $ 228.00 M#35 Merrimac Way Medians (Harbor to Fairview) 0.27 Acres Turf 7,017 Sq. Ft. Hardscape Subtotal for M#36 M#3'6 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 $ 430.00 $ 5,160.00 $ 480.00 $ $ 9.00 108.00 $ 5.00 $ 439.00 $ 5,268.00 $ 11573.00 $18,876.00 $ 10.00 $ 120.00 $ 1,683.00 . $ 20,196.00 $ 40.00 $ 480.00 $ 5.00 $ 60.00 $ 45.00 $ 540.00 Monthly Price Annual Price (17tH Street to 18t' Street) Sq. Ft. M#39 Newport Blvd Parkways & Medians (Industrial to 19th Street) 0.51 Acres Turf 2.42 Acres Planters 10,543 Sq. Ft. Hardscape Subtotal for M#39 $ 31.00 372.00 $ 830.00 $ i 9,960.00 $ 1,307.00 $ 15,684.00 $ 12.00 $ 144.00 $ 2,149.00 $ 25,788.00 M#40 Newport Blvd. Cal Trans Easements (19tH 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) 97.00 $ 1,164.00 5.00 7,780 Sq. Ft. Turf $ 280.00 3,000 Sq. Ft. Hardscape $ 7.00 Subtotal for M#42 $ 287.00 M#43 Red Hill Slope $ 60.00 $ 3,360.00 $ 84.00 $ 3,444.00 a (At Airport Loop & Pullman) 1.92 Acres Slope M#44 Sakioka Drive Medians (Sunflower to Anton) 0.13 Acres Turf 1,980 Sq. Ft. Hardscape Subtotal for M#44. M#45 South Coast Drive Medians (Harbor Blvd. To Bear Street) 0.66 Acres Turf 1,590 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 0.41 Acres Hardscape Subtotal for M#47 271.00 $ 3,252..00 $ 211.00 $ 2,532.00 $ 6.00 $ 72.00 - . . .$ .. 21_.7_..00_.. .$ .21.6.04.00_ $ 1,065.00 $ 12,780.00 $ 10.00 $ 120.00 1,075.00 $ 12,900.00 $ 390.00 $ 4,680.00 $ 853.00 $ 10,236.00 $ 45.00 $ 540.00 $ 898.00 $ 10,776.00 Site # Site Name Monthly Price Annual Price M#48 Susan Street Medians (1-405 Off -Ramp to Sunflower Avenue j 0.17 Acres Turf $ 274.00 $ 3,288.00 7,720 Sq. Ft. Hardscape $ 18.00 $ 216.00 a 9 Subtotal for M#48 $ 292.00 $ 3,504.00 M#49 Tanager Drive Parkways $ 31.00 $ 372.00 I _ _-- Sq. Ft. Planters $ 22.00 $ 264.00 i ! Subtotal for M#49 $ 53.00 $ 636.00 v i 9 M#50 Victoria Street Parkways & Medians I ' I I (Harbor Blvd.. To Canyon) l 5.01 Acres Planters $ 3,161 .00 $ 37, 932.00 1 0.38 Acres Turf $ 419.00 $ 5,028.40. 1 3,324 5 Ft. Hardsca e Sq. p $ 19.04 $ 228.00 � Subtotal for M#50 TOTAL DETAILED PRICING FOR M#1 THROUGH M#50 $ 3,599.00 $ 43,188.00 $ 19,100.00 $ 229,200.00 (Enter Total Detailed Pricing amount in the Medians and Parkways Section #1 of the Recap i Page) , Note: The City shall not be held accountable for accuracy of measurements. Contractor shall independently verify all quantities. BIDDER'S NAME merchants Landscape - DETAILED PRICING FOR COMPLETE LANDSCAPE & SPECIALTY MAINTENANCE FOR 'NEIGHBORHOOD PARKS SERVICE AREAS Site # Site Name Monthly Price P#1 Balearic Center 1975 Balearic Drive 1.45 Acres Slope Area 477.00 P#2 Brentwood Park 265 Monte Vista Avenue 1.94 Acres Turf 638.00 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 Annual Price $ 5,724.00 $ 7,656.00 $ 1,183.00 $ 14,196.00 $ 300.00 $ 31600.00 $ 1,483.00 $ 17,796.00 605.00 7,260.00 3,100 Sq. Ft. Turf $ 120.00 $ 11440.00 1,900 Sq. Ft. Planters $ 25.00 $ 300.00 Subtotal for P#5 $ 145.00 $ 1 , 740.00 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 $ 728.00 $ 8,736.00 $ 30.0-0 $ 3-60.00 ---$ $ $ 758.00 9.,096.00 $ 1,720.00 $ 20,640.00 $ 110.00 $ 1,320.00 $ 1,830.00 $ 21,960.00 Site # Site Name Monthly Price Annual Price P#8 Fairview Park 51820.00 18,500 Sq. Ft. Slope area along $ 120.00 2501 Placentia Avenue 1,440.00 11.34 Acres Turf $ 1,750.00 $ 21,000.00 60.00 Acres Riparian Habitat $ $ 4,200.00 50,400.00 100.00 Acres Fairview Bluff $ $ 565.00 6,780.00 Sq. Ft. Bridge $ 20.00 $ 240.00 Subtotal for P#8 _.6.-,-5.35..0.0. 78-,--42-0-.-0-0 - P#9 Gisler Park 1250 Gisler Avenue 3.37 Acres Turf $ 485.00 $ 51820.00 18,500 Sq. Ft. Slope area along $ 120.00 $ 1,440.00 Fairview & N of McCormack Avenue Sound Wall Easement on the N side of $ Park 75.00 Subtotal for P#9 680.00 P#10 Harper Park 0.22 Acres Turf P#11 1 Heller Park 257 E. 16th Street MWITI, 1.94 Acres Turf $ 933.00 Sq. Ft. Planters $ 105.00 900.00 $ 8,160.00 $ 11020.00 $ 11,196.00 $ 1,260.00 Subtotal for P#11 P#12 Jordan Park 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 2,000 Sq. Ft. Planters Subtotal for P#13 P#14 Lindbergh Park 220 23rd Street 5.15 Acres Turf 11038.00 $ 12,456.00 $ 420.00 $ 5,040.00 $ $ 61.00 732.00 $ 481,00- - $ 5,772-.00- - $ 100.00 $ 1,200.00 $ 23.00 $ 276.00 $ 123.00 $ 1,476.00 11120.00 $ 13,440.00 P#16 Lions Park 576 W. 18" Street 3,670.00 44,040.00 5.50 Acres Turf $ $ This includes all Turf & Planter areas at Downtown Recreation Center. (DRC), Neighborhood Community Center (NCC) and the Costet Mesa Library. Site # Site Name Monthly Price - Annual Price P#16 Marina View Park 1035 W. 19" 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 $ 510.00 $ 6,120.00 $ 6,732.00 $ 57.00 684.00 47.00 564.00 $ 567.00 $ 6,804.00 $ 448.00 $ 5,376.00 $ 341.00 $ 4,092.00 $ 6,732.00 $ $ 47.00 564.00 $ $ 388.00 $ 4,656.00 $ 561.00 $ 6,732.00 $ $ 30.00 360.00 $ $ 10.00 120.00 $ 601.00 $ 7,212.00 360 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 $ 691.00 $ 8,292.00 $ 95.00 $ 1,140.00 $ $ 10.00 120.00 $ 105.00 $ 1,260.00 P#22 Shalimar Park 5,700 Total Sq. Ft. $ 70.00 $ 840.00 500 Sq. Ft. Planter $ 10.00 _ $ 120.00 Subtotal for 13#22 $ $ °x.-80.00 . , .960.00 P#23 ShifFer Park 3143 Bear Street 1.77 Acres Turf $ 920.00 $ 11,040.00 9,600 Sq. Ft.. Slope Planter $ $ 15.00 1$0.00 Subtotal for P#23 $ 935.00 $ 11,220.00 Site # P#24 Site Name Smallwood Park 1646 Corsica Place 2.50 Acres Turf Monthly Price $ 1,180.00 Annual Price $ 14,160.00 P#25 Suburbia 11 Park 3302 Alabama Circle 0.69 Acres Turf $ 227.00 $ 21724.00 P#26 Tanager Park 1780 Hummingbird Drive 7.51 Acres Turf $ 927.00 $ 11 ,124.00 Sq. Ft. Planters $ $ 86.00 1,032.00 D.G. Paths $ 15.00 $ 180.00 Subtotal for P#26 $ 1,028.00 $ 12, 336.00 P#27 Tewinkle Park 970 Arlington Drive 22.39 Acres Turf $ 12, 263.00 $147,156.00 (Includes Tewinkle Bark Park and Tewinkle Skate Park.) �Sq. Ft. Planters - $ 376.00 $ 41512.00 (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 ` $ 215.00 $ 2F580.00 (includes trimming of trees in planters inside of TW Bark Park and plants that surround the 36 a 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 Park $ 246.00 $ 2,952.00 $ 20.00 $ 240.00 $ 13,120.00 $ 1157,440.00 $ 1,.545.00 $ _ 18, 540.00 ... $ 46.00 $ 552.00 $ 130.00 $ 1,560.00 $ 1,721.00 3400 Smalley Road 8.24 Acres Turf $ 1,755.00 Sq. Ft. Planters $ 130.00 Subtotal for P#29 $ 11885.00 P#30 Wilson Park 360 W. Wilson Street 1.97 Acres Turf $ 1 F01 5.00 $ 20,652.00 $ 21,060.00 $ 1,560.00 $ 22,620.00 $ 12,180.00 QIA Site # Site Name Monthly Price P#31 Wimbledon Park 3440 Wimbledon Way 2.75 Acres Turf $ 525.00 Sq. Ft. Planters $ 45.00 Subtotal for P#31 $ 570.00 Annual Price $ 6,300.00 $ 540.00 $ 6,840.00 TOTAL DETAILED PRICING FOR P#1 THROUGH P#31 $ 44, 229.00 $ 530, 740.00 (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. 38 SPORTS FIELDS BIDDER'S NAME Merchants Landscape 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 SP#2 Luke Davis Field at Lions Park 870 W. 18t' 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 Monthly Price Annual Price $ 1-,6-20-.00 - s 19, 4-40.-00 $ 1.,710.00 $ 20,520.00 $ 3,090.00 $ 37,080.00 $ 310.00 $ 3,720.00 $ 3,400.00 $ 40,800.00 SP#4 Fairview Developmental Center 2501 Harbor Blvd, 5.50 Acres Turf $ 950.00 SP#5 Smallwood Park Ball Field (Includes edging all brick dust areas). $ 1,085.00 $ 11,400.00r $ 13,020.00 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 $ 3,910.00 $ 46,920.00 $ 45.00 $ 540.00 $ 3,955.00 $ 47,460.00 $ 12,720.00 $ 152,640.00 (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. I =VA 0 zfilvilsl V ;I I 111 U V 1011 BIDDER'S NAME Merchants Landscape LANDSCAPE MAINTENANCE EXTRA WORK BID FORM LANDSCAPE MAINTENANCE Landscape Sq. Ft. Cost Per Month $ .01 Acre Cost Per Month $ 435.00 r 1 J . 1 Vegetation Mgt. (mowing) Acre Cost Per Occurrence $ 375.00 SPORTS TURF MAINTENANCE Turf Sq. Ft. Cost Per Month $ .01 Acre Cost Per Month $ 435.00 Ball Field Per Ball Field $ 55.40 (Infield approx. 7,000 Sq. Ft.) EXTRA WORK HOURLY RATES REGULAR TIME OVERTIME Foreman $ 25.00 $ 37.50 Laborer $ 20.00 $ 30.00 Specialty Personnel 35.00 $ Irrigation Tech $ 35.00 Irrigation Laborer 825.00 $ $ 20.00 Pesticide Applicator $ 38.00 Special Event Staff $ 22.00 NON SPORTS TURF UNIT COST MAINTENANCE $ 52.50 $ 30.00 $ 57.00 $ 33.00 Mowing Cost Per Acre $ 60.00 Edge and Trim Cost Per 1,000 Linear Feet 8.00 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) Gost Per Acre Weed Control Cost Per 1,000 Sq. Ft. Cost Per Acre $ 35.00 $ 110.00 $ 150.00 $ 825.00 $ 4.00 $ 175.00 Pest Control Cost Per 1,000 �Sq. Ft. $ 25.00 LANDSCAPE MAINTENANCE Edge and Trim Cost Per Acre $ 1,000.00 Cost Per 1,00.0 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) Vertical Mulch Trees Vegetation Removal Soil Drench (Trees) Inject (Trees) Cost Per 1,000 Sq. Ft. Cost Each Cost Per Acre Cost Each Cost Each 8.00 20.00 $ 35.00 $ 110.00 $ 25.00 $ 1,000.00 $ 16.00 $ 30.00 $ 1,400.00 $ 30.00 $ 30.00 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. $ 38.00 $ .02 $ 75.00 $ .01 $ 35.00 $ 110.00 $ 150.00 $ 700.00 $ 40.00 1 $ 725.00 $ 4.00 $ 175.00 $ 16.00 Cost Per Acre $ 7 0 0.0 0 PLANT MATERIAL (Complete pricing including labor and material) Annual Color (4" container) Cost Each $ 1.37 Perennial Color (4" container) Cost Each $ 2.20 Ground Cover Cost Per Flat $ 19.00 One (1) Gallon Cost Each $ 8.00 Five (5) Gallon- Cost Each $ 18.00 Fifteen (15) Gallon Cost Each $ 55.00 24" Box Tree Cost Each $ 275-.00 36" B.ox Tree Cost Each $ 850.00 Seeded Turf Cost Per Sq. Ft. $ „02 Sodded Turf Cost Per Sq. Ft. $ 0.98 Stolonized Turf Cost Per Sq. Ft. $ . 08 Hydroseed Cost Per Sq. Ft. $ .05 MISCELLANEOUS ITEMS Paper Hand Towels Cost Per Case $ 32.00 C -Fold Paper Hand Towels Cost Per Case for Balearic Center only Cost Per Case $ 30.00 Jumbo Toilet Tissue Cost Per Case $ 65.00 2 -Ply Toilet Tissue Cost Per Case $ 55.00 Trash Can Liners Cost Per Case $ 22.00 American Flags Cost Each $ 75.00 Playground an Cost Per Tan $ 60.00 Wood Chips Cost Per Ton $ 60.00 D.G. (Decomposed Granite) Cost Per Ton $ 85.00 Mulch Cost Per Ton $ 48.00 Paint (for Bail Fields) Cost Per Case $ 65.00 Dog Waste Bags Cost Per Case $ 85.00 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 Indentified .sites. CERTIFICATE OF LIABILITY INSURANCE r DA'm'mwwN'1/202012 ' THIS CERTIFICATE 18 ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED 'REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: It the certificate holder is an ADDITIONAL INSURED, the poilcy(res) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER Bolton & Corn"'y 3475 E. Foothill Blvd., Suite 100 Pasadena, CA 91107 WWW.bottonco.com 4D08309 CONTACT NAME: PHONE A!C No.Ala No: 2126 L SS: INSU S AFFORDING COVERAGE NAIL# INSURERA: Travelers ropeEly & Casualty Company I"'Me'wrchants Landscape Services, Inc. 1190 Monterey Pass Road Monterey Park CA 91754 INSURER 13: Safety National Qasua4 Corporation INSURER c: Federal Insurance Company INSURER D. INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 12217785 REVISION NUMBER: THIS1S TO CERTIFY THAT THE POLICIES_ OF INSURANCE LI.STED.BELQW HAVE . BEEN ISSUED TQ THE INSURED NAMED ABOVE. FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,- TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH REST ECT'r0 WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFF MM10D1YYYY POLICY EXP MMfDQ LIMITS A GENERAL UABILITY V/ COMMER04ALGENERALLIABILITY CLAIMS -MADE © OCCUR 6308043N684TIL 6/1/2011 6/1/2012 EACH$ 1,000,00 �OCCTURRENCE ARMISESOEaEoax:rr0errce $ 300,00 AHED EXP (Any one persa:) $ 5104 PERSONAL &ADVINJURY S 1,000,000 GENERAL AGGREGATE S 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: POLICY 7 jpERCT LOC PRODUCTS - COMP/OP AGD S 2.000,000 $ A AUTOMOBILE LIABILITY ANY AUTO AUTOS 8 AUTOSU D NON -OWNED HIRED AUTOS AUTOS 810329D1831TIL 6/1/2011 6/1/2012 E MBI I1LIMIT $ 7,000000 BODILY INJURY (Perperson) $ BODILY INJURY (Per accident) $ RROP R GE P� accl $ $ $ A UMBRELLA LIAB EXCESS UAB OCC CLAIMS -MADE CUP8043N684TIL 6/112011 811/2012 EACH OCCURRENCE $ 10,000 00 AGGREGATE $ 10,000 00 DED RETENTION$0 $ g S B A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOWPARTNERIECECUTIVEa OFFICER9EMBER EXCLUDED? (Mandatory in NAI) Ifyyes, descrWe under DESCRIPTION OF OPERATIONS below NIA Si'4043975 Excess WC (CA) YUB598M601112(AOS) 4124!2011 111/2012 4!24!2012 1/1/2013 WC STATU tl(I(T5 E.L. EACH ACCIDENT $ 1.000.000 E.L DISEASE - EA EMPLOYEE $ 1,000,00 E.LDISEASE- POLICY LIMIT $ 1,000,000 C EmplyeeTheft /Forgery 81585028 6/1/2011 6/1/2012 Limit $1 MIL/Ded. $25,000 DESCRIPTION OF OPERATIONS 1 LOCATIONS! VEHICLES (Attach ACORD 101, AddRional Remarks Schedule, It more space N required) Workers Comp is Self -Insured under California Certificate of Consent to Self Insure #1793 for California operations. Evidence of Insurance. CERTIFICATE HOLDER CANCELLATION Evidence of Insurance. SAMPLE SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 'THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ` ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Cheryl Fela C 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD CERT NO,, 1221.7785 CLIENT CODE: MPRCH-1 Bolton CextiflCate Pxnceeainq 1/20/2012 12;82;18 PM Page l of 1 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 December 16, 2011. M2, I certify that Proposer or Proposer's representatives have communicated after December 16, 2411 with a City Councilmember concerning the Parks and Landscape Maintenance RFP. A copy of all such communications is attached to this form for public distribution. Wo State Of California CONTRACTORS STATE LIGEmsE I3CIARD t 11o,, �.a6�,r ACTIVE LICENSE ,Aiisire uara CORP MERCHANTS LANDSCAPE SERVICES INC 8� C27 8 07131/2013 V www.cslb.Ca.gov r CALWORNIA DEP.AIRTWNI' OF PESTICEDE REGULATION 10011 STREET T ED:a SACRAMENTO, CALFORNU 95814 rMMES:Decemifer 31,2013 PEST CONTROL BUSMSS BRAN CH RE u Invalid if insu i e�andlor gnaliSed pbrso3�aps gra expiration date. Mailing Address .gyp. Syt Business Location MERCHANTS LANDSCAPE SERVICES x +� „1 .CSS LANDSCAPE SERVICES ► i 101,5 S..LYON ST. :�- - z v SANTA ANA, CA 92705 F C EAST EDINGER CA 92705 POST TFUS LICENSE PRONIINENTLY IN PUBLIC VIEW TI3iS LICENSE TS Nax TItANUMAXIM —ANY CHANCE IN OWNRILSM IZBi2UffW A NEW LICENSE dpr IMPUTNWTOYPESTICIDARwriweroN UCFV8XrfG1CMR.TI7�IfC•A`ao1V PROGRAM QUAI7f1P]( UA94.tr,ATORLIO MS'J bATr, OP' [S8UE 'VALM THROUTAS 011o11Za•tg 121�11�gy's QAL 9895Q E PATRICK A SINIMSOUGLIR 27324 +CAMINC) CAPISTRANO #213 LAQUNA NIGUEL CA 92077' v pr11EPARTMENT Ok PESTICIDE REGUi l�TION zdcl nsnvc/cirzcn7fol\ PRocRAlrz QTJAtiY:fEA AFPLICATOfi i,]CENSri DATE O�'ISSUE 07/0712011 VALM nMoTion QAL. '1213112012 ERNESTO M LEIJA Bc 1'1900 9/2 LAMBERT AVE EL MONTE CA 91732 EXHIBIT B UNIT COST PROPOSAL 14 r .. r r� r•_ 1 i r i t Proposer is to complete detailed pricing sheets (which follow) and write in 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, quality, and quantities of work to be. performed, materials to be furnished 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, herbicides, 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 Facilities $ 2,871.00 $ 34, 452.00 ##2 Fire Stations $ 1 , 065.00 $ 12, 780.00 72 #3 Medians and Parkways $ 19,1 00.00 $ 229, 200.00 #4 Parks $ 44t229.00 $ 530, 748.00 #5 Sports Turf $ 12, 720.00 $ 152, 640.00 #6 Misc. Items NIA NIA Grand Total $ 79, 985.00 $ 959, 820.00 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. Merchants Landscape Services, zn�� Bidder Name (Person, Firm, Corp.) Signature of Authorized Representative 1510 S. -Lyon St. . Mark Brower Address Santa Ana, CA. 92705 Name of Authorized Representative President City, State, Zip Code Title of Authorized Representative EXHIBIT C CITY COUNCIL POLICY 100-5 15 SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 1 of 3 BACKGROUND Under the Federal Drug -Free Workplace Act of 1988, passed as part of omnibus drug legislation enacted November 18, 1988, contractors and grantees of Federal funds must certify that they will provide drug- free workplaces. At the present time, the City of Costa Mesa, as a sub -grantee of Federal funds under a variety of programs, is required to abide by this Act. 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 community. This policy is intended to extend that effort to contractors and grantees of the City of Costa Mesa in the elimination of dangerous drugs in the workplace. It 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 funds from the City of Costa Mesa share the commitment to a drug-free workplace. POLICY The City Manager, under direction by the City Council, shall take the necessary steps to see that the following provisions are included in all contracts and agreements entered into by the City of Costa Mesa involving the disbursement of funds. 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; M SUBJECT POLICY EFFECTIVE PAGE ' NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 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 employee 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 1 D 2 with respect to an employee who is so convicted: 1. Taking appropriate personnel 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; 17 3. Making a good faith effort to maintain a drug-free workplace through implementation of subparagraphs 1 A through 1 F, inclusive. SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 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 and/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 the 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 the workplace as to indicate that the contractor and/or sub -grantee has failed to make a good faith effort to provide a drug-free workplace. 3. Should any contractor and/or sub -grantee be deemed to be in violation of this Policy pursuant to the 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 the contractor and/or sub -grantee, the contractor and/or sub -grantee shall be eligible for compensation as provided by law. W 1 EXHIBIT E CERTIFICATES OF INSURANCE 19 RFP DETERMINATION BOOK FOR PARKS & LANDSCAPE MAINTENANCE SERVICES r Costa Mesa Public Services Department CITY OF COSTA MESA Parks and Landscape Maintenance INDEX 1. Project Chronology 2. RFP Notice 3. RFP 4. Questions & Answers 5. Vendor List 6. Proposals 7. Evaluation Documents 8. Reference Checks 9. Proposal Evaluation Scores 10. Interview Materials 11.Interview Evaluation Scores 12.Research PROJECT CHRONOLOGY This section is a list of the significant events that took place from the development of the service profile to completion of this RFP Determination Book. Project Chronology for Parks & Landscape Maintenance 10/03/11 First Contracting Committee meeting for Council Policy 100-6 10/13/11 Second Contracting Committee meeting for Council Policy 100-6 10/24/11 Third Contracting Committee meeting for Council Policy 100-6 11/15/11 Council approved this service as one to analyze for possible outsourcing 12/16/11 Posted RFP & Notice with a due date of 01/19/12 01/04/12 Question Submittal Deadline 01/06/12 Sent compiled list of questions to the Contracting committee members to answer 01/09/12 First Amendment posted changing the due date to 02/02/12 01/11/12 Questions & Answers were posted to the City Website 02/02/12 Proposals Received 02/10/12 Outside evaluator is identified 02/14/12 Evaluation packets were distributed 03/01/12 Reference Letters Sent Out 03/05/12 Evaluator Team Meeting 04/15/12 Interviews 06/12/12 1St Management Staff Report Meeting 07/10/12 Follow-up Discussion/2" d Interviews 07/31/12 1St Management Staff Report Meeting 08/07/12 2nd Management Staff Report Meeting RFP NOTICE This is a requirement under the Costa Mesa Municipal Code, Title 2 -Administration, Chapter V. Finance, Article 2 Purchasing, Section 2-166 Procedure for purchases exceeding fifty thousand dollars (a) (1) City of Costa Mesa Parks & Landscape Maintenance Services 12/16/2011 4:OOPM NOTICE IS HEREBY GIVEN that sealed proposals shall be received by the City of Costa Mesa to wit: The City of Costa Mesa/ Jones & Mayer, City Attorney's Office, 3777 N. Harbor Blvd, Fullerton, California 92835, on or before the hour of 4:00 p.m. on Thursday, January 19, 2012. It shall be the responsibility of the offeror to deliver his proposal to Jones & Mayer, Kimberly Hall Barlow, City Attorney's Office, 3777 N. Harbor Blvd., Fullerton, CA 92835 Proposal shall be returned to the attention of the City Attorney Office Kimberly Hall Barlow at the specific address above, within said time limit, in a sealed envelope identified on the outside with the Offeror's Business Name, Proposal Identify—RFP for Parks & Landscape Maintenance Services and the due date. There will be no public opening Costa Mesa The Request for Proposal may be downloaded from the website at http://www.ii.costa-mesa.(a.us/departments/ CMPurchasing.htm. If you have addition question, please con- tact Richard Amadril, via e-mail at: rick.amadril@costamesaca.gov City of Costa Mesa 77 Fair Drive, P.O. Box 1200 Costa Mesa, CA 92628-1200 Phone: 714-754-5227 Fax: 714-754-5040 E-mail: rick.amadril@costamesaca.gov RFP The RFP (Request for Proposal) provides information on the service level improvements, key elements for this particular solicitation, an overview and solicitation protocol. Also included are any amendments to the RFP that were posted to the web. REQUEST FOR PROPOSAL FOR PARKS & LANDSCAPE MAINTENANCE SERVICES r Costa Mesa PUBLIC SERVICES DEPARTMENT CITY OF COSTA MESA Released on December 16, 2011 Parks & Landscape Maintenance Services REQUEST FOR PROPOSAL (RFP) Dear Proposers: 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 Outsourcing 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 government 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. The 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 Segerstrom Center for the Arts, Orange County Fairgrounds, South Coast Repertory Theater and the South Coast Plaza Shopping Center, which is the single largest commercial activity center in the City. The 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. 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP December 16, 2011 Deadline for Written Questions January 4, 2012 Responses to Questions Posted on Web January 11, 2012 Proposals are Due January 19, 2012 2 Interview (if held) February 9, 2012 Approval of Contract TBD 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, hardscape areas, litter collection and disposal, and other activities normally 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 him 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 1861 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 all subcontractors. The provisions of Article 2 and 3, Division 2, Chapter 1 of the Labor Code, State of California, are made by this reference a part of this solicitation. T .nratinnc 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 Performance Deficiency Status Memo, see Exhibit A, to the Contractor. Any deficiencies not 3 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 value 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 formality, 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 otherwise hold out itself or any of its subcontractors, directors, officers, partners, employees or agents to be an agent or employee of the City. Indemnification The Contractor shall indemnify and otherwise hold harmless the City, and its officials, officers, employees, 4 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 Opportunity 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 hours. 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) deemed 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 communicating effectively with City Representative and the public in English. Supervision 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 communicate 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 frequency. 5 Certification Employees making recommendations 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 trimming, 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 hours of 7:00 a.m. and 3:00 p.m., Monday through Friday. The City may grant, on an 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 planning 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, "any 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 Payment/Monthly Reports The Contractor shall be paid monthly for work performed 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 Payment 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. R TERM OF CONTRACT The contract shall remain in full force and effect for an initial period of sixty (60) months, unless terminated by either parry. The contract may be extended, with approval of both parties, for three (3) additional one (1) year periods for a maximum term 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 under 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 REpUIREMENT 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: 7 Phone Number: Fax Number: CONTRACT SITES See site maps Exhibit C. ADDITIONSIDELETIONS 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 the Extra Work Bid Form, itemizing 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. EMERGENCY CALLS 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. SAFETY REQUIREMENTS All work performed under this contract shall be performed in such a manner as to provide maximum safety to the public, and where applicable, comply with all laws, regulations, and applicable safety standards required bX 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. Hazardous Conditions The Contractor shall maintain all work sites free of hazards to persons and/or property resulting from his/her operations. Any hazardous condition noted by the Contractor, which is not a result of his operations, shall be immediately reported to the City. Traffic Control During 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 commercial 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. SOUND CONTROL REQUIREMENTS 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. WASTE DISPOSAL Contractor shall be responsible for the collection, removal and disposal of all trash, debris and green waste generated by landscape maintenance activities as per specifications. The Contractor shall be responsible for recycling green waste generated from work conducted within the City as set forth below. The Contractor shall 9 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 immediately. 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. The City of Costa Mesa reserves the rights to contract for and perform other or additional work on or near 10 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 from 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 CLEAN 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 from the work site at the conclusion of the work day. The facility shall be left in an acceptable condition to the City. In the event the site is left in an unsatisfactory condition, the Contractor shall be required to return to the site and correct the unsatisfactory condition. In the event the Contractor does not correct the condition in a reasonable amount of time, City forces shall be dispatched and the Contractor shall be charged for 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 drainage structure that is part 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. 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 shall/may result in no scheduled work to be performed. 11 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 MAINTENANCE 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, shrubs, 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 removed 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 times. 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 times. Keep adjacent plant material from 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 and 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 main 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 shall 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 heads) 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 same type and model as original installation, unless a substitute is approved by City representative. Failure to do so shall result in a deduction from monthly payments. In addition, a performance deficiency notice shall be issued to the contractor. Irrigation Scheduling and Water Management 12 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 on the following schedule: 1. Facilities, Fire Stations, Medians, Parkways, Parks: Ix/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 the 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 programming of irrigation controllers. Upon discovery, the Contractor shall immediately 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 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 an 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 13 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 shall 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 immediate repairs are not practical. More detailed inspections of system equipment and performance shall be conducted per the specifications throughout the year with a summary 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/inspection. 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. Irrigation/Operation and Maintenance Contractor shall 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 (tennis, 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. All system malfunctions, damage, and obstructions shall be recorded and timely corrective action taken In addition to specified routine irrigation system testing, all irrigation systems shall be tested and inspected as 14 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. 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 15 and the County of Orange. Pesticide applications are to be made in strict compliance with 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, unless 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. recommendations 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. Reauired Renorts: 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 chemical, 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, date, 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. The 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. 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" 16 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. Weed And Pest 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 required to provide written Pest Control Recommendations for each product applied within the City that has an E.P.A. registration number and per DPR Regulations. Contractor shall submit to the City and maintain a copy on site during 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 Administrative Code. Applicators must follow all DPR requirements for posting, personal protective equipment, label information, service container marking, required on-site information, etc. when transporting, mixing/loading, applying or equipment cleaning. PROPOSER IS REQUIRED TO SUPPLYALL PESTICIDES (INSECTICIDES, MITICIDES, RODENTICIDES, HERBICIDES, ETC.) AND FERTILIZERS NECESSARY TO MEET THE SPECIFICATIONS OF THIS CONTRACT. LANDSCAPE MAINTENANCE (All landscaped areas) Shrub Maintenance: Pruning: All shrubs to be trimmed in a rounded natural shape and proportion, and shall be trimmed so as not to interfere with vehicular and pedestrian clearance, visibility and access, unless otherwise directed by the City Representative. 17 Prune shrubs to encourage healthy growth habits, natural form and proportion, symmetrical appearance and proper vertical and horizontal clearance. Pruning shall be performed as frequently 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 cut with shears. Dead or dying leaves shall be removed individually with hand pruners. 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, hardscape 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 neat 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 shrub beds per Fertilizer Schedule, see Exhibit `B.' Pre-emergent/Post-emergent Apply pre -emergent and post -emergent weed control to all ground cover 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 month. 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 more frequent maintenance requirement shall apply. Fertilizer: Fertilize all plant material per Fertilizer Schedule, Exhibit `B'. Turf Maintenance Mowing The Contractor shall mow all turfgrass with properly sharpened and maintained equipment in a manner that ensures a smooth surface without ridges, depressions or scalping. Mowing patterns shall be alternated monthly FrequencyTurfgrass shall be mowed one (1) time per week during the months of January through September. 18 Turfgrass shall be mowed every -other -week during the months of October through December. Heiht All warm season turfgrasses (except hybrid Bermudagrass or seeded hybrid cultivars) shall be cut at 2" throughout the year. Hybrid Bermuda shall be cut at 1/2" 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 turfgrass 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 bermudagrass cultivars shall be mowed with a reel type mower with a minimum of nine blades, unless otherwise approved by the City Representative. Warm/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 mowers 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 high- quality cut. Clippings 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. Edging All edges of turf shall be mechanically edged. Turfgrass edging and trimming shall be performed weekly at the time of mowing. All clippings shall 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 Trimming 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 shrubs occur in the turf areas, all grass shall be trimmed at a level equal to the mow height. Complete removal of grass may be allowed around the base of trees, but shall not exceed more than 18" from the trunk of the tree and away from the dripline of shrubs. Weeds All turfgrass areas shall be kept free of weeds at all times. Weed removal shall consist of complete removal of 19 all weeds including top growth and roots. Pre -Emergent 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. • 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 uniform application. All fertilizer shall be removed from hardscape and other non -target areas immediately 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 control populations in the 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. R en ova.ti on 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 between June 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 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 20 circulation. Broken limbs shall be removed by contractor within 24 hours of notification. Limbs broken in canopy shall be removed by the contractor the 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 caliper 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 Farm 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 commercial walk behind reel -type mowers used for edge mowing. 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 arrival 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 Bermudagrass shall be '/2 to 3/4 inch or as specified by the City representative. Typically the height of cut for all other sports turf shall be 1.5 inches. The approved 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 mowed. The contractor 21 shall monthly provide a copy to the City, a calendar with alternate mow patterns, for each mowing. At no time shall the contractor use the same pattern in consecutive mowing. Ground speed shall be maintained at a level sufficiently slow to prevent Marcelling Effect. Mowing Frequencies Unless otherwise specified or directed by the City representative, mowing frequencies shall be as listed below: The Farm Sports Complex and TeWinkle Athletic Complex: 2x/week March thru September I x/week October thru November 2x/month December thru February All Other Sports fields Turf Areas: lx/week January through September. 2x/month October through December. Disoosal of Chooinas 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. Edging Edging shall be performed at the same frequency as the mowing 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 trimmer 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 shrub or planter areas is permitted. 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. String Trimming String trimming shall be performed at the same frequency as the mowing 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 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, topdressing and manually watering those areas until turf is re-established at no additional cost to the City. Rodent Control 22 Same requirements as general landscape areas. PARKS, SPORTS FIELDS, LAKES, AND RECREATIONAL FACILITY MAINTENANCE — SPECIAL PROVISIONS PARK MAINTENANCE 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 a.m. daily. Clean, inspect and unlock all park restrooms by 8:00 a.m. daily. Inspect restrooms thoroughly to insure all restroom fixtures and drains are functioning 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 from 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 drainage 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. Specified park maintenance activities to be performed at the frequency stated below: Daily Tasks: 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 23 Barbeque Grills: inspection and clean as needed, repair or replace when damaged or unsafe Hot 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 times; 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 Benches: 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 SOFTBALL AND BASEBALL FIELD MAINTENANCE Contractor shall complete the reoccurring tasks below daily, except when fields are undergoing rest and renovation or are closed due to inclement weather, or otherwise as directed by the City Representative: Review scheduled events and determine proper distance of bases for activity. Inspect all fields and adjacent areas for safety concerns. 24 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 Tasks: 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 with all specified tasks, 1 hour prior to the start of the program. Fields will only be prepared by the Contractor once each 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 from 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 material shall be pulled into turf; but should be removed with a rake and scoop and disposed of. For baseball fields, dragging shall be performed carefully on base paths to insure no infield mix 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 material removed as per above. Install bases for appropriate distance for each event. Apply chalk lines on all skinned infields in a clean, straight, uniform, professional, manner utilizing a guide line 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 turf outfields utilizing appropriate paint materials manufactured for that purpose. Lines shall be straight, uniform and of a professional appearance. Monthly Scarify all skinned areas. Other Intervals Bases/Base Pegs repair or replace when damaged or unsafe Pitching rubbers: repair or replace when damaged or unsafe. Laser leveling/Grading: annually for each field. Addition of infield mix: annually or as needed. 25 Ballfield Perimeter Maintenance Ballfield perimeter maintenance shall be performed daily. Ballfield perimeter maintenance shall 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 lines, warm-up areas, etc. The work that shall be performed on a daily 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/summer and Stover Seed Company "Pro Sportsfields 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 warning tracks to achieve a consistent, straight line and a smooth arc 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 dust in these areas. Annual Maintenance Topdress 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 an 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. RESTROOM MAINTENANCE - SPECIAL PROVISIONS All park restrooms shall be opened by 8:00 a.m., inspected, cleaned, sanitized, re -stocked with consumable items, and locked at dusk, daily, unless 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. 26 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 Mesa Park Estancia Park Fairview Park Heller Park Lions Park Main restroom Lions Park Ballfield restroom Shiffer Park Smallwood Park TeWinkle Park, Four (4) restroom buildings The Farm Sports Complex Vista Park Wakeham Park Wilson Park Daily Activities 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. 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. 27 Damp mop floors with germicidal cleaner. Close and secure doors and/or gates at dusk. Weekly Activities Wash floor with water and high pressure hose 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: • Irrigation Controllers • Electrical wiring throughout the location • Lateral Lines • Spray heads • Remote control valves : • Quick couple valves • Isolation valves • Pressure Regulators • Basket strainers • Drip Lines • Drip Emitters • Valve Boxes • Locks Electrical Systems: 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 • Concrete Planter at Main Pavilion • Concrete Bike Path with various patterns and colors. • Locks Mulch: 29 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. IWO 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 each month. Weed Control: Inspect weekly and either chemically or mechanically remove the weeds that are noticeable. This location is to be "weed free" at all times. Pre Emergents applications are to be applied as per the schedule in Exhibit `B". 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 weed(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. Fertilization -,- Inspect to determine when the plants are in need of fertilizations. Fertilization applications are to be applied as per the schedule in Exhibit `B". Any additional applications will need to be approved by the City's Representative. 30 Additional Items: The 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, shrubs, groundcovers, locks, etc. for any work not requiring a separate bid. Fairview Park Riparian Habitat — Special Provisions The Contractor shall provide a native plant 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 15th thru September 15th each year. Reports must be administered to the City on a quarterly basis throughout 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 on 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 ecologistibiologist 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 31 • Quick couple valves • Isolation valves • Bermad master 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 paths 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, Bermad 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 the 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. Weed 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 with 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. 32 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 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 on site soil to backfill all animal burrows following control measures. Lake Maintenance Special Provisions 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 upper 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 on concrete sidewalks or parking lots unless otherwise authorized by the City Representative. Daily: Inspect lake levels. If the lake levels are below normal levels, the Contractor shall turn on 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 pump house for any abnormalities Report any problems or deficiencies to the City Representative. Weekly: Skim water surfaces of debris and remove algae or aquatic weeds that are accessible from 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). 33 Add appropriate chemicals, 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 chemical applications. The applicator(s) must possess a valid Q.A.L. or Q.A.C. license with the required 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. Form to be provided to City Representative at monthly/weekly meeting. Report any problems or deficiencies to City Representative immediately. Bi -Monthly: Check operating condition of all equipment (ozone generators, compressor, and canned turbine pumps, water fountains). 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. Monthly: Perform 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 necessary. Report on condition of features and equipment operation, including the ozone system. Annually: 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, compressor, etc. Re -pack stuffing boxes on turbine pumps. Bring the three (3) water fountains to the shore to inspect all components and make necessary recommendations for repair on worn out items. 34 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. • Water treatment, colorant, algae control. • Aerator fountains (3) Inspection, cleaning, repair and replacement. • Pump house: inspection and maintenance of all lighting, electrical, aeration, pumping and associated equipment. TeWinkle Skate 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 35 Inspect for concrete damage; report any discovered to City Representative 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. Monthly: 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 immediate 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 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. AT&T Cabinet 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 36 Contractor shall replace dead plants (as needed). 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 Ligustrum japonicum - 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 cutting unit or a rotary brush cutting 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 Work 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 up to fifteen (15) special events requiring approximately 200 man-hours of labor. Contractor shall provide an hourly rate and bid amount based on 200 man-hours. Playground Maintenance— Special Provisions The Contractor shall inspect each piece of play and/or exercise equipment in all City parks where applicable (twenty-four locations), annually for compliance with International Playground Equipment Manufacturers Association (IPEMA) 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 1St 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 an 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 Center — 2 playground structures. Manufacturer = Landscape Structures. 2) Brentwood Park — 1 playground structure. Manufacturer = Game Time. 3) Canyon Park — 1 playground structure. Manufacturer = Miracle Recreation 37 4) Del Mesa Park — 1 playground structure. Manufacturer = Landscape Structures 5) Gisler Park — 1 playground structure. Manufacturer = Landscape Structures. 6) Harper 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) Shalimar Park — 1 playground structure. Manufacturer = Landscape Structures. 17) Shiffer Park — 2 playground structures. Manufacturer = Landscape Structures. 18) Smallwood Park — 1 playground structure. Manufacturer = Landscape Structures. 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. Sport 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, etc. 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: KM Balearic Center Basketball courts — Asphalt Del Mesa Park Basketball court — Surfaced Del Mesa Park Volleyball court — Sand Gisler Park Volleyball court — Sand Shiffer Park Basketball court — Surfaced Shiffer Park Handball court — Surfaced Tanager Park Basketball courts — Surfaced (2) Tanager Park Volleyball court — Sand Tanager Park Volleyball court — Surfaced Wakeham Park Basketball court — Surfaced Wimbledon Park Basketball court — Surfaced 5. PROPOSAL FORMAT 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 Index/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 technical 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 Cover 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 must 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 Proiect 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. • Methodoloay 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: 1. 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 39 project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. 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 time 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. 5. 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. 6. 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 some of the services identified, please clearly identify which services you propose to provide. 8. 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 personnel who will be working on 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. • Oualifications ' Hourly rates for the proposed personnel shall be set forth on Appendix D. 40 The information requested in this section should describe the qualifications of the firm or entity, key staff and sub -contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include: Names of key staff that participated on named projects and their 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 how 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. Any past or current business relationship may not necessarily disqualify the firm from 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 the41proposal. Otherwise, the Proposer will be deemed to have accepted the form of Agreement. See Section 13, below. • Checklist of Forms to Accompany Proposal As a convenience to Proposers, following is a list of the forms, included as appendices to this RFP, which should be included with proposals (1) Vendor Application Form (2) Ex Parte Communications Certificate (2) Price Proposal Form (3) Disclosure of Government Positions (4) Disqualifications Questionnaire 6. PROCESS FOR SUBMITTING PROPOSALS • Content of Proposal 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 Proposals Complete written proposals must be submitted in sealed envelopes marked and received no later than 4:00 p.m. (P.S.T) on January 19, 2012 to the address below. Proposals will not be accepted after this deadline. Faxed or e-mailed proposals will not be accepted. • Inquiries City of Costa Mesa City Attorney's Office Attn: Kimberly Hall Barlow 3777 N. Harbor Blvd. Fullerton, CA 92835 RE: PARKS AND LANDSCAPE MAINTENANCE 42 Questions about this RFP must be directed in writing, via e-mail to: Richard Amadril, RFP Facilitator rick. amadril(c co stamesac a. gov 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 January 3, 2012. 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 announced, firms 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). In 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. 43 4. Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. ----15% 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 the 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. The Committee may also contact Proposer's 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 in 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 recommend 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 Proposals, 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, are tentatively scheduled for February 9, 2012 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 firm or entity that will be directly responsible for carrying out the contract, if awarded, should be present at the 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 Proposer's 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 Committee 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 recommendation 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 44shall 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 initial submission. Recommendation for award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an 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 rules 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 on which the protest is based. Protests based upon alleged improprieties that are not apparent or which could not reasonably have been discovered prior to submission date of the 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 recommendation 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 staff's 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 The California Public Records Act (Cal. Govt. Code Sections 6250 et seq.) mandates public access to government 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 any communication contains trade secrets or other proprietary information that the 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 withhold from disclosure information 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 harmless the City from 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 concerning 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 45 the information sought without any liability to the City. 11. EX PARTE COMMUNICATIONS Proposers and Proposers' representatives should not communicate with the City Council members about this RFP. In addition, Proposers and Proposers' representatives should not communicate outside the procedures set forth in this RFP with an officer, employee or agent of the City, including any member 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 during 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 communications as described in this section. 12. CONFLICT OF INTEREST The Proposer warrants and 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 seq., or sections 87100 et seq., 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 In 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 firm 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 sample form of Agreement provided as Appendix B to this RFP, which may 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, including insurance requirements have been mandated by the City and can be modified only if extraordinary circumstances 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. 46 15. DISQUALIFICATION QUESTIONNAIRE Proposers shall complete and submit, under penalty of perjury, a standard form of questionnaire inquiring whether a Proposer, any officer of a proposer, or any employee of a Proposer who has a proprietary interest in the Proposer, has ever been disqualified, removed, or otherwise prevented from 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 TERMS 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 City Web Site - Business - Bids & RFP's; Proposers should check this web page daily for new information. Cost for Preparing 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 approved Certificate of Insurance (not 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. M TYPE OF APPLICANT 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 with written authorization/resolution to sign contracts) Names Federal Tax Identification Number: City of Costa Mesa Business License Number: Title Phone (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: 50 51 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"). WITNESSETH: A. WHEREAS, City proposes to have Consultant as described herein below; and B. WHEREAS, 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 perform 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 52 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 indemnify 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 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 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. 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 1 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 performance under this Agreement. The amount of the performance bond shall be $ be issued by an admitted surety insurer as defined by the Code of Civil Procedure Section 995.120. Consultant's and shall 1.6. Non-discrimination. In 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 law and may employ other personnel to perform services contemplated by this Agreement at Consultant's sole cost and expense. 2.0. COMPENSATION 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. 53 2.3. Method of Billing. 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 on 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 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 Completion of Work. The professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. 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 the 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 Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, 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. TERM 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, the 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. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City's written notice of termination. 4.4 Documents. In 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 from Consultant shall be at City's sole risk and without liability or legal expense to Consultant. 54 5.0. INSURANCE 5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain and maintain during the life of this Agreement 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 Two Million Dollars ($2,000,000.00), combined single limits, per occurrence and Five Million Dollars ($5,000,000.00) 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 occurrence 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 under 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 maintained 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. 55 5.4. Certificates of Insurance: Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. 5.5. Non -limiting: Nothing in this Section shall be construed as limiting in any way, 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 purposes 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. Project Managers. City shall designate a Project Manager 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: IF TO CITY: 56 Consultant 12345 Jefferson Rd. Costa Mesa, CA 92626 Tel: 555-555-5555 Fax: 555-555-5555 Attn: City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 Tel: 714-754-5156 Fax: 714-754-5330 Attn: Purchasing 6.5. Drug-free Workplace Policy. 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 conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate 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 parry 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 competent jurisdiction located in Orange County, California. 6.8. 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, "Indemnitees") from and against all claims, suits, 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 engagement 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 indemnity and defense obligations shall apply, and Indemnitees shall be fully indemnified without offset, deduction or contribution, regardless of any negligence or other fault of Indemnitees, or any of them, and whether or not such Indemnitee negligence or other fault caused 57 or contributed to the arising of the Claims. "Claims" as used in this section shall include, without limitation, those for 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 or omissions of any of Consultant's subcontractors, and suppliers, and the employees of any of the foregoing. The Consultant's indemnity and defense obligation under this Section includes, without limitation, any claims, suits, 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 Consultant's 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 indemnity the Consultant may have with respect to the City which may otherwise exist. If 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 an 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 Eli ig bility Indemnification. 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 an 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 compensation, 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, 58 losses, and expenses, including attorneys' fees, arising out of or resulting from 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, information 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 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 parry 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 furnish 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. 6.15. Prohibited Employ: Consultant will not employ any regular employee of City while this Agreement is in 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 Rights: 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 full 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 59 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 parry against whom enforcement of a waiver is sought. The 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. 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 an 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 WHEREOF, 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 Manager of Costa Mesa CONSULTANT Date: .N Signature Name and Title Social Security or Taxpayer ID Number APPROVED AS TO FORM: City Attorney APPROVED AS TO INSURANCE: Risk Management APPROVED AS TO CONTENT: Date: Date: Date: 61 Project Manager Date: 62 EXHIBIT A CONSULTANT'S PROPOSAL 63 EXHIBIT B CITY COUNCIL POLICY 100-5 ml SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 1 of 3 BACKGROUND Under the Federal Drug -Free Workplace Act of 1988, passed as part of omnibus drug legislation enacted November 18, 1988, contractors and grantees of Federal funds must certify that they will provide drug-free workplaces. At the present time, the City of Costa Mesa, as a sub -grantee of Federal funds under a variety of programs, is required to abide by this Act. 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 community. This policy is intended to extend that effort to contractors and grantees of the City of Costa Mesa in the elimination of dangerous drugs in the workplace. PURPOSE It 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 funds from the City of Costa Mesa share the commitment to a drug-free workplace. PC)T ,TC;Y The City Manager, under direction by the City Council, shall take the necessary steps to see that the following provisions are included in all contracts and agreements entered into by the City of Costa Mesa involving the disbursement of funds. 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; 65 SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 100-5 8-8-89 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 employee 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 1 D 2 with respect to an employee who is so convicted: 1. Taking appropriate personnel 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 1 F, inclusive. SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE DRUG-FREE WORKPLACE 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 and/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 the 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 the workplace as to indicate that the contractor and/or sub -grantee has failed to make a good faith effort to provide a drug-free workplace. 3. Should any contractor and/or sub -grantee be deemed to be in violation of this Policy pursuant to the 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 the contractor and/or sub -grantee, the contractor and/or sub -grantee shall be eligible for compensation as provided by law. 67 EXHIBIT C CERTIFICATES OF INSURANCE 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 December 16, 2011. I certify that Proposer or Proposer's representatives have communicated after December 16, 2011 with a City Councilmember concerning the Parks and Landscape Maintenance RFP. A copy of all such communications is attached to this form for public distribution. 70 71 PRICE PROPOSAL SUMMARY FORM Proposer is to complete detailed pricing sheets (which follow) and write in 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, quality, and quantities of work to be performed, materials to be furnished 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, herbicides, 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 Facilities $ $ #2 Fire Stations $ $ 72 #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 Signature of Authorized Representative Name of Authorized Representative Title of Authorized Representative 73 Telephone Number 74 Facsimile Number DISQUALIFICATION QUESTIONNAIRE The Contractor shall 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 otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No If the answer is yes, explain the circumstances in the following space. 75 76 DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm 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. List below or state "None." 77 EXHIBIT "A" MA 79 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 Bare Areas/Overseed U=Unacceptable (Correct in 24 hours) Shrubs Missing/Replant Dead/Stressed Thinned/Pruned Fertilize/Pre-Emerge Pests Hard Surfaces/ Medians Clean Walks/Gutter Clean Drains/Vee Ditch Patterned Concrete Hazardous Conditions Weeds 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: 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 frames. Initiate corrective action(s) and notify inspector when complete. Invoices shall be subject to payment uctions or delays if deficiencies are not corrected. Received By: Company: Issued By: Date: 81 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 Trimmed/Walks/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 Un=Un-corrected Missing/Replant Dead/Stressed Thinned/Pruned Fertilize/Pre-Emerge Pests Hard Surfaces/ Medians Clean Walks/Gutter Clean Drains/Vee Ditch Hazardous Conditions Patterned Concrete Weeds 52 Turf Bare Areas/Overseed Dead/Stressed Mowing/Edging Fertilize/Pre-Emerge Grassy Weeds Broadleaf Weeds Aeration/Verticutting Clippings/Debris Erosion Depressions Rodents Comments: Reports Pesticide Use/NOI Weekly Schedules Irrigation Controller Log Landfill Diversion 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: Date: Substandard Performance: $ Maintenance Superintendent: Date: Non -Performance: $ Total Value: $ 52 EXHIBIT "B" 53 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. Frequency 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 53 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 53 SPORTS TURF FERTILIZATION SCHEDULE Frequency Months Material 2x/yr March/June 1 21-7-14 2x/yr Sept. 1 /Nov. 1 19-4-4 SPORTS TURF RENOVATION Rate 5 lbs./1000 sq. ft. 5 lbs./1000 sq. ft. Location Task Frequency Acreage Month The Farm Dethatch 1 x/yr 14.7 June TeWinkle Dethatch 1 x/yr 5.8 August (Sports Complex) Balearic Dethatch 1 x/yr 8.0 July Davis Field Dethatch 1 x/yr 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 53 BROADLEAF APPLICATION 2x/yr March and April and as needed throughout the year PRE -EMERGENT APPLICATION: 2x/yr. February/September 53 EXHIBIT "C" CITY OF COSTA MESA SERVICE AREAS LOCATION MAPS Facilities: Fire Stations: Medians and Parkways: Parks: Sports.FI*elds EXHIBIT D SERVICE AREAS BID PRICING FACILITIES Site # FAC# 1 FAC#2 FAC#3 BIDDER'S NAME DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FACILITIES SERVICE AREAS Site Name Monthly Price Annual Price Civic Center 77 Fair Drive 3.13 Acres Turf $ $ Sq. Ft. Planters $ $ Subtotal for FAC#1 $ $ Corporation Yard 2310 Placentia Avenue 10,517 Sq. Ft. Turf $ $ 14,708 Sq. Ft. Planters $ $ Subtotal for FAC#2 $ $ Costa Mesa Senior Center 695 W. 19th Street 15,142 Sq. Ft. Turf $ $ 19,659 Sq. Ft. Planters $ $ Subtotal FAC#3 FAC#4 Mesa Verde Library 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. FIRE STATIONS Site # FS#1 FS#2 FS#3 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 $ $ Park Avenue Fire Station 1865 Park Avenue 8,805 Sq. Ft. Turf $ $ 3,016 Sq. Ft. Planters $ $ Subtotal for FS#3 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 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. MEDIANS AND PARKWAYS 1:31.7•»:Kyva►TAId DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR MEDIANS AND PARKWAYS SERVICE AREAS Site # Site Name Monthly Price Annual Price M#1 16th/Pomona/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 19th St) $ $ 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 19th St) 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 Subtotal for M#7 M#8 W. 19th Street Parkway at Whittier 2,870 Sq. Ft. Turf $ $ 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 Monthly Price Annual Price $ $ $ $ $ $ M#13 Baker Street Parkway (Babb to Fairview) 4,583 Sq. Ft. Planters $ $ TAFe1IE I -E.0 WaJl[�o1F1e (At 73 Freeway Overpass) 4,200 Sq. Ft. Hardscape $ $ M#15 Baker Street Median (At 55 Freeway Overpass) 1,137 Sq. Ft. Hardscape $ $ M#16 Bear Street Median (At Metro Pointe) 0.10 Acres Turf $ $ M#17 Bear Street Parkways (At Yukon) 15,075 Sq. Ft. Planters $ $ Site # Site Name 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) Monthly Price Annual Price $ $ Monthly Price Annual Price 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 $ $ Monthly Price Annual Price 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 19th 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) 2,600 Sq. Ft. $ $ $ $ $ $ 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 $ $ $ $ $ $ Monthly Price Annual Price (17th Street to 18th Street) Sq. Ft. M#39 Newport Blvd Parkways & Medians (Industrial to 19th Street) 0.51 Acres Turf 2.42 Acres Planters 10,643 Sq. Ft. Hardscape Subtotal for M#39 EIj M#40 Newport Blvd. Cal Trans Easements (19th 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 E.5 Eli $ $ (At Airport Loop & Pullman) 1.92 Acres Slope M#44 Sakioka Drive Medians (Sunflower to Anton) 0.13 Acres Turf 1,980 Sq. Ft. Hardscape Subtotal for M#44 M#45 South Coast Drive Medians (Harbor Blvd. To Bear Street) 0.66 Acres Turf 1,590 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 0.41 Acres Hardscape $ $ $ $ $ $ $ $ $ $ Subtotal for M#47 $ $ Site # Site Name Monthly Price Annual Price 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 $ $ (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 accuracy of measurements. Contractor shall independently verify all quantities. PARKS 1:31.7•»:Kyva►TAId 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 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 Monthly Price Annual Price 3,100 Sq. Ft. Turf 1,900 Sq. Ft. Planters Subtotal for P#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 $ $ Site # Site Name Monthly Price Annual Price P#8 Fairview Park 2501 Placentia Avenue 11.34 Acres Turf $ $ 60.00 Acres Riparian Habitat $ $ 100.00 Acres Fairview Bluff $ $ Sq. Ft. Bridge $ $ 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. 16th Street 1.94 Acres Turf $ $ Sq. Ft. Planters $ $ Subtotal for P#11 $ $ P#12 Jordan Park 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 rd Street 5.15 Acres Turf $ $ 231101111111111111 lR ream a.Eq 570 W. 18th 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 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 $ $ $ $ $ $ $ $ $ $ 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 Subtotal for P#23 $ $ $ $ Site # Site Name Monthly Price Annual Price 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 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 36 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 Park 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 $ $ $ $ 37 Site # Site Name Monthly Price Annual Price P#31 Wimbledon Park 3440 Wimbledon Way 2.75 Acres Turf $ $ Sq. Ft. Planters $ $ Subtotal for P#31 $ $ TOTAL DETAILED PRICING FOR P#1 THROUGH P#31 $ $ (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. K1<:3 SPORTS FIELDS 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 SP#2 Luke Davis Field at Lions Park 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) $ $ 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. EXTRA WORK BID PRICING 1:31.7•»:Kyva►TAId 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 REGULAR TIME OVERTIME Foreman $ $ Laborer $ $ Specialty Personnel Cost Per Acre Irrigation Tech $ Irrigation Laborer $ $ Pesticide Applicator $ $ Special Event Staff $ $ shattering of cores) 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. $ 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 $ 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. $ 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) Gallon 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. $ MISCELLANEOUS ITEMS Paper Hand Towels Cost Per Case $ C -Fold 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 Flags 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 Fields) 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 indentified sites. EXHIBIT "E" Inventory of Irrigation Controllers: (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 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 Inventory of Irrigation Controllers: (October 12, 2011): Totals: Facilities: = 11 Fire Stations: = 6 Medians and Parkways: = 72 Misc. (TBOS) = 39 Parks: = 47 Totals: = 175 EXHIBIT "F" Inventory of Backflow Preventers: (October 12, 2011): Facilities: Fire Lines: Fire Stations: 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 3.00" = 9 4.00" = 3 Totals: = 85 0.75" = 50 Totals: = 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 REQUEST FOR PROPOSAL FOR PARKS & LANDSCAPE MAINTENANCE SERVICES Costa Mesa PUBLIC SERVICES DEPARTMENT CITY OF COSTA MESA Released on December 16, 2011 The referenced document has been modified as per the attached Amendment No. 1 Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions re ardin this amendment should be addressed to Richard Amadril, email 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP December 16, 2011 Deadline for Written Questions January 4, 2012 Responses to Questions Posted on Web Proposals January 11, 2012 2012 are Proposals are Due interview (if held) , February 2. 2012 Feb 2 Interview (if held) February 23, 2012 Approval of Contract TBD All dates are subject to change at the discretion of the City All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment. Signature Date Typed Name and Title Company Name Address QUESTIONS &ANSWERS Each RFP has a schedule of events. Listed on the schedule of events are the deadlines for written question submittals and the date responses to the written questions are to be posted to the City website. This allows all prospective proposers the same opportunity to submit written questions via email, regarding the RFP and to view the City's responses. RFP FOR PARKS & LANDSCAPE MAINTENANCE SERVICES BID QUESTIONS 1. Once awarded the contract, will the landscaper be allowed a grace period so as to inspect irrigation system? Yes. The Contractor will be given time to familiarize themselves with the irrigation system. 2. Are all consumables cost plus items? A list of the items we are referencing is below a. Controllers b. Sprinkler heads c. Nozzles d. Rain gauges e. Lateral lines f. Drip lines g. Drip emitters h. Wiring i. Valves j. Valve boxes k. Filters I. Other irrigation materials m. Barbeque grills n. Hot coal containers o. Playground equipment p. Playground surfacing q. Playground sand or chips r. Monument signs s. Drinking fountains t. Restroom fixtures u. Restroom doors/gates v. Restroom lights w. Drainage gates x. Kiosks y. Entry gates/locks z. Flags aa. Flag poles bb. Light poles cc. Park benches dd. Picnic tables ee. Trash cans ff. Bike racks gg. Signs hh. Sign posts ii. Infield mix jj. Bases/base pegs kk. Pitching rubbers II. Electrical systems nn.Any other repair/replace materials listed in the RFP. Yes. For the above-mentioned items. 3. Will there be a prebid? No. 4. It states that there is a performance bond required on page 53. Is a bond required and if so what is the amount required for this bond? The performance bond required will be 100% of the winning proposal/contract amount. 5. What prevailing wages are acceptable for what worker classification? Prevailing wage determinations and classifications are up to the Department of Industrial Relations. 6. Does the contractor need an aquatics license and a pest control license attached in the submittal packet? Yes. A P.C.A. (Pest Control Advisor) license with the appropriate categories (including Aquatics) and a Q.A.C. (Qualified Applicator Certificate) license with the appropriate categories (including Aquatics) will need to be attached to the submittal packet. 7. Are irrigation repairs, parts and labor considered extra work? Yes. The mentioned items would be considered extra work. 8. How many backflows are in the City? On page # 141 of the RFP the number of backflow preventers is currently at 178. 9. What percent of the irrigation is centrally controlled by the City? Can you tell us how many controllers are on the centralized system and how many are not on the system? On pages # 142 thru # 144 a breakdown is given. Currently, sixty-two (62) percent of the City's irrigation controllers are centralized (109) with thirty-eight (38) percent of the City's irrigation controllers are not centralized (66). 10. What is the cities definition of an emergency call? Can we have an example? When something occurs during non -normal working hours. An example would be if a backflow preventer has been damaged by a vehicle and the water meter needs to be shut down. 11. Where is the location that the city is taking recyclable materials at this time? Is there more than one location? The City is not currently recycling landscape green waste. 12. Can the contractor use city yards and facilities including office space? If so what is the cost of the facilities? Negotiable with successful proposer. 13. Does the City have a list of potential city facilities available? No. 14. In an inclement weather situation, what is the number of personnel that the city is expecting the contractor to provide them with? The City currently has up to 21 employees who are normally scheduled to work during inclement weather. Number offered by proposer not limited. 15. Should an inclement weather situation be accounted for in the base bid price or as an extra work item? Depending if the Contractor is going to use staff persons working in the City to perform the work during the inclement weather issue. If the Contractor needs to bring in additional staff, then, that would be considered an extra work item. The City would monitor radio conversations and inspect sites to see if the additional staff is required. 16. It is not 100% clear if the City is expecting a cost plus 10% markup or a cost plus 15% markup on some items. Page 12 under irrigation says 15% and page 31 under additional items says 10%. Can you clarify please? Proposer to offer competitive mark-up. 17. On page 17 it says "to manage populations to a level acceptable to the City Representative". Can you define the acceptable level? Not at this time. 18. Under Park Maintenance pg 23, how many trash receptacles need to be changed daily? Approximately 275. 19. Can we assume that all items listed under repair/replace are currently in an acceptable condition to the City? If not, is there an inventory of the items and a current condition listed? Yes. Currently all items in the Parks section are in acceptable conditions. 20. Can you provide a sample of the field prep schedule? At the TW Sports Complex there are typically, four (4) preps per day and more during the weekend (depending on how many reservations for each weekend day). At Smallwood Park the reservations are typically once or twice a week. Total of approximately 1,400 per year. 21. Who is responsible for providing the fertilizer for the injector at the Farm Sports complex, the City or the contractor? The Contractor will be responsible for the purchase of the fifty-five (55) gallon drums of fertilizer for the injector at the Farm Complex. 22. What percent of plant material is currently being sheared? Unknown. 23. Is there any large tree maintenance in the contract? What is the size of the trees that will be maintained in this contract? No. See page 20. 24. What is the safety clearance for the trees on the sidewalks? Seven feet (7') per RFP page20. 25. Are repairs to aerators and ozone generators extra work? Yes. The repairs to the aerators and ozone generators will be deemed extra work. It is up to the City's representative to approve all repairs and/or replacements, prior to any work performed. 26. If we have an aquatic biologist on staff and on this project is that sufficient to meet the need for the native plant habitat restoration biologist or ecologist? No. The biologist/ecologist will be needed to continue the habitat restoration at Fairview Park and other potential locations. 27. Is open space vegetation management considered extra work? No. This is included in the contract on page # 37. Per RFP specifications only. 28. When is the anticipated award date? There is not an anticipated award date at this time. 29. When is the contract start date? There is not a start date at this time. 30.Also regarding both RFPs how do you work out the deficiencies and penalties, typically. I see specific dollar amounts for certain things but not for others. Is there a method, for example a percentage breakdown, by which you issue penalties and deductions? This information will be provided this information upon the award of the Contractor. 31. pg. 33 LAKE MAINTENANCE: task of "checking operating condition of all equipment" is mentioned under WEEKLY AND BI -MONTHLY freq. Please clarify. Currently the City staff is checking the operating condition of all equipment is performed on a weekly basis. It will be up to the Contractor to determine the frequencies needed for their person(s) who will be monitoring the TeWinkle Lakes. 32. b. in the "detailed pricing " section for SPORTS PARK #5 (sp#5; Smallwood Park Ball Field) It is missing square footage information. 12,051 Sq. Ft. It is up to the Contractor to verify each site in the RFP. 33. What is the current type of fertilizer used for the "injector system"? Slow release nitrogens, soil penetrants and additives. 34. Does "Daily" mean 5 days per week or 7 days per week ? 5 days per week. Does "bi-monthly" mean "2 x month" or "every other month"? Bi -monthly means 2 times per month. 35. Wherever is states " inspect, REPAIR WOR REPLACE" can we assume that any repairs and/or replacements will be considered "extra" or is it the Contractor's cost? (i.e. light poles, shelters, kiosks, monument signs .... etc) In the way the question is worded the answer is yes. It is up to the City's representative to approve all repairs and/or replacements, prior to any work performed. 36. Can the Biologist/Ecologist be a Sub -Contractor or does he/she have to be "on payroll".? The Biologist can be a sub -contractor. 37. What prevailing wage determination is acceptable to the City of Costa Mesa? Prevailing wage determinations and classifications are up to the Department of Industrial Relations. 38. Can you please provide the actual LAKE "equipment inventory" that is required to be maintained under this contract. Yes. To be posted at future date. 39. Can you provide more specs on the "misc items" in order to provide responsible pricing. I.e. size of trash liners, type mulch, type or wood chips, type of DG, etc .... Trash can liners are currently purchased the following way: The Company is Poly -Star the size is 40"X46", 2.0 mil thickness, 200 trash bags in a case and the color of the trash bags is black. The wood chips will be determined per location. The majority of our City sites are mulched with grindings from our current tree contractor. The DG is currently purchased from a local vendor (Baker Rentals). Stabilizer Pro Gold (for the Sportsfields) is purchased from Gail Materials. 40. Can you provide the Incumbent Contractor and current pricing? There are four (4) Contractors who currently work within the Parks section. Below are the Contractors and the current pricing: A. Midori Gardens - $ 230, 010.30 per year B. Spectrum Care Landscape - $ 191,360.17 per year C. RPW Services - $ 42,000.00 per year D. Commercial Cleaning Systems - $ 60,000.00 per year Note the current costs do not reflect all of the additions to the RFP proposal. 41. Pertaining to the prevailing wage rate, how often does it need to be certified (weekly or monthly) and does it need to be certified by a CPA? Monthly, certified by ???? 42. Will a contractor have 60 days to evaluate and assess the site locations to make sure that the properties are up to the standard of the RFP? The contractor will be responsible for the terms and conditions as stated in the RFP from the start of work, following the execution of the contract. There will be not evaluation period. 43. Once awarded the contract will the landscaper be allowed a grace period so as to inspect irrigation system? See answer to Question #42 44. What was the monthly dollar amount of the last contract? See answer to Question #40 45. Who has the current contract for this RFP? See answer to Question #40 46. What is the current amount of the contract? See answer to Question #40 47.Are there any changes in the new RFP from the old one? Yes. Significant responsibilities and tasks have been added to the RFP. 48. Is there any staging area or storage area? Potentially. To be negotiated with successful proposer. Proposal should outline preliminary interest and revenue. 49.1 see a performance bond will be required. What will be the amount of the bond? On the RFP the amount is blank. 100% of annual amount of contract. 50. Who held the former contract? See answer to Question #40 51. What was the monthly dollar amount of the last contract? See answer to Question #40 VENDOR LIST This is a requirement under the Costa Mesa Municipal Code, Title 2 — Administration, Chapter V. Finance, Article 2 Purchasing, and Section 2-166 Procedure for purchases exceeding fifty thousand dollars (a) (2). In addition, the City places solicitation on two e - procurement websites and at least one local periodical. Landscape Service Vendors Company Name Contact Name E -Mail Web Site PHONE Address City Zip Alder Landscape Services, Inc. www.aideriandscape.com 0 4341 Birch St. Ste102 Newport Beach 92660 American Landscape, Inc. www.americaniandaggpg.com 7013 Owensmouth Ave. Canoga Park 91303 Blue Diamond Landscape, Inc. 1240 E. Ontario Ave., Ste 102 Corona 92881 Conejo Crest Landscape Maint. www.coneeocrest.com 16435 Hart St. Van Nuys 91406 Hunter Landscape www.hunteriandscape.net 711 S. Fee Ana Placentia 92870 Igi's Landscape Services www.igislandscape.com 313 S. Andres Place Santa Ana 92704 Landscape Engineering, Inc. 2570 W. Walnut St. Pasadena 91107 Landscape Solutions, Inc. www.legacylandscape.net 11130 Coral Aloe Ave. Fountain Valley 90708 Marina Landscape, Inc. www.maHnaco.com 1900 s. Lewis St. Anaheim 92805 Mariposa Landscapes, Inc. www.madposa-ca.com 15529 Arrow Highway Irwindale 91706 Master Landscape & Maintenance, Inc, www.masteriandscapemaintenace.com 10171 Northhampton Ave. Westminster 92683 Merchants Landscape Services, inc. 1639 E. Edinger Ave., Unit C Santa Ana 92705 Pine Hill Landscaping www.calnativelandscapes.com 7162 Kenmore Lane Stanton 90680 Rogers and Company Lnadscapes, Inc. www. rclandscapesinc.com 9473 Toucan Ave. Fountain Valley 92708 Too Landscaping Co. 764 N. Cypress St. Orange 92867 PROPOSALS This section contains all proposals received by the City of Costa Mesa related to this RFP. MARINA LANDSCAPE, INC. MARINwrrlg To: City of Costa Mesa Attorney's Office 3777 N. Harbor Blvd. Fullerton, CA 92835 Attn: Kimberly Hall Barlow The following is a proposal from Marina Landscape Inc. to the City of Costa Mesa regarding the Parks & Landscape Maintenance Service project due to the City of Costa Mesa Attorney's Office on February 2, 2012 @ 4:OOP.M. Enclosed in this documentation is proposed pricing of recurring landscape maintenance work to be performed for the following Service Areas. 0 5 Facilities: Civic Center, Corporation Yard, Costa Mesa Senior Center, Mesan Verde Library, and Westside Police Substation. • 6 Fire Stations: Royal Palm Fire Station, Baker St. Fire Station, Park Ave Fire Station, Placentia Ave. Station, Vanguard Way Fire Station, & Sakioka Dr. Fire Station. + 50 Medians throughout the City of Costa Mesa. The specific names and locations are in accordance with the RFP provided by the City. + 31 parks throughout the City of Costa Mesa. The specific names and locations are in accordance with the RFP provided by the City. • 6 Sports Fields: Balearic Center, Luke Davis Field, The Farm Sports Complex, Fairview Development Center. Smallwood Ball field,& Tewinkle Park Athletic Sports Complex Per the Scope of Work provided by the City of Costa Mesa, Marina Landscape Inc. will perform the complete turf maintenance, weeding and edging of ground cover, preventing and controlling weeds in turf, planters and hardscape, trimming shrubs, application of pesticide, cleaning and maintaining of 16 restrooms, hardscape areas, litter collection and disposal, and other normal activities associated with service landscape maintenance of the facilities, fire stations, medians, parks, and sports fields. The proposal prices will be valid for 180 calendar days. Marina Landscape, Inc. was founded in 1971 and specializes in large-scale landscape construction and maintenance projects throughout the western United States. Today, Marina is one of the 20 largest landscape and site development contractors in America. Marina employs over 400 trained landscape professionals. Our employees have an average of 15 years MARINA LANDSCAPE, INC. 1900 S. Lewis Street - Anaheim, CA 92805 714.939.6600 714.435.1199 marinaco.coin License #492B62, A, B, C27; C36 Estimating Direct L ine: 714.704.0484 MAIUN�*Still Gro tenure with the company. We are competitively priced in all market segments, and have union affiliation. Marina Landscape's financial stability can be supported by bank references and letters of good standing. We have average bank deposit balances in the high six figures and have an overall loan relationship in the low eight figures. Our company's reserves, gives us the ability to hedge hard times should they arise. Supporting documentation is attached solely for the City's reference and is confidential and for public use. Marina Landscape Inc. headquarters are located Anaheim, California. We will be running all of the maintenance services for the City of Costa Mesa Out of this location. It is within (15) miles to the City of Costa Mesa. All laborers, foremen, superintendents, and management will be base out of this location. Our address is 1900 Lewis St. Anaheim, CA 92805. Our telephone number is (714) 939-6600 and fax number is (714) 935-1199. Our normal business hours are 8:00 A.M. to 5:00 P.M. Monday through Friday. Marina has always taken pride in helping the communities of Southern California look their best. We look forward to the opportunity to work with the City of Costa Mesa on this particular project and others in the future. ,Sin e Iy, Marina Landscape Inc. 1900 Lewis St. Anaheim, CA 92805 T: (714) 939-6600 F: (714) 935-1199 MARINA LANDSCAPE, INC. 1900 S Lewis Strcet • Anaheim, CA 92805 714.939.6600 , 714.935.1199 marinaco.com License #492862, A, B,C27, C36 Estimating G'ircLt Line: 714,704.0464 EXCEPTION & PROPOSAL QUALIFICATIONS Due to ambiguity in the RFP the following exceptions and qualifications apply to the proposal submitted by Marina Landscape Inc. • The amount provided for each section is for (1) year worth of maintenances services. After the each year there will be a mutual agreement on price adjustment between City and Marina Landscape. • All lake maintenance not within the scope of work will be at an added cost. • Price does not include pricing for Joann Bike Trail, and 60 AT&T Cabinet Sites. All work performed to these areas will be considered "Extra Work". There was insufficient information regarding these areas in the RFP. • All replacement and repairs of Basketball backboards, rims, & nets will be considered "Extra Work Items" • Extra Work Items are not part of base bid. REQUEST FOR PROPOSAL Parks and Landscape Maintenance VENDOR APPLICATION FORM TYPE OF APPLICANT: © NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: MARINA LANDSCAPE INC. Contact Person for Agreement: Corporate Mailing Address: 1900 LEWIS ST. City, State and Zip Code: E -Mail Address: Phone: Contact Person for Proposals: � Title: BUSINESS DEVELOPMENT ANAHEIM, CA 92805 Business Telephone: 714-704-0411 Is your business: (check one) ❑ NON PROFIT CORPORATION Is your business: (check one) Q CORPORATION ❑ INDIVIDUAL ❑ PARTNERSHIP Fax: 714-935-1199 E -Mail Address: Business Fax: 714-935-1199 ® FOR PROFIT CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ UNINCORPORATED ASSOCIATION Names & Titles of Corporate Board Members we (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title PRESIDENT C.F.O VICE PRESIDENT MAINTENANCE OPPS. Federal Tax Identification Number: #95-3760820 City of Costa Mesa Business License Number; Phone WILL OBTAIN UPON AWARD (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: N/A 50 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 December lb, 2011. I certify that Proposer or Proposer's representatives have communicated after December 15, 2011 with a City Councilmember concerning the Parks and Landscape Maintenance RFP. A copy of all such communications is attached to this form for public distribution. 70 BACKGROUND AND PROJECT SUMMARY SECTION Upon reading Request for Proposal (RFP) provided by the City of Costa Mesa regarding Parks & Landscape Maintenance Services, Marina Landscape Inc. understands the City of Costa Mesa receive a high volume of residents and visitor coming to see and use the service areas described in the RFP. The city would like all areas to be serviced to be of a high quality that will be pleasing to the eye of those who live and visit Costa Mesa. To insure the quality of work marina is aware of the Performance Deficiency Notification (Exhibit A) to make sure the contractor is providing the correct standards of service. When needed we will call 48 hours in advance to for all inspection to be completed by the City. Marina Landscape understands the scope of 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, hardscape areas, litter collection and disposal, and other activities normally associated with full service maintenance of municipal parks, recreational facilities and landscaped areas. This RFP is for routine, reoccurring maintenance only. Also 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. In addition to these items there will be a Biologist regularly visiting the Fairview Park Riparian Habitat frequently to document the migration of birds and the establishment of planting. The Facilities, Fire Stations, Medians/Parkways, Parks and Sports Fields will be serviced according the clarity of Scope of Work. In regards to the labor to perform the work necessary, Marina has A, B, C-27, C-36 licenses to do business in California. Marina will be complying with the Prevailing Wage requirements. Upon award of contract Marina will work with the city to create a Monthly Work Schedule, or more frequent if the City deems necessary. This schedule will entail the work to be performed in the upcoming days and weeks. We are aware of the performance bond of 100% that is required for this proposal of work. We will use the most recent standards for safety and will comply with standards set by City for traffic control. Our workers will not use any motorized or loud equipment before 7:00 a.m. They will be also protect and preserve, to the best of their capability, all public and private property. As part of the efforts to hire and retains employees that have been or may be displaced, Marina will put for a good faith effort to provide an opportunity for any of these employees to work for us. Work to be performed will be according to the specification of the RFP. METHODOLOGY / QUALITY CONTROL Marina Landscape Inc. understands the scope of work and the requirements of the Park & Landscape Maintenance Services for the City of Costa Mesa. We will provide services of complete turf maintenance, weeding & edging of ground cover, preventing and controlling weeds in turf, planters, and hardscape, trimming of shrubs, application of pesticides, cleaning and maintenance of restrooms, hardscape areas, littler collection and disposal. The included proposal will be for the 5 Facilities, 6 Fire Stations, 50 Medians, 31 Parks, and 6 Sports Fields. Marina's methodology for maintaining facilities such as those found within your agency, will be driven by the landscape's needs, schedules of the vehicular and pedestrian traffic and the Agency's needs. All work will be done within the hours we are restricted to work between. These routes are largely affected by the schedule of accessibility to the site, but after a few weeks we will be able to predict those hours and will then adjust accordingly to maximize our time to be extremely efficient and cause the least amount of inconvenience to the public. Maintenance of the project will be completed by skilled crews whose schedules will be established but we will remain flexible to adjust as required by the needs and availability of the Agency's locations. During our ramp -up period we will be inspecting all of the sites the before we take it over, creating any necessary punch -lists of current issues. After our initial inspection we can develop the routes and discover the landscape requirements of the individually locations. We will then divide the crews into the appropriate sizes and assign them to territories. The fourth step will be to create a list of priorities ranging from urgent to as -needed, so we have goals already set for when we start the work. After these initial steps have been completed we will be ready to fully take over the maintenance of all the locations and send out our crews. We will have crews of three full-time members who will be on-site eight hours per day, five days per week. This crew will ensure that the landscape in being properly maintained to achieve a look that is both pleasing to visitors and safe for everyone. This crew's main responsibility will be in the areas where turf needs to be mowed per specs and shrubs will be controlled for visibility and style. In regard to visibility and safety trees will be properly maintained for clearance over pedestrian walkways and vehicular traffic. The shrub areas will also have a regular program of cultivation to avoid soil compaction, which can lead to wasted water due to poor absorption rates. A regular program of fertilization will also be implemented. In addition to this crew a full-time qualified irrigator will be on-site according to particular needs of each section of work to ensure the landscape's needs are being met. Our crews will have fully stocked Ford F-250 trucks, complete with shovels, brooms, pitch forks, rakes, pruners, wheelbarrow, hoes, chainsaws, leaf blowers, burlaps, etc. to manicure each site thoroughly. One or two of the trucks will also be equipped with a trailer that will hold our Laser Mower and 36" mowers for those sites with turf. All of our crew's possess the most current and up-to-date tools available, as to best service this project. Our shears, trimmers, mowers, and blades are constantly sharpened for the best cutting edge possible, as to not damage the plant material. Although cultivation is our preferred form of weeding, Marina will also be supplying our staff with a chemical spray backpacks for detailed chemical weeding when absolutely necessary. All spraying activity will be done early in the morning and in low winds to avoid contamination of adjacent landscape. We also will be providing our expert irrigation technicians to ensure the plants are getting an adequate amount of water, and that watering clocks are set to the proper specifications. Our irrigation technicians recognize that water conservation is very important to everyone and having an efficient water practice is the key to optimizing water usage. One of the first processes Marina implements on a new contract is a water audit. Our water audit ensures that the irrigation system is running properly which will cut down on water costs, while making sure proper absorption is occurring in the plant soil. Marina understands the importance and impact landscape can have on the overall appearance of a city or property. We currently maintain the Eastside Resort District, which lines the outside of Disneyland. This District must always be in pristine condition 7 days a week in preparation for visitors from around the world. With this experience, Marina Landscape knows what it takes and how to achieve the desired results for very high profile contracts. We will treat this contract with a committed team of professionals to ensure residents and visitors are impressed by the way the City is caring for the city's landscape. Marina Landscape Inc. is an award winning company because we take proactive steps to ensure quality of service is being met and exceeded. For this project our Maintenance Manager will be overseeing our staff. He has over 30 years experience in the landscaping business and is a part of and chairs many landscape committees throughout Southern California. � along with our Maintenance Supervisors, and will be visiting all the sites frequently to ensure all of the standards are being met. If needed, they will create punch -lists for the supervisor, on anything that may need improvement. - and_ who are on site at least once per week, will walk the site will the foremen and explain anything that needs attention. Using this proactive method of control, we are able to keep our projects in excellent condition. Marina is aware of the city wish to have former employees implemented into these projects. Marina is an equal opportunity employers and will provide a good faith effort to have recruit, hire, and/or retain former employees of the City who have been or may be displaced due to layoffs or outsourcing of functions and services formerly provided by the City. Any questions or concerns that arise should be e-mailed or forwarded to our Office iii She will create a work order and relay the instructions to and our foremen, so issues can be addressed immediately. These work orders are placed on a work order status list, where all of the work orders are located. After a work order is completed, we confirm with our customer that the work was completed in a professional manner to ensure nothing is overlooked. We can also send our customer the supporting documentation of the completed work, if they desire. These are our normal steps to correcting issues that occur during a contract. For the Agency, concerns and issues can also be sent directly to_� or_for immediate remediation. All of Marina's supervisors and foremen carry cell phones to take any calls throughout the day. At no point during the working day is communication cut-off between the field and office staffs. This gives our maintenance department the ability to handle can issues or emergencies and allows us to keep all of our properties in pristine condition. For after -hour emergencies, we refer you to our front desk at (714) 939-5600, where you will be forwarded to our emergency contact. After -receives a call he will either handle the problem himself or notif or � -so they can apply the appropriate actions to ratify the situation. We always keep our upper level management in the know so that nothing can fail through the cracks. Safety is a huge aspect of Marina Landscape Inc. We currently have a safety rating of less than one. Our workers are very aware of their surroundings because of the weekly and monthly safety meeting conducted at our yards. Every employee of Marina Landscape goes through a week long safety training at the beginning of employment and our continuing education only strengthens those foundations. Any time an accident does occur, we re-enact the incident to show all the other employees how the accident occurred, and what we could have done to prevent it. While on-site our employees will be equipped with gear that will protect them from being injured. This includes goggles, gloves, hard toed -shoes, long -sleeves and pants, masks, and hard-hats (if necessary). STAFFING The following Marina Landscape Inc. employees are the key personnel that will be involved with decision and execution of the Parks and Landscape Maintenance Services in the City of Costa Mesa. Foremen, laborers, and irrigation technician will be assigned upon award of contract. _Maintenance Operations Officer � has been in the landscaping industry for over 30 years. He is responsible for the entire Maintenance Operations Department which includes overseeing all of our maintenance jobs and crews. _expertise is found in maintaining city-wide maintenance contracts and HOAs in Southern California. His keen eye for scheduling and the utilization of our crews makes our maintenance operations very efficient and effective. also has vast knowledge in landscape irrigation and installation, estimating and construction.has great relationships with many public sector agencies including LA Metro, w ere Marina oversees the maintenance of the Blue, Green lines. Superintendent, Landscape Maintenance _will be overseeing the 5 Facilities, 6 Fire Stations, and 50 Medians/Parkways has been working in the landscape industry for over 25 years. His landscape background includes management, irrigation, maintenance and arbor care.�is responsible for a crew of 55 employees maintaining large public and private parks, sports venues and commercial landscapes in Los Angeles and Orange Counties.�is especially familiar with irrigation repair and maintenance. He holds a Qualified Applicators License for pest control. Notable projects that�has worked on include Anaheim Resort District, Anaheim, CA; Yorba Park, Yorba Linda, CA; and Seal Beach Naval Housing, Seal Beach, CA and currently Rancho Palos Verdes Parks and Trails. City of Rancho Palos Verdes (Parks and Trails) Currently • Oversee the full-time maintenance crews spread out over the City's 200 acres of parks, trails and landscaped areas. • Daily maintenance of all baseball fields, parks, trees, trails, landscapes, irrigation and facilities • Turf renovations include, aerating, verti-cutting, overseeding/reseeding, topdressing, fertilizing, and establishing • In charge of granular/foliar applications of fertilizer/herbicide/insecticide/ fungicide/PGR Superintendent, Landscape Maintenance will be overseeing the 31 Parks and 6 Sports Fields. has work in the landscape industry since 1995, His expertise is exceptional, being that he has worked in all phases of landscape, including design, construction, and maintenance. has also done intricate work with hardscapes and water features, He knowledge of parks and sports fields and been seen at the Santa Ana District 4 parks and the Lake Forest Sports Fields. As a Marina Superintendent, �is a skilled communicator with his crews and an efficient liaison with the customers. City of Lake Forest Sports Fields Currently • Oversee the full-time maintenance crews spread out over the City's sports fields. Daily maintenance of all baseball fields, parks, trees, landscapes, irrigation and facilities • Turf renovations include, aerating, verti-cutting, overseeding/reseeding, topdressing, fertilizing, and establishing • In charge of granular/foliar applications of fertilizer/herbicide/insecticide/ fungicide/PGR • Coordinates with our certified irrigators to provide maximum water efficiency. Office Manager, Landscape Maintenance IMioined the Marina family in 2006. key strengths as an office manager include client relations and accounting. _ is responsible for accounts payable, accounts receivable, payroll reports, and customer service. She is plays an important roll in the safety training of all our crews out in the field. _ is also fluent in both English and Spanish. QUALIFICATIONS Marina Landscape Inc. was founded in 1971 and specializes in large-scale landscape construction and maintenance projects throughout the western United States. Today, Marina is one of the 20 largest landscape and site development contractors in America. Marina employs over 500 trained landscape professionals with over 180 in landscape maintenance, who have an average tenure of 15 years with the company. Marina Landscape provides state-of-the-art commercial landscaping services to both public and private clients. With over 40 years of experience, we can offer multiple services throughout the 'green' industry, including landscape installation, erosion control and prevention, hydro -seeding, arbor care, irrigation, and all aspects of landscape maintenance. Marina specializes in and has been recognized by the industry for excellence in the areas of design/build projects, professional sports field complexes, construction project management, and complete site development. Attention to detail and thorough management skills are the hallmarks of Marina Landscape's trade. Marina's strengths have always included quality service, competitive pricing, and the ability to provide a diverse team of landscape professionals that specialize in the various green industry skills required for projects that include trees, planter beds, hardscapes, high traffic turf, golf courses, sports fields, hotels and resorts, commercial and industrial developments, public facilities, streetscapes, highway beautification, wetlands and re -vegetation zones, and other general landscape design features. Marina Landscape Inc. is the industry's leader in Sport's Field management. We constructed the field and landscaped areas at the San Diego Padres' Stadium, Petco Park, the Home Depot Center in Carson, CA, and Raley Field in Sacramento, CA. Marina has also maintained numerous sports parks throughout Southern California. Recently, we were selected by the City of Lake Forest to maintain all of their sports field parks. Although we were not the lowest bidder, the City of Lake Forest chose Marina because of our qualifications and history of superb work. Our maintenance division is complemented with specialized divisions in tree care, exterior pest control, landscape design for added landscape enhancements and irrigation water management, which gives us the ability to service properties in every aspect of landscaping. Marina has certified ISA Tree trimmers, certified QAC and QAL pesticide applicators, and supervisors with College degrees in Horticulture and Sports Turf Management. We also have Certified Water Auditors and our in-house Design Group is LEED accredited professionals. Employee Training Programs are mandatory for all Marina employees in areas of customer service, landscape cultural practices, and workplace safety. Our educational and technical approach to understanding your landscape's agronomic and horticultural needs, allows Marina Landscape the opportunity to provide an efficient maintenance program for any site. Our maintenance team has won numerous awards for their efforts on Public Parks and Landscapes. As acknowledged by the California Landscape Contractor's Association, Orange County Chapter, we have won the Best Landscape Maintenance Award for the Anaheim Convention Center, Anaheim Westside Resort District located along the outside of Disneyland, Yorba Regional Park, the Borth Justice Center, and other maintenance projects. Currently, in just the City of Anaheim, we have over 35 full-time workers, and over $1.2 million in annual revenue of maintenance work. Marina Landscape Inc. requires all of our jobs to have only experienced and skilled workers to keep the customer happy and to build upon our reputation of excellent service. For example, The Anaheim Eastside Resort District is lined by hundreds of Phoenix Dactilyfera, which require extreme care when pruning to ensure no diseases are passed between the trees, and the fronds fall at a 90 degree angle. The thousands of agapanthus underneath the palm trees also need to be maintained in immaculate condition free of any dying foliage, debris, litter, and can only look perfect. At the Anaheim Convention Center, Marina Landscape as a part of regular maintenance had the privilege of caring for their historical Ficus Tree. This Ficus Tree, along with all of our projects are cared for and maintained with the utmost professionalism. At Lake Forest, an ongoing program has been created to rebuild the turfgrass on the fields and to work in partnership with field user groups to better establish policies and maintain schedules for the sports fields. Marina Landscape Inc. is an award winning company because we take proactive steps to ensure quality of service is being met and exceeded. For this project our Maintenance Manager will be overseeing our staff. He has over 30 years experience in the landscaping business and is a part of and chairs many landscape committees throughout Southern California. along with our Maintenance Superintendents, and_ M will be visiting all the sites frequently to ensure all of the standards are being met. with manage the facilities, fire stations and medians/parkways. � will manage the parks and sports fields. If needed, they will create punch -lists for the crews on anything that may need improvement. �and� who are on site at least once per week, will walk the site will the foremen and explain anything that needs attention. Using this proactive method of control, we are able to keep our projects in excellent condition. For all of our landscape maintenance projects, we are more than qualified to perform at a high level of service for any sized job. We also have all of our foremen on-call everyday, 24 - hours per day for any emergencies that may arise. They are all equipped with fully -stocked Ford F-250 pick-up trucks and can be at any of our sites with -in a few hours. Marina Landscape Inc. Landscape Maintenance References City of Anaheim, CA - Eastside Resort District Contact: 200 S. Anaheim Blvd., Anaheim, CA 92805 Fax: (714) 765-5288 $950,000 / year 9/1/09 -present Los Angeles Metropolitan Transportation Authority Contact: (213) 922-1005 $750,000 / year 6/1/10 -present Lake Forest Sports Fields One Gateway Plaza Los Angeles, CA 90012 (2010 C.L.C.A. First Place Prize — Sports Fields Maintenance) Contact: Fax: (949) 461-3512 25550 Commercentre Dr., Suite 100 Lake Forest, CA 92630 $650,000/year 1/1/10 — 12/31/2012 City of Santa Ana — Parks Maintenance District 4 Contact: Fax: (714) 647-3325 $750,000/year 7/1/11— present 220 S. Daisy Santa Ana, CA 92703 Curer City -- City wide landscape maintenance Contact: Fax: (310) 253-6666 $400,000 / year 8/1/09 -present City of Burbank Contact: $250,000 / year 8/1/10 - Present 4117 Overland Avenue Culver City, CA 90230 150 North Third Street 00 Burbank, CA 91510 City of Rancho Palos Verdes — City wide landscape maintenance Contact: 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 $250,000 / year 7/1/08 -present Sank Reference: First California Bank 2200 Sepulveda Blvd. Torrance, CA 90501 FINANCIAL CAPACITY See attached scaled confidential "Financial Statements" for Marina Landscape Inc. These documents are not for public use. 71 PRICE PROPOSAL SUMMARY FORM Proposer is to complete detailed pricing sheets (which follow) and write in 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, quality, and quantities of work to be performed, materials to be furnished 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, herbicides, 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 Facilities $ #2 Fire Stations $ Z�� $/ 72 #3 Medians and Parkways $ �� t S5 $ ! 52- 9 r6 #4 Parks $ 3i, .K - $ 6,2 —7q',c< - J #5 Sports Turf $ `7q $ 2,1q, #6 Misc. Items NIA NIA Grand Total $ ' ��' 1 $ t�l27/ 5(� S 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: 0 % 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. MARINA LANDSCAPE INC. Bidder Name (Person, Firm, Corp.) 1900 LEWIS STREET Address ANAHEIM, CA 92805 City, State, Zip Code 73 Si nature of Authorized Representative Name of Authorized Representative PRESIDENT Title of Authorized Representative 76 DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm 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. List below or state "None." NONE. 77 Telephone Number Facsimile Number 74 DISQUALIFICATION QUESTIONNAIRE The Contractor shall 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 otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No x If the answer is yes, explain the circumstances in the following space. 75 Stafe Of Californla CONTRACTORS STATE LICENSE BOARDM' Ceaamncr ACTIVE LICENSE Atrairs 492862 E,4,(,CORP au Nar� MARINA LANDSCAPE INC A C27 C36 B C61/D49 IAL av,A-,vas 06/30/2012 www,cslb_ca.gov H - Any change of business add rEssfneme mustberePn ted io the p isl This fiaense 1s not transferrable, and sha#I be retumed fo the ogistrra0rdays. upon demand when suspended, revoked, or invalidated for any reason, This pocket card is valid through the exPltWlon date only. Y found, drop In any mailbox, Postage guaranteed by, Cnnlrastors State License Board P.O. Box 280M, Sacramento CA 95828 Llcensae Signature m,v, E:L'l w., I ?l t b1c, nk, i•,10t:: DEPARTMENT OF PESTICIDE REGULATION p � LICENSINGICERTIFICATION PROGRAM QUALIFIED APPLICATOR LICENSE DATE OF ISSUE VALID THROUGH 01/01/2011 12/31/2012 iww" BF RIVERSIDE CA 92503 es Pursum*to SIGNATURE orsuPe�^setheaPPlicationat sind;catedonthe This person is qualified toaFPIY "Wryisul<ural p1i ainSheeate9 ef0fWreinow iirvislonS,GhapteraatiheFaod aiAhoYii@a,yperwntoenga9 laceotthiscard.ThisaAmnm i ssalPestcantrat. P 8usirse esses This License musl4e stwwnto arty Category D is only foY MG4n0� est, rcN ,WsaeT eeitheDlYeddr cawoftes I. Animal Agnculture J.Oemanstrat on andRasewO A.Resrdermalrindustaal, artclinsttu[wr - K Health Related B LandsCapeMainlenat= LatN44dPsessnTnbu C. piyht Agll ay _ M Ard ruling • TnllulY4tln F p. PlantAgncullure Nor'.SeweY Line Root d ° E. Forest F. Aquatic O. Maim, 10m Gerdenet aFiegulatary a O.Mattterta+tce H.Sead7reatme" ". k- E - r 2 � }dpr�£ART�I9 TlaD£agQTK �cl�s,AA£IRm�IKoPe■ga , \. % E \ kgR2E ®#,�a�F /\ VmTUR«a 2 Qp,2Z01, ,!„2z m2 \ Bc \ SLEWIS ST /\ ANAHEIM CA 92805 �>d � \�\ � } ? �/.\ . .. �« § - ��/\ . wt .. � � \ pr,'jkTw--xT DF PESTICIpE REGULAT301 LTct�da. p rSir'GrGEttitFIlt ATO s rorxr�vt LICLINSE AGRICL�:►�`L PGRIC c0k"YROL npV15£R AL D 1'gFtVUGH DAT£ OF 155L'E 12131012 olloilzol1 73705 ASCEFG WE NONE GOO JUKU ` RIVERSIDE CA 92504 '�� EXHIBIT D SERVICE AREAS BID PRICING FACILITIES BIDDER'S NAME /1'l1"Nh'-- I&C DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FACILITIES SERVICE AREAS Site # Site Name Monthly Price Annual Price FAC#1 Civic Center 77 Fair Drive 3.13 Acres Turf $ 77 $ L17'g�f I q Sq. Ft. Planters $ g9� ge $ Subtotal for FAC#1�� $ 3oI. $ FAC#2 Corporation Yard 2310 Placentia Avenue 10,517 Sq. Ft. Turf $ 7% $ Lle 14,708 Sq. Ft. Planters $ a 71 $ 1, 9 SZ qC? Subtotal for FAC#2 $ $ FAC#3 Costa Mesa Senior Center 695 W. 19th Street 15,142 Sq. Ft. Turf $ ZS . q1 $ 3 Gf 4il. 99 19,659 Sq. Ft. Planters $ $ of 11 , 714'- S& Subtotal FAC#3 FAC#4 Mesa Verde Library 2969 Mesa Verde Drive East 0.22 Acres Turf Sq. Ft. Planters Subtotal FAC#4 FAC#5 Westside Substation 567 W. 181h Street 2,170 Sq. Ft. Turf Sq. Ft. Planters Subtotal FAC#5 $ $ S� �`'{3 $ $ ve 5-0 . Y'3 -7, coq , jo $ $ 2.Y�o3 • (o3 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. FIRE STATIONS BIDDER'S NAME _%LI�iL/�yl� l.A�iJ5�i4�F. ING DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FIRE STATIONS SERVICE AREAS Site # Site Name Monthly Price Annual Price FS#1 Royal Palm Fire Station 2803 Royal Palm Drive 6,729 Sq. Ft. Turf $ 41gj Zcl $ T 3,069 Sq. Ft. Planters $ %2-y $ qq 7 72- Subtotal ZSubtotal for FS#1 $ & Zy. OS $ -7 , S8 FS#2 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 $ 93.6 $ 111Z3, Zy $ 3/. ap $ 37`f. V3 �1-q 7. 72- 8,805 Sq, Ft. Turf $ gO Z $ Sb 3,016 Sq. Ft. Planters $ �' $ ' 3 Z FS#4 FS#5 FS#6 Subtotal for FS#3 Placentia Avenue Fire Station 2300 Placentia Avenue M�1Nf!- CiA9V^ E /A/C - $ NG$ 3 -7 y3 `1, 5fq 3 , IS' 13,468 Sq. Ft. Turf $ $ glq. l� 414 Sq. Ft. Planters $ $ & 73. 97 Subtotal for FS#4 $$ �7 �- �3 q, X93 . rs Vanguard Way Fire Station 2450 Vanguard Way 3,804 Sq. Ft. Turf 532 Sq. Ft. Planters Subtotal for FS#5 Sakioka Drive Fire Station 3350 Sakioka Drive 5,796 Sq. Ft. Turf 6,502 Sq. Ft. Planters $ 3 7Ll. �'3 $ `11 4113 - /,5- $ 5 $ /7�473 $ 2-/094, $ 1q9. 70 $ z, 5g�, . 3s Subtotal for FS#6 $ 3 -7 $ 4/93 15- Total FS#1 through FS#6 $ Z�f(o 57 $ Z- 9S� g TOTAL DETAILED PRICING (FS#1-FS#6) $ 21 Zrl�. 57 $ 2 6,/ 9 g (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 indenti€ied sites. MEDIANS AND PARKWAYS BIDDER'S NAME MMM14 IAYVOSC,A-QF/ 11V6 DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR MEDIANS AND PARKWAYS SERVICE AREAS Site # Site Name Monthly Price M#1 16 thlPomona/Superior Avenue Hardscape $ 7,07 -- M#2 ,07 -- 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 $ 37f. 87 Parkway Planter $ 37o• 2? Hardscape $ j z!o . zg 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 19th St) 7. oz Annual Price $ ? q • /q $ -!1 Sj(O. qy RV. rq 1,200 Sq. Ft. M#6 19th Street Medians (Park Avenue to Fullerton) 7,550 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 2�flZo. 6� $ ?z& .13 $ //,/ // 3 . S3 $ Z/. ds $ ZSZ . S"S 9q7. I,9 $ /lj 366. 11 $ 757. 7�( $ �� Oq2- . �8 $ Z� . DS $ 2.52. S� Subtotal for M#7 M#8 W. 19th Street Parkway at Whittier 2,870 Sq. Ft. Turf $ g � 1I, 310. II // 0/0, 52L 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 �� 11I f-M&f:If, 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 Monthly Price Annual Price $ Y x ' /0 $ SDS- 1 $ / `'- 03 $ 61? $ $ d/a- :3 2-- $ 12 �z3. 8S 7W. t2 L19 $ 1,, 53 & . 53 $ l t9j Lf 38. 39 SDS. & $ to ob I . q2— $ 8� rq 11 Oto . 3Z 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#16 Bear Street Median (At Metra Pointe) 0.10 Acres Turf M#17 Bear Street Parkways (At Yukon) 15,075 Sq. Ft. Planters MIM/ NA Gimps r ,4g, 11yG ✓78. ?7 $ yz5w9 , Y� $ zj� r /a $ 605 . 7b, 7.02. tq $ /6 e.. 39 Z� 000 b 5� Site # Site Name 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) Monthly Price Annual Price $ 6, 0& 1 - 92- $ 53(o--7-7 $ Y)0q,I I Z,? V1, q3 ja.103. 20 2Z.,- z9 1, �/s qk 1,245 Sq. Ft. Planters $ �' �q $ j QlQ 3� M#24 Coolidge Avenue Medians 8,400 Sq. Ft. Planters $ 5-09 f6 $ (P) q2 -- M#25 Elden Avenue/Del Mar Avenue (Planter on NW corner of Del Mar) 1,950 Sq. Ft. $ l"6�''. 3� $ 2 ZO . b ,0 M#26 Fair Drive Parkways (Harbor to Fairview) 1.43 Acres Turf $ % D/O. 32- $ /2-1 /23, kS M#27 Fair Drive/Del Mar Avenue Medians (Fair & Del Mar at Newport Blvd) 6,537 Sq. Ft. Hardscape $ �q $ /!010 32- M#28 Fairview Road Medians (Newport to Sunflower) 1.40 Acres Turf $ $ 1,710 Sq. Ft. Planters $ 8 `ff • g3 $ /o I 03 . Zo 23,818 Sq, Ft. Hardscape $ Sq. Ft. Slope $-32,6-. -3 3ry . 77 $ Subtotal for M#28 $ (meq $ 32- / 2- Site # Site Name Monthly Price Annual Price M#29 Golf Course Drive Parkway & Medians (Mesa Verde to Tanager) 3,589 Sq. Ft. Planters $ 3q 1 $ 815 Sq. Ft. Hardscape $ 2 0 (� ,� $� Subtotal for M#29 $ l Rq. o f $ Z 1 M#30 Harbor Blvd Medians (W 19Th to Newport Blvd) 2,480 Sq. Ft. Hardscape $ !,�L!o 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) 2,600 Sq. Ft. $ 21 6SZ. 0q $ 3r, BZS, 10 $ 37, �7 $ 5�47 . W 3,0�4.qr✓O $�, 3-71. Sof 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 $ SQS- {b $ &/NPI .q7- $ ZSZ. SS $ 3.030. q $ 7s7. 7� $ �, o l . 06 $ )1&03 � 87 $ 201 2a,". q 1 $ 3 3(a. 77 $ q, 041 .2S $ Z, 07.o - (0� $ �f, 247. &q $ 8q.I $ 11010 � $ 7.0z $ S `t, l $ qt. z( oqq, s t Monthly Price Annual Price (17th Street to 18th Street) Sq. Ft. M#39 Newport Blvd Parkways & Medians (Industrial to 19th Street) 0.51 Acres Turf 2.42 Acres Planters 10,643 Sq. Ft. Hardscape Subtotal for M#39 M#40 Newport Blvd. Cal Trans Easements (19th 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 3q $ ZI 0zo . $ �58q. ®3 $ 10� ro 09. 37 $ 6-15-, V $ 71 $ (2-& al $ YF 2�SZS So $ -30, 30q 41 $ 110(0,32- $ z, r Z3 . gs $ $ ) 515, V $ $ sos . ! la (At Airport Loop & Pullman) 1.92 Acres Slope M#44 Sakioka Drive Medians (Sunflower to Anton) 0.13 Acres Turf 1,980 Sq. Ft. Hardscape Subtotal for M#44 M#45 South Coast Drive Medians (Harbor Blvd. To Bear Street) 0.66 Acres Turf 1,590 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 0.41 Acres Hardscape Subtotal for M#47 5055. I& to,0(0 q2,- fO I6g,3� 2020. b $ 1,o73 - V $ _I zI gol . SI $ 1 9� - q4 $ Z, 2,7 3 , 2 - q0 $ Z, $ 2 357. Lf r $ Z -2,$k . q7 $ 5 N p - ?7 $ , aq(. U $ 21 �jj- i j 37-1 330, -0& 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 Monthly Price Annual Price $ q2-, (0 $ 505. 1 & $ 6g , 3 $ 2-107,0 . $ 1515-• `fie $ Ib, 77 $ bq 4. $ $ 31 S , 73 $ 3,790. 719 $ 301 -� oR , (-- d Ln 5S $ 3S2,,3g (1413 (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 accuracy of measurements. Contractor shall independently verify all quantities. PARKS BIDDER'S NAME �'�% 44WUSt�E, /IVC, a 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 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 Monthly Price Annual Price �Yy �Z-- $ 411 7. �'2— $ q/q. s/ $ 6W, i? $ `-/i 5q7, 57 $ Ss, /70 - qo 5/7, aq G G, 2aS , nk 3,/03. 30 3,100 Sq. Ft. Turf 1,900 Sq. Ft. Planters Subtotal for P#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 $ $ to 3, 3(v $ S>60 - Zo $ 3 qzl-. k z $ q,137 . e2- $ -2q:3. (CI $ � r,(-7. f 't $ 5-1-72- $ � 2-0, &7 $ 3,qq• -P2- $ 4113-7. 8 2- $ $1 o34 - 'fes $ I z, If/ / 3 - q� 3qq . b z $ g, r 37 = 82, $ 1 3 7q . 27 $ I 6,11 591. 27 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 Annual Price $ 37q , 27 $ 5sr . 2-7 $ a� �° I Z $ $ 37� 2-7 $ l lad . 4S5 ( . Z7 $ '09- 73 $ 3 W- 8Z - Subtotal for P#8 $ J Air. P#9 Gisler Park 1250 Gisler Avenue 3.37 Acres Turf $ 7 Z WI 18,500 Sq. Ft. Slope area along $ 103 - If -5, Fairview & N of McCormack Avenue Sound Wall Easement on the N side of $ ria R(p Park Subtotal for P#9 P#10 Harper Park 0.22 Acres Turf P#11 Heller Park 257 E. 16'x' Street 1.94 Acres Turf Sq. Ft. Planters $ 3qq, S Z 3 , 002 . OR $ 2, 06,?. 1 $ !, 241, $ 977. Slo $ 5-17.23 $ �, 2,0>o .73 $ &I $ 3 ro3 , 3lv $ ��. 20 $ `t- Subtotal for P#11 P#12 Jordan Park 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 220 23rd Street 5.15 Acres Turf P#15 Lions Park %rc, q,137, g2- $ 27-y, 13 $ (0eq, 59 $ 12-0, $ i, qlt? - M 3qq- ?2- $ 3W. SZ $ �137,? $ 11 37q , 27 $ b , 5sI - V $ 1177,q - Ot $ 1z,Lf/3,ls- 570 W. 18th Street 5.50 Acres Turf $ I p3Y �� $ Z LtIS7- 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 P#16 Marina View Park 1035 W. 191" 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 $ s/7- Z $ 41 z0& . 73 $ 1-72- $ 2.1 06,8 , q1 6 Yq , &Y $ �� 2,7S-, 4,3 3V q, k Z �� 137. ?2-- $ L $ Zq 3.10 $ 3 917. 1 � $ 51--72- $ &70- (07 $ 3L�Y. �Z $ x,13-7. FZ- $ 172, qI $ 7-10(4- q $ 1 z0 , $ 1j, Wk, Z,( $ 51. 7v $ &2,0. �-7 $ 3qy . g �-- 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 Subtotal for P#23 3gq,. Y7- 0-7- ? z- $ $ 60 q�, X97. s& /03. Lfs ZAI. 3s- 177-- S 17z- �( $ Z, O& k , � [ $ X7.70 $ I72-. 38 $ 17- of $ 20&- g� I[L#-gq $ 37R. z $ r l�S $ ZI 7,7, ?v $ fs5. r? $ I, �6n7, vZ $ 3 Ifs, g 2 $ `�, 137. g v Site # Site Name Monthly Price P#24 Smallwood Park 1646 Corsica Place 2.50 Acres Turf $ 6 S 6Lt P#25 Suburbia II Park 3302 Alabama Circle 0.69 Acres Turf $ 1-77-- LN P#26 Tanager Park 1780 Hummingbird Drive 7.51 Acres Turf Sq. Ft. Planters D.G. Paths P#27 Annual Price 2,7S. & 3 $ b gq• &LP $ gt 2-7S7. to 3 $ Z 58 . 11-f $ 3f to 3. 357 Subtotal for P#26 $ 1, D 3(f 4� $ 2 �I 3 Lf -r, - - Tewinkle Park 970 Arlington Drive 22.39 Acres Turf $ '3' ale ` 30 $ & f 3 (Includes Tewinkle Bark Park and Tewinkle Skate Park.) Sq. Ft. Planters $ If Z� $ l ��7 ffS (Includes planter on Presidia 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 $ oZ $ Ltc— (Includes trimming of trees in planters inside of TW Bark Park and plants that surround the 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 Park 3400 Smalley Road 8.24 Acres Turf Sq. Ft. Planters Subtotal for P#29 P#30 Wiison Park 360 W. Wilson Street 1.97 Acres Turf $ L(oz - $ q, &>17- of $ 2, 01 $ :?,gI3.73 $ q, 0 z�, . 31 $ 5s, s(S. 7r $ I?2 `fl $ Z� 06k. q j $ �8 9(5- $ 5-'�,7. 56, $ 3qq- Yz $ $ l J -7 7,`f. o� $ 20, clg� . o $�`fz $ 13-7. SZ 7-) $ Z -I If, YZ(-7 , { 0 $ -250,&( $ -22"10 3 , 36 37 Site # Site Name Monthly Price Annual Price P#31 Wimbledon Park 3440 Wimbledon Way 2.75 Acres Turf $ $ Sq. Ft. Planters $ 17 2, 4( $ Z d68 r Subtotal for P#31 $ 51 ?, $ � 73 TOTAL DETAILED PRICING FOR P#1 THROUGH P#31 $ �� i`� 7 $gZ, 7g' (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, 9'3 SPORTS FIELDS BIDDER'S NAME /�II/J4 Gx 06, �/VG 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 SP#2 Luke Davis Field at Lions Park 870 W. 181h 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) Monthly Price Annual Price 7, -799 . da Iql'. a� $ 7L¢, 3sq,. �3 $ 81e5. I? $ 10, Pzz. � 3 $ 7 0k . Yz $ 8q q?7. a� i jq j . os $ z3 Yqq , go 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 l ywk/ r uDs %U� $ 21 - -<I 27,e63. 1 it 5 qq , o& $ [ S; 58g . �73 $ 3, 5"z. &s- zsza7q $ qi�, W7(- S3 $ z,cq, 06(, 'ft (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. EXTRA WORK BID PRICING LANDSCAPE MAINTENANCE EXTRA WORK BID FORM LANDSCAPE MAINTENANCE Landscape Vegetation Mgt. (mowing) SPORTS TURF MAINTENANCE Turf Ball Field (Infield approx. 7,000 Sq. Ft.) Sq. Ft. Cost Per Month Acre Cost Per Month Acre Cost Per Occurrence Sq. Ft. Cost Per Month Acre Cost Per Month Per Ball Field cool - 009 EXTRA WORK HOURLY RATES REGULAR TIME OVERTIME Foreman $ $ Laborer $ 1 $ Z �� Specialty Personnel Irrigation Tech $ �� $ r c so Irrigation Laborer $ 19. $ Z S0 Pesticide Applicator $ Z $ S-0 �J 7 - 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 3q ;L . &0, Pest Control Cost Per 1,000 Sq. Ft. $ I DS LANDSCAPE MAINTENANCE Edge and Trim Weed and Clean Up Cost Per Acre Cost Per 1,000 Linear Feet Cost Per 1,000 Sq. Ft. $ 07 -- Fertilization Z 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) Vertical Mulch Trees Vegetation Removal Soil Drench (Trees) Inject (Trees) Cost Per 1,000 Sq. Ft Cost Each Cost Per Acre Cost Each Cost Each $ f(D. $ UDS $ 2, (Y ' $ A -7,p $ �7D - OOD Irrigation Repairs Cost Per Hour $ -� 8 Clean Hardscape/Sidewalks Cost Per Sq. Ft. $ SPORTS TURF MAINTENANCE Mowing Cost Per Acre $ Trim and Edge Cost Per Linear Foot $ ds Fertilization Placement Only Cost Per Acre $S Fertilization Material Only Cost Per Acre $ 0 Aerification (with core removal) Cost Per Acre $ Topdressing Cost Per Acre $ Topdressing Material Only Cost Per Ton $ 3 SPORTS TURF MAINTENANCE CONTINUED Thatching (including removal) Cost Per Acre $ 70U Weed Control Cost Per 1,000 Sq. Ft. $ Cost Per Acre $ Pruning Shrubs Cost Per 1,000 Sq. Ft. $ Q MISCELLANEOUS ITEMS Paper Hand Towels Cost Per Case $ 9a . C -Fold Paper Hand Towels Cost Per Case for Balearic Center only Cost Per Case $ �O Jumbo Toilet Tissue Cost Per Case $ �D- 2-Ply Toilet Tissue Cost Per Case $ ivQ . Trash Can Liners Cost Per Case $ American Flags Cost Each $ Playground Sand Cost Per Ton $ g� Wood Chips Cost Per Ton $ D.G. (Decomposed Granite) Cost Per Ton $ Mulch Cost Per Ton $ Paint (for Bali Fields) Cost Per Case $ Dog Waste Bags Cost Per Case $ SCD 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 indentified sites. Cost Per Acre $ 4 PLANT MATERIAL (Complete pricing including labor and material) Annual Calor (4" container) Cost Each $ ?0 Perennial Calor (4" container) Cost Each $ j qp Ground Cover Cost Per Flat $ �S One (1) Gallon Cost Each $ Five (5) Gallon Cost Each $ Fifteen (15) Gallon Cost Each $ -70. 24" Box Tree Cost Each $ Z 36" Box Tree Cost Each $ �QD Seeded Turf Cost Per Sq. Ft. $ Sodded Turf Cost Per Sq. Ft. $ Stolonized Turf Cost Per Sq. Ft. $ Hydroseed Cost Per Sq. Ft. $ O� MARIPOSA LANDSCAPES, INC. City Of Costa Mesa Request for Proposal For Parks & Landscape Maintenance Services Due: February 2, 2012 @ 4:OOPM Submitted By: Mariposa Landscapes, Inc. 15529 Arrow Highway, Irwindale, CA 91706 M A R 1 P O L A N D S C A P E S Table of Contents 1. Cover Letter Vendor Application Form 2. Background and Project Summary 3. Methodology a. Facilities b. Fire Stations c. Medians and Parkways d. Parks e. Sports Turf 4. Staffing 5. Qualifications a. Key Staff b. Capability c. References d. Client Testimonials e. Pictures 6. Financial Capacity 7. Fee Proposal 8. Disclosure 9. Sample Agreement 10. Required Forms a. Ex Parte Communications Certification b. Disqualification Questionnaire c. Disclosure of Government Positions 11. Amendments 15529 ARROW HIGHWAY, IRWINDALE, CA 91706 CA. LANDSCAPE CONTRACTORS NO. 592268 TEL, 626.960.0 196 FAX 626.960.8477 S A i N C M A R 1 P O S A L A N D S C A P E S I N C Cover Letter February 2, 2012 City of Costa Mesa Attn: Kimberly Hall Barlow 3777 N. Harbor Blvd Fullerton, CA 92835 RE: Request for Proposal for Parks & Landscape Maintenance Services Thank you for the opportunity to submit a proposal for the City of Costa Mesa. Mariposa Landscapes, Inc. looks forward to the competitive process and hopes to be the successful bidder. For over 30 years, we have been in business providing similar services for other cities. Our depth of knowledge and level of experience in our management and supervisory personnel is unmatched by our competitors. Our area of operation is the entire Southern California area where we maintain numerous cities, municipalities, government agencies, and private entities. We have over 300 employees and are able to provide the landscape maintenance and related services that the City of Costa Mesa requires and needs. Our many successful years of experience in providing similar maintenance services for the public entities, enables us to be the most responsive and responsible firm who will be committed to providing the best level of service in maintaining the public areas and facilities of the City of Costa Mesa. We have thoroughly reviewed all the site conditions. Our price reflects all the necessary labor, equipment and material to perform this work. All work will be performed in strict accordance with the specifications of the RFP. We look forward to being the successful contractor in this proposal selection process. The proposal price will be valid for a period of 180 days from the date. 4;�'q 15529 ARROW HIGHWAY, IRWINDALE, CA 91706 CA. LANDSCAPE CONTRACTORS LICENSE NO. 592268 TEL. 626.960. 0196 FAX 626. 960. 8477 Our local office is located at 1107 I. Walnut St, Santa Ana, CA 92703. This project will be managed from this office, Contacts name: , Chief Estimator Phone: (626) 960-0196 Ext. M Fax: (626) 960-3809 Contacts Email: Thank You, TYPE OF APPLICANT: REQUEST FOR PROPOSAL Parks and Landscape Maintenance VENDOR APPLICATION FORM ® NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: Contact Person for Agreement: Mariposa Landscapes, Inc. Corporate Mailing Address: 15529 Arrow H City, State and Zip Code: Irwindale, CA 91706 E -Mail Address: Phone: Fax: 626-960-3809 Contact Person for Proposals: Title: Chief Estimator E -Mail Address: Business Telephone Is your business: (check one) ❑ NON PROFIT CORPORATION Is your business: (check one) ® CORPORATION ❑ INDIVIDUAL ❑ PARTNERSHIP Business Fax: 626-960-3809 ® FOR PROFIT CORPORATION ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ UNINCORPORATED ASSOCIATION Names & Titles of Corporate Board Members 49 (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title Phone President Secreta Federal Tax Identification Number: 95-4245898 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: 50 M A R T P O S A L A N D S P S I N C Background and Project Summary Section Mariposa has thoroughly reviewed the RFP package and the Scope of Work. We have examined all the locations in the city as listed in the RFP package. With our years of experience in performing similar contracts with other public agencies and having experienced staff we are confident that we can provide outstanding services per the scope of work and specifications. 4q1a 15529 ARROW HIGHWAY, IRWINDALE, CA 91706 CA. LANDSCAPE CONTRACTORS LICENSE NO. 592268 TEL. 626 . 960.0196 FAX 626.960.8477 M A R 1 P O S A L A N D S C A P E S I N C Methodology Parks 1. Staffing Plan: Number of Job Titles Responsibilities Hours/ Employees Week 4 Laborers The laborers assigned to this contract will be responsible for all 160 routine tasks. Including, shrub pruning, edging, weed removal, litter control, raking, ground cover pruning, sweeping, and chemical detailing. 2 Foreperson The forepersons will be responsible for carrying out the weekly 80 schedule. This person will also be responsible for the routine task per the specifications. The Foreman will work with the laborers on a daily bases. 1 Irrigator The Irrigation Technician will be responsible for the monitoring, 24 Technician repairing and irrigation checks on weekly bases. The Technician will be well trained in all aspects of the Calsense systems. Chemical The Chemical Applicator will be responsible for control of weeds, 24 1 Applicators insects, rodents, post and pre -emergent applications on a daily bases. 5 Mow Crew The mow crew is made up of 1- Foreman and 4- laborers. They 200 will be responsible for the mowing and edging of all the turf in the park. Periodic The periodic labor will be used for additional help for pruning, 1200 5 Labor turf aerations and renovations fertilize applications and mulch hrs. per installation. We may also dispatch equipment operators as year necessary. Also, these people may be dispatched in case of an emergency or unusual circumstance. 2. Operational Plan: All the workers will arrive at our Santa Ana office/yard at 6:00am. There will be 2 full time crews performing the routine trimming, weeding and other work per specifications. There will be 1- Part Time irrigator Monday thru Friday. One Part Time Chemical applicator will also be on site. There will also be a 5 person mow crew performing all the mowing, edging and cleanup. Additional help will be available as needed. Our Supervisor is the main contact for Mariposa and will act as liaison to the City of Costa Mesa. This person is of the utmost 15529 ARROW HIGHWAY, IRWINDALE, CA 91706 CA. LANDSCAPE CONTRACTORS LICENSE NO. 592268 TEL. 626 . 960 . 0196 FAX 626 . 960 . 8477 importance to us because they insure our quality control. In addition, they are responsible for dispatching equipment, providing supplies and insuring that all work operations are performed safely and within the guidelines of the contract. The Supervisor is equipped with a cellular phone and radio communications. The foreman's will also have radios and phones. In a moments notice we can respond to scheduling glitches or emergency situations. We can respond to any call related to performance within one hour. We support a full staff of mechanics within thirty minutes of the City. And we have a great depth of back-up equipment that allows us, for the most part, to stay very consistent within our schedule. Our office is open for communication at 5:30 am to 4:30 pm Monday through Friday. And we have 24-hour answering service after hours, with on call staff to address emergency call outs. 3. Vehicles, Equipment, and Materials Regular Vehicles & Equipment: Periodic Vehicles & Equipment: Materials: 2-3/4 Ton Ext. Cab Trucks 1-200 Gal. Tank sprayer Fertilizers 1- Medium Duty Ext. Cab Trucks 1-3/4 Ton Truck Dimension w/ fertilizer 1- Small Pick-up Trucks 1 -Med Duty Ext. Cab Truck Glyphosate Pro liquid 2-72" Ride On Mowers 1 -Kubota w/ attachments Growth Regulator 1-21" Mower 2-Verticutters Gopher Bait 3- Trailers 2- Aerators Pre -emergent 3 -Blowers 1- Bagger Mowers Mulch 2 -Edgers To be determined Trash bags 3 -Line trimmers all aspects of maintenance operations. 2 -Hedge trimmers Will have experience in Calsense systems. Misc. Hand Pruners, and Tools Periodic Employees to be 4. Supervision Position Name Experience Contractor's Representative: 20 Years in the landscape industry. Regional Manager 21 Years in the landscape industry. Foreman's: To be determined Will have minimum 7 years experience in all aspects of maintenance operations. Laborers To be determined Will have minimum 2 years experience in all aspects of maintenance operations. Irrigation Technician To be determined Will have minimum 7 years experience in all aspects of maintenance operations. Will have experience in Calsense systems. Others: Periodic Employees to be used as needed. Sports Parks 1. Staffing Plan Number of Job Titles Responsibilities Hours/ Employees Week 1 Laborer The laborer assigned to this contract will be responsible for all 40 routine tasks. Including, shrub pruning, edging, weed removal, litter control, raking, ground cover pruning, sweeping, and chemical detailing. 1 Foreperson The foreperson will be responsible for carrying out the weekly 40 schedule. This person will also be responsible for the routine task per the specifications. The Foreman will work with the laborers on a daily bases. 1 Irrigator The Irrigation Technician will be responsible for the monitoring, 16 Technician repairing and irrigation checks on weekly bases. The Technician will be well trained in all aspects of the Calsense systems. 1 Chemical The Chemical Applicator will be responsible for control of weeds, 16 Applicator insects, rodents, post and pre -emergent applications on a daily bases. 4 Mow Crew The mow crew is made up of 1- Foreman and 4- laborers. They 64 will be responsible for the mowing and edging of all the turf in the park. Periodic The periodic labor will be used for additional help for pruning, 1100 5 Labor turf aerations and renovations fertilize applications and mulch hrs. per installation. We may also dispatch equipment operators as year necessary. Also, these people may be dispatched in case of an emergency or unusual circumstance. 2. Operational Plan All the workers will arrive at our Santa Ana office/yard at 6:00am. There will be 1 full time crew performing the routine trimming, weeding and other work per specifications. There will be 1- Part Time irrigator Monday thru Friday. One Part Time Chemical applicator will also be on site. There will also be a 4 person mow crew performing all the mowing, edging and cleanup. Additional help will be available as needed. Our Supervisor is the main contact for Mariposa and will act as liaison to the City of Costa Mesa. This person is of the utmost importance to us because they insure our quality control. In addition, they are responsible for dispatching equipment, providing supplies and insuring that all work operations are performed safely and within the guidelines of the contract. The Supervisor is equipped with a cellular phone and radio communications. The foreman's will also have radios and phones. In a moments notice we can respond to scheduling glitches or emergency situations. We can respond to any call related to performance within one hour. We support a full staff of mechanics within thirty minutes of the City. And we have a great depth of back-up equipment that allows us, for the most part, to stay very consistent within our schedule. Our office is open for communication at 5:30 am to 4:30 pm Monday through Friday. And we have 24-hour answering service after hours, with on call staff to address emergency call outs. 3. Vehicles, Equipment, And Materials Regular Vehicles & Equipment: Periodic Vehicles & Equipment: Materials: 1-3/4 Ton Ext. Cab Truck 1-200 Gal. Tank sprayer Fertilizers 1- Medium Duty Ext. Cab Truck 1-3/4 Ton Truck Dimension w/ fertilizer 1- Small Pick-up Truck 1 -Med Duty Ext. Cab Truck Glyphosate Pro liquid 2-72" Ride On Mowers 1 -Kubota w/ attachments Growth Regulator 1-72" Reel Mower 2-Verticutters Gopher Bait 1-21" Mower 2- Aerators Pre -emergents 2- Trailers 1- Bagger Mowers Mulch 2 -Blowers To be determined Trash bags 1 -Edgers all aspects of maintenance operations. 1 -Line trimmers To be determined Will have minimum 7 years experience in 1 -Hedge trimmers all aspects of maintenance operations. Misc. Hand Pruners, and Tools Will have experience in Calsense systems. 4. Supervision Position Name Experience Contractor's 20 Years in the landscape industry. Contract Representative: Regional Manager 21 Years in the landscape industry. Foreman's: To be determined Will have minimum 7 years experience in all aspects of maintenance operations. Laborers To be determined Will have minimum 2 years experience in all aspects of maintenance operations. Irrigation To be determined Will have minimum 7 years experience in Technician all aspects of maintenance operations. Will have experience in Calsense systems. Others: Periodic Employees to be used as needed. Facilities 1. Staffing Plan Number of Job Titles Responsibilities Hours/ Employees Week 1 Foreperson The foreperson will be responsible for carrying out the weekly 16 schedule. This person will also be responsible for the routine task per the specifications. The foreperson will work with the laborers. 1 Laborer The laborer assigned to this contract will be responsible for all 16 routine tasks. Including, shrub pruning, edging, weed removal, litter control, raking, ground cover pruning, sweeping, mowing & edging and chemical detailing. 1 Irrigator The Irrigation Technician will be responsible for the monitoring, 8 Technician repairing and irrigation checks on weekly bases. The Technician will be well trained in all aspects of the Calsense systems. 1 Chemical The Chemical Applicator will be responsible for control of weeds, As Applicator insects, rodents, post and pre -emergent applications on a daily needed bases. As needed Periodic The periodic labor(s) will be used for additional help for pruning, As Labor turf aerations and renovations fertilize applications and mulch needed installation. We may also dispatch equipment operators as necessary. Also, these people may be dispatched in case of an emergency or unusual circumstance. 2. Operational Plan All the workers will arrive at our Santa Ana office/yard at 6:OOam. There will be a 2 man crew, two days per week performing the routine trimming, weeding, mowing, edging and other work per specifications. There will be 1 part-time irrigator. One part-time chemical applicator will be available on an as -needed basis. Additional help will be available as needed. Our supervisor will be the main contact for Mariposa and will act as liaison to the City of Costa Mesa. This person is of the utmost importance to us because they insure our quality control. In addition, they are responsible for dispatching equipment, providing supplies and insuring that all work operations are performed safely and within the guidelines of the contract. The supervisor is equipped with a cellular phone and radio communications. The foreperson will also have radio and phone. In a moments notice we can respond to scheduling glitches or emergency situations. We can respond to any call related to performance within one hour. We support a full staff of mechanics within thirty minutes of the City. And we have a great depth of back-up equipment that allows us, for the most part, to stay consistent within our schedule. Our office is open for communication at 5:30 am to 4:30 pm Monday through Friday. And we have 24-hour answering service after hours, with on call staff to address emergency call outs. 3. Vehicles, Equipment, And Materials Regular Vehicles & Equipment: Periodic Vehicles & Equipment: Materials: 1-3/4 Ton Ext. Cab Truck 1-200 Gal. Tank sprayer Fertilizers 1- Small Pick-up Truck 1-3/4 Ton Truck Dimension w/ fertilizer 1-50" Ride On Mower 1 -Med Duty Ext. Cab Truck Glyphosate Pro liquid 1-21" Mower 1-Verticutters Growth Regulator 1- Trailers 1- Aerators Gopher Bait 1 -Blowers 1- Bagger Mowers Pre -emergents 1 -Edgers Mulch 1 -Line trimmers To be determined Trash bags 1 -Hedge trimmers all aspects of maintenance operations. Misc. Hand Pruners, and Tools To be determined Will have minimum 7 years experience in 4. Supervision Position Name Experience Contractor's 20 Years in the landscape industry. Contract Representative: Regional Manager 21 Years in the landscape industry. Foreman's: To be determined Will have minimum 7 years experience in all aspects of maintenance operations. Laborers To be determined Will have minimum 2 years experience in all aspects of maintenance operations. Irrigation To be determined Will have minimum 7 years experience in Technician all aspects of maintenance operations. Will have experience in Calsense systems. Others: Periodic Employees to be used as needed. Fire Stations 1. Staffing Plan Number of Job Titles Responsibilities Hours/ Employees Week 1 Foreperson The foreperson will be responsible for carrying out the weekly 8 schedule. This person will also be responsible for the routine task per the specifications. The foreperson will work with the laborers. 1 Laborer The laborer assigned to this contract will be responsible for all 8 routine tasks. Including, shrub pruning, edging, weed removal, litter control, raking, ground cover pruning, sweeping, mowing & edging and chemical detailing. 1 Irrigator The Irrigation Technician will be responsible for the monitoring, 8 Technician repairing and irrigation checks on weekly bases. The Technician will be well trained in all aspects of the Calsense systems. 1 Chemical The Chemical Applicator will be responsible for control of weeds, As Applicator insects, rodents, post and pre -emergent applications on a daily needed bases. As needed Periodic The periodic labor(s) will be used for additional help for pruning, As Labor turf aerations and renovations fertilize applications and mulch needed installation. We may also dispatch equipment operators as necessary. Also, these people may be dispatched in case of an emergency or unusual circumstance. 2. Operational Plan All the workers will arrive at our Santa Ana office/yard at 6:OOam. There will be a 2 man crew, one day per week performing the routine trimming, weeding, mowing, edging and other work per specifications. There will be 1 part-time irrigator. One part-time chemical applicator will be available on an as -needed basis. Additional help will be available as needed. Our supervisor will be the main contact for Mariposa and will act as liaison to the City of Costa Mesa. This person is of the utmost importance to us because they insure our quality control. In addition, they are responsible for dispatching equipment, providing supplies and insuring that all work operations are performed safely and within the guidelines of the contract. The supervisor is equipped with a cellular phone and radio communications. The foreperson will also have radio and phone. In a moments notice we can respond to scheduling glitches or emergency situations. We can respond to any call related to performance within one hour. We support a full staff of mechanics within thirty minutes of the City. And we have a great depth of back-up equipment that allows us, for the most part, to stay consistent within our schedule. Our office is open for communication at 5:30 am to 4:30 pm Monday through Friday. And we have 24-hour answering service after hours, with on call staff to address emergency call outs. 3. Vehicles, Equipment, And Materials Regular Vehicles & Equipment: Periodic Vehicles & Equipment: Materials: 1-3/4 Ton Ext. Cab Truck 1-200 Gal. Tank sprayer Fertilizers 1- Small Pick-up Truck 1-3/4 Ton Truck Dimension w/ fertilizer 1-36" Ride On Mower 1 -Med Duty Ext. Cab Truck Glyphosate Pro liquid 1-21" Mower 1-Verticutters Growth Regulator 1- Trailers 1- Aerators Gopher Bait 1 -Blowers 1- Bagger Mowers Pre -emergents 1 -Edgers Mulch 1 -Line trimmers To be determined Trash bags 1 -Hedge trimmers all aspects of maintenance operations. Misc. Hand Pruners, and Tools To be determined Will have minimum 7 years experience in 4. Supervision Position Name Experience Contractor's 20 Years in the landscape industry. Contract Representative: Regional Manager 21 Years in the landscape industry. Foreman's: To be determined Will have minimum 7 years experience in all aspects of maintenance operations. Laborers To be determined Will have minimum 2 years experience in all aspects of maintenance operations. Irrigation To be determined Will have minimum 7 years experience in Technician all aspects of maintenance operations. Will have experience in Calsense systems. Others: Periodic Employees to be used as needed. Medians & Parkways 1. Staffing Plan Number of Job Titles Responsibilities Hours/ Employees Week 1 Foreperson The foreperson will be responsible for carrying out the weekly 40 schedule. This person will also be responsible for the routine task per the specifications. The foreperson will work with the laborers. 1 Laborer The laborer assigned to this contract will be responsible for all 40 routine tasks. Including, shrub pruning, edging, weed removal, litter control, raking, ground cover pruning, sweeping and chemical detailing. 1 Irrigator The Irrigation Technician will be responsible for the monitoring, 16 Technician repairing and irrigation checks on weekly bases. The Technician will be well trained in all aspects of the Calsense systems. 5 Mow Crew The mow crew is made up of a foreman and 4 laborers. They will 80 be responsible for the mowing, edging, detailing and cleaning up of all the turf in the medians, parkways and other turf areas. 1 Chemical The Chemical Applicator will be responsible for control of weeds, As Applicator insects, rodents, post and pre -emergent applications on a daily needed bases. 5 Periodic The periodic labor(s) will be used for additional help for pruning, As Labor turf aerations and renovations fertilize applications and mulch needed installation. We may also dispatch equipment operators as necessary. Also, these people may be dispatched in case of an emergency or unusual circumstance. 2. Operational Plan All the workers will arrive at our Santa Ana office/yard at 6:OOam. There will be a 2 man crew, daily to perform the routine trimming, weeding and other work per specifications. There will also be a 5 -man mow crew to perform all mowing tasks. And 1 part-time irrigator will perform all irrigations responsibilities, two days per week. One part-time chemical applicator will be available on an as -needed basis. Additional help will be available as needed. Our supervisor will be the main contact for Mariposa and will act as liaison to the City of Costa Mesa. This person is of the utmost importance to us because they insure our quality control. In addition, they are responsible for dispatching equipment, providing supplies and insuring that all work operations are performed safely and within the guidelines of the contract. The supervisor is equipped with a cellular phone and radio communications. The foreperson will also have radio and phone. In a moments notice we can respond to scheduling glitches or emergency situations. We can respond to any call related to performance within one hour. We support a full staff of mechanics within thirty minutes of the City. And we have a great depth of back-up equipment that allows us, for the most part, to stay consistent within our schedule. Our office is open for communication at 5:30 am to 4:30 pm Monday through Friday. And we have 24-hour answering service after hours, with on call staff to address emergency call outs. 3. Vehicles, Equipment, And Materials Regular Vehicles & Equipment: Periodic Vehicles & Equipment: Materials: 1-3/4 Ton Ext. Cab Truck 1-200 Gal. Tank sprayer Fertilizer 1-3/4 Ton Truck 1-3/4 Ton Truck Dimension w/ fertilizer 1- Small Pick-up Truck 1-3/4 Ton Ext. Cab Truck Glyphosate Pro liquid 1-36" Ride On Mower 2-Verticutters Growth Regulator 1-21" Mower 2 -Aerator Gopher Bait 1-72" Trailers 1 -Arrow Board Pre -emergent 1 -Blower 1-50" Bagger Mower Mulch 1 -Edger 1 -Blower Trash bags 1 -Line trimmer 1 -Line trimmer all aspects of maintenance operations. 2 -Hedge trimmers To be determined Will have minimum 7 years experience in Misc. Hand Pruners, and Tools all aspects of maintenance operations. 4. Supervision Position Name Experience Contractor's 20 Years in the landscape industry. Contract Representative: Regional Manager 21 Years in the landscape industry. Foreman's: To be determined Will have minimum 7 years experience in all aspects of maintenance operations. Laborers To be determined Will have minimum 2 years experience in all aspects of maintenance operations. Irrigation To be determined Will have minimum 7 years experience in Technician all aspects of maintenance operations. Will have experience in Calsense systems. Others: Periodic Employees to be used as needed. M A R 1 F 0 S A L A N D S C A P S I N C Staffing Mariposa has experienced dedicated professionals who make up the management and supervisory team. The combination of qualified, dedicated management and well- trained workers enables us to provide quality services in landscape installation, maintenance and tree care. Landscape Maintenance Supervisor The supervisor will handle all project management tasks. This includes documenting and communicating work reports with the Foremen and reporting any hazardous conditions. The supervisor will work directly with the city's representative. He will be on the job 40 hours per week. Resume 0 20 years' experience in landscape maintenance o Currently the Main manager for the Orange County area o Qualified Applicator License: ■ Category B, C o Certified Landscape Technician: ■ Ornamental Maintenance ■ Turf Maintenance o Certificate — Irrigation Design o Certificate — Irrigation Troubleshooting o CVAG Overseeding Certificate o No legal relationship with the contractor 4(Sla 15529 ARROW HIGHWAY, IRWINDALE, CA 91706 CA. LANDSCAPE CONTRACTORS LICENSE NO. 592268 TEL. 626. 960. 0196 FAX 626. 960 • 8477 M A R 1 P O S A L A N D S C A P E S I N C Qualifications Key Staff: See Staffing page Capability: Company History In 1977, established Mariposa Landscapes in Rosemead, California, by providing landscape maintenance and installation for custom residential and small commercial clients. After five years, he created the Public Works Maintenance Division, in 1989 the Public Works Installation Division was added, and in 1999, a Tree Care Division was formed. In 1989 he established EI Nativo Growers Inc., a nursery that specializes in native and drought resistant plant material that is native to California, Australia, and the Mediterranean. The nursery is located in Somis, California. Mariposa Landscapes reincorporated in 1989 as Mariposa Horticultural Enterprises, Inc. In 2009, the company changed their business name back to Mariposa Landscapes, Inc. The company currently has a workforce of over 400 in California and Arizona. A brief chronology: • 1977 —The Company is established in Rosemead, California. • 1982 —The Public Works Maintenance Division is formed. • 1989 —The Public Works Installation Division is added. • 1990 —Relocates to our current facilities in Irwindale, CA. • 1999 —Expands operations by opening a branch in Fontana, CA. • 1999 —The Tree Care Division is started. • 2000 —Expands into servicing the Ventura and Oxnard areas. • 2003 —Establishes an office in Glendale, Arizona. • 2006 —The company starts the process of supplementing its workforce, by hiring foreign workers through a unique Guest Worker program through the U.S. Department of Labor. • 2009 —Changed business name back to Mariposa Landscapes, Inc. 15529 ARROW HIGHWAY, IRWINDALE, CA 91706 CA. LANDSCAPE CONTRACTORS LICENSE NO. 592268 TEL. 626. 960 •0196 FAX 626. 960. 8477 Goods and Services Landscape Construction • Site Preparation, Demolition, Grading and Drainage. • Irrigation Systems Installation, Repairs & Upgrades. • Computerized Irrigation Central Control Systems. • Irrigation Pump Installation. • Native Plant Restoration and Habitat Rehabilitation. • Hydro seeding, Sod planting. • Tree, Shrub, & Ground -cover planting. Hardscape Construction • Concrete Poured -in -Place, Reinforced, Stamped and Seat Walls. • Flagstone, Tile, Masonry and Block Walls. • Drainage and Overhead Construction. • Water Feature Pond Installation & Repair. • Monuments and Signage. • Low Voltage Lighting Design and Installation. Landscape Maintenance • Private, Commercial, and Public Works. • Homeowner Associations • Large Scale Mowing Operations • Chemical, Mechanical, and Manual Weed Control. • Landscape Pest Control. • Year-round Fertilization Application. • Preparation of Requests for Proposal. • On-site Estimates • Parking Lot Sweeping Tree Care • On-site Diagnosis and Tree Work Recommendation. • Consultative Services with Certified Arborists. • Development of Long-term Tree Care Programs. • Large-scale Tree Trimming Removal. • Diagnosis and Treatment of Tree Diseases and Pest Problems. • Stump Grinding and Disposal of Trimmings. Indoor Plantscape Service • Take-over Existing Maintenance • Guarantee Weekly Service • Custom design and installations • Blooming Plant Program (Orchids, Bromeliads, Kalanchoes and Azaleas) • Pest management • Seasonal Poinsettias • Self-imposed Photos References: Client Name: Project Description: Project Start Date: Project End Date: Project Manager: Telephone: Email: I Client Name: Project Description: Project Start Date: Project End Date: Project Manager: Telephone: Email: Client Name: Project Description Project Start Date: Project End Date: Project Manager: Telephone: Email: City of Baldwin Park Landscape maintenance of 18 acres 1999 Ongoing - Field Supervisor 626-224-0100 City of Rancho Cucamonga Landscape Maintenance of 68 acres 1989 Ongoing Supervisor City of West Covina Medians and Parkways throughout the city December 2004 Ongoing Client Testimonials: "Since 1988, Mariposa Horticultural Enterprises has performed complete landscape maintenance of the most highly visible landscapes within this City. Among those highly visible streetscapes is the Haven Median, the median from the city limit to city limit passing our Civic Center. Mariposa has consistently maintained that median in a safe and attractive condition." Maintenance Supervisor City of Rancho Cucamonga 'Your staff has been most cooperative in responding to our needs in a timely manner. I especially want to express our appreciation for helping us get through the drought. Your staff worked hard to meet our water reduction goals while keeping all the sites aesthetically pleasing. The facilities maintained by your company are the sites the citizens of Glendale can be proud of." Senior Park Services Supervisor City of Glendale On behalf of the staff here at Burbank Water and Power, I would like to take this opportunity to thank Mariposa Horticultural, Inc. for the outstanding work and expertise provided to date on our extensive landscape project. From our initial meeting, your company representatives displayed a proactive style in which it is quite evident that customer service is your company's number one goal. The crews at the site are conscientious, courteous and do great work. Already, we have received numerous comments on the wonderful new look the project is creating. The same can be said for the landscape maintenance services your company provided over the years for Burbank Water and Power's campus and satellite facilities. City of Burbank, Water and Power City of Irwindale — Irwindale Boulevard - jig Nt • .t S•., hta 7"• `. r ',.. �1! ate. -' • { ��-_ .. City of Montclair Police Department M A R 1 P O S A L A N D S C A P E S I N C Financial Capacity Mariposa has been capable of meeting all financial obligations for over 30 years. There has been recent growth in the down economy for the company, including new locations in Santa Ana and Palm Desert. Mariposa is capable to commence and complete this landscape maintenance project. Please see the attached Financial Statement for 2011. 15529 ARROW HIGHWAY, IRWINDALE, CA 91706 CA. LANDSCAPE CONTRACTORS LICENSE NO, 592268 TEL. 626. 960. 0196 FAX 626 • 960. 8477 PRICE PROPOSAL SUMMARY FORM Proposer is to complete detailed pricing sheets (which follow) and write in 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, quality, and quantities of work to be performed, materials to be furnished 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, herbicides, 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 Facilities $ 5/ 49E 00 $ q 1, 82d DCS #2 Fire Stations I $ I 'gC15 . ()O I $ J 23,qLlv.oC) 72 #3 Medians and Parkways Parks #4 #5 Sports Turf #6 Misc. Items $ 2y►09-1.1)�p 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. Mariposa Landscapes, Inc Bidder Name (Person, Firm, Corp.) Signature of Authorized Representative 15529 Arrow Highway Address Name of Authorized Representative Irwindale, CA 91706 Secretary City, State, Zip Code Title of Authorized Representative 73 $ 1U,092 -DD $ 1 C413, to 14 -0O $ ! CJI 14�5q -105 $ -101 V5 to $ 2y►09-1.1)�p $ '2qb 1Laq.1 N/A N/A $ qq ►�I�g . $1, i(i 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. Mariposa Landscapes, Inc Bidder Name (Person, Firm, Corp.) Signature of Authorized Representative 15529 Arrow Highway Address Name of Authorized Representative Irwindale, CA 91706 Secretary City, State, Zip Code Title of Authorized Representative 73 Site # FAC#1 FAC#2 FAC#3 BIDDER'S NAME Mariposa Landscapes, Inc. DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FACILITIES SERVICE AREAS Site Name Monthly Price Annual Price Civic Center 77 Fair Drive 3.13 Acres Turf 15,750 Sq. Ft. Planters Subtotal for FAC#1 Corporation Yard 2310 Placentia Avenue 10,517 Sq. Ft. Turf 14,708 Sq. Ft. Planters Subtotal for FAC#2 Costa Mesa Senior Center 695 W. 19th Street 15,142 Sq. Ft. Turf 19,659 Sq. Ft. Planters $1,230.00 $ 506.00 $1,736.00 $ 14,760.00 $ 6,072.00 $ 20,832.00 $ 1,260.00 $ 5,700.00 $ 125.00 $ 1,500.00 $ 631.00 $7,572.00 Subtotal FAC#3 $ 756.00 $ 9,072.00 FAC#4 Mesa Verde Library 2969 Mesa Verde Drive East 0.22 Acres Turf $ 81.00 $ 972.00 8,600 Sq. Ft. Planters $ 276.00 $ 3,312.00 Subtotal FAC#4 $ 357.00 $ 4,284.00 FAC#5 Westside Substation 567 W. 18th Street 2,170 Sq. Ft. Turf $21.00 $ 252.00 975 Sq. Ft. Planters $ 35.00 420.00 $ Subtotal FAC#5 $ 56.00 $ 672.00 TOTAL DETAILED PRICING (FAC#1 — FAC#5) $ 3,485.00 $ 41,820.00 (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. FIRE STATIONS Site # FS#1 FS#2 FS#3 BIDDER'S NAME Mariposa Landscapes, Inc. 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 Park Avenue Fire Station 1865 Park Avenue 8,805 Sq. Ft. Turf 3,016 Sq. Ft. Planters $149.00 $ 1,788.00 $240.00 $ 2,880.00 $389.00 $ 4,668.00 $44.00 $ 528.00 $40.00 $ 480.00 $ s4 nn $ 1.008.00 $195.00 $ 2,340.00 $235.00 $ 2,820.00 Subtotal for FS#3 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 $ 430.00 $ 5,160.00 $298.00 $ 3,576.00 $ 330.00 $ 384.00 $ 3,960.00 $ 84.00 $ 1,008.00 $ 42.00 $ 504.00 $126.00 $ 1,512.00 $128.00 $ 1,536.00 $ 508.00 $ 6,096.00 $ 636.00 $ 7,632.00 $1,995.00 $ 23,940.00 TOTAL DETAILED PRICING (FS#1-FS#6) $1,995.00 $ 23,940.00 (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. MEDIANS AND PARKWAYS, BIDDER'S NAME Mariposa Landscapes, Inc. DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR MEDIANS AND PARKWAYS SERVICE AREAS Site # Site Name M#1 16th/Pomona/Superior Avenue 1,250 Hardscape M#2 E. 17th Street Median at Fullerton 1,470 Sq. Ft. Turf M#3 E. 17th Street (Between Orange Ave. & Santa Ana) 1,750 Median Planters 250 Parkway Planter 7,500 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 19th St) Monthly Price $ 5.00 $ 2200. Annual Price $ 60.00 $ 264.00 $ 26.00 $ 312.00 $ 4.00 $ 48.00 $ 31.00 $ 372.00 $ 61.00 $ 732.00 $ 8.00 $ 96.00 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 Subtotal for M#7 M#8 W. 19th Street Parkway at Whittier 2,870 Sq. Ft. Turf $18.00 $130.00 $193.00 $ 89.00 $ 6.00 $ 288.00 $ 43.00 216.00 $ 1,392.00 $ 168.00 $ 1 ,rn nn $ 2,316.00 $ 1,068.00 $ 72.00 $ 3,456.00 $ 516.00 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 Monthly Price Annual Price $ 324.00 $ 3,888.00 f21.00 $ 252.00 $ 2.00 $ 24.00 $ 347.00 $ 4,164.00 $ 336.00 $ 21.00 $ 2.00 $ 359.00 $ 4,032.00 $ 252.00 $ 24.00 $ 4,308.00 $226.00 $ 2,712.00 $ 22.00 $ 264.00 $ $ 2.976.00 $7.00 $ 84.00 M#13 Baker Street Parkway (Babb to Fairview) 4,583 Sq. Ft. Planters $68.00 $ 816.00 M#14 Baker Street Median (At 73 Freeway Overpass) 4,200 Sq. Ft. Hardscape $ 18.00 $ 216.00 M#15 Baker Street Median (At 55 Freeway Overpass) 1,137 Sq. Ft. Hardscape $ 5.00 $ 60.00 M#16 Bear Street Median (At Metro Pointe) 0.10 Acres Turf $ 65.00 M#17 Bear Street Parkways (At Yukon) 15,075 Sq. Ft. Planters $ 224.00 $ 780.00 $ 2,688.00 Site # Site Name Monthly Price M#18 Bristol Street Medians (Baker to Sunflower) 0.32 Acres Turf $ 207.00 14,942 Sq. Ft. Hardscape $63.00 Subtotal for M#18 $ 270.00 M#19 Bristol Street Medians (At 55 Freeway Overpass) 11,672 Sq. Ft. Hardscape $49.00 M#20 Bristol Street Medians (At 73 Freeway Overpass) 4,134 Sq. Ft. Hardscape $ 17.00 M#21 Bristol/405 Freeway Entrance (Triangle shaped hardscape located Southbound Bristol [Westside] at 405 freeway entrance $17.00 M#22 California Street Median (Iowa to Alaska) 3,809 Sq. Ft. Turf $57.00 M#23 Canyon Drive Parkway (Sea Bluff to Victoria) Annual Price $ 2,484.00 $ 756.00 $ 3,240.00 $ 588.00 $ 204.00 204.00 $ 684.00 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 14,50OSq. Ft. Slope Subtotal for M#28 Site # Site Name $ 18.00 $ 216.00 $125.00 T $ 925.00 $ 27.00 $ 906.00 $ 25.00 100.00 -$36.00- $1,067.00 36.00$1,067.00 Monthly Price $ 1,500.00 T $ 11,100.00 $ 324.00 $ 10, 872.00 $ 300.00 $ 1,200.00 $ 432.00 $ 12,804.00 Annual Price 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 19th 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) 29,10OHardscape M#33 Loren Lane/Watson Avenue (Hardscape & Tree Wells North of Baker Street) 2,600 Sq. Ft. $ 53.00 $ 4.00 $ 57.00 $ 636.00 $ 48.00 $ 684.00 $ 10.00 $ 120.00 $ 777.00 $ 9,324.00 $ 217.00 $ 2,604.00 $ 994.00 $ 11, 928.00 $ 122.00 $ 1,464.00 $ 11.00 $ 132.00 M#34 Merrimac Way Parkway Easement (Across from Orange Coast College) 19,600 Sq. Ft. $ 291.00 $ 3,492.00 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 $175.00 $ 2,100.00 $ 29.00 $ 348.00 $ 204.00 $1,145.00 $ 6.00 $1,151.00 M#37 Mesa Verde Drive East Medians (Harbor Blvd. to Adams Ave.) 1,062 Sq. Ft. Turf $16.00 930 Sq. Ft. Hardscape $ 4.00 Subtotal for M#37 $20.00 Site # Site Name M#38 Newport Blvd. Drainage Swale $ 2,448.00 $ 13,740.00 $ 72.00 Oh $ 192.00 $ 48.00 $ 240.00 Monthly Price Annual Price (17th Street to 18th Street) 1,000 Sq. Ft. M#39 Newport Blvd Parkways & Medians (Industrial to 19th Street) 0.51 Acres Turf 2.42 Acres Planters 10,643 Sq. Ft. Hardscape Subtotal for M#39 $ 4.00 $ 330.00 $1,564.00 $ 45.00 $ 1,939.00 M#40 Newport Blvd. Cal Trans Easements (19th Street to Bristol Street both sides) Easements $1,126.00 M#41 Peterson Way Median (At Harbor Blvd) 434 Sq. Hardscape $ 2.00 M#42 Redhill Median (At Airport Loop) 7,780 Sq. Ft. Turf $116.00 3,000 Sq. Ft. Hardscape $13.00 Subtotal for M#42 $ ioa nn M#43 Red Hill Slope $ 48.00 $ 3,960.00 $ 18,768.00 $ 540.00 $ 23,268.00 $ 13,512.00 $ 24.00 $ 1,392.00 $ 156.00 1,548.00 (At Airport Loop & Pullman) 1.92 Acres Slope $ 205.00 2,460.00 $ M#44 Sakioka Drive Medians (Sunflower to Anton) 0.13 Acres Turf $ 84.00 $ 1,008.00 1,980 Sq. Ft. Hardscape $ 9.00 $ 108.00 Subtotal for M#44 93.00 $ 1,116.00 M#45 South Coast Drive Medians (Harbor Blvd. To Bear Street) 0.66 Acres Turf $ 427.00 $ 5,124.00 1,590 Sq. Ft. Hardscape $700 $ 84.00 Subtotal for M#45 434.00 5,208.00 M#46 Sunflower Avenue Parkways (At Smalley Road) 0.62 Acres Planters $401.00 $ 4,812.00 M#47 Sunflower Medians (Harbor to Main) 0.53 Acres Turf $ 343.00 $ 4,116.00 0.41 Acres Hardscape $ 75.00 $ 900.00 Subtotal for M#47 418.00 $ 5,016.00 Site # Site Name Monthly Price Annual Price M#48 Susan Street Medians (1-405 Off -Ramp to Sunflower Avenue 0.17 Acres Turf $110.00 $ 1,320.00 7,720 Sq. Ft. Hardscape $ 33.00 $ 396.00 Subtotal for M#48 $143.00 $ 1,716.00 M#49 Tanager Drive Parkways $ $ 22,000Sq. Ft. Planters $323.00 $ 3,876.00 Subtotal for M#49 $ 323.00 $ 3,876.00 M#50 Victoria Street Parkways & Medians (Harbor Blvd. To Canyon) 5.01 Acres Planters $246.00 $ 2,952.00 0.38 Acres Turf $ 3,238.00 $ 38,856.00 3,324 Sq. Ft. Hardscape $14.00 $ 168.00 Subtotal for M#50 $3,498.00 $ 41,976.00 TOTAL DETAILED PRICING FOR M#1 THROUGH M#50 $16,092.00 $ 193,104.00 (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 accuracy of measurements. Contractor shall independently verify all quantities. PARKS BIDDER'S NAME Mariposa Landscapes, Inc. 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 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 Monthly Price $ 304.31 $ 407.15 Annual Price $ 3,651.72 $ 4,885.80 $ 946.53 $ 11, 358.36 $ 0.58 $ 6.96 $ 947.11 $ 11, 365.32 $ 545.67 $ 6,548.04 3,100 Sq. Ft. Turf 1,900 Sq. Ft. Planters Subtotal for P#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 $ 14.94 $ 1279.28 $9.15 109.80 A. $419.74 $ 5,036.88 $ 50.00 $ 600.00 $ 944.42 $ 12,836.28 $ 5,636.88 $ 1,503.24 Site # Site Name Monthly Price P#8 Fairview Park 2501 Placentia Avenue 11.34 Acres Turf $2,379.95 60.00 Acres Riparian Habitat $ 12, 592.32 100.00 Acres Fairview Bluff $ 20,987.21 Sq. Ft. Bridge $ 25.00 Subtotal for P#8 $35,984.48 P#9 Gisler Park 1250 Gisler Avenue 3.37 Acres Turf $ 678.36 18,500 Sq. Ft. Slope area along $ 89.13 Fairview & N of McCormack Avenue Sound Wall Easement on the N side of $ 30.68 Park Subtotal for P#9 $ 798.17 P#10 Harper Park 0.22 Acres Turf $ 46.17 P#11 Heller Park 257 E. 16th Street 1.94 Acres Turf $ 407.15 Sq. Ft. Planters $ — . _ _ Annual Price $ 28,559.40 $ 151,107.84 $ 251,846.52 $ 300.00 $ 431,813.76 $ 8,140.32 $ 1,069.56 $ 368.16 $ 9,578.04 $ 554.04 $ 4,885.80 $ 288.60 Subtotal for P#11 $ $ 5 �y.4D P#12 Jordan Park 2141 Tustin Avenue 1.46 Acres Turf $ $ o�I Sq. Ft. Planters $ �,Z I $ ZU 5 9,2 - Subtotal for P#12 Subtotal $ 32 � • s 8 $ 3, 9 42 to P#13 Ketchum-Libolt Park 2150 Maple Street 2,800 Sq. Ft. Turf $ 13.4 G $ U l 2,900 Sq. Ft. Planters $ $ WI U-4 Subtotal for P#13 $ y $ 32� 52 P#14 Lindbergh Park 22023 rd Street 5.15 Acres Turf $ $Gj'!0 06 P#15 Lions Park 570 W. 18th Street 5.50 Acres Turf $ I, I5 L4 , b o $ I I - la 0 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 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 $ 2q O • 62 $ 3,5-7 b- 2� - $ 2C �-� $ 358, u y ' 32-1..59 3,cf3y• (o8 $ (413-LI5 $ 4,QLo I,LI0 $ 2-22. 1_j'1 $ 2, U U a -1-14 $ '1.23 $ 19 U •-I LO $ $ �i ►�l 1 l • L)b $ $ ub $ L132.99 $ rs, Iqq .1-0 360 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 Subtotal for P#23 $ RU L4 $ OG • -e b $ 1u•us $ 1-3-Uu $ /Di•bQ $ 29P•o6 $ 2"1 U lv X29 •52 $ 2 u1 $ 2 $ 2 CI - V-) $ 3G?) - qui $ 3-) 1 • H -I $ Le y $ HU •25 $ SSS C) t) $ UI'1•-12 $ S', 012• to 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 Subtotal for P#26 P#27 Tewinkle Park 970 Arlington Drive Monthly Price Annual Price $ -S2. Ll Q �) $ U , 21 le I to $ l t -I �1 • $ly $ it19IS. bB $ 3$ s y $ q kpl - y b $ 2. 1 1 $ 3 to - q $ I, UW3. Sel $ j�l,'123- O 22.39 Acres Turf $ $ Li , �.c �i �1 - �3 310 (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 $ $ �Oq - L)b 21 -GOO -00 (Includes trimming of trees in planters inside of TW Bark Park and plants that surround the W 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 Park 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 $ 1►5-u3 $ 1►385.1 (,0 $ -15-00 $ aoo - Uo � �S, 8 y 2� I S � �10 ► I b lD � l l� ► 35S --78 41n,21Pq ..a 20. 4 2LIS.1 b $ 162.s I $ 211gI •bQ $ $ 1 ,"12-q - 3 LA $ 20 + -16,)- . o B $ 3ke. I $ 433- (OR X05. q3 $ 21,18 S - -1 w $ gl3•Ll5 $ Lt,gUl.yL) Site # Site Name P#31 Wimbledon Park 3440 Wimbledon Way 2.75 Acres Turf Sq. Ft. Planters Monthly Price Annual Price $ $ -tea $ ly.q y $ Zg Subtotal for P#31 $ .� Uq $ —1 , l OS - 08 TOTAL DETAILED PRICING FOR P#1 THROUGH P#31 $ $ (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. 0 SPORTS FIELDS BIDDER'S NAME MGM PQQ LofldscqperL. 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 SP#2 Luke Davis Field at Lions Park 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) Monthly Price Annual Price $ 91 cis y .s-( $ UI), Les -L4 .-I?- $ 22.,.-IuS.,52 $ Cl 1 if 1.1 (-a $ y53- k2- $ 2$ U5-1 . 10 $ SP) S . 2b $ 01, C1Lf4-,bc0 � �►c►i3U-32 01 $ L41' lOb-12 � vl� • 52 $ �'t � • 2y 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 lcw • 09 c 3 l 06 $ q,u5Ll �0 $ 2-H,1t3a-1.tAo S3 1 y55 •9s U $ 1c) 6,1 co y ."12 (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. EXTRA WORK BID PRICING BIDDER'S NAME A(Ir i Pu & --i Wndscc{ %I.Y1G. LANDSCAPE MAINTENANCE EXTRA WORK BID FORM LANDSCAPE MAINTENANCE Landscape Sq. Ft. Cost Per Month $ Acre Cost Per Month $ qdu . ou Vegetation Mgt. (mowing) Acre Cost Per Occurrence $ SPORTS TURF MAINTENANCE Turf Sq. Ft. Cost Per Month $ o• U2 Acre Cost Per Month $ ou Ball Field Per Ball Field $ 15 OU (Infield approx. 7,000 Sq. Ft.) EXTRA WORK HOURLY RATES Foreman Laborer REGULAR TIME 40 . Ob $ 30 . oo OVERTIME $ Flo -u0 $ 53 • bo Specialty Personnel Irrigation Tech $ LA p . ub Irrigation Laborer $ a. l)0 Pesticide Applicator $ (45 . bu Special Event Staff $ 35 ob /hr NON SPORTS TURF UNIT COST MAINTENANCE Mowing Cost Per Acre $ -7L3. 5 0 $ (.0-2- $ 1.2 $ U50 -DU 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 $ 3 o b - oo $ 2bo .00 $ 2 -Lo 00 $ 11 q ou $ -15-bo $ 3, 5u3- oo $ (05.60 Cost Per Acre $ 3, div • bo LANDSCAPE MAINTENANCE Edge and Trim Cost Per 1,000 Linear Feet $ X15 ab • Weed and Clean Up Cost Per 1,000 Sq. Ft. $ SU Uo Fertilization Placement Only Cost Per Acre $ yD Fertilization Material Only Cost Per Acre $ 150 • uy Pest Control Cost Per 1,000 Sq. Ft. $ SO • Uy Pruning (Shrubs) Vertical Mulch Trees Vegetation Removal Soil Drench (Trees) Inject (Trees) Cost Per Acre Cost Per 1,000 Sq. Ft. Cost Each Cost Per Acre Cost Each Cost Each $ 100O, 00 2-yv . v u lvS b o $ 1lgoo oO $ S.S. Oct $ 200.00 Irrigation Repairs Cost Per Hour $ 14s- bu Clean Hardscape/Sidewalks Cost Per Sq. Ft. $ d. 10 SPORTS TURF MAINTENANCE Mowing Cost Per Acre $ 3-7,9. 0 0 Trim and Edge Cost Per Linear Foot $ 0• OS Fertilization Placement Only Cost Per Acre $ 2r.,o . vo Fertilization Material Only Cost Per Acre $ I 1 �; . OC) Aerification (with core removal) Cost Per Acre $ q2 -S> .60 Topdressing Cost Per Acre $ 1,500- UU Topdressing Material Only Cost Per Ton $ So•�0 SPORTS TURF MAINTENANCE CONTINUED Thatching (including removal) Cost Per Acre $ '7S0 - bb Weed Control Cost Per 1,000 Sq. Ft. $ 'IS • bo _ Cost Per Acre $ 3 1300 • ob Pruning Shrubs Cost Per 1,000 Sq. Ft. $ 200 • 00 Cost Per Acre $ 's�53Cou - 00 PLANT MATERIAL (Complete pricing including labor and material) Annual Color (4" container) Cost Each $ Perennial Color (4" container) Cost Each $ 3. b b Ground Cover Cost Per Flat $ 22.Db One (1) Gallon Cost Each $ Five (5) Gallon Cost Each $ 2-?- 2Fifteen Fifteen(15) Gallon Cost Each $ 24" Box Tree Cost Each $ 3DO vb 36" Box Tree Cost Each $10(g. �, O Seeded Turf Cost Per Sq. Ft. $ 0-2-9- -zsSodded SoddedTurf Cost Per Sq. Ft. $ 1 • SU Stolonized Turf Cost Per Sq. Ft. $ 2-,00 Hydroseed Cost Per Sq. Ft. $ e.lv MISCELLANEOUS ITEMS Paper Hand Towels Cost Per Case $ 1 t7C� C -Fold Paper Hand Towels Cost Per Case for Balearic Center only Cost Per Case $ 35 . v b Jumbo Toilet Tissue Cost Per Case $ 2 -Ply Toilet Tissue Cost Per Case $ g D u p Trash Can Liners Cost Per Case $ 40,00 American Flags Cost Each $ ;30. o D Playground Sand Cost Per Ton $ c . DD Wood Chips Cost Per Ton $ '7S, d0 D.G. (Decomposed Granite) Cost Per Ton $ bo Mulch Cost Per Ton $ IZ� yo Paint (for Ball Fields) Cost Per Case $ (0 .00 Dog Waste Bags Cost Per Case $ Ste. pO 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 indentified sites. M A O S A L A N D S C A P E S I N C Disclosure Mariposa does not have any past or current business or personal relationships with any current Costa Mesa elected official, appointed official, City employee, or family member or any current Costa Mesa elected official, appointed official, or City employee. <J9 15529 ARROW HIGHWAY, IRWINDALE, CA 91706 CA. LANDSCAPE CONTRACTORS LICENSE NO, 592268 TEL. 626.960.0196 FAX 626.960 . 8477 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"). WITNESSETH: A. WHEREAS, City proposes to have Consultant as described herein below; and B. WHEREAS, 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 perform 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 52 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 indemnify 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 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 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. 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 1 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 this 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. In 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 law and may employ other personnel to perform services contemplated by this Agreement at Consultant's sole cost and expense. 2.0. COMPENSATION 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. 53 2.3. Method of Billing. 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 on 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 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 Completion of Work. The professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. 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 the 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 Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, 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. TERM AND TERMINATION 4.1. "Perm. 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, the 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. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City's written notice of termination. 4.4 Documents. In 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 from Consultant shall be at City's sole risk and without liability or legal expense to Consultant. 54 5.0. INSURANCE 5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain and maintain during the life of this Agreement 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 Two Million Dollars ($2,000,000.00), combined single limits, per occurrence and Five Million Dollars ($5,000,000.00) 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 occurrence 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 under 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 maintained 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. 55 5.4. Certificates of Insurance: Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. 5.5. Non -limiting: Nothing in this Section shall be construed as limiting in any way, 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 purposes 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. Project Managers. City shall designate a Project Manager 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: IF TO CITY: 56 Consultant 12345 Jefferson Rd. Costa Mesa, CA 92626 Tel: 555-555-5555 Fax: 555-555-5555 Attn: City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 Tel: 714-754-5156 Fax: 714-754-5330 Attn: Purchasing 6.5. Drug-free Workplace Policy. 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 conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate 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. Govemin = 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 competent jurisdiction located in Orange County, California. 6.8. 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, "Indemnitees") from and against all claims, suits, 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 engagement 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 indemnity and defense obligations shall apply, and Indemnitees shall be fully indemnified without offset, deduction or contribution, regardless of any negligence or other fault of Indemnitees, or any of them, and whether or not such Indemnitee negligence or other fault caused 57 or contributed to the arising of the Claims. "Claims" as used in this section shall include, without limitation, those for 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 or omissions of any of Consultant's subcontractors, and suppliers, and the employees of any of the foregoing. The Consultant's indemnity and defense obligation under this Section includes, without limitation, any claims, suits, 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 Consultant's 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 indemnity the Consultant may have with respect to the City which may otherwise exist. If 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 an 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 Indemnification. 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 an 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 compensation, 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, 58 losses, and expenses, including attorneys' fees, arising out of or resulting from 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, information 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 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 furnish 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. 6.15. Prohibited Employment: Consultant will not employ any regular employee of City while this Agreement is in 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 Rights: 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 full 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 59 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. The 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. 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 an 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 WHEREOF, 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 Manager of Costa Mesa CONSULTANT Date: .K Signature Name and Title Social Security or Taxpayer ID Number APPROVED AS TO FORM: City Attorney APPROVED AS TO INSURANCE: Risk Management APPROVED AS TO CONTENT: Date: Date: Date: 61 Project Manager Date; 62 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 December 16, 2011. M I certify that Proposer or Proposer's representatives have communicated after December 16, 2011 with a City Councilmember concerning the Parks and Landscape Maintenance RFP. A copy of all such communications is attached to this form for public distribution. 70 DISQUALIFICATION QUESTIONNAIRE The Contractor shall 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 otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No X If the answer is yes, explain the circumstances in the following space. 75 DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm 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. List below or state "None." OONI� 77 REQUEST FOR PROPOSAL FOR PARKS & LANDSCAPE MAINTENANCE SERVICES s " s PUBLIC SERVICES DEPARTMENT CITY OF COSTA MESA Released on December 16, 2011 The referenced document has been modified as per the attached Amendment No. 1 Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email ramadril ci.costa-mesa.ca.us. 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule Release of RFP December 16, 2011 Deadline for Written Questions January 4, 2012 Responses to Questions Posted on Web Proposels, Due Jarmary 11, 2012 ry Ia 2012 are Proposals are Due February 2. 2012 Interview (if held) February 23, 2012 Approval of Contract TBD All dates are subject to change at the discretion of the City All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment. Signature Date [ Typed Name an Tit e Company Name SS2 Q Arrow N wq Address MASTER LANDSCAPE & MAINTENANCE TYPE OF APPLICANT; REQUEST FOR PROPOSAL Parks and Landscape Maintenance VENDOR APPLICATION FORM kNEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation; Contact Person for Agreement Corporate Mailing Address:O� City, State and Zip Code; Ws��"h A:ey- j Ch L� -2.(o j33 E -Mail Address; Phone - -_ Fax: �} y Contact Person for Proposals: Title: ce E -Mail Address: ,corn Business Telephon Business Fax: {� j -�1. to Is your business: (check one) ❑ NONPROFIT CORPORATION ❑ FOR PROFIT CORPORATION Is your business: (check one) IN CORPORATION ❑ 1NDIVIDUAL ❑ PARTNERSHIP ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ UNINCORPORATED ASSOCIATION Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title Phone Federal Tax Identification Number; ao v—I '2) -3 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; 50. REQUEST FOR PROPOSAL FOR PARKS & LANDSCAPE MAINTENANCE SERVICES PUBLIC SERVICES DEPARTMENT CITY OF COSTA MESA Released on December 16, 2011 The referenced document has been modified as per the attached Amendment No. I Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email ramadril ci.costaemesa.ca.us. 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP December 16, 2011 Deadline for Written Questions January 4, 2012 Responses to Questions Posted on Web January 11, 2012 preposals are Due __,__ - Proposals are Due �nrz uaa�uau'—19, zvZ12 February 2. 2012 Intefyiew (if held) - _._..Febma-py Interview (if held) 9, 2012 February 23, 2012 Approval of Contract 'BD All dates are subject to change at the discretion of the City All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment. Typed Name and Title Company Name Q66 Address Master Landscape & Maintenance, Inc. 10171 Northampton Ave. Westminster, CA 92683 Tel: (714) 531-0549 Fag: (714) 531-4816 January 10, 2012 City of Costa Mesa Public Service Department Parks & Landscape Maintenance Services 77 Fair Drive Suite #100 Costa Mesa, CA 92626 Thank you for allowing Master Landscape and Maintenance, Inc. to provide this maintenance proposal, The following proposal price will be valid f6r a period of at least 180 days. We look forward to providing our services to the City of Costa Mesa, California and would like to clarify our ability to surpass any competition. 1. On-site full time supervision -With both a cellular phone as well as a two-way radio. 2. In area on-site landscape management -At no additional cost complete with immediate irrigation repairs and follow up. 3. Wholesale plant prices -Passed on to our clients for any upgrades/repairs through our own nursery. 4. On staff Landscape Architect -To prepare and design any "relandscape" areas. 5. On staff Irrigation Auditor- To save on water costs. 6. On staff Certified Arborists- To correctly preserve your most costly asset, Enclosed you will find the following information: This Letter of Introduction References Equipment list Licenses Forms for accompany proposal I thank you again for allowing us to submit this proposal and if we can be of further of hesitate to call at: alar, or (714) 531-4816 fax. Master Landscape and Maintenance, Inc. COMPANY PROFILE AND INFORMATION Thank you for your interest in. Master Landscape and Maintenance, Inc. and for giving us this opportunity to provide information on the variety of services we perform. Master Landscape and Maintenance, Inc. is a full service professional landscape maintenance and landscape construction company. Originally established in 1980, a recent partnership and stock purchase occurrence has again allowed for expansion that has proven our company excels over the normal standards with -in the industry. Our main office is lo- cated in Orange County; we have a satellite facility in Irvine, Long Beach, and another satellite location that includes a wholesale nursery in Chino. The combination of our locations and volume purchasing capac- ity reflected in our ability to pass on low material costs permits us to re- main extremely competitive, and continue to meet and surpass our high client standards. At Master Landscape and Maintenance, Inc. we offer a variety of horti- cultural services. Our full service landscape maintenance encompasses all phases of maintenance: high quality detail, mulch applications, pest control, herbicide treatment, and turf mowing. Our client properties in- clude Municipal projects, Homeowners Associations, apartment com- plexes, commercial and industrial developments. We also offer aboricultural services. We can provide complete Arborist reports, recommendations, as well as class "A" tree pruning, under direct supervision by a Certified Arborist. AtMaster Landscape and Maintenance, Inc. we also can create a com- plete custom pest control program for our clients. We provide soil and tissue sample reports, field identification and diagnosis, and a treatment program designed and implemented for any horticultural related prob- lems. Our irrigation department is one of "pro -activity". We utilize a preven- tative maintenance approach that identifies a problem before it's re- ported, thus eliminating client calls and increasing client satisfaction. Along with the many other services we provide, our design department can assist with upgrades or custom design a project utilizing a licensed Landscape Architect. We can greatly reduce the costs on your project's landscape construction needs, because we use plant material from our nursery, New Earth Nurs- ery, and complete all phases of 'installation, including hardscape, softscape, and irrigation with our own staff. Thank you again for your interest and we hope this information has demonstrated our desire to perform the highest quality landscape and maintenance by communicating our intense customer service to our cli- ents. ►lease call _ V531-4516 FAX. Qualified Pesticide Applicator (#QL37584) Certified Irrigation Auditor ffice, ANAhwimAE'soRT SERy'CES-Disgv--LAND CALJFVRA9A COMAMRCK LINTER CITY OFANAHEM POLICE DQ�PAJUME r COYofANAuamFj EDEPARThEVT CITY OF CORONA CFFY'OF IRME 4.6 CONDOALWUM AwAGEmEAT SI'RT>ICE liOUNYY OF ORANGE Ael DR. ROBER.T DLTNN OPFICES. EUCZm AfiNAGE VT .11,. HOLY SPIRIT C MPLLG CHURCH LAING5:Fl tST. D-uyoN HOME 0wN--RsAzocmTrov LORDON A0PZRTYAfANA49E Nr OLD R4NCH COmmLrN- YY ASSOCzmtoN SANDSMVE PROPERTYALINAGEvENT SAvzz. c0 G9VQ C CHURCH -6 SOUTHERN G47dFORNm EF,SON SOUT+#LmD ApAu=,NTE TCL DEmj.oPm8w THE PERmm-q:GpDUP THE VH-t.As AP VLA V E .�OOTN,ItfR'� i�:4St'1C�Ot�' Y. GEMAY PROPERTY AUIVAGEMENT IYc: MINITWItAnDi6t E 6 malaTfaRno mac. IM71 N0RTHAMPTON AVE. - IME$ MI ER; CA.92$83 (7i4. 531-054.9 • (73A) 1-4816 FAX A&WrLoSc e&maintenance,Inc.. lue- is a also :offer rlcm We tplete Ar - ll as class exon of a identifies a Problem before it's reported, thus eiimivat- ing client calls while increas- ing nGre as-ing client sat- isfacdom Along bir th. thi c many ot.h.e.r services rue provide, .our design department can assisttlr a5pgras or custom design. a project utwzing alicensed Landscape Arduteet Thank you for your interest We hope this brochuze provides yonwn the infoi1nation you need to con- tact us with yonr next landscaping project ar bid. Far f 7tJzer information, visit vuT webszte master-lanclscagema tei=ce.con Our contact =rnbers are.- (714) re(714) 531-0549 Phone) (714), 5314816 ' x) infa@a masterlandscapernai.tenmee.corgi �e-zr a l) Man & Green Difference 3 locatiom to serve you- Maims. location in Garden Grove, ,m ith satellite facilities in Irvine and Chino. • Currently servicing over 50,000 acres of landscape weekly. 30 plus years exterience- in Californiaservicing Los Angeles, Orange, Riverside and San Bernardino Counties. • G'lean, :unifome t employees- w- with easily identifiable, marked vehicles. operty managers- - We prepare your landscape budgets and assist in the presentation to your board of directors. o1p�. CALIFORNIA DEPARTMENT OF PESTI E REGULAZZO�i 11I111 I STRUT 1S SACRAM WO, CliUVORNAA 95814 danu UA, SUED. Deceary r 3 , 20 FEST COWROL BU�S►S MAIN EXPIRES' December 31,, �Oi 1 LICENSE Invalid ifinaffanx E�ggNO' j>IgL Od Person(: spso f0, expiTatial dale Mailing Addrtss ' Busiaesa L,aca[ion MASTER LANDSCAPE & MAINTETIANCrs, I iCQMRAT; MASTER LAMSCAPE & MATNTENANGE, FNCORP 10171 NORTHAMPTON AVE 10171 NO RTRA dMN AVE WESTMINSTER, CA 92663 WESTMINSTER, CA 92683 9Rm-Ann WWarmedam, oinctor POST THIS LICENSE PROMINENTLY IN PUBLIC VIEW THIS LICENSE IS NOT TRANSFERABL — ANY CHANGE IN OWNEItsum *;tnT D£pARTmzKr OF tnrncjDz RzCULAwom dpr LICLN5RNGICItMVICATI0N PROGRAM QUALIFIED APPLICATOR LICBNSE DATE OF ISSUE VALID 111RDUGH 01101/2010 12131/2011 OAL 10 661 dE 8892 GALLANT OR HUNTINGTON BEAD CA 92646 i�O Certified" IRR10AI10N A390CIAT10ft a. Certification ID # 42616 Expiration Date: 12/31/2011 CEU Cycle : 1/1/2010 to 12/31/2011 c e-c4icoA\ oto Cay -6 hctS no � ' 1-hwI�'-�w, 'ii>� a --AL � A NEW LICENSE DEPARTMENTOFPESTICIDEREGULATION da rx LICENSING/CERTIFICATION PROGRAM QUALIFIED APPLICATOR CERTIFICATE DATE OF ISSUE VALID THROUGH 01/0112012 1213112013 B 13171 PALM ST GARDEN GROVE CA 92843 IMF=, ft State Of CaliforniaONTRACTORS STATE LICENSE BOARD Consumer ACTIVE LICENSE AN ire 830979 Crory CORP ' MASTER LANDSCAPE & MAINTENANCE INC GixskcmpilBl C2 �0 09/31/2014 VA",0s1b.ca,gov Intemational Society of Arboriculture CERTIFIED ARBORIST C "ncste Number, WE -3442A E»Irstbn Deter: Jun 30, 2012 Find a Certified Professional - Irrigation Association certified professionals have what it takes to do the j... Page I of 1 Join IA Get Certified Find a Member l Find a Certified Professional 9401013 hr ASMUMOV HOME I LOGON ] MANAGE PROFILE l CALENDAR I REGISTER I STORE I MY CART ABOUT MEMBEf $HIP EUUCATIOW CERTIFICATION EVENTS PE;LIGY RESOURCES Search NEWS Register IA -certified professionals have what it takes to do the job right. These experts: Certification Benefits Understand the latest irrigation technology and techniques, Certification Policies and Apply specialized knowledge and real-world experience to meet customer expectations, Certification gives you a competitive edge. 3A certification adds instant credibility with customers, increases job opportunities and demonstrates your co►rimitment to efficient water management. All information presented in IA's online directories reffeots data provided to the association by our members and certified professionals. While IA has confidence in this data, the association makes no guarantee as to Its accuracy or completeness. Robert D. Whitocotton, CLIA_..............................................................__................., President ]con Key: Master Landscape & Maintenance, Inc. gr Irrigation Association Member 10171 Northampton Ave EPA WaterSense Partner Westminster, CA 92683-7558 USDA Technical Service Provider Tel: (714) 539-0549.. Info _mantes`landsoao�rteaantenarlrn.c�r)t Available for Hire: Yes IRRIGATION SHOW l SWAT I IRRIGATION FOUNDATION I IRRIGATION MUSEUM I SITE MAP I PRIVACY POLICY 6540 Arlington Blvd, I Falls Church, VA 22042 l Tel: 703.536.7080 1 Fax: 703.536.7019 1 Info oiirri ation.org http://www.irrigation.org/hirecertified/ 0 2011 Irrigation Association 1/17/2012 Home > Certification > Find a Certified Professional CERTIFICATION Find a Certified Professional Calendar Register IA -certified professionals have what it takes to do the job right. These experts: Certification Benefits Understand the latest irrigation technology and techniques, Certification Policies and Apply specialized knowledge and real-world experience to meet customer expectations, Procedures Share a commitment to sound water management and sustainable solutions. Certification Programs To find a certified professional for your irrigation project, complete one or more of the criteria fields below, then click Search. Computer -Based Testing CEU _ Last Name: ' Search Requirements �,..,,M��.-�mmm Submit CEUs Optional Search Criteria tshowOptlonsj Manage Certification Earn CEUs Optional Geographic Service Area Find a Certified Profesolonai Country: United States State/Province: Select 0 sfaferpmvfnca I_ . _.. .. ......-..... ZIP/Postal Code For U.S, or Canadian proximity results, enter ZIP or postal code. For ail others, select country, Proximity: 10 miles Search Reset All information presented in IA's online directories reffeots data provided to the association by our members and certified professionals. While IA has confidence in this data, the association makes no guarantee as to Its accuracy or completeness. Robert D. Whitocotton, CLIA_..............................................................__................., President ]con Key: Master Landscape & Maintenance, Inc. gr Irrigation Association Member 10171 Northampton Ave EPA WaterSense Partner Westminster, CA 92683-7558 USDA Technical Service Provider Tel: (714) 539-0549.. Info _mantes`landsoao�rteaantenarlrn.c�r)t Available for Hire: Yes IRRIGATION SHOW l SWAT I IRRIGATION FOUNDATION I IRRIGATION MUSEUM I SITE MAP I PRIVACY POLICY 6540 Arlington Blvd, I Falls Church, VA 22042 l Tel: 703.536.7080 1 Fax: 703.536.7019 1 Info oiirri ation.org http://www.irrigation.org/hirecertified/ 0 2011 Irrigation Association 1/17/2012 Master Landscape & Maintenance, Inc. Organizational Chart _ a...�� %� r�1lw�aencc w�p6lTbb ram - Note: irrigator specific for Santa Ana to be interviewed from CSUF MASTER LANDSCAPE MAINTENANCE INC. November 2010 TYPE EQUIP # MAKE/MODEL Weed Eater 1 Echo SRM 265T Weed Eater 2 Echo SRM 261T Weed Eater 3 Echo SRM 261S Weed Eater 5 Echo SRM 261S Weed Eater 6 Echo SRM 261T Weed Eater 7 Astrong TG28 Weed Eater 8 Echo SRM 256C Weed Eater 13 Echo SRM 261S Weed Eater 14 TMC 34 Weed Eater 15 Echo SRM 261T Weed Eater 16 TMC KPW-350OX Weed Eater 17 Echo SRM 261T Blower 1 Echo PB 413 Blower 2 Echo PB 413 Blower 3 Echo PB 413 Blower 5 Echo PB 413 Blower 7 Echo PB 413H Blower 8 Echo PB 413 Blower 10 Echo PB 413 Blower 11 Echo PB 413 Blower 12 Echo PB 413 Blower 13 Echo PB 231 L Blower 14 Echo PB413H Blower 16 Echo PB 413 Blower 17 • Echo PB 413 Blower 18 Echo PB 413 Blower 20 Echo PB 413H Blower 15 Echo PB 413HC Hedge Trimmer 1 TMC PHT 35502 Hedge Trimmer 3 TMS TF22 Hedge Trimmer 5 TMC PHT 3550C Hedge Trimmer 6 TMC TF22 Hedge Trimmer 7 TMC TF22 Hedge Trimmer 8 TMC TF22 Edge Hedge Trimmer 4 Echo HCA -265 Ed e Hed e Trimmer 5 Echo CHA-261 Edge Hedge Trimmer 6 Echo CHA-261 MASTER LANDSCAPE MAINTENANCE INC. November 2010 Chain Saw 8 Stihl MS 362 Chain Saw 1 Echo CS -341 Chain Saw 2 Stihl MS -36 Chain Saw 3 Echo CS -341 Chain Saw 4 Stihl MS -192T Chain Saw 5 Echo CS -305 Chain Saw 6 JP6wer P. Pat 2400 Chain Saw 8 Stihl MS 362 Edger 1 Power Trim 308H Edger 2 Power Trim 308H Edger 4 Power Trim 308H Edger 6 jMcLane Edger 7 Power Trim 115 Edger 8 PE -260 Mower 21" 1 Western Pro Mower 21" 2 Western Pro Mower 21" 3 Tru-Cut Mower 21" .4 1western Pro Mower 36" 5 SCAG Mower 36" 6 Kees MKKH 36132 Mower 48" 7 SCAG M48 Mower 36" 8 Taro 36 Reel Mower 25" 1 Trimmer Model 25 Howard 1 H180T Hydro Power 180 Howard 2 H1BOT Hydro Power 180 Howard 1 New Engine {Cal Pacific John Deere 1 Triplex 2653B Lazer 60" 1 Exmark Lazer Lazer 52" Exmark 2 LAS28KA524 Lazer 52" Exmark 3 Exmark Lazer Lazer 52" Exmark 4 Exmark Lazer Lazer 11 Navigator 1 I Exmark N. 42" Aerator Blue Bird 1 Model H530 Aerator Ryon 2 Model 544863-9110 Aerator Tractor 1 TM62 Arrow Board 1 1 113554801 MASTER LANDSCAPE MAINTENANCE INC. November 2010 Auger Grou.nd jdog.1 Imodel C 71-5 Cushman 1998 1 14W31HP Model 898659 Cushman 3 Wheels 2 Daihatsu Golf.. Cart) 1 -- S80LP-JTRK Dpep Tine Aerator 1. Vertv Drain Dethatcher' 1 Sna . er PS5000 Detf atcher 2 Hus varna Model DT18 Dethatcher SM 1505 3 Willibard 232 Dethatcher. Power Rake 4 Bluebird PR22H5FA Hustler 1 Hustler 52" Pressure Washer 1 Model DP3760 Pressure Washer 2 Model DP3750 Pressure. Washer 3 All American Rototiller 2 BCS Model 722 Rototiller 3 M21A333A129 736325 Skidsteer 1 JD -320 Sprayer, 1 Bean 200 Gal ,Spreader 1 A rex ,Spreader 1 lBroadcast Spreader 2 Broadcast Stump Grinder 1 Dosko/Model 337 Tenant Sweeper 1 240 Toe Dresser Trailer 1 Adams Model A70 Tractor 1 1955 Ford 8N Tractor 1 Ford 1710 Tractor Loader 1 I Ford 4400 Trencher 1 lJohn Deere TR36 Trencher Mini 1 Ground Ho Vacuuih 1 Yard Vacuum Vacuum 2 John Deere Tow Vacuum Valve Locator 1 PEI 521 Air Hose 1 Air Hose 2 Coleman Generator 1 Compressor (Portable 1 im act Set: (1 Impact 112" drive, 1 Ratchet 318" drive, 5 Impact sockets 112" drive, 2 Extension 112" drive 3" & Jack 3 ton (Floor) 1 Jack Stand 3 ton 1 Jack Stand 3 ton 2 Jack Stand 3 ton 3 Jack Stand 3 ton 4 Jack Stand 6 ton 1 Jack Stand 6 ton 2 MASTER LANDSCAPE MAINTENANCE INC. November 2010 ,MIG Weider Machine 11 1 11 Lincoln SR 135 11 [Misc Elec Power Tools 11 Var I lVarious Power Tools 11 REFERENCES California Commerce Center Owners Association P.O. Box 892921 Temecula, CA 92589-2921 California Commerce Center City Of Irvine 427 Oak Canyon Irvine, CA 92618 Villages of Westpark, Woodbridge, Turtlerock, and University City of Santa Ana 0 Civic Center Plaza POBox 1988 Santa Ana, CA92702 Renteonn"ia, District 4 Villageway Pro et Management O. Box 4708 Irvine, CA 92616 Old Ranch, Fairway Oaks EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. T certify that Proposer and Proposer's representatives have not had any communication with a Cif - S AND LANDSCAPE MAINTENANCE RFP at any time after T certify that Proposer or Proposer's representatives have communicated after December 16, 2011 with a City Councilmember concerning the Parks and Landscape Maintenance' RFP. A copy of all such communications is attached to this form for public distribution. Fits] PRICE PROPOSAL SUMMARY FORM Proposer is to complete detailed pricing sheets (which follow) and write in 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, quality, and quantities of work to be performed, materials to be furnished 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, herbicides, 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 Facilities $�, �� `� 22'9II, - #2 Fire Stations $ r f , I a� $ Z 72 #3 Medians and Parkways $ , $ J a� #4 Parks $ S- I t � , l $ 5 Z � Ob t 11 #5 Sports Turf r-� $ D � 1 � � � ' 64 #6 Misc. Items NIA NIA Grand Total $Q(� 3 �� `i $ (J, f� 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 themials s ecified in this contract in the manner and time therein prescribed. Bidder Name (Person, Firm, Corp.) Address dins ey- .CA gZCo2�3 City, State, Zip Code 73 ative Name of Authorized Representative a 94-*`T— Title of Authorized Representative Sports Fields 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 SP#2 Luke Davis Field at Lions Park 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) Monthly Price Annual Price $ 3 (Po' ° $ 45,1 $ cM � 1 t zo $ (0.goq , � az-,q05"— .. 10 $ et] -zz I , 60 C'm $ Ise ,(moo $ SP#6 Tewinkle Park Athletic Complex 980 Arlington Drive 5.80 Acres Turf 1 Sq. Ft. Planters (Includes edging all brick dust areas) Subtotal for SP#6 TOTAL DETAILED PRICING FOR SP#1 THROUGH SP#6 $ 2 .12 U. c $ '20 �Co2 �12 (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. FACILITIES Site # FAC#1 FAC#2 ■ ■ " fi ---� �� E�;�_� � 1. G.1/ i.' � DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR Site Name Civic Center 77 Fair Drive CITY FACILITIES SERVICE AREAS Monthly Price Annual Price 3.13 Acres Turf $ � � �� $ � � � iwti i ••r (Sq. Ft. Planters Subtotal for FAC#1 Corporation Yard 2310 Placentia Avenue 10,517 Sq. Ft. Turf $ $ A 14,708 Sq. Ft. Planters $ $ to( <Hq Subtotal for FAC#2 FAC#3 Costa Mesa Senior Center 695 W. 19th Street 15,142 Sq. Ft. Turf $ 19,659 Sq. Ft. Planters $ 135 `�rS $ 1 (p $o Subtotal FAC#3 FAC#4 Mesa Verde Library 2969 Mesa Verde Drive East 0.22 Acres Turf 400 Sq. Ft. Planters Subtotal FAC#4 FAC#5 Westside Substation 567 W. 18th Street $ -�� $ 3,12 $ C9 `A ' l(P $ 1,009 , q2 2,170 Sq. Ft. Turf $ $ � 4-9 Lt Sq. Ft. Planters $ � �o $ Z� Subtotal FAC#5 $ , aS TOTAL DETAILED PRICING (FAC#1 — FAC#5) $ 3S $� Z0 (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. FIRE STATIONS BIDDER'S S DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FIRE STATIONS SERVICE AREAS Site # Site Name FS#1 Royal Palm Fire Station 2803 Royal Palm Drive 6,729 Sq. Ft. Turf 3,069 Sq. Ft. Planters Subtotal for FS#1 FS#2 Baker Street Fire Station 800 Baker Street Monthly Price Annual Price $ -� o 19 $ 68 L�1' $z� , I� $ 1,982 Sq. Ft. Turf $ 517 Sq. Ft. Planters $ $� Subtotal for FS#2 $ 'aa' LA 2- $ 2 � pq FS#3 Park Avenue Fire Station 1865 Park Avenue 8,805 Sq, Ft, Turf $..7 , a { $ 3,016 Sq. Ft, Planters $� �+ $ 1�yq ti�2 Subtotal for FS#3 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#I through FS#6 L $ '- 99, $ isgi'-I. $ LA LA I $ 3:316, TOTAL DETAILED PRICING (FS#'I-FS#6) $Liq 1 ,q� $ r o�za (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. MEDIANS AND PARKWAYS DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR MEDIANS AND PARKWAYS SERVICE AREAS Site # Site Name M#1 16thlPomona/Superior Avenue AJ00 Hardscape M#2 E. 17th Street Median at Fullerton 1,470 Sq, Ft. Turf M#3 E. 17th Street (Between orange Ave. & Santa Ana) 5p^Median Planters 6SD__Parkway Planter g0A()_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 19th St) Monthly Price $ 12-,�5'0- Annual Price $6z,� $ 1156 - $ a 1, 3� $ zs(p , 5 $ H $, �P $ Q I UD $ { $ 1 4 3 0 8-1 $ l, 'S(D& $ q,40 $ 5z `24 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 Subtotal for M#7 M#8 W. 19th Street Parkway at Whittier 2,870 Sq. Ft. Turf $tq$(S0,01 $ $ S� `z'° 0 $ �--� . $ 00 O $ z -I .4-9 $ Z92.' Y�o 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 I Monthly Price Annual Price $ OCA $ �Z.�?. $ 00 $ 1 Z` -7Z 203' r Z9` o� $ 69,49" M#13 Baker Street Parkway (Babb to Fairview) 4,583 Sq. Ft. Planters $ , 6? $ , q 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 $ 2- , � $ M#16 Bear Street Median (At Metro Pointe) 0.10 Acres Turf $ 05 $ M#17 Bear Street Parkways (At Yukon) 15,075 Sq. Ft. Planters $ �� , OZ $ n (6'ZI Site # Site Name 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 Bristo11405 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) Monthly Price Annual Price 2-1 2IsI $3c)g,i� $ 2(DI' 1,245 Sq. Ft. Planters $°j $ L 0 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 6UQ Sq. Ft, Slope Subtotal for M#28 $69S.5-1 $ ;q4, I (61 6,21(.0.. $� ' ya $ Zv g So $``LIS $ z,gS�`8� 0 Site # Site Name Monthly Price Annual Price 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 19th 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) P,pDa_Hardscape M#33 Loren Lane/Watson Avenue (Hardscape & Tree Wells North of Baker Street) 2,600 Sq. Ft. ��.S-s $'34 b,�0 $ q $ 32� UO $ S-631 GIV $ L q0 0 $93`x. M#34 Merrimac Way Parkway Easement (Across from Orange Coast College) J�{ Sq. Ft. M#36 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 934 Sq. Ft, Hardscape Subtotal for M#37 132.' L $ 99 $ � 1 918' $ �5 ' $ S"28 $ �S+9 $ '9 8,5 , ° $ 3 ,2S $ 3C, 1 U0 $ (OSE) ,15 1 A q , 80 $ x,05 $��G,� $ :3 9. Site # Site Name Monthly Price Annual Price M#38 Newport Blvd. Drainage Swale (17th Street to 18th Street) �iODO Sq. Ft. M#39 Newport Blvd Parkways & Medians (Industrial to 19th Street) 0.51 Acres Turf 2.42 Acres Planters 10,643 Sq. Ft. Hardscape Subtotal for M#39 M#40 Newport Blvd, Cal Trans Easements (19th Street to Bristol Street both sides) 76t Uoo�,. 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 $ �a, go $ ° 60 $ Y12.(� $ $ 23'y] $ 936'" � I I -2 !-7 2 $ 1,'z, q $c�"13 $i93'� $ (� ° 0 $ 9 9 , x ° (At Airport Loop & Pullman) 1.92 Acres Slope $ Qyfl $ M#44 Sakioka Drive Medians (Sunflower to Anton) 0.13 Acres Turf $ .10 $ �o 1,980 Sq. Ft. Hardscape $ Subtotal for M#44 $ 5 2 , y $ (p Z9 , S3- ZM#45 M#45South Coast Drive Medians (Harbor Blvd. To Bear Street) 0.66 Acres Turf $ o $ 0 2.93o, 1,590 Sq. Ft., Hardscape $ $ Subtotal for M#45 $ M#46 Sunflower Avenue Parkways (At Smalley Road) 0.62 Acres Planters $ $ Cfi? M#47 Sunflower Medians (Harbor to Main) 0.53 Acres Turf $ 19('0,10 $ Zo 2 0.41 Acres Hardscape $ Subtotal for M#47 $, l $ 2 S y S, 2 0 I 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 acs 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 Monthly Price Annual Price $ ��° $ C]S.� 62 $ , q S $ 2© 3 F;--7 08 aS6IS- $ �5c1,0 $ -m-v $ moi° $ $ 4q " 0 $ 1 1 14 `ZIE5 ` 60 rl� $lSa3'� $�.._�03(0 d Subtotal for M#50 TOTAL DETAILED PRICING FOR M#1 THROUGH M#50$ � �,� � � { $ :Q q 136 81 fZ (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 accuracy of measurements. Contractor shall independently verify all quantities. PARKS 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 P#2 Brentwood Park 265 Monte Vista Avenue Monthly Price Annual Price 60 1.94 Acres Turf $ $ j (0 0 P#3 Canyon Park 970 Arbor Street 4.51 Acres Turf $ $ a 2{ J � d {o �p `r f 120.00 Acres Natural Habitat $ 0 0$ C 1.01 r Subtotal for P#3 $ � --70 $ 7- 1 P#4 Civic Center Park 111 Fair Drive 2.60 Acres Turf $ t f $ _ u L �� `I P#5 Community Garden 523 Hamilton Street P#6 P#7 3,100 Sq. Ft. Turf $ , $ r Za 1,900 Sq. Ft. Planters $ 1 -� l $ a 2 Subtotal for P#5 Del Mesa Park 3120 Manistee Drive 2.00 Acres Turf L4/�5-00 Sq. Ft. Concrete Swale Subtotal for P#6 Estancia Park 1900 Adams Avenue 4.5 Acres Turf g6,6130 Sq. Ft. Slopes Subtotal for P#7 1 F 7 " 2. 99 wb5`w $ o 9 l q� ° 2,3 2 q2 Site # Site Name P#8 Fairview Park 2501 Placentia Avenue 11.34 Acres Turf 60.00 Acres Riparian Habitat 100.00 Acres Fairview Bluff 3 r Wo Sq. Ft. Bridge Subtotal for P#8 P#9 Gisler Park 1250 Gisler Avenue Monthly Price Annual Price I �So2,(b UPS3'_J 3.37 Acres Turf $ f� 18,500 Sq, Ft. Slope area along $ Fairview & N of McCormack Avenue Sound Wall Easement on the N side of $ 00-,$ cro Park Subtotal for P#9 $ -7 $ I S P#10 Harper Park 0.22 Acres Turf $ C� P#11 Heller Park 257 E. 16th Street 1.94 Acres Turf $ 13 ` 8es� Sq. Ft. Planters Subtotal for P#11 $ $ P#12 Jordan Park 2141 Tustin Avenue 1.46 Acres Turf $ ; ZO $ 1 �>" cV�MSq. Ft. Planters $ O $ o Subtotal for P#'12 $ .n $ I , `-f P#13 Ketchum-Libolt Park 2150 Maple Street 2,800 Sq. Ft. Turf $3 ��. $ o 2,900 Sq. Ft. Planters $ pt $ l z o (Z q Subtotal for P#13 $ r $ 5, �,7 P#14 Lindbergh Park 220 23rd Street 5.15 Acres Turf $ ` � � � O $ 2 Z g , dIV 1 �o P#15 Lions Park 570 W. 18th Street 5.50 Acres Turfdo- 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 P#16 Marina View Park 1035 W. 19" Street 1.42 Acres Turf I Z) f_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 3Cx:�oSq. Ft. Planters Subtotal for P#18 P#19 Paularino Park 1040 Paularino Avenue 1.95 Acres Turf �'), CSO Sq. Ft. Planters -:�,o�)tOSq. Ft. Drainage Swale Subtotal for P#19 P#20 Pinkley Park $ Z� $ C) 0 ci $ Q o " 7.9 $ d q B, 4-, 150- $ 5.(05 b , $D $ CSS �0 51, 211-1- 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 6,700 Total Sq. Ft. 600 Sq, Ft. Planter Subtotal for P#22 P#23 Shiffer Park 3143 Bear Street 1.77 Acres Turf 9,600 Sq. Ft. Slope Planter Subtotal for P#23 0 3, LA $ ��,tl� 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 11600 Sq. Ft. Planters go1aOD&I,D.G. Paths Subtotal for P#26 P#27 Tewinkle Park 970 Arlington Drive Monthly Price Annual Price $9z'S-,OV $1l UO $ zSS" 30 $ 3,b(, 3 a 1�9- $ ..7.0' — $ 33-3144' $ q o $ 8 2- — $ $3 n 22.39 Acres Turf $ (includes Tewinkle Bark Park and Tewinkle Skate Park.) 1A6bQ Sq. Ft. Planters. $ So $ c� (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 $ , 13 $ 8.2 q ,g3 (Includes trimming of trees in planters inside of TW Bark Park and plants that surround the 0 TW Tennis Center,) 0.55 Acres Slope Area $22 S-0$ II .:._J t � � ( - � e 62 Sq. Ft. Concrete Swales $ j {-60 $ c s r Subtotal for 113#27 $ i ,b Z 3 P#28 Vista Park 1200 Victoria Street 6.46 Acres Turf $G Z o $ Sq. Ft. Planters $Hl `too $ L� q C.o ` So 0.87 Acres Slope Area $ $ W Subtotal for P#28 $ 60 $ Z o 51 51 � '3049223 P#29 Wakeham Park 3400 Smalley Road 8.24 Acres Turf $ en $(00 3Cay 3(0 S"b o�Sq, Ft. Planters $ $ Subtotal for P#29 $ 3 o(OZ ('0 $� 1 ejo P#30 VUlson Park 360 W. Wilson Street 1.97 Acres Turf $ q0 $' 0 37 Site # Site Name Monthly Price P#31 Wimbledon Park 3440 Wimbledon Way 2.75 Acres Turf $ + [Zb -Sq. Ft. Planters $ o Subtotal for P#31 do TOTAL DETAILED PRICING FOR P#1 THROUGH P#31 Annual Price $ ,Z . rsv U114. (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. 0 EXTRA WORK BID PRICING LANDSCAPE MAINTENANCE EXTRA WORK BID FORM LANDSCAPE MAINTENANCE Landscape Sq. Ft. Cost Per Month Acre Cost Per Month Vegetation Mgt. (mowing) SPORTS TURF MAINTENANCE Acre Cost Per Occurrence 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 3 1 C) - T $310 o $ LI -1 0 - c— REGULAR TIME OVERTIME Foreman $ $ ? Laborer $ $ 3 U Specialty Personnel Irrigation Tech Irrigation Laborer Pesticide Applicator Special Event Staff $ 3S $ 57a 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 $ n 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 $ ,y $ �4�c $ (UZI Cost Per Acre $ 00 s 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 $ u , C10 1 J Fertilization Material Only Cost Per Acre $ Pest Control Cost Per 1,000 Sq. Ft. $ 0-0 Cost Per Acre $ Pruning (Shrubs) Cost Per 1,000 Sq. Ft. $ r} c� Vertical Mulch Trees Cost Each $ - CI. Vegetation Removal Cost Per Acre$ . C.® �0 r Soil Drench (Trees) Cost Each $f r _ Inject (Trees) Cost Each $ 2q _ UO Irrigation Repairs Cost Per Hour Clean Hardscape/Sidewalks Cost Per Sq, Ft. SPORTS TURF MAINTENANCE Mowing Trim and Edge Cost Per Acre 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. $ � z .'L� , $� 4b $ 1)3 ,2) , B� $1510 -00 $0 p $ C�S06,e�a $q(02`qP $ II.0 Cost Per Acre PLANT MATERIAL (Complete pricing including labor and material) 2-' CU Annual Color (4" container) Cost Each $ Perennial Color (4" container) Cost Each $ 00 Ground Cover Cost Per Flat $ One (1) Galion Cost Each $ Five (5) Gallon Cost Each $ -z 2-, �P Fifteen (15) Gallon Cost Each $ bb 24" Box Tree Cost Each $ 36" Box Tree Cost Each $ , SID G 1(3 Seeded Turf Cost Per Sq. Ft. $� Sodded Turf Cost Per Sq. Ft. $� Stolonized Turf Cost Per Sq. Ft. $ .� } uo Hydroseed Cost Per Sq. Ft. $ CJt� 3 MISCELLANEOUS ITEMS Paper Hand Towels p dost Per Case $ C -Fold 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 $ Z17 Trash Can Liners Cost Per Case $ Z7 010 American Flags Cost Each $ Playground Sand Cost Per Ton$ l Q� Wood Chips Cost Per Ton $ D.G. (Decomposed Granite) Cost Per Ton o Mulch Cost Per Ton Paint (for Ball Fields) Cost Per Case$ Z"Z�a Dog Waste Bags Cost Per Case $ �v 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 indentified sites. DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm 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. List below or state "None," 77 DISQUALIFICATION QUESTIONNAIRE The Contractor shall 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 otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No If the answer is yes, explain the circumstances in the following space, 75 MERCHANTS LANDSCAPE SERVICES, INC. wAo REQUEST FOR PROPOSAL Parks and Landscape Maintenance VENDOR APPLICATION FORM TYPE OF APPLICANT: 0 NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: Merchants Landscape Services,iftc._ Contact Person for Agreement: Corporate Mailing Address: City, State and Zip Code: E -Mail Address Phone: ( 800) 645-4881 1510 S. Lyon St, Santa Ana, CA. 92705 Fax: (71 4) 972-3185 Contact Person for Proposals: Title: president E-MaiIAddress: mark@merchantslands cape. com Business Telephone: ( 800) 645-4,881 Business Fax: ( 71 4) 972-3185 Is your business: (check one) ❑ NONPROFIT CORPORATION ❑ FOR PROFIT CORPORATION Is your business: (check one) ® CORPORATION ❑ INDIVIDUAL ❑ PARTNERSHIP ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ UNINCORPORATED ASSOCIATION Names & Titles of Corporate Board Members 49 (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title President Chairman Phone (800) 645-4881 ( 800) 645--4881 Secretary ( 800) 645--4881 95-4725606 Federal Tax Identification Number: City of Costa Mesa Business License Number: Not at this time (If none, you must obtain a Costa Mesa Business License upon award of contract,) City of Costa Mesa Business License Expiration Date: 50 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP December 16, 2011 Deadline for Written Questions January 4, 2012 Responses to Questions Posted on Web Froposa Dti - January 11, 2012 7.,,,,,, 19,20Q e Proposals are Due y February 2. 2012 l �trView (ifhold)—Fe a, y 5% gni 2 J LV 1 L Interview (if held) February 23, 2012 Approval of Contract 'BD All dates are subject to change at the discretion of the City All other provisions o. f the invitation o. f this proposal shall retain in their entirety. Vendors hereby acknowledge receipt rand understanding o, f the above Amendment. President Typed Name and Title Merchants Landscape Services Company Name 1510 S. Lyon St. Santa Ana, CA. 92705 Address • Cover Letter Company Profile • Methodology/Project Plan • Staffing a Qualifications References 0 Financial Capacity • Fee Proposal • Forms February 2, 2012 Cover Letter: City of Costa Mesa Merchants Landscape Services has thoroughly reviewed all submitted specifications as well as physically inspected the proposed sites. We fully understand the scope of work and required tasks to complete all specifications, Merchants believes one of the most important features of its proposal is the amount of due diligence the company put onto its creation. The individuals who would be responsible for managing the contract are who generated the proposal, not a sales/marketing department. The President, Regional Manager and Area manager personally spent hours visiting every site to physically reviewthem and understand the specifications for each. This allowed us to compile a comprehensive, accurate proposal. We understand the logistics of moving around the city and what the high profile sites require. Merchants Landscape Services corporate office is located at 1510 S. Lyon St, Santa Ana Ca 92705. The City of Costa Mesa contract would be managed out of one of our local branches located at 1639 E. Edinger Ave, Santa Ana Ca 92705, (800) 645-4881. Merchants Landscape Services proposal pricing will be valid for a period of 180 days. Sincerely, President 1510 South Lyon Street a Santa Ana . CA 92705 ® Tel (800) 645-4881 0 Fax (714) 972-3185 CA Lic. 765650 COMPANY PROFILE Merchants Landscape Services is a full service landscape maintenance contractor, which currently operates Five Regional offices in Southern California.. Merchants Landscape Services corporate headquarters is located in Santa Ana, Merchants Landscape is the largest provider of municipal landscape maintenance in Southern California. This growth was accomplished without a marketing departznent or acquisitions, MLS's corporate philosophy is based on service and client retention, Our Sun Valley branch service's LA and Ventura counties, the Santa Ana and Irvine branch's Orange County, the Rancho Cucamonga branch and our Palm Springs branch service's Riverside and San Bernardino counties, Merchants Landscape Services has over 350 employees and maintains a fleet of over 200 trucks and trailers. Company annual sales will exceed $16,000,000,00 this year. We have hundreds of accounts encompassing a wide range of maintenance clients. These include national Hotels, Regional Shopping centers, HOA's and commercial centers in every county. Also included are large regional Hospitals, school districts, and County contracts. However, nearly 95% of the company's revenue is generated from municipality landscape maintenance contracts. Merchants Landscape Services is currently servicing the cities of: Palm Springs Palm Desert Orange Aliso Viejo Sierra Madre Moreno Valley Ontario Riverside Pasadena Yorba Linda County of Orange Newport Beach Rancho Palos Verde Palos Verde Estates San Juan Capistrano Manhattan Beach Anaheirn Irvine Merchants welcomes any interested future clients to contact any of our current clients regarding Merchants services. Merchants Landscape Services is 1 of only 2 landscape maintenance companies in California that are self insured for workers compensation insurance. Allowing Merchants to maintain a lower cost of operation and provide our clients with very competitive pricing. The contact lead person for the City of Costa Mesa will be the Regional Manager The office is located at 1639 E. Edinger Ave., Santa Ana, CA, 92705; Office # (800) 6454881, Fax # (714) 972-3185. ivietnoaoio rro eci Tian Merchants has completed an extensive analysis of the submitted specifications and has generated the attached general, annual schedule. More detailed working monthly schedules will require additional input from city staff to create the actual daily work tasks, such as what time can our restroom staff start the daily cleaning that must be completed by 8;00am, are there certain parks that need to be serviced at particular days/times. As the attached working schedules for City of Irvine illustrates, Merchants will generate and submit for City approval, all required schedule and reports before commencing service. ie s MERCHANTS LANDSCAPE SERVICE, .,'NC. ..'tlscupr=0rvlces. Inc. r CITY OF COSTA MESA PARKS AND SPO- RT FIELDS ANNUAL MAINTENANGE SCHEDULE 2012 Merchants Landscape Services 1639 E. Edinger Ave., Suite C Santa Ana, California 92705 California Contractods License #7®5655 JAN. FEB MAR APDL. MAY JUTE JULY AUG SEPT OCT NOV DEC Mew & edge Mow & edge Mow & edge Mow & edge Mow & edge Maw & edge Mow & edge Maw & edge Mow & edge Mow & edge Mow & edge Mow & edge turf weekly turf weekly turtweekly turfweekly turfweekly turfweekly turfweekly turfweekly turf weekly turfweekly turfweekly turfweeldy Weekly Weekly Weekly Weekly Weekly Weekly Weekly Weekly Weekly 2 -times per Month 2 -times per Month 2 -limes per Month Broadleaf Aerate Aerate TurfFerdlizatloh Turf Fertilization 211-14 19.4.4 SportTurt SportTurf Sport Turf Sport Turf Sport Turf Sport Turf SportiuH SpodTurr Sport Turf SpoftTurf Sport Turf Sport Turf Mow & edge Mope & edge 'MOW & edge Mow & edge Mow & edge Mow & edge Mow & edge Mow & edge Maw & edge Mow & edge Mow & edge Maw & edge turf weekly turfweekly turtweekly turtweekly turf weekly turfweekEy turfweekly turfweekly turfw"My turfweekly turf weekly turtweekly 2-7ienes per month Weekly Tvvioe Weekly Twice Weokly Twice Weekly TwiceWeekly Twice Weekly TwiceWeokly Twice Weekly Weekly Weekly 2 filmes per Month Pre -emergent 8rcadleaf Broadleaf Pr®emergent Aerate Aerate Aerate Aerate Turf Fertilization Turf FertilizationTurf Ferttlixatioh TurfFertilization All SportTurf All Sport 70 L'19.4-4 All Sport Turf All Sport Turf 21-7-14 21.7-14 - 19-4-4 TO Renovation of Approx. 55 -Acres June -August Aerifeaiipn, Deihatching and PaHlizaticrr _ Turf Seeding and Restoration of Bare Areas on a continual basis g Irrigation Iffigation Irrigation ETrgatlon irrigation Irr]gat]oh Irrigation Irrigation Irrigation lr igat]on lnigetlon Irrigation System check System check System check System check System check System check System check System check System check System check System check ' Sysberrt check Ro-certification of all Backflow prevention devices Trim shrubs Tdm shrubs Trim shrubs Trfm shrubs Trim shrubs Trim shrubs Trim shrubs Trim shrubs Trim shrubs Trim shrubs Trim shrubs 'trim shrubs ground cover, ground cover, ground cover, ground cover, ground cover, ground caner, ground over, ground cover, ground cover, ground cover, ground cover, ground corer, Vines & trees Vines & trees Vines & trees Vines & traes Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees as needed as needed z as needed as needed Shrubs and Shrubs and ground coverfed ground cover fart 15-15-15 15-16-166 Weed Control Weed Control Weed Control Weed Control Weed Control Weed Control Weed Control Weed Central Weed Central Weed Control Weed Control Weed Control Rodent Control RoderrtControl . Rodent Control Rodent Control Rodent Central Rodent Control Rodent Control Rodent Control Rodent Control Rodent Control Rodent Contra] Rodent Compal pre -emergent _ Pre•emergelt Litter removal Litter removal Litter removal Litter removal Litter removal Litter removal Litter removal Litter removal Litner removal Litter removal Litter remaval Litter removal 6-daysMook 5-daystweek 5-days/week 5-days(mek 5dayshve2k 5-daysMook 5dayaWeek 5-daysVeek 5-dwyshveek 5-dayslweck 5-daysmeek SdaywWpek Mon -Fri Mon -Fri Man -Fri Mon -Fri Mon -Fri fon-Fri Man -Fri Man-Frl Mem-Frl Mon -PH Mon -Fri Mon -Fri Hardscape Hardsoaps Hardscape Hawscape HaNscape Hardscape Handscape Hardscapa Hardecape Hordscape Hardsoape Hardscape tot-Totlplay wotlplay tot-lgvpiay tat-louplay tot Eovplay tot lotfpiay tot lctlplay tot-lot/play tat-IoVplay tot-Icwplay tot-louplay ttrt-Iotlplay equipment, DG, equipment, DG, equipment, DG, equipment, DG, egVpmenk. DG, equipment,. DG, equipment DG,. oqufpment, DG, equipment, DG, equipment, DG, equipment, DG, equipment, DG, Restfyoms Restrooms Restrooms kesfrooms Restrooms Restraoms Restrooms Restrooms Restrooms Rostrooms Rest=hls Restrmems Sport Courts Sport Courts Sport Courts Sport Courts SportCourts SpodCouft Spert Courts SportCourts Sport Courts Sport Courts Sport Courts SpodCburts maintenance maintenance maintenance maintenance maintenance maintenance maintenance maintehahno maintenance maintenance maintenance maintenance 5 Days 5 -Days 5 -Days 5 -Days -,-Days 5 -Days - 5 -Days I -,-Days -,-bays 5 -bays 5 -Da 5-Dayz Special PrOVISIM Yearly Playground inspections and certify by a NPS1 Fairview Park Riparian Habitat Lake Maintenance AT&T Cabinet Sites Daily MoM Daily Infield Daily Irrfield Daily Infield Daily Infield Daily Infield I Daily Infield Daily Infeld Dally Infield Daily Inf eld Daily Infield Daily Infield Maintenance Maintenance Maintenance Maintenance Maintenance Maintenance Maintenance Maintenance Mafntenance Maintenance Maintenance Maintenance weekly and Monthly reports for all Special Provisions Monthly Chemical reports due (90t)n) day of the following month Monthly fertilizer reports due (10tho day of the following month Omerchants MERCHANTS LANDSCAPE SERVICES, INC. :anic^n� 50fviCC:S, ir.C, cITY OF COSTA MESA FACILITIES, FIRE STATIONS & MEDIANS AND PARWAYS ANNUAL MAINTENANCE SCHEDULE 2012 Merchants Landscape Services 1639 E. Edinger Ave., Suite C Santa Ana, Califomia 92705 Calftnia Contractor's License #755658 JAN. FEB MAR APRIL MAY JUNE JULY AUG SEPT OCT NOV DEC Mold & edge Mow & edge Mow & edge Mow & edge Mow & edge Mow & edge Mow & edge Mow & edge Mow & edge Mow & edge Mow & edge Mow & edge turf weekly tueweeldy turfweeldy turf weekly turf weekly turf weekly turf weekly turf weekly turf weekly turf weekly turf weekly turfweekiy Weekly Weekly Weekly Weekly Weekly Weekly Weekly Weekly Weekly Everyother week Everyotherweek Meryotherweek Broadleaf Aerate Aerate Turf Fertfllzatien Turf Fertilization P 21-7-14 19-4-4 " Irrigation Irrigation Irrigation Ir650tl0h Irrigation Irrigation Irrigation Irrigation Irrigaticn Irrigation Irrigation irrigation System oheok System check System check System check System check System check System check System oheok System check System check System check System check Re-certlflcmion of all Baokflow prevention devices Trim Shrubs Trim shrubs Trim shrubs Trfrn shrubs Trfrrl shrubs Trim shrubs Trim shrubs Trim shrubs Trim shrubs Trim shrubs Trim shrubs Trim shrubs ground ower, ground cover, ground cover, ground cover, ground cover, ground cover, ground cover, ground cover, ground cover, ground cover, ground cover, ground cover, Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees Vines & trees as needed as heeded as needed as needed Shrubs and Shrubs and ground coverfert ground cover fert 15-15-15 19-15-15 Weed Control Weed Control Weed Control Weed Control Weed Control Weed Control Weed Control Weed Control Weed Control Weed Control Weed Control Weed Control Rodent Control Rodent Control Rodent Control Rodent Control Rodent Controi Rodent Control Rodent Control Rodent Control Rodent Control Rodent Control Rodent Control Rodent Control Pre -emergent Pre -emergent Monthly Chemical reports due (10th) day of the follaWing month Monthly fertilizer reports. due (10th0 day of the following month City ofirvine Parks and Facilities Maintenace Metchants Landscape Services 1839 E Edinger Ave., Suite C Santa Ana, Caffbnnia 92705 Cailfomla Contractor's License. 0765658 Labor Day Mow Schedule Monday. ; Tuesday; . . Wednesdpy ' Thursday Friday Saturday BILL BARBER PARK ALTON PARK WOODBURY PARK BILL BARBER PARK DNS CIVIC CENTER LONf R PETERS PARK SETTLERS CIVIC CENTER .UNIVgRSITY PARK VALFNCIA R Monday Tuesday: Wedttesda :: Thursday PrIday. HARVARD PARK QUILL HILLS PARK BRYWOOD PARK SAN LEANDRO PARK 3.31 OAK CREEK PARK DOVE CREEK PARK HICKS CANYON PARK PLAZA PARK Mood... Tuesd : .Wednesd -: Thursda Friday CREW;93 - --- WORM wwwwmw"mmummm WINDROW PARK HERITAGE PARK LAS LOMAS PARK ORCHARD PARK 0 lranfrc s lcas, lnc, CITY OF IRVINE ATHLETIC FIELDS AND SPORT PARKS 3 Man Detail Crew - August & September 2011 22) 23) 24) 25) 26) Windrow Windrow Las Lomas Las Comas Las Lomas 29) 30) 31) 1) 2) Quail Hill Quail Hill quail Hill Hicks Canyon Civic Center 5) 6) 7) g) 9) Hofiday Lower Peters Lower Peters Harvard Harvard 12) 13) 141 15) 16) Stonegate Olive Creek Plaza Orchard Civic Center San Leandro Carrotwood 19) 20) 21) 22) 231 Alton Woodburry Meadowood Park Valencia Northwood Oak Creek Settlers Park Brywood 261 27) 28) 29) 30) Heritage Bill Barber Bill Barber Bill Barber Civic Center AUGUST 2010 SPECTRUM OAK CREEK DETAIL ONLY CREW #2 mmmiffism- 01) 02) 03) 04) 05) 06) 07) SAN DIEGO CRK. ALTON PARKWY ALTON PARKWY ALTON PARKWY ALTON PARKWY SOUTH SIDE AND MEDIAN AND MEDIAN AND MEDIAN AND MEDIAN START AT SAND CANYON Patrol. all areas weeding 08) 05) 10) 11) 12) 13) 14) ALTON PARKWY EUCALYPTUS GROVE JEFFREY PARKWAY JEFFREY PARKWAY JEFFREY PARKWAY AND MEDIAN JEFFREY PARKWAY AND MEDIAN AND MEDIAN AND MEDIAN AND MEDIAN START AT 405 FWY Patrol all areas weeding 1S) 16) 17) 18) 19) 20) 21) JEFFREY PARKWAY VALLEY OAK PKWY. & VALLEY OAK PKWY. & VALLEY OAK PKWY. & ICD AND MEDIAN MEDIANS 10" MEDIANS 10" MEDIANS 10" MEDIANS 10" VALLEY OAK PKWY. & Patrol all areas weeding MEDIANS 10" 22) 23) 24) 25) 26) 27) 28) ICD ICD - ICD ICI) BARRANCA MEDIANS 10" MEDIANS 10" MEDIANS 10" MEDIANS 10" PARKWAYS $ MEDIANS 9051E CAGE Patrol all areas weeding 29) 30) 31) BARRANCA SAN DIEGO CRK. PARKWAYS NORTH SIDE MEDIANS Patrol all areas weeding City of Irvine Sport Turf Management Program 2011 Products Color legend Products Color legend Turf management Windrow Baseball fields only 21-7-14Turf Royale Products Rates COMMENTS Jan Feb Mar APR MAY JUN JUL AUG SEP OCT NOV DEC 32-0-6 Lebanon Mesa a lbs/10005Q. FT. 4 applications per year IRSI Organic amend 3240-6 Lebanon Mesa 21-7-14 TURF ROYALE 5 L135/1GOD SQ FT. S applications per yearI �i EPEE E Pro -turf Sport MIX 81bs./lggqsq.€t interseed in March Pro- turf Sport Mix Grand Slam seed Sibs. / 1000 sq.ft j6Ibsj10fj0Sq.ft broad cast seed broad east seed infield and autfwld Turf manage-metAt program scho-dule A fie.tds TURF MANAGEMENT ON THE FOLLOWING SNORTS PARKS. ALTON; HERITAGE A, B, "& C; LOWER PETERS A; QUAIL HILLS ALL; OAK CREEK A & B, AND WINDROW A PRODUCTS RATES COMMENTS JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 21-7-14 TURF ROYALE 5 LRS/1000 SQ F'T- 12 applicattnns per year CALSULGYPSUM 10LBS/1000SQF'r. Coursepri[I4,11 IRSI organic amend .59 Inch thick 1/8 screen, I x per year IRSI organic amend .25 Inch thick 1/9 Inch screen organicamend JTM Complete 5-2-4 Grand Slam seed 71bs. /1000 sq.ft bibs./100DSq.ft Ilivery 10 weeks soccer fields broad castthe seed N ' Pro -turf Sport Mix Sibs./1000sq.ft Isoccer,fnterseedPro-turfmlx Turf' management program schedule B fields TURD MANAGEMENT ON THE FOLLOWING SPORTS PARKS: WOODBURY A PRODUCrS I RATES I COMMENTS I JAN FEB I MAR I APR I MAY JUN JUL AUG SEP OCT NOV DEC 217-1A TURP ROYALE 5 LBS/1000 SQ FT 8 applications per year Turf manageakent prograrn schedule C fields TURF MANAGEMENT ON THE FOLLOWING SPORTS PARKS: BRYWOOD; DOVE CREEK; NORTHWOOD A & 8; ORCHARD; SETTLERS PRODUCTS RATES ODMiMENTS JAN 1 FEe I WAR APR I MAY I JUN I JUL I AUG I SEP I OCT NOV DEC 21714 TURF ROYALE •5,LBS/1000SQFT. 16 applications per year, soccer � , � Ala � m'.. Turf management program Schedule D fields TURF MANAGEMENT ON THE FOLLOWING SPORTS PARKS: LOWER PETERS ll; NORTHWOOD 1; AND WiJODBURY 1 2 PRODUCTS RATES COMMENTS JAN I FEB MAR APR I MAY JUN JUL A1JG I SEP OCT NOV DEC 21-7-14 TURF ROYALE . 5 LBS/1000 5Q FT 4 applications peryear, softball r0 Grand Slam seed tilbs. /1040 &IJI: broad castthe seed if Seed and organic amend schedule SEED RATES COMMENTS JAN I FEB I MAR APR : MAY JUN JUL AUG SEP OCT NOV DEC Grand Slam seed 616s. J 10v0 Sq ft Broad cast the seed Pro turf Sport Mix 8LES/10005QFT rnterseeded Pro turf sport mix SLBS/1000 SQ FT Broad castthe seed IRSI organic amend .50 inch thick 1/8 screen, I xperyear ORGAN IC AMENDMENT .25 inch thick 1/S' inch organic amend Products Color legend Products Color legend Products Colorlegend 21-7-14Turf Royale Pro turf sport mix repair work down the middle fa the fields Gypsum ;:i,l i� ,`1��,t {;�� INTERSEEOE6 IRSI Organic amend 3240-6 Lebanon Mesa PROTURFSPORTS MIX JTM CampleteR-2-4 Grand Slam Seed � CAL sUL GYPSUM overseeded w/organic amend Pro turf spurt mix averseed Pro Turf Sport Mix PrUTUFfsport Mix .erchans r lundscape ser�3ces, GO, Merchants Landscape services 1638 E. Edinger Ave., Suha C Sara Aug, Caliramla 92705 CITY OF RVM TURF MANAGERPW-1NARWT5K4.WCE SCHEDULE C21fampa Corradtal's Umme 3766ma Hotea: I. f3dween ,lune Sat - Augurt tet (ag-Onys} : Ae ifyNent-Orahr, VerikW0ethMd0PaelptVacu<ea, Tap-*< 2. Piemler Flelds ntp*e 12-14 pounds of ladlber per year & Fedikailon program is top pdgftand Is to be completed by noon and watered In. AERIFICATION PROGRAM! FERTILIZATION PROGRAM Nates: 1. Premier nddsrerpfce 12-14 pounds offargtmrperyear 2. Fart liatlnn program is top pdoiRy and is to l e eamplated by noon and vretered in. March: COMMENTS JAfi FEE KAF4APF MAIFl JG U E 001 NON DEC Crcherd,Cerrarwnnd, Nedtrrvaod;, Foo mcsayan Aerify all fields Once a year 1&2,Wbodbutyta2, Lower Pgers 1. son Leemhn, 06 d, Plea, Las Lomas 1& 2. UoWcrs$y, Oovr Creat . tftedorroodP8, Ae fy£eWs%a tines per Vokrreu, hnmuxi 1-7. HH bwbor2,3OM ,4.&S, ;•` yezir Sedlera pede Ae ' flelds Thred limes pLrym YWrdmo%.W l end 2 Tlodhd+rdtl [ve D, FAckaa,&B, WwdbrayA,LarrerPetersA,...'.ak AenTy ftelds Faur Htnps peryear aB, HerllageA,9,&C;. LmxLocretKa Ft. ' qq Whdraw A,avd HfsAe, Ae dram Tmflteaovations rfdweenJunatai- et tat ss•❑ FERTILIZATION PROGRAM Nates: 1. Premier nddsrerpfce 12-14 pounds offargtmrperyear 2. Fart liatlnn program is top pdoiRy and is to l e eamplated by noon and vretered in. March: -,>rchts May/June 2011 iondscops services, €hc. Undated 5127111 IDVINF PARKS. T"DF PrFJOVATIr1NC 16) 17) 18} 19) 70) Vafeneta Park: 1.5 acres Valeo ea Park, IS acre Valencla Park; 1,5 acres Yslenela Park 15 acres WeLICID rn ai 5;00ttjCL d 4 hJ Apply Fertilizer 15-15.15 pad Park 4 res Northwood Park; 4 acre Nort wood Park:4acres NortWgQo4 Pa& 4 ages Northwood Park: 4aeres 25) 24) 2S) 2fi} 27) kgjI3woodPark:_4acees hlorthwaadPark:4actes NrtrthwoodPark:3aCres NorthwoodPark:4acres 5taliSfi OBi7 sq"�' a)`3r1s8ai�,0{'tr`orF¢i�al'sixfX �a) Brpad`cast B'errrrilefa'seed SRQS')r� 1�] Apply Fertilizer 15.15-15 HarVard.Park Plaid D, 1.S acres Harvard Park Field D: 15 acres ry rd Pa 5 acres Harvard Pad Oeldld D: Q acres Hard Park Field D: 1.5 acres a)BreadeasLBermlid'aseedSR995 I�r Fsff� COd t[d - z a} Apply Fertiliser 15 15=15 (Z lial/i.Cf10f c) Install Fence - WLndrnwP�FJold.A:_1.3 WihdroWParkFieWA:1.5 VdthdrowParkField A:1,5 WlndrowParkxeldA,JZ WndgmParkField A:I-S �,. _ ainstd[$iTsrsv a) Apply Fertilizer 15-15.15 a) Brpatltas�Herri►iitl5fseed'5�995 b) lnstalt Fence/0�0) ��ttlers.Pa_rkAll Orehar p All a) Hollow 71me a) Hollow TIne 30) 31) 01) 021 03) Qt!char_d_Park:.2.aCres Orehgrd Park: 2 acres Orchard Parlq 2 acres .2 acres Om ; d Park - zo za) TnRa€IDd i_, a)APpIYFekflfzer1515-15' , Hold av ett arkFi res 5=1ersPark Field A-L5aT a _res fiettferipark FleldA:iSacres, LP rs,pmrkFleldJi:_1.5,acres _ a fastalF37T, G0stk s 6- , : ia) Apply Fertfli:er13-15-15 Herita¢a Park Field ,C:15 acres Heritage -Park Field C:1.5 acres HerbPark Field C: IS aches HerItagg Park Field C: 1.5 acres IN Cr} lhsfafi Fence a) App{Y Ferdlizer 1545.15 Harvard- Field `D' Windrow -1, 2 andJA WoodburvA:1.S San Leandro Park Brvwood Park 6 od Pa a) Vertl-Draln a) Veru -Drain a) Verb-1}raln a) Verki-Drain merchants lune 2011 -landscape sere MZ inC. Updated (16108111 IRVINE PARKS- TURF AENMATxlMc 06) 07) Olt) 09) 16) Vatengill 1) Aed#y ° Las Lomas.A&S 1asLomas A&B )AsLomasA&B )asLamasA&B LasLprnasA&B ` . MY f Wo �Ak ,y A� � Vic a)AppfyForift�cerl5-15-75 o�d - 3-:- -, b) ;')rift Aw . c) install Fence HicicsCanyonA&S .HicksCamronA&B fAcksCanvonA&B)11CksQnvanA&B c) Install Fence fitnsta)l,i100stLftstlil 7.crvger Peters A Lower Paters fA Lower Peters A�r�sv c) Install Fence DoyecreekPark LloyecreekPark guallMtEPark Quai€Hillsurk Veal -Drain Verti-Drain Vero-LBL4 Verb -Drain San Leandro Rork Meadowood Park Bil)BarberPark &12 Park Fertilize with lTMcomplete FertiiizewithyTiytcomplete Woodbury Park Fertilizewith ]TM Complete 13) 14) 15) 16) 17) Hie sCanvonA&B Hi_c_ksQm*nA&& a) APPIyFerlillzer15.15-15 LawerPetersA man= ,+. �h da,,yl �� 3 r i_, 1z) APPIY Fertilizer 15-15-15 O,akCreekA&B OakCreekA&B OakCreekA&S OakCreekA&B OakCre &B pm� maw u a a)ApplpFert€€izerl5-15-15 c) Install Fence Woodbury A Woodbury a Woodbury A Woodbury A 411�dta��gt)�ury A b) APPiy Fartlllzer 15-15-15 Alton Park Alton ft 8111 BartrarPark Bin Baillu PP BiltBat'herPark Hollow Tinn HollowTiae Hotlow7ine Hollaw T7ne Hallow T1ne 20) 21) 22) 23) 24) Heritage -1&2 Herita ja Heataee1&2 Heritawl&2-Herjta e1&2 r .A dl aj g' ,✓'�' 1� r r krk� #e�?$dt? a A Fertilizerls-15-fS } PRS Brywood Park B and Panic Brvwond Park Brywood Park 13MMood Park �rr g�y �gSk ��YY APPIy Fertilizer 15-7.5.15 Plaza Park MMMMMMWMM PlazaPark Plaza Pack Plaza Bark Plaza Park San leandraPark 4 II M sarrlAandroFark gap Eeand-Park Sign Leandry ark 5alrLeandroParIMMIk Hamard park Harvard Park Haruardl Park Harvard pack Marvard Park Hol€owTine HallowTine Hollow Tine Hallow Fine Hollow Tine 27) 26) 29) -- 30) Windrowl Windrow 2 MeadowaodPark wadowoodpark FIE hCanvoni Vertl-Drain Verti-Drain Verti-Drain Vortl-flrain Verti-Drain ataFnng/ support Staff 5 —Full Time Foreman Trucks 1— F250 6 —Full Time Laborers 5 — F150 2 — Full Time Irrigation Technicians 3 s Rangers 1— Full Time QAL 1— Full Time Supervisor 1— Part Time Restoration Biologist 1-- Part Time Certified Lake Manager/Biologist Merchants Landscape owns over 1 million dollars of landscape equipment and will invest in new equipment as needed for this contract. All mowers, power equipment, and trucks will be purchased new to support the contract. We Relieve it would be deceiving to actually list the actual staff members we would use, by name, to fulfill this contract. Even though Merchants currently employees over 350 people, including over 45 management/supervisor positions we wouldn't have people on our staff that were not currently engaged in a current contract. If awarded the full contract Merchants would designate an area manager to oversee the management of the contract. Merchants has listed the staffing it will provide for the contract and would move experienced foremen from existing contracts and hire some new qualified staff if necessary, Merchants has very strict hiring practices and 1 will guarantee all members of the contracts staff will be experienced and professional. The amount of large, sophisticated maintenance equipment Merchants utilizes daily warrants having nothing but experienced, qualified operators. Our clients invest a lot of money and responsibility in Merchants to maintain their municipalities/Institution and we have not ever let them down. The City of Costa Mesa can expect the same level of commitment from Merchants Landscape Services if given the opportunity to manage these maintenance contracts on behalf of the City of Costa Mesa. Qualifications of Bidder Merchants Landscape Services is the largest provider of municipal landscape maintenance in Southern California. We currently have under long-term municipal contracts over $1,000,000,000 a month in such maintenance, Recently the City of Anaheim decided to privatize the landscape maintenance for its 55 park system. After much due diligence Anaheim selected Merchants Landscape to be the long term maintenance contractor for the majority of these parks. Our excellent reputation and extensive client list attests to our commitment to providing the highest quality municipal landscape maintenance in the industry. City of Irvine- Merchants is in year 3 on a 5 year contract to provide complete landscape maintenance for all sports parks, parks and facilities, Merchants provides 7 day a week service for 23 parks totaling over 240 acres, 34 soccer fields,43 ball fields, which are prepped daily by Merchants crews, and servicing 546 trash cans daily. Our service also includes major monthly and annual renovation work, including monthly aerations varying from hollow tine, solid tine,verti-drain etc. Annually we install over 200,000 sq. ft. of sod and completely renovate all turf areas. The City of Irvine spends over $3,000,000.00/year with Merchants to maintain their park system. City of Ontario -Merchants has provided the landscape maintenance in Ontario for past5 years and was recently awarded a new 5 year contract, We maintain facilities, medians, parkways and parks, totaling over 200 acres, including all trash cans, restrooms and,playgrounds daily. County of Orange -Merchants successfully started the maintenance of following Regional Parks on 9/1/11; Mile Square, Irvine, Mason, Yorba and Laguna Niguel, totaling over 800 acres. Merchants Landscape also possesses an extensive inventory of landscape equipment. As the attached equipment inventory illustrates we own a very diverse and specialized equipment inventory. Having numerous tractors, renovators, aerators, dethatchers, slit -seeders, vacuums, top dressers and state of the art mower's like the new Toro Reel master 5510 Simply, municipal maintenance is what Merchants Landscape was built on and continues to grow with. Our total staff is committed to it and thrives on the challenge every day. MERCHANTS LANDSCAPE,.SERVICES, INC. References CITY OF IRVINE P.O. Box 195.75 Irvine, C Contact: E -Mail: Phone: Project Completion: On going to 2014 Project size in $: $3, 000, 000/year City Parks & Sports Parks CTFY OFPALM SPRINGS' 3200 Tahquitz Canyon Dr. Palm Springs, CA. 92262 Contact: E -Mail: Phone: Project Completion: On going to 2013 Project Size in $: $1,200,000/year Sports Parks, City Parks, Facilities, and Medians CITY OF ORANGE 230 E. Chapman Orange, CA. 92866 Contact: E -Mail: g Phone: Project Completion: On going to 2016 Project size ink $750, 000/year All City Parks & Assessments Districts CITY Or, PALO.S VERDES ESTATES 340 Palos Verdes Drive West Palos Verdes Estates CA0going 90274 Contact. E -Mail: Phone: Project ompletion.- 2012 Project size in $240, 000/year Parklands and Right of Way Maintenance CITY OF NEWPORT BEACH 3300 Newport Blvd. Newport Beach, CA. 92658 Contact: E. -mail -- one: . mail.• Phone: Project omp a ion: n going o Projectsize in $: $650,0001year All City Medians & Parkways CITY OFMAAWA TTAN BEACH 3621 Bell Avenue Manhattan Beach, CA. 90266 Contact: E Mail: Phone: Project Completion: On going to 2015 Project size in $: $500, 0001year All City Medians, Parks & Facilities CITY OF ON7ARIO 1425 S. Bon View Ave. Ontario, CA. 91 761 Phone: Contact: E-mail: Project Completion: On going to 2012 Project Size in $: 850, 000.00/year All City Facilities, Parks, Medians, and Districts CITY OF YORBA LINDA 4845 Casa Loma Ave. Yorba Linda, CA. 92886 Contact: E Mail: Phone: Project Completion: On going to 2012 .Project size in $:420, 000.00 City Parks PRICE PROPOSAL SUMMARY FORM Proposer is to complete detailed pricing sheets (which follow) and write in 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, quality, and quantities of work to be performed, materials to be furnished 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, herbicides, 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 Facilities $ 2,871.00 $ 34, 452.00 ##2 Fire Stations $ 1 , 065.00 $ 12, 780.00 72 #3 Medians and Parkways $ 19,100.00 $ 229, 200.00 #4 Parks $ 44, 229.00 $ 530, 748.00 #5 Sports Turf $ 12,720.00 $ 152,640.00 #6 Misc. Items NIA NIA Grand Total $ 79,985.00 $ 959, 820.00 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. Merchants Landscape Services, Bidder Name (Person, Firm, Corp.) 1510 S. -Lyon St. . Address Santa Ana, CA. 92705 City, State, Zip Code �n horized Representative 73 Name of Authorized Representative President Title of Authorized Representative Telephone Number Facsimile Number 74 DISQUALIFICATION QUESTIONNAIRE The Contractor shall 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 otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No x If the answer is yes, explain the circumstances in the following space. 75 76 DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm 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. List below or state "None." 00006imm 77 EXHIBIT D SERVICE AREAS BID PRICING FACILITIES, BIDDER'S NAME Merchants Landscape DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FACILITIES SERVICE AREAS Site # Site Name Monthly Price Annual Price FAC#1 Civic Center 77 Fair Drive 3.13 Acres Turf $ 970.00 $ 11 , 640.00 Sq. Ft. Planters $ 51.00 $ 612.00 Subtotal for FAC#1 $ 1,021.00 $ 12,252.00 FAC#2 Corporation Yard 2310 Placentia Avenue 10,517 Sq. Ft. Turf 14,708 Sq. Ft. Planters Subtotal for IFAC#2 FAC#3 Costa Mesa Senior Center 695 W. 19th Street 15,142 Sq. Ft. Turf 19,659 Sq. Ft. Planters $ 500.Q0 $ 6,000.00 $ 100.00 $ 1,200.00 $ 600.00 $ 7,200.00 600.00 $ 7,200.00 $ 200.00 $ 2,400.00 Subtotal FAC#3 FAC#4 Mesa Verde Library 2969 Mesa Verde Drive East 0.22 Acres Turf Sq. Ft. Planters Subtotal FAC#4 FAC#5 Westside Substation 567 W 9 8th Street $ 800.00 $ 9,600.00 $ 225.00 $ 2,700.00 $ $ 25.00 300.00 $ 250.00 $ 3,000.00 2,970 Sq. Ft. Turf $ 165.00 Sq. Ft. Planters $ 35.00 Subtotal FAC#5 $ 200.00 TOTAL DETAILED PRICING (FAC#9 — FAC#5) $ 2,871.00 $ 1,980.00 $ 420.00 $ 2,400.00 $ 34,452.00 (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. FIRE STATIONS, Site # FS#1 - FS#2 FS#3 BIDDER'S NAME Merchants Landscape 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 Park Avenue Fire Station 1865 Park Avenue 8,805 Sq. Ft. Turf 3,016 Sq. Ft. Planters $ 160.00 $ 1,920.00 $ $ 30.00 360.00 $ 190.00 $ 2,280.00 $ 95.00 $ 1,140.00 $ 15.00 $ 180.00 $ 110.00 $ 1,320.00 $ 170.00 $ 2,040.00 $ 30.00 $ 360.00 Subtotal for FS#3 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 $ 200.00 $ 2,400.00 $ 210.00 $ 2,520.00 $ 15.00^ $ 180.00 $ 225.00 $ 2,700.00 $ 100.00 $ 1,200.00 $ 15.00 $ 180.00 $ 115.00 $ 1,380.00 $ 140.00 $ 1,680.00 $ 85.00 $ 1,020.00 $ 225.00 $ 2,700..00 $ 1,065.00 $ 12,780.00 TOTAL DETAILED PRICING (FS#1-FS#6) $ 1 , 065.00 $ 12, 780.00 (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. BIDDER'S NAME Merchants Landscape DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR MEDIANS AND PARKWAYS SERVICE AREAS Site # Site Name M#1 16th/Pomona/Superior Avenue Hardscape M#2 E. 17th Street Median at Fullerton 1,470 Sq. Ft. Turf Monthly Price $ 20.00 Annual Price $ 240.00 $ 55.00 $ 660.00 M#3 E. 17th Street (Between Orange Ave. & Santa Ana) Median Planters $ 61 .00 Parkway Planter $ 26.00 Hardscape $ 10.00 Subtotal for M#3 M#4 17th Street/Newport Blvd. (Two hardscape medians, E of Newport Blvd. And one hardscape median VII of Newport Blvd.) 2,000 Sq. Ft. M#5 19th Street/Newport Blvd. (Planter on NW corner of 19th St) $ 732.00 $ 312.00 $ 120.00 $ 97.00 $ 1 ,1 64.00 30.00 $ 360.00 1,200 Sq. Ft. 27.00 $ 324.00 M#6 19th Street Medians (Park Avenue to Fullerton) 7,850 Sq. Ft. Planters $ 100.00 $ 1 , 200.00 3,342. Sq. Ft. Hardscape $ $ 17.00 204.00 Subtotal for M#6 $ 117.00 $ 1 , 404.00 M#7 19th Street Parkway & Median Planters (Park Ave to Placentia Ave) 13,000 Sq. Ft. Parkways $ 200.00 $ 2,400.00 6,000 Sq. Ft. Medians $ 75.00 $ 900.00 1,500 Sq. Ft. Hardscape $ 10.00 $ 120.00 Subtotal for M#7 $ 285.00 $ 3,420.00 M#8 W. 19th Street Parkway at Whittier 2,870 Sq. Ft. Turf $ 108.00 $ 1 , 296.00 Site # Site Name M#9 Adams Avenue Medians & Parkway 22.00 (Albatross to Santa Ana River) $ 0.5 Acres Turf 8.00 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 Monthly Price Annual Price $ 605.00 $ 7,260.00 $ $ 22.00 264.00 $ $ 8.00 96.00 $ 635.00 $ 7,620.00 $ 617.00 $ 7,404.00 T $ 22.00 $ 264.00 $ 8.00 $ 96.00 $ 647.00 $ 7,764.00 $ 470.00 $ 5,640.00 $ 31.00 $ 372.00 $ 501.00 $ 6,012.00 $ 12.00 $ 144.00 M#13 Baker Street Parkway (Babb to Fairview) 4,583 Sq. Ft. Planters $ 68.00 $ 816-00 M#14 Baker Street Median (At 73 Freeway Overpass) 4,200 Sq. Ft. Hardscape $ 19.00 228.00 M#15 Baker Street Median (At 55 Freeway Overpass) 1,137 Sq. Ft. Hardscape M#16 Bear Street Median (At Metro Pointe) 0.10 Acres Turf M#17 Bear Street Parkways--- --- (At Yukon) 15,075 Sq. Ft. Planters 9.00 $ 163.00 108.00 $ 1,956.00 $ 225.00 $ 2,700.00 Site # Site Name 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 Sluff to Victoria) Monthly Price Annual Price $ 380.00 $ 4,560.00 $ 41.00__ $ 492.00 1 $ 521.00 $ 6,252.00 $ 15.00 $ 180.00 $ 12.00 $ 144.00 $ 5.00 $ 60.00 $ 114.00 $ 1,368.00 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 $ 19.00 $ 228.00 $ 126.00 $ 1,512.00 $ 29.00 $ 348.00 $ 1,229.00 12.00 $ 14,748.00 $ 144.00 $ 1,210.00 $ 14,520.00 $ $ 22.00 264.00 $ $ 31.00 372.00 21.00 252.00 $ 1,384.00 Monthly Price $ 16,608.00 Annual Price 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 19th 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 Doren lane/Watson Avenue (Hardscape & Tree Wells North of Baker Street) 2,600 Sq. Ft. $ 45.00 $ 540.00 $ 8.00 $ 96.00 $ 53.00 $ 636.00 $ 9.00 $ 108.00 $ 1,054.00 $ 12,648.00 $ 200.00 $. 2,400.00 $ 1,354.00 $ 16,248.00 $ 21.00 $ 252.00 $ 29.00 $ 348.00 M#34 Merrimac Way Parkway Easement $18,876.00 (Across from Orange Coast College) 10.00 Sq. Ft. M#35 Merrimac Way Medians $20,196.00 (Harbor to Fairview) 40.00 0.27 Acres Turf $ 7,017 Sq. Ft. Hardscape $ 60.00 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 $ 19.00 $ 228.00 430.00 $ 5,160.00 $ 9.00 $ 108.00 $ 439.00 $ 5,268.00 $ 1,573.00 $18,876.00 $ 10.00 $ 120.00 $ 1,683.00 $20,196.00 $ 40.00 $ 480.00 $ 5.00 $ 60.00 $ 45.00 $ 540.00 Monthly Price Annual Price (17th Street to 18th Street) Sq. Ft. $ 31 .00 $ 372.00 M#39 Newport Blvd Parkways & Medians (Industrial to 19" Street) 0,51 Acres Turf $ 830.00 $ 9,960.00 2.42 Acres Planters e$ 1 , 307.00 $ 15 F 684.00 10,643 Sq. Ft. Hardscape $ 12.00 $ 144.00 Subtotal for M#39 $ 2,149.00 $ 25, 788.00 M#40 Newport Blvd. Cal Trans Easements (19th Street to Bristol Street both sides) Easements $ 97.00 $ 1,164.00 M#41 Peterson Way Median (At Harbor Blvd) 434 Sq. Hardscape $ 5.00 $ 60.00 M#42 Redhill Median (At Airport Loop) 7,780 Sq. Ft. Turf $ 280.00 $ 3,360.00 3,000 Sq. Ft. Hardscape $ 7,00 $ 84.00 Subtotal for M#42 $ 287.00 $ 3,444.00 M#43 Red Hill Slope (At Airport Loop & Pullman) M#45 1.92 Acres Slope $ 271 .00 $ 3,252..00 M#44 Sakioka Drive Medians (Sunflower to Anton) 0.13 Acres Turf $ 211 .00 $ 2,532.00 1,980 Sq. Ft. Hardscape 6.00 $ 72.00 Subtotal for M#44 $ 21.7.00_ $ 2,604.00- ,604.00_ M#45 South Coast Drive Medians (Harbor Blvd. To Bear Street) 0.66 Acres Turf 1,590 Sq. Ft. Hardscape Subtotal for M#45 $ 1,065.00 $ 10.00 $ 1,075.00 $ 12,780.00 120.00 $ 12,900.00 M#46 Sunflower Avenue Parkways (At Smalley Road) 0.62 Acres Planters $ 390.00 $ 4,680.00 M#47 Sunflower Medians (Harbor to Main) 0.53 Acres Turf 0.41 Acres Hardscape Subtotal for M#47 $ 853.00 $ 10,236.00 $ 45.00 $ 540.00 $ 898.00 $ 10,776.00 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 Monthly Price Annual Price $ 274.00 $ 3,288.00 $ 18.00 $ 216.00 $ 292.00 $ 3,504.00 $ 31.00 $ 372.00 $ 22.00 $ 264.00 $ 53.00 $ 636.00 $ 3,161.00 $ 37,932.00 $ 419.00 $ 5,028.00 $ 19.00 $ 228.00 $ 3,599.00 $ 19,100.00 $ 43,188.00 $ 229,200.00 (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 accuracy of measurements. Contractor shall independently verify all quantities. BIDDER'S NAME Merchants Landscape DETAILED PRICING FOR COMPLETE LANDSCAPE & SPECIALTY MAINTENANCE FOR 'NEIGHBORHOOD PARKS SERVICE AREAS Site # Site Name Monthly Price Annual Price P#1 Balearic Center 1975 Balearic Drive 1.45 Acres Slope Area $ 477.00 $ 5,724.00 P#2 Brentwood Park 265 Monte Vista Avenue 1.94 Acres Turf $ 638.00 $ 7,656.00 P#3 Canyon Park 970 Arbor Street 4.51 Acres Turf $ 1,183.00 $ 14,196-00 120.00 Acres Natural Habitat $ 300.00 $ 3,600.00 Subtotal for P#3 P#4 Civic Center Park 111 Fair Drive 2.60 Acres Turf P#5 Community Garden 523 Hamilton Street $ 1,483.00 $ 605.00 $ 17,796.00 $ 7,260.00 3,100 Sq, Ft. Turf 1,900 Sq. Ft. Planters Subtotal for P#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 $ 120.00 $ 1,440.00 $ 25.00 $ 300.00 $ 145.00 $ 1,740.00 $ 728.00 $ 8,736.00 $ 30.00 $ _ 360.00 $ 758.00 $ 9.,096.00 $ 1,720.00 $ 20,640.00 $ 110.00 $ 1,320.00 $ 1,830.00 $ 21,960.00 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 Subtotal for P#8 P#9 Gisler Park Monthly Price $ 1,750.00 Annual Price $ 21,000.00 4,200.00 50,400.00 565.00 6 780.0 $ 20.00 $ 240.00 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. 16th Street 1.94 Acres Turf Sq. Ft. Planters -6,_535.00 485.00 120.00 75.00 $ 933.00 $ 78,420.00 - $ 5,820.00 $ 1,440.00 $ 900.00 $ 8,160.00 $ 1,020.00 $11,196.00 $ 105.00 $ 1,260.00 Subtotal for P#11 P#12 Jordan Park 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 220 23rd Street 5.15 Acres Turf $ 1,038.00 $ 12,456.00 $ 420.00 $ 5,040.00 $ 61.00 ® $ 732.00 $ 481 .00- $ 5,772.00 $ 100.00 $ 1,200.00 $ 23.00 $ 276.00 $ 123.00 $ 1,476.00 $ 1,120.00 $ 13,440.00 P#15 Lions Park 570 W. 1 $th Street 5.50 Acres Turf $ 3,670.00 $44, 040.00 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 P#16 Marina View Park 1035 W. 19th Street 1.42 Acres Turf $ 510.00 - Sq. Ft. Slope $ 57.00 Subtotal for P#16 $ 567.00 P#17 Mesa Verde Park 1795 Samar Drive 1.97 Acres Turf $ 448.00 $ 6,120.00 $ 684.00 $ 6,804.00 $ 5,376.00 i P#18 Moon Park 3377 California Street 1.06 Acres Turf $ 341 .00 $ 4,092.00 Sq. Ft. Planters $ 47.00 $ 564.00 Subtotal for P#18 $ 388.00 $ 4,656.00 P#19 Paularino Park 1040 Paularino Avenue 1.95 Acres Turf $ 561 .00 $ 6,732.00 Sq. Ft. Planters $ $ 30.00 360.00 Sq. Ft. Drainage Swale $ $ 10.00 120.00 Subtotal for P#19 $ 601 .00 $ 7,212.00 P#20 Pinkley Park 360 Ogle Street 2.43 Acres Turf $ 691 .00 $ 8,292.00 P#21 Raleigh Park (On Raleigh between Wilson and Victoria Street) 2,000 Sq. Ft. Turf $ 95.00 $ 1,140.00 3,000 St. Ft. Planters $ 10.00 $ 120.00 Subtotal for P#21 $ 105.00 $ 1 , 260.00 P#22 Shalimar Park 5,700 Total Sq. Ft. $ 70.00 $ 840.00 500 Sq. Ft. Planter $ $ 10.00 120.00 Subtotal for P#22 $ y` $ °;80.00 960.00 P#23 Shiffer Park 3143 Bear Street 1.77 Acres Turf $ 920.00 $ 11 , 040.00 9,600 Sq. Ft.. Slope Planter $ $ 15.00 180.00 Subtotal for P#23 $ 935.00 $ 11 , 220.00 Site # Site Name Monthly Price P#24 Smallwood Park 1646 Corsica Place 2.50 Acres Turf $ 1,180.00 P#25 Suburbia II Park 3302 Alabama Circle 0.69 Acres Turf $ 227.00 P#26 Tanager Park 1780 Hummingbird Drive 7.51 Acres Turf Sq. Ft. Planters D,G. Paths Subtotal for P#26 P#27 Tewinkle Park Annual Price $ 14,160.00 $ 2,724.00 $ 927.00 $ 11,124.00 $ 86.00 $ 1,032.00 $ 15.00 $ 180.00 $ 1,028.00 $ 12,336.00 970 Arlington Drive 22.39 Acres Turf $ 12,263.00 $147,1 56.00 (Includes Tewinkle Bark Park and Tewinkle Skate Park.) �Sq. Ft. Planters - $ 376.00 $ 4,512.00 (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 $ 215.00 $ 2,580.00 (Includes trimming of trees in planters inside of TW Bark Park and plants that surround the 36 TW Tennis Center.) 0.05 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 Park 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 $ 246.00 $ 2,952.00 $ 20.00 $ 240.00 $ 13,120.00 $ 1157,440.00 $ 1,545.00 $ 18,540.00 $ 46.00 $ 552.00 $ 130.00 $ 1,560.00 $ 1,721.00 $ 20,652.00 $ 1,755.00 $ 21,060.00 $ 130.00 $ 1,560.00 $ 1,885.00 $ 22,620.00 $ 1,015.00 $ 12,180.00 37 Site # Site Name P#31 Wimbledon Park 3440 Wimbledon Way 2.75 Acres Turf Sq. Ft. Planters Subtotal for P#31 TOTAL DETAILED PRICING FOR P#1 THROUGH P#31 Monthly Price Annual Price $ 525.00 $ 6,300.00 $ 45.00 $ 540.00 $ 570.00 $ 6,840.00 $ 44,229.00 $ 530,740.00 (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. . W SPORTS FIELDS, BIDDER'S NAME Merchants Landscape 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 SP#2 Luke Davis Field at Lions Park 870 W. 18" Street 3.00 Acres Turf Monthly Price Annual Price $ 1,620:00 $ 19,440.00 $ 1,710.00 $ 20,520.00 SP#3 The Farm Sports Complex 2750 Fairview Road 14.70 Acres Turf $ 3,090.00 1.04 Acres. Planters $ 310.00 Subtotal for SP#3 $ 3,400.00 SP#4 Fairview Developmental Center 2501 Harbor Blvd. 5.50 Acres Turf $ 950.00 SP#5 Smallwood Park Ball Field (Includes edging all brick dust areas) $ 1 '085.00 $ 37,080.00 $ 3,720.00 $ 40,800.00 $ 11,400.00 $ 13,020.00 SP#6 Tewinkle Park Athletic Complex 960 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 $ 3,91.0.00 $ 46,920.00 $ 45.00 $ 540.00 $ 3,955.00 $ 12,720.00 $ 47,460.00 $ 152,640.00 (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. EXTRA WORK BID PRICING BIDDER'S NAME Merchants Landscape LANDSCAPE MAINTENANCE EXTRA WORK BID FORM LANDSCAPE MAINTENANCE Landscape Sq. Ft. Cost Per Month $ .01 Acre Cost Per Month $ 435.00 Vegetation Mgt. (mowing) Acre Cost Per Occurrence $ 375.00 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 REGULAR TIME Foreman $ 25.00 Laborer $ .01 $ 435.00 55.00 OVERTIME $ 37.50 $ 20.00 $ 30.00 Specialty Personnel Cost Per Acre $ 50.00 Edge and Trim Irrigation Tech $ 35.00 $ 52.50 Irrigation Laborer $ 20.00 $ 30.00 Pesticide Applicator $ $ 38.00 57.00 Special Event Staff $ $ 22.00 33.00 NON SPORTS TURF UNIT COST MAINTENANCE Mowing Cost Per Acre $ 50.00 Edge and Trim Cost Per 1,000 Linear Feet $ 8.00 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 $ 35.00 $ 110.00 $ 150.00 $ 825.00 $ 4.00 $ 175.00 Pest Control Cost Per 1,000 Sq. Ft. $ 25.00 Cost Per Acre LANDSCAPE MAINTENANCE Cost Each Edge and Trim Cost Per 1,000 linear Feet $ Weed and Clean Up Cost Per 9,000 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 1,000.00 8.00 20.00 35.00 110.00 $ 25.00 $ 1,000.00 $ 16.00 $ 30.00 $ 1,400.00 $ 30.00 $ 30.00 Irrigation Repairs Cost Per Hour $ 38.00 Clean Hardscape/Sidewalks Cost Per Sq. Ft. $ .02 SPORTS TURF MAINTENANCE Mowing Cost Per Acre $ 75.00 Trim and Edge Cost Per Linear Foot $ .01 Fertilization Placement Only Cost Per Acre $ 35.00 Fertilization Material Only Cost Per Acre $ 110.00 Aerification (with core removal) Cost Per Acre $ 150.00 Topdressing Cost Per Acre $ 700.00 Topdressing Material Only Cost Per Ton $ 40.00 SPORTS TURF MAINTENANCE CONTINUED Thatching (including removal) Cost Per Acre $ 725.00 Weed Control Cost Per 1,000 Sq. Ft. $ 4.00 Cost Per Acre $ 175.00 Pruning Shrubs Cost Per 1,000 Sq. Ft. $ 16.00 Cost Per Acre $ 7 0 0.0 0 a PLANT MATERIAL (Complete pricing including labor and material) Annual Color (4" container) Cost Each $ 1.37 Perennial Color (4" container) Cost Each $ 2.20 Ground Cover Cost Per Flat $ 19.00 One (1) Gallon Cost Each $ 8.00 W Five (6) Gallon Cost Each $ f 18.00 Fifteen (15) Gallon Cost Each $ 55.00 sf 24" Box Tree Cost Each $ 275.00 36" Box Tree Cost Each $ 850.00 i Seeded Turf Cost Per Sq. Ft. $ :02 Sodded Turf Cost Per Sq. Ft. $ 0.98 Stolonized Turf Cost Per Sq. Ft. $ .08 � Hydroseed Cost Per Sq. Ft. $ .a5 MISCELLANEOUS ITEMS Paper Hand Towels Cost Per Case $ 32.00 C -Fold Paper Hand Towels Cost Per Case for Balearic Center only Cost Per Case $ 30.00 Jumbo Toilet Tissue Cost Per Case $ 65.00 2 -Ply Toilet Tissue Cost Per Case $ 55.00 Trash Can Liners Cost Per Case $ 22.00 American Flags Cost Each $ 75.00 Playground Sand Cost Per Ton $ 60.00 Wood Chips Cost Per Ton $ 60.00_ D.G. (Decomposed Granite) Cost Per Ton $ 85.00 Mulch Cost Per Ton $ 48.00 Paint (for Ball Fields) Cost Per Case $ 65.00 Dog Waste Bags Cost Per Case $ 85.00 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 shalt not be held accountable for measurements. It is up to the Contractor to verify all indentif led sites. / 10 a CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDDNYYY) THIS CERTIFICATE 15 ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED. :REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate molder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s), PRODUCER Bolton & Cornpany 3475 E. Foothill Blvd., .Suite 100 Pasadena, CA 91107 www.boltonco.com 0008309 CONTACT NAME: PHONE(A)C o Ext: - WC, No:Q20-583-2125 E-MAIL ADDRESS: INSURERS AFFORDING COVERAGE NAIC 4 INSURER A: Travelers PropealtyCQo1paWof Am INSURED Merchants Landscape Services, Inc, 1190 Monterey Pass Road Monterey Park CA 91754 INSURER 13: casualty C INSURER C: Federal Insurance C INSURERD: _ INSURER E : INSURER F: OVERAGES CERTIFICATE NUMBER: 12217785 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES_ OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE _INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REOUIREMENT,•TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONSAND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INTR TYPE OF INSURANCE ADDI. SUBR POLICY NUMBER POLICY POLICY YYY LIMITS A GENERAL LIABILITY % COMMERCIAL GENERAL LIABILITY CLAIMS -MADE [—/—] OCCUR 6308043N684TIL 6/1/2011 6/1/2012 EACH OCCURRENCE $ 1,000,000 DAMq PREMISES �E 7O ENTED ka oocyrrence $ 300,000 MED EXP (Any one person) $ 5,000 PERSONAL&ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GEN`L AGGREGATE LIMIT APPLIES PER: POLECY'/ YZRCO� F7 LOC PROQUCTS - COMPIOP AGO $ 2.000,000 $ r� AUTOMOBILE LIABILITY ANY AUTO ALL OWNED F SCHEDULED AUTOS AUTOSEC HIRED AUTOS AUTOS 8103291)1.831TIL 6/1/2011 6/11/2012 ol�e��l Dtsl GLEE LIMIT $ 1,000 000 BODILY INJURY (Per person) $ BODILY INJURY {Por accident) $ RDPERTY AMAGE Per acdldent $ $ A UMBRELLALIAB EXCESS IJAB OCCUR CLAIMS -MADE CUP8043N684TIL 6/1120111 6/1/2012 EACH OCCURRENCE $ 10,000,000 AGGREGATE $ 10,000,000 DED RETENTIONS() $ $ $ B A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETORIPARTNCWEXECUTIVE� OFFICERIMEII EXCLUDED? (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below NIA SP4043975 Excess WC( CA) YUB598M6p1112(AOS} 4/24/2011 11/1/2012 4/24/2012 1/1/2013 STATU- O TORY LI ITS E.L. EACH ACCIDENT $ 1,000000 El. DISFASE - EA EMPLOYEE $ 1,0000_00 E.L DISFASE -POLICY LIMIT $ 1,000,000 C EmplyeeTh aft /Forgery 81585028 6/1/2011 6/1/2012 LImIt $1 MIL/Ded, $25,000 DESCRIPTION OF OPERATIONS I LOCATIONS ! VEHICLES (Attach ACORD 101, Additional Remarks Schedule, If more space Is required) Workers Comp is Self -Insured under California Certificate of Consent to Solf Insure #1793 for California operations, Evidence of Insurance, CERTIFICATE HOLDER CANCELLATION Evidence of Insurance, SAMPLE; SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE f fes] Cheryl Fola Q 1908-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010106) The ACORD name and logo are registered marks of ACORD CERT NO,, 122177$5 CLIENT Copk, MBRCH1 BDIton Certificate Processing 1/70/2012 19;22;16 PM Page 1 of 1 EX PARTE COMMUNICATIONS CERTIFICATION Please indicate by signing below one of the following two statements. Only sign one statement. I certify that Proposer and Councilmember concerning December 16, 2011. Nf Proposer's representatives have not had any communication with a City the PARKS AND LANDSCAPE MAINTENANCE RFP at any time after I certify that Proposer or Proposer's representatives have conununicated after December 16, 2011 with a City Councilmember concerning the Parks and Landscape Maintenance RFP. A copy of all such communications is attached to this form for public distribution. 70 State Of California s�,00, %,Z�''�ONTFZACTORS STATE LIGE QBEBOARD ` ` �''°'`Cvhsamer ACTIVE LICENSE Ai"lal�`a Worms 7666+513 Eno CORP - Busfiesshfema MERCHANTS LANDSCAPE SERVICES INC Clawui -aonm C27 i EW;raonDole 07131/2013 www.cslb.ca.gov r CALrFORNIA DEPARTMFNT Or PESTTCME REGUL.ATxo7 10011 STREET SACRAMENTO, CALF'OR10 U 958154 ISSUED: January 01, 20.12 rR]"WMS: December- 31, 2013 PEST CONTROL BUSINESS BRANCH Invalid if insure &I and/or qualified prsons�apseab ore expiration date. MailingAAddress ir1 I'c..►. Via, p i.,. MERCHANTS LANDSCApB SERVICES 1015 S. LYON ST.� SANTAANA, CA 92705,rF;F�'a Business Location RCHANTS LANDSCAPE SERVICES i 6 C EAST EDINGER NTAANA, CA 92705 POST TIM LICENSE PRONLINENTI,X IN PUBLIC VIEW THIS LICENSE I,5 NOT TItANSURABLB —ANY CIL4NCrg IN I DWNI3R5HIP IZBQI]IR$S A NEW LICENSE I)ITAATM DNT 0VPEST ICWLT'' jug U[,A'rTON Qjp r A+ ICHK81NG1C]RTIE7Cy Vj()N PROGRAM QUALrb'IIEll AI'i,Lt CATOR I,ICEN5 bATI6 OF muE 'VALID THROUGH 01101/20/2 12/91/241 QAL 98960 LACUNA NIGUEL CA q2q7jRANO #213 Will 1111�1 bEpARTMENTOSPE5TICLD$RECi1I ATION dapr I ICENSINGICERTIErGATION PROGRAM (a, QUALIFIED APPLICATOR LICENSE bm OF'IssuE 0110112011 VALID TEROUGE 1213112012 ' BG *LA ERT AVE EL MONTE CA 91-732 PINNACLE LANDSCAPE CO. City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 February 2nd 2012 Pinnacle Landscape 2200 Fairview St, Santa Ana, CA 92704 To Whom It May Concern: Thank you for allowing Pinnacle Landscape Company the opportunity to serve the City of Costa Mesa by providing the parks and landscape maintenance services for the next several years. Living here as I do, it would be a source of great pride and a privilege to contribute to the beautification of the City. This proposal covers the entire scope of work required in the RFP titled Parks and Maintenance Services, Costa Mesa which was released initially on December 16th, 2011. This encompasses the landscape and other maintenance and upkeep of parkways, medians, sports fields, playgrounds, parks, and lakes throughout the City of Costa Mesa. We have read thoroughly the RFP and are well acquainted with its contents. Pinnacle is highly experienced, capable and equipped to deal not only with the parameters of the RFP but with unforeseen variables which might have bearing on our work. Our proposal price for these services will be valid for a period of at least 180 days, as specified in the RFP. We have visited all the sites listed so our prices reflect a careful examination of topography, habitat, proximity to vehicle, and pedestrian traffic, and other factors which affect scope and schedule and therefore the cost of operations. Our good standing with the various entities, including municipalities and governments, with whom we've worked provides testimony as to our familiarity with the maintenance of private and municipal assets. Our staff is fully trained and in possession of the pertinent certifications and licenses required to perform the entire scope of work required in the RFP and do so in accordance with all city, state, and federal, requirements. 2200 S. Fairvidw Street, Santa Ana, CA 92704 • (774) 434-7472 (P) + (714) 434-7492 (F) www.pinnaclelandscapecompany.com CA Lic #835719 0 PINNACLE Landscape company My parents started the landscape company in 1967 with my mom driving the trencher and my dad installing irrigation systems, contributing to the fantastic growth of this region. They worked hard to grow this company right here in Orange County so I take very seriously the work that goes here. Part of our mission philosophy here at Pinnacle Landscape Company is to treat our clients as partners. While many companies have become more aggressive in seeking ways to extract money from their clients we have taken the opposite tack. At every turn we create opportunities to... ...find cost savings for our partners. ® ...improve the image of our partners. ...devise efficiencies to avoid costs for our partners. ® ...advise our partners to better manage their assets, We trust that you'll keep these advantages in mind while reviewing our proposal which we know is fair, honest and reasonable. Please let me know and I'll be glad to answer your questions or for any reason please feel free to keep in touch. l Thank you for your time. Sincerely, CEO/President 2200 S. Fairview Street, Santa Ana, CA 927D4 • (714) 434-7472 (P) • (714) 434-7492 (F) www.pinnaclelandscapecompany.com CA Lic 4835710 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP December 16, 2011 Deadline for Written Questions January 4, 2012 Responses to Questions Posted on Web January 11, 2012 pf-aposals are Due Proposals are Due ranuai:5, 19, 2012 February 2. 2012 intesi.z &A, (i f held)-- 'YLV YY 11 lllil Interview Interview (if held) Feb, 2012 - February 23, 2012 Approval of Contract TBD All dates are subject to change at the discretion of the City All other provisions of the invitation of this proposal shall remain in their entirety, Vendors hereby acknowledge receipt and understanding of the above Amendment. 075cFameMan x e �i n►-ia C le. NraW i ne)S C7►m.-F, Inc . �1b Pinnar:le LAntisCa P e. Co Company Name aaoo S. Firview S--. orb Ana , c q Zia Address TYPE OF APPLICANT; REQUEST FOR PROPOSAL Parks and Landscape Maintenance VENDOR APPLICATION FORM VNEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: PINNACLE HOLDINGS GROUP, INC DBA PINNACLE LANDSCAPE CO Contact Person for Agreement: Corporate Mailing Address: 2200 S. FAIRVIEW ST. City, State and Zip Code: SANTA ANA, CA 92704 E -Mail Address: Phone: Fax: 714-4347492 Contact Person for Proposals - Title: CORPORATE PARTNERSHIPS MANAGER Business Telephone: Is your business: (check one) ❑ NON PROFIT CORPORATION C4' FOR PROFIT CORPORATION Is your business: (check one) Y CORPORATION ❑ INDIVIDUAL ❑ PARTNERSI-HP E -Mail Address: Business Fax: 714-434-7492 ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP U UNINCORPORATED ASSOCIATION 49 Names & Titles of Corporate Board Members (Also list Names & Titles of persons with written authorization/resolution to sign contracts) r Names Title Phone PRESIDENT/CEO Federal Tax Identification Number: #880455967 City of Costa Mesa Business License Number: #131-028918 (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: JULY 31, 2012 50 Pinnacle Landscape — Project Summary Pinnacle Landscape is bidding on all phases of the RFP as it is within the scope of work we do and have done for many years. Since we have visited all the sites and carefully reviewed all phases of the work we are confident in our ability to perform the required work and of our prices listed in the proposal. All daily, weekly, monthly and annual tasks required by the RFP have been noted and taken into careful consideration in our pricing. Interaction It is important to us that a harmonious relationship exist between our organizations at the outset and throughout the term of the contract and so will seek every opportunity reinforce that commitment. Pinnacle will work in close association with city representatives to ensure a smooth transfer of responsibilities. We will seek the council, advice and will follow the lead of the City as required in each phase of the work. All scheduling, documentation, inspection and reporting required by the RFP have been noted, considered and will be implemented by us. We will inspect and report upon any overnight damage and vandalism to the City as required by the RFP. Improvements A main objective for Pinnacle would be the improvement of City property and equipment through a routine series of recommendations. As with all the client -partners with whom we've worked Pinnacle will suggest upgrades to the City's assets as well as detail any dysfunctional equipment, dead or dying plant material and most importantly, to immediately report any hazardous conditions we find during the course of a given work day. Our staff will constantly be on the lookout for unsafe and potentially unsafe conditions and report these to their supervisors who will in turn routinely alert the appropriate City representative(s). One such example exists currently in Fairview Park. We've noticed that a series of sprinkler heads that should be spraying in a 180 degree pattern are instead spraying 360 degrees which are soaking a sidewalk that not only will degrade the hardscape, but is now creating a slip hazard for the frequent passers-by like joggers and the like (see attached photo). Once awarded the contract we will systematically go through each site and, if our recommendations are met with approval, act toward the elimination of these problems. Pinnacle will make recommendations regarding improvements that could be made to specific areas, equipment and material, to ensure that City assets remain in the best possible condition. Our field employees are trained to report these to their supervisors, Pinnacle Landscape -- Project Summary Beyond reporting on potentially hazardous and problematic areas, our supervisors and foremen are incentive -driven to look for and report on any opportunity that would improve the shape of the assets under their authority. If an improvement can be made to boost the City's image we will identify it and make recommendations. Safety Pinnacle takes safety seriously and employs a safety coordinator who holds meetings with the staff training them as to the latest measures available. Every morning employees inspect each piece of equipment to ensure its safe, smooth operation and that no leaks are present. This painstaking review of equipment and training of staff adds value to every contract we sign as it prevents injury to our people and those of the public and ensures that gas, oil and lubricants do not come into contact with the valuable assets of our clients. Maintenance All required maintenance of turf, trees, shrubs, groundcover, and rodent control, weed control, edging, trimming, detailing of all areas listed has been noted. All mow heights frequencies and patterns, blade requirements, seed type, reseeding schedule and pruning heights and restrictions and other details have been considered and will be implemented within the requirements of the RFP. All required herbicides and fertilizer will be applied according to requirements of the RFP and otherwise. All entry gates will be inspected and upkept as required. All hardscapes will be inspected and detailed as required. Flag poles, lights, benches, tables, signs, sign posts, and monuments will be maintained as required. All roto tilling, pressure washing, mulch placement (with approved material) will be undertaken as required. Irrigation Effective controls are in place for the maintenance of irrigation systems. Everyday our irrigation technicians inspect the various irrigation valves, fittings, backflow devices and sprinklers. The irrigation techs at most other companies simply drive by in their vehicles with a remote control to check that sprinkler heads rise smoothly. However we have found that personal inspection of each unit ensures that proper orientation is in place that they are properly functioning. This can only be done accurately by close visual inspection. All equipment listed relating to irrigation will be inspected, maintained and repaired as required by the RFP. Pinnacle Landscape — Project Summary Weed and Pest Control t Our adherence to state, city and federal regulations, laws and requirements with regard to, among others, rodent, and weed control and abatement, natural resource management, and sensitivity to native flora and fauna are indicated by our spotless record. We will perform all weed and rodent control as required by the RFP with full documentation including submittal of MSDS and any other obligatory material. Lakes Pinnacle has the experience to deal with the maintenance of lakes, most notably with the Irvine Ranch Water District. Routine maintenance of the lake system as well as the canals, ponds and washouts will occur as required by the RFP. We hold the aquatics licenses necessary to perform chemical and mechanical water -weed control and abatement with careful regard to habitat protection and stewardship. Aquatic herbicides and algaecides will be used only in conjunction with City oversight and always accompanied by the appropriate HMDS as required. All equipment related to the lake system including ponds, waterfalls, washouts and canals will be inspected, maintained, calibrated and repaired as is required by the RFP. Appropriate reporting will be implemented as required. Inspection of the structural integrity of the lake edges will occur routinely and damage reported. Sports Fields Beyond routine maintenance Pinnacle will perform the delineation of sports fields to specifications as required as well as the maintenance including grading of infields and warning tracks of baseball fields. The inspection, repair, and as -needed replacement of all sports related equipment required by the RFP have been noted and will be taken care of. All phases of work relating to the sports fields required by the RFP have been noted and considered included laser leveling. All specific material required to maintain the sports fields has been noted and considered. Parks Maintenance of parks is to include the pruning of trees, detailing and edging of hardscapes, mowing, blowing of landscapes and other maintenance including trash removal. All work with regard to the upkeep, inspection, and overall maintenance required by the RFP and improvement of the parks will be undertaken. Inspection of all assets and the reporting of graffiti and vandalism are to be part of our routine as required. Removal of broken glass and other debris will be done routinely. The avoidance of unsafe conditions throughout the park system will be a priority. Pinnacle landscape — Project Summary Playgrounds Playground equipment will be inspected and maintained as required including certification by a NPSI will occur annually as required. The upkeep, pressure washing, removal of debris and removal of trash will occur according to the RFP. All work required by the RFP has been considered. Restrooms Restrooms listed in the RFP will be opened, inspected, restocked, maintained and closed as required. The upkeep of bathrooms will require the changing of light -bulbs and fixtures as required. The resupply,sanitary and safe operation of restrooms and remediation of unsafe conditions like slip -hazards will be a priority. Trash Removal and Debris Cleanup All garbage cans, BBQ pits, fire rings and any other refuse that the RFP requires us to remove has been considered and will be implemented no matter what location. All garbage cleanup throughout the RFP has been considered in our pricing. Fertilization All plant material will be inspected with regard to fertilization will be undertaken and appropriate action taken as required with approval by City officials. This will be done in accordance with sensitivity regarding plant ecosystem health. Pinnacle Landscape -Methodology 1) All of our clients are currently managed through our customer relations management database, "Salesforce". This software tool allows our entire staff to view, document, track, and implement relevant tasks and information pertinent to each job site's specific requirements. This powerful tool enables our personnel to act quickly in response to situations as they arise. 2) Pinnacle assigns a dedicated Customer Relations Manager whose primary responsibility is to interact with our client's representatives as necessary to ensure their satisfaction and compliance with each project and its specific scope of work. Our Corporate Customer Support Manager is available as a liaison between our client and their Customer Relations Manager. 3) Our schedule will be determined in detail once we are awarded the contract. Please see attached page for an example of one scheduling tool we use for scheduled daily tasks. This template would be modified as needed for daily tasks and serve as highly useful tool for supervisors to keep track of the delegation of daily, weekly, monthly, and annual tasks. Pinnacle will perform all tasks required by this RFP if we are awarded the a contract for the entire scope of work depending on whether we are awarded all or part of the work required herein. Our transition plan calls for the reassessment of all material, equipment etc of sites awarded, requests made by us for inspections of said locations by City representatives, recommendations for specific improvements for best initiating maintenance and the interfacing with relevant City employees and sharing of relevant controls and schedules to ensure the smooth transfer of responsibilities. 4) Pinnacle requests that City staff be available to perform monthly inspections on all sites. City Staff would be needed to review and authorize recommended and/or necessary repairs. A City representative would be required to perform inspections and provide feedback regarding the scope of work. 5) The departments within our maintenance division systematically inform one another with pertinent data to better approach each phase of landscape maintenance. For example, each week all maintenance supervisors receive a water usage report about evapotranspiration from the California Irrigation Pinnacle Landscape -Methodology Management Information System—CIMS which provides a management tool which direct the irrigation techs toward optimal water usage. This reduction in water consumption optimizes weed, pest and disease control and plant nutrition. Our Certified Water Auditors work in close association with our pest control department for better integrated Pest Management. Another way of improving efficiency is to organize some of our personnel into task -specific crews for mowing, refuse -collection etc. Our willingness to move past the traditional 5 man 'mow and blow' crews is a simple way of streamlining our efforts which translate to cost savings for our client -partners. 6) Pinnacle recognized the possible advantage of hiring displaced City employees. Their familiarity and understanding of the scope of work could greatly benefit our ability to adhere to the specifications within this RFP. We will welcome these applications and after a thorough evaluation we will be determine which applicants would best fit our needs. 7) Pinnacle's proposal included all specified locations included in the RFP 8) Pinnacle's headquarters, being located as it is on Fairview Street adjacent to the City of Costa Mesa, renders the leasing of City property unnecessary at this time. However, the scope of work specified requires us to purchase certain high-end equipment which we will seek to purchase from suitable vendors including the City of Costa Mesa. Pinnacle Landscape -Staffing , Vice President of Operations 27 Years Experience, Landscape Maintenance 0 1986-1987 Plant Control ---Foreman 0 1987-1994 Plant Control —Project Manager 0 1995-1999 Plant Control --General Manager 0 2000- Present Plant Control /Pinnacle Landscape —V.P. of Ops. Safety Coordinator/Pest Control Advisor 36 Years Experience, Landscape Maintenance 0 19791981 Plant Control - Hydro Seeding, Pest Control, 0 1981-1989 Plant Control - Landscape Maintenance, Installation, Management 0 1989-1991 Plant Control AquAudit, Earth Laboratory— Irrigation, Soil, Pest Control Consultant 0 1992-1994 Plant Control —Landscape Management 0 1995-2002 Plant Control -Landscape Management - ® 20022006 Plant Control /Pinnacle Landscape—Pest Control, Safety Management 0 2007-2012 Pinnacle Landscape —Pest Control, Safety Management, Landscape Consulting, Employee Training in arbor care, plant care, soil., pests, safety 0 Certified Arborist, ISA 0 Licensed Pest Control Qualified Applicator, Categories ABCDF, California Dept. of Pesticide Regulation, CDPR Licensed Pest Control Advisor—All Categories, CDPR 0 Landscape Industry Certified Technician --Exterior, Ornamental and Turf Maintenance, Professional Landcare Network 0 Certified Landscape Irrigation Auditor, Irrigation Association 0 Certified 10 -Hour OSHA Training Division Manager 32 Years Experience, Landscape Maintenance 1980-1996 Owner, Meadows Landscape Design 0 1997-2005 Division Manager, Plant Control /Pinnacle Landscape 0 2006 -Present Division Manager, Pinnacle Landscape Pinnacle Landscape -Staffing Customer Relations Manager 30 Years Experience, Landscape Maintenance 0 1982-1986- Cal Poly Pomona- Agricultural Biology 1985 -1999 -Plant Control Corp, Supervisor/General Manager/ Certified Pest Control Applicator/ Certified Pest Control Advisor 2000-2007-.V.P. of Maintenance Operations, Plant Control 1 Pinnacle Landscape ® 2008 -Present -Customer Relations Manager /Branch Manager ustomer Relations Manager 22 Years Experience, Landscape Maintenance 0 1990-1994 Foreman, Environmental West Inc. 0 1995.1999 Irrigation Technician, Plant Control 0 2000-2011 Supervisor, Plant Control /Pinnacle Landscape April 2011 -Present Customer Relations Manager, Pinnacle Landscape Supervisor 40 Years Experience, Landscape Maintenance 1972-1980 Supervisor, Devine Properties 0 1980-1984 Supervisor, Artistic Maintenance 0 1984-1993 Supervisor, Devine Properties 0 1993 -Present Supervisor, Plant Control /Pinnacle Landscape Branch Manager 20 Years Experience, Landscape Maintenance 0 1992-1998 Owner, Vintage Landscape 1998-2003 Landscape Instructor/Manager, City of Moreno, CA 2003-2006 Superintendant, Pardo Homes 0 2006-2011 Branch Manager, Gothic Landscaping 2011 -Present Branch Manager, Pinnacle Landscape ACNE Klc•Alle COPi M131V Working hand in hand with developers, owners, property managers and public agencies throughout the Western United States, Pinnacle Landscape Company has developed Award-winning showcase installations through our Landscape Construction division and created lasting impressions with our second -to -none Maintenance division. Our expertise and attention to detail can be seen at a wide range of locations including S -star resorts & spas, hotels, retail centers, commercial/industrial parks, apartment communities, homeowner's associations and public agencies throughout Southern California, Arizona and Nevada. Construction Services • Ability to mobilize anywhere • Complete Landscape Design Services • Contract Growing • Full Installation — Licensed and Certified personnel on staff for every aspect of the project • Erosion Control • Renovations • Tree removal and Tree relocation Maintenance Services A dedicated Account Manager is your direct connection to our team of Industry.leading Mangement; account -specific Custo�er Relations `Managers, Field Supervisors and .workforce. Starting at a project's inception, Pinnacle works completely through the process of b.n(epting, designi budgeting, scheduling, installation and maintenance, becoming anAntegral part ofyourteam and continually raisingthe bar in the'landscaping industry; Create - reaisolutions to issues, opportunities and company growth with existing and future customers Build— lasting relationships through innovative thinking, award-winning service and talented management Lead the landscape industry with every project and continually setnewstandards Pinnacle Landscape -Qualifications, References City of Orange City Municipality— All Phases Landscape Maintenance 1998-2011 City of Encinitas City Municipality— All Phases Landscape Maintenance 2007 -Present City of Laguna Niguel City Municipality—All Phases Landscape Maintenance 2008 -Present Pacific Ranch Master -Plan Community—Landscape Maintenance 2007 -Present Huntington Beach Hyatt 4 -Star Resort—Landscape Maintenance 2005 -Present Be[ Air Crest Master -Plan Community-- Landscape Maintenance 2007 -Present Slate Of Calilornfa CONTRACTORS STATE LICENSE BOARD 'lp c• ACTNELIGENSE ,1rlu;rx 4�r_ 835710 Em,, cORP PINNACLE HOLDINGS GROUP INC DBA PINNACLE LANDSCAPE COMPANY C27 r 04/30/2012 s International Society of Arboriculture CERTIFIED ARBORIST Certificate Number: W E -1599A Expiration Date: ,tun 30, 2012 International :} Society of Arboriculture _CERTIFIED ARBORIST Certificate Number: WE -901 OA Expiration Date: Dec 31, 2012 DEPARTMENT OFPESTICIDE R£GULATION j do r L1 CE-NSINC.XFRTIFICATION PROGRAM 3 f AGRICULTURAL PEST CONTROL -ADVISER LICENSE j 1 DATE OI�ISSUE VALID"I"IiROUGIi I 0110112011 1213112012 PCA 73196 ABCDEFG I ' 9 MARSEILLE WAY FOOTHILL RANCH CA 92610 6 DEI'A 'n ENTOFPESTICDDEREGULATION d PLICENSL\GlCERTIFICATION PROGR.ADI QUALIFIED APPLICATOR LICENSE DATE OF ISSUE VALID THROUGH 0110112012 1213112013 AL BC 13432 MARTY LN GARDEN GROVE CA�{992843 r ��ti'•1�fI4fr�I�f+�1TiL'�I I DEPARTMENT OFPESTICLnE REGULATION LICENSINGICI;RTIF'ICATION PROGRAM QUALIFIED APPLICATOR LICENSE DATE OF ISSUE VALID THROUGH 01/0112011 12131(2012 QAL 102580 ABCDF I 10 FOOTHILL RANCH CA 9{{26RAI I I I s International Society of Arboriculture CERTIFIED ARBORIST Certificate Number: W E -1599A Expiration Date: ,tun 30, 2012 International :} Society of Arboriculture _CERTIFIED ARBORIST Certificate Number: WE -901 OA Expiration Date: Dec 31, 2012 DEPARTMENT OFPESTICIDE R£GULATION j do r L1 CE-NSINC.XFRTIFICATION PROGRAM 3 f AGRICULTURAL PEST CONTROL -ADVISER LICENSE j 1 DATE OI�ISSUE VALID"I"IiROUGIi I 0110112011 1213112012 PCA 73196 ABCDEFG I ' 9 MARSEILLE WAY FOOTHILL RANCH CA 92610 6 DEI'A 'n ENTOFPESTICDDEREGULATION d PLICENSL\GlCERTIFICATION PROGR.ADI QUALIFIED APPLICATOR LICENSE DATE OF ISSUE VALID THROUGH 0110112012 1213112013 AL BC 13432 MARTY LN GARDEN GROVE CA�{992843 r ��ti'•1�fI4fr�I�f+�1TiL'�I I If you have any questions, call 1-ne. TIank you. From Hugo_ NTOI needed on all restricted materials in our restricted materials registered counties. a_ NOT needed on all restricted materials except for Trinlec on Homeowner Associations or Business Parks. County Pest Control Status January 4, 2012 State of Califonlia, Pest Control Business License— 30285 —Expiration Date: December 31, 2013 County Expiration Dates Code County Pest Control Bus. Rei. Restricted Pen -nit # Restricted M. Permit PCA Rea. 19 Los Angeles Dec. 31, 2012 19-12-30131 IA Dec. 31, 2012 * Dec. 31, 2012 30 Orange Dec. 31, 2012 30-12-301311 Dec. 31, 2012 * Dec. 31, 2012 33 Riverside Dec. 31, 2012 33-12-3317510 Dec. 31, 2012 Dec. 31, 2012 36 San Beniardino Dec. 31, 2012 36-12-30131 IA Dec. 31, 2012 Dec. 31, 2012 37 San Diego Dec. 31, 2012 None will be issued until first application Dec. 31, 2012 of restricted material is made, at the earliest, probably Spring. 56 Ventura Dec. 31, 2012 56-12-56P2040 Dec. 31, 2012 Dec. 31, 2012 If you have any questions, call 1-ne. TIank you. From Hugo_ NTOI needed on all restricted materials in our restricted materials registered counties. a_ NOT needed on all restricted materials except for Trinlec on Homeowner Associations or Business Parks. -N� 6-h-11 seleff"--t , bLirtifie' R R I f AT 10 M ASS 0 C I AT I ON Experienced professionals. Efficient solutions. Irrigation ASSOCIATION' IRJUGATION ASSOCIATION Certifiesthat on December 31, 2011 /►° Has earned the designation of Certified Landscape -rigation Auditor Certification ID # 85878 Michael Noftle, CATS„ CID Chair, Certification L-oard After December 31, 2012 this certificate is valid only when accompanied by a current renewal card. Cerfified t R R i GAT { 0 N A S S 0 C i A T 1 Q N Experienced professionals. Erficient solutions. 1 'I`ION ASSOCIATION Certifies that on December 31, 2011 Irrigation ASSOCEAMN" Has earned the designation of Certified Landscape Irrigation Auditor Certification ID # 85881 Michael Noffie, CAIS, CID Chair, Certification Board After December 31, 2012 this certificate is valid only when accompanied by a current renewal card. Pinnacle Landscape -Subcontractors Pump Repair Orange County Pump 1310 North Harbor Blvd. t and Riparian Habitat Specialist- BonTerra Consulting 225 South Lake Avenue, Ste. 1000 Pasadena CA 91101 Lake Maintenance Consulting - Laguna Project Services 17853 Santiago Blvd. Ste. 107-303 Villa Park, CA 0 Baseball Fields Specialists - Elite Infields 14161 Barber St. Westminster, CA 92683 PINNACLE Landscape Company To Whom It May Concern; Pinnacle Landscape Company is a closely -held private corporation and does not disclose financial statements of the company outside of its Board of Directors, Shareholders and Financial Partners. As of Pinnacle Landscape's most recent fiscal year end (October 31, 2011), the company is capable of performing all the activities, requirements and aspects of the bid/RFQ and there have been no material changes in the company's financial position since that date. Pinnacle Landscape Company is 100% owned by its management and directors, and has no outside investment and has never filed for bankruptcy protection. Pinnacle Landscape Company has never failed to complete any contract, nor has any contract been terminated due to alleged poor performance or default. Pinnacle Landscape Company has not been convicted of any criminal conduct nor been found in violation of any federal, state, or local statute, regulation, or court order concerning antitrust, public contracting, employment discrimination, or prevailing wages. Pinnacle Landscape Company has never been barred from bidding on public contracts by the federal government or by any government entity in California or any other state, Si n rerely 2200 5 Fairview Street, Santa Ana, CA 92704 + (71,4) 434-7V2 ,(P) + (714) 434-7492 (F) www pinnaclelandscapecompany.com .. CA LIC #8357.10 , 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 December 16, 2011. I certify that Proposer or Proposer's representatives have communicated after December 16, 2011 with a City Councihnember concerning the Parks and Landscape Maintenance RFP. A copy of all such communications is attached to this form for public distribution, 70 DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm 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. List below or state "None." 77 DISQUALIFICATION QUESTIONNAIRE The Contractor shall 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 otherwise prevented from bidding on, or completing a federal, state, or local govermnent project because of a violation of law or safety regulation? Yes No V/ If the answer is yes, explain the circumstances in the following space. 75 � PINNACLE Landscape Company AGREEMENT REQUEST IF AWARDED: If selected by city we would like to request the following be added to our agreement regarding bonding: ""The contract shall remain in full force and effect for an initial period of sixty (60) months, unless terminated by City, Contractor or Surety. The contract may be extended, with approval of ail three parties, for three (3) additional one (1) year periods for a maximum term not to exceed eight (S) years. The contract may be terminated by City Contractor or Surety 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."" 2200 S Fairview Street, Santa Ana; CA 92704 e (714)4 34 747Z,(P) e (774} 434-74.9.2 (F7 www.pinnacielar dscapecompany.corn' 0 CA`Lic83571 .� � � � *. .� .� �� r 'ling��k [4!d iQrnp, fne BIDDER'S NAME AtTh ole,�QI S(_APe (2b. 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 (Infield approx. 7,000 Sq. Ft.) Per Ball Field EXTRA WORK HOURLY RATES REGULAR TIME Foreman $ G�(.� Laborer $ � I $ j&,� r -o $ 8 $ 593 . $ 4,50.00 OVERTIME $fir Specialty Personnel Irrigation Tech $ $a f SD Irrigation Laborer $ $ Pesticide Applicator $l $ q® Special Event Staff $ 6V $ 33 NON SPORTS TURF UNIT COST MAINTENANCE Mowing Edge and Trim Fertilization Placement Only Fertilization Material Only Cost Per Acre Cost Per 1,000 Linear Feet Cost Per Acre 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 $ 40.0 $ 1 go �o $ 00 $ 00 $ � 0. o0 Pest Control Cost Per 1,000 Sq. Ft. $ Cost Per Acre LANDSCAPE MAINTENANCE Edge and Trim Cost Per 1,000 Linear Feet $�e Weed and Clean Up Cost Per 1,000 Sq. Ft. $ ©n VD 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 Vegetation Removal Soil Drench (Trees) Inject (Trees) Cost Each Cost Per Acre Cost Each Cost Each $f $ NjD4 - t) 0 (,t,r.de cP $} , $ o G $ X00, $ z (C� $ 9,0 , 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. $ li�® cro $ $ W $ to C $ 11. to $ 14 SV , (1' $ 70p 61) Cost Per Acre $ PLANT MATERIAL (Complete pricing including labor and material) Annual Color (4" container) Cost Each $ I brD Perennial Color (4" container) Cost Each $ ®o i Ground Cover Cost Per Flat $ One (1) Gallon Cost Each $ 6 Five (5) Gallon Cost Each $� Fifteen (15) Gallon Cost Each $ go 24° Box Tree Cost Each $ �2qa 10 36" Box Tree Cost Each $ Seeded Turf Cost Per Sq. Ft. $ 5l J Sodded Turf Cost Per Sq. Ft. $ a UD Stolonized Turf Cost Per Sq. Ft. $ AD Hydroseed Cost Per Sq. Ft. $ 10 MISCELLANEOUS ITEMS Paper Hand Towels Cost Per Case $ '3 C -Fold Paper Hand Towels Cost Per Case 140 for Balearic Center only Cost Per Case $ 90 Jumbo Toilet Tissue Cost Per Case $ 40pV 2 -Ply Toilet Tissue Cost Per Case $ 3,0,60 Trash Can Liners Cost Per Case $ American Flags Cost Each $ O � Playground Sand Cost Per Ton $, Wood Chips Cost Per Ton $ 50 � D.G. (Decomposed Granite) Cost Per Ton $ oc , U-0 Mulch Cost Per Ton $ Paint (for Ball Fields) 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 indentified sites. f pi ori Geje BIDDER'S NAME DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FIRE STATIONS SERVICE AREAS Site # Site Name Monthly Price Annual Price FS#1 Royal Palm Fire Station 2803 Royal Palm Drive 6,729 Sq. Ft. Turf $ o 0 3,069 Sq. Ft. Planters $ .a.� � � $ Subtotal for FS#1 $ ,�J { 0 $ 95-7 q. DCS FS#2 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 q4, too $ HT 30 $ ! U-7, too $ 141,Cq0 $ V7Oa,U $ I q0 , ° A $ Q, a up - a,-/ $ 4-7. �ga $ Vit& 7, (o 0 Subtotal for FSO $ 3T 8-0 $ _ a` S53, Sq 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 $ q, $ LI, C)Q 0 - 9,-)— $ ,-)—$ i, 30 $ 5�(p, (va $ q', S[og, 59-- $ 9® $ 1 `7" '5. O 0 $ 716?, Ob $ Q3 -cos" $ S-3.�v I (o&• (oma qq. go $ 31L��r`�Y TOTAL DETAILED PRICING (FS#1-FS#6) $ ', 4 ` (� $ (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. P n rule BIDDER'S NAME Jbo Bnowk U DETAILED PRICING FOR COMPLETE LANDSCAPE AND TURF AND SPECIALTY MAINTENANCE OF SPORTS TURF SERVICE AREAS Site # Site Name Monthly Price Annual Price SP#1 Balearic Center 1975 Balearic Drive 8.00 Acres Turf $ . 00 $ [ f� SP#2 Luke Davis Field at Lions Park 870 W. 18t" Street 3.00 Acres Turf SP#3 The Farm Sports Complex 2750 Fairview Road 14,70 Acres Turf $ $ {� 1.04 Acres Planters $ �70y� $ Subtotal for SP#3$ ,f"-70, Qb $ -7 SP#4 Fairview Developmental Center 2501 Harbor Blvd. 5.50 Acres Turf$ U✓f LI % 06 $ Aa/ I jq 6 SP#5 Smallwood Park Ball Field (Includes edging all brick dust areas) $ �f C.� $ J„ 7i&) t SP#6 Tewinkle Park Athletic Complex 980 Arlington Drive 5.80 Acres Turf $01-?' � G� $ 1 1-1 �M '0'� J 0 I Sq, Ft. Planters $ $ (Includes edging all brick dust areas) Subtotal for SP#6 $ (,�f U7 Y $ 1) -7f wq- �v TOTAL DETAILED PRICING FOR SP#'I THROUGH SP#6 $fit (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, PRICE PROPOSAL SUMMARY FORM Proposer is to complete detailed pricing sheets (which follow) and write in 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 terns 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, quality, and quantities of work to be performed, materials to be furnished 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, herbicides, 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 Facilities $� .J��F $ .7f ��0, 1 #2 Fire Stations $ 114)'7 72 #3 Medians and Parkways $) 100 $f �?, ` 2'— J #4 Parks #5 Sports Turf $ L1, $ '�►jf Q #6 Misc. Items NIA N/A Grand Total $ ml M � $ % a / �f 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: q % 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. n A o n a,& (e, 001011r?o s r�z�� f I nc-). dbA Anone�1e t-61JSc,5pe,,, N Bidder Name (Person, Firm, Corp.) ,)ADD S- Ta, Vi6lu Address San--�a AneL C a City, State, Zip Code 73 Name of Authorized Repr sentative ire �,61ely a -e o ,ntative Title of Authorized Representative Pi0ft6:04614041gls (V ) 111e BIDDER'S NAME Ch LT1afWk Vy\C& 4 e_ Cv DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR MEDIANS AND PARKWAYS SERVICE AREAS Site # Site Name M#1 16thlPomona/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 191h Street/Newport Blvd. (Planter on NW corner of 19th St) Monthly Price $ Qs' Annual Price $ IM3.I-,)- Hg. sq c09 q Cv I,1 q3, r 6-�-- $ $ i n et(k d $ IYl kC. A 6 00,ILL&d 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 Subtotal for M#7 M#8 W 19th Street Parkway at Whittier 2,870 Sq, Ft. Turf $ �Rofa, $ a9(p,�-� $ qS�a $q,3.1�- $ 8j 3 , )SS. -79 $ 3, q 9o, -3 6.7 $ Iq05 5a $ o?,a&�,Dq $ 9S,;xO $ G)(113,1D- 5-71- S� > 1c43. )D- 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 Monthly Price Annual Price $ $ I , Al 1 q. (09 $ $ IJIq--�,1,�- '38),01-{, $ 1L[).&q $ P� Ur is- UI✓/, �o M#13 Baker Street Parkway (Babb to Fairview) 4,583 Sq. Ft. Planters O Cf 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#16 Bear Street Median (At Metro Pointe) 0.10 Acres Turf M#17 Bear Street Parkways (At Yukon) 15,075 Sq. Ft. Planters a 9-E,1-79 qaj, 3(o NO. 15� 6, gAj I W,a,gq $ I,7ILI-�tag 110,SQ s D,)SC,O. g -q Site # Site Name 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 Bristoll405 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) Monthly Price Annual Price I a,,&IS $ 31 Ll�_ga 310 $ civ .s $ a,ago, l� $ ,�0 $ 5i'l 1 � 4 &0 AP � 1,ILJ'3,I0-�- A[19 $ Lf3 Ia. q 5, V Y+ $ l J f q A , l i HA. 9 , $ 011-1,0 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 Dei 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 $ q, t-5 • ?1(19 $ 1,111431) -I)- $ $ i)1zII,Log 1143 �51Dto I, I q,3, la I ?,S 1. 0 H y,5 7a, q E $ �0,og $ 9,IgC(, V n C! i,ucte ) n Llade d Monthly Price Annual Price 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 19th to Newport Blvd) 2,480 Sq. Ft. Hardscape M#31 Harbor Blvd Medians (Wilson to MacArthur) 1.20 Acres Turf 1.19 Acres Hardscape $ q 5, D� $ j ) q3, j4' $ $ l a ,"d $ I, I qI& I �-- $ �S $ 5'71 S-6 $ I) S5 Subtotal for M#31 $ 1 �� 4 Log $ 01 5-71o_ M#32 Hyland Avenue (East of 1-405 Freeway) Hardscape M#33 Loren Lane/Watson Avenue (Hardscape & Tree Wells North of Baker Street) 2,600 Sq. Ft. $ G� W $ Lf 3, J 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 CIS, xp $ I o .&R $ o{, A $ 99 $ 1,�jq.tog $ 3 33, q I $ 4 boo l)-- $ ), 10, 19�, $ 1 3,-] )-�a Y $ Ig0,Ga $ q,aS6E:�,y $ 1,3 -3, to LI, $ I �7, 00 3 , (.,, � $ 14 9C $ 11Tq,A $ i nand -ed $ i n o-�&d $ 14a, 0 $ Oigq, &g Monthly Price Annual Price (17th Street to 18th Street) Sq. Ft. J M#39ort ew N Blvd Parkways &Median P Y s (Industrial to 19th Street) 0.51 Acres Turf 2.42 Acres Planters 10,043 Sq. Ft. Hardscape Subtotal for M#39 M#40 Newport Blvd. Cal Trans Easements (19th 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 $ jj 14 3, /�- X7(0.3 71, 5� $ Iqo, 5,� $ 4j ` $ q ty. a4a $ I, 1 9 SS .'7,Y $ 31 4)-q, 3 �� $ �� $ $ r . is $ � , �/7 L/ $ Baa $ s(.0,-� M#40 Newport Blvd. Cal Trans Easements (19th 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 $ jj 14 3, /�- X7(0.3 71, 5� $ Iqo, 5,� $ 4j ` $ q ty. a4a $ I, 1 9 SS .'7,Y $ 31 4)-q, 3 �� (At Airport Loop & Pullman) 1.92 Acres Slope M#44 Sakioka Drive Medians (Sunflower to Anton) i 0.13 Acres Turf 1,980 Sq. Ft. Hardscape Subtotal for M#44 M#45 South Coast Drive Medians (Harbor Blvd. To Bear Street) 0.66 Acres Turf 1,590 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 0.41 Acres Hardscape Subtotal for M#47 0 S�k jg&,,)-CJ i�-71(-1,0 $ q 61 * $ I, ) q3, ] -)- $ c�-? , 1 $ a j S -7. 90 $ q 7& - 30 $ 51 71 S., �oo $ 190 $ Q 8,00�.gy 0, SS . "7 9 $ 3, Vpq, 36:� $ 10, EIS �(,'79— $ 39 ay $ $ 95�,(oo $ �)'D Site # Site Name Monthly Price Annual Price M#48 Susan Street Medians t 'r (1-405 Off -Ramp to Sunflower Avenue 0.17 Acres Turf $1`IC� $ 1j dl ! t�� 7,720 Sq. Ft. Hardscape $ $ j �$l 1L- Subtotal for M#48 $ l 7. g6 M#49 Tanager Drive Parkways $ Y5 $ �, j 43 Sq. Ft. Planters $ oe, tuhd $ nCu[c��(� Subtotal for M#49 M#50 Victoria Street Parkways & Medians (Harbor Blvd. To Canyon) 5.01 Acres Planters $,/ d'� �P d $ 7 03 L/, t 0.38 Acres Turf 3,324 Sq. Ft. Hardscape $ $ Subtotal for M#50 $, SST 9b TOTAL DETAILED PRICING FOR M#1 THROUGH M#50 $ 141 $ g g -q 941), ®� (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 accuracy of measurements. Contractor shall independently verify all quantities. Tinna.Ule, 1-�W i 015 Civ ,,ice. BIDDER'S NAME&L?j(Lr) 0 � DETAILED PRICING FOR COMPLETE LANDSCAPE & SPECIALTY MAINTENANCE FOR NEIGHBORHOOD PARKS SERVICE AREAS Site # Site Name Monthly Price Annual Price P#1 Balearic Center 1975 Balearic Drive 1.45 Acres Slope Area $ �,, 20 $ 6) 7i P#2 Brentwood Park 265 Monte Vista Avenue 1.94 Acres Turf $ (0q 91 8() 3 l ,� P#3 Canyon Park 970 Arbor Street 4.51 Acres Turf $ a f C )q. go $ qJ 7 120.00 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 3,100 Sq. Ft. Turf 1,900 Sq. Ft. Planters Subtotal for P#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 $ g to, (ko ... $ ,D'3 % a-1) $ g3.OU 5�1 i�.ob $ f jq . to a $ i 1!5 5-5, 30 $ X13& oo $ 9j� , 66 $ 1gv,sQ $ ato2,��1 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 Annual Price MO.91) $ q, q&T 110 $. $ -,I3EIQ $ , �757v JO $ 6j 100, cr Subtotal for P#8 $ (001-775-, P#9 Gisler Park 1250 Gisler Avenue 3.37 Acres Turf $ 7 8p $i 18,500 Sq. Ft. Slope area along $ 3Ll i� L)0 $ 1 so ' i� Fairview & N of McCormack Avenue Sound Wall Easement on the N side of $ d o qO $ Park Subtotal for P#9 $�� $ � Lip P#10 Harper Park 0.22 Acres Turf P#11 Heller Park 257 E. 16th Street 1.94 Acres Turf Sq. Ft. Planters ti $ InLitcce-f $ ;nc4uti4, $ q33. p 0 $ 1 q&, �� Subtotal for P#11 i $�_90 00 ©U P#12 Jordan Park 2141 Tustin Avenue 1.46 Acres Turf $ I r ` VO $ Sq. Ft. Planters $ 50 $ A 5-q 9, 00 Subtotal for P#12 $ '� . qO $ 1171 7 LI ,SSD P#13 Ketchum-Libolt Park 2150 Maple Street 2,800 Sq. Ft. Turf $ $l 2,900 Sq. Ft. Planters $ � ! � f �� $ Subtotal for P#13 $ ''3.00 P#14 Lindbergh Park 22023 Id Street 5.15 Acres Turf $ S . -?p $ q $ (� P#15 Lions Park 570 W. 181h Street 5.50 Acres Turf $ $ i 7� L/O 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 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 $ ��15 5D $ 6o $ -70 $ q&70, ` O $ qos. X $ a �, gra - Ya 8 bto, oo Oj 39D, Fb yo t -I so I .�3, a' $ Z ®M O $ 9& ,D $ j f a� a& $ L o [fi . $ 7 0-83. YO 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#29 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 Subtotal for P#23 $ & (,ro $ $ L1 vo $ -5 0, av $ &0 $ t,55 ,VD $ 1 W , t v $ r, 5-100,01) $ tj3.0v $ 51Lo ori $ 10,3q3, U0 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 Monthly Price 1-i 3. *21D 363.00 i00 Annual Price phi q 4P37. A' $ 131 S-09, '10 $(� car ®D $ n, d �a Subtotal for P#26 $ r 73 /. q" $ )-61 79b, qO Tewinkle Park 970 Arlington Drive 22.39 Acres Turf $ `7j g qq&)o $ 59' 1 qsr go (Includes Tewinkle Bark Park and Tewinkle Skate Park.) I Sq. Ft. Planters $ Ji � y j - 0-1y s 1%70, %70, 1-0 (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 $ 10, q q $ % )r te , (includes trimming of trees in planters inside of TW Bark Park and plants that surround the 36 j TW Tennis Center.) 0.55 Acres Slope Area $ p r a� $ 10, 3q Ov ' E Sq. Ft. Concrete Swales $ 06 $ LI1� 1 11 Subtotal for P#27 $ aO-7$ , 00 $ .2� 1 qq uo P#28 Vista Park 1200 Victoria Street 6.46 Acres Turf $ 3 ( L f0 $ Sq. Ft. Planters $�0 00 $ 0.87 Acres Slope Area $ $ Subtotal for P#28 $ j _ r q O $ -7, 'a-762, $(� P#29 Wakeham Park 3400 Smalley Road 8.24 Acres Turf $j q O $ Y� �+ 8b Sq. Ft. Planters $ � �+ L/O $ Subtotal for P#29 $ �� $ /21'709,&0 P#30 Wilson Park 360 W. Wilson Street 1.97 Acres Turf $a $ 7 J-7+ 37 Site # Site Name P#31 Wimbledon Park v 3440 Wimbledon Way 2.75 Acres Turf Sq. Ft. Planters Subtotal for P#31 TOTAL DETAILED PRICING FOR P#1 THROUGH P#31 Monthly Price Annual Price $ �s &() $ J 0, mt, 00 1, -7-5q► &;2- $ &J,/j 1i , 44 (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. a i. i n ack ? in95CpU }enc BIDDER'S NAME bpi-PIhnMg, V &,a CooIt f t DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FACILITIES SERVICE AREAS I Site # Site Name Monthly Price Annual Price FAC#1 Civic Center 77 Fair Drive FAC#2 3.13 Acres Turf Sq. Ft. Planters Subtotal for FAC#'I 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. 10th Street $ g6Z,LoO $ ! I g31,) -"o $ q5,2( $ 043, 11)– $ 1 r 5-7q..32- $ 190,59— $ '�, �-g (r,, /)-,`1 $ to $2 $ Sx i.84 15,142 Sq. Ft. Turf $ .� , 0, 1 $ Ll S-7 `l 19,659 Sq. Ft. Planters $ � � � � � $ FAC#4 FAC#5 Subtotal FAC#3 Mesa Verde Library 2969 Mesa Verde Drive East $ (p1 q , I f 30, 3�9 0.22 Acres Turf $ $ � J -7. SD Sq. Ft. Planters $ ` �® 2 $ A Subtotal FAC#4 $ , g > U.1 $ �5/ I qq v o q Westside Substation 567 W. 1 St" Street 2,170 Sq. Ft. Turf $ 00 $� Sq. Ft. Planters $ 610, $ ! ('0, g r Subtotal FAC#5 $ L! -7 �` a $ TOTAL DETAILED PRICING (FAC#'I -- 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. TERRA CARE ASSOCATIES I oCostaMesa Public Services Department Parks & Landscape Maintenance Services Request for Proposal Prepared by Terracare Associates, LLC February 2, 2012 TER BARE �� ACRE TE RR *C A ARE A S S O F E S i February 2, 2012 City of Costa Mesa City Attorney's Office 3777 N. Harbor Blvd. Fullerton, CA 92835 RE: Parks and Landscape Maintenance Mrs. Kimberly Hall Barlow, Terracare Associates is pleased to provide the City of Costa Mesa with our proposal for Parks and Landscape Maintenance Services. We understand that the City has high expectations and welcome the opportunity to work together with the City on this project. The staff at Terracare Associates is looking forward to building a productive and mutually beneficial relationship as we work together to serve the needs of the local Costa Mesa community. Our approach to this proposal is to provide the City with a comprehensive service plan that will not only maximize all City dollars dedicated to maintain these facilities, but will strive to improve the level of service that the City is currently receiving. The transition timeline we have included will provide the City with an organized method for transitioning the work to Terracare Associates while maintaining established. budgets. We will establish a single point of contact for all services provided to the City in order to facilitate open communication and a quick response created by a streamlined processes. Terracare Associates maintenance operations philosophy is built on a proactive cost effective management model that provides clients with a reliable, open, and budget conscious daily operation. We also will develop a work plan that will outlines daily schedules, proactive responses, thorough inspections and clear documentation of all City and citizen issues. Our forward thinking project management and execution approach will be to submit a consistently updated schedule for all regular work items, a written work plan for all identified work issues and a website tracking plan for documentation available to both internal and external stakeholders. 13636 East Davies Place Centennial, CO 80112 P. 303.792.0350 F. 303.792.0357 www.terraca.reassociates.com TE RR ARE A S S O 7^ T 1-:� S Terracare Associates is aware of the Costa Mesa's interest in exploring the outsourcing of other City services and does have additional RFP's yet to be released. Many of these additional services do fall within Terracare Associates service capabilities. We suspect that there is the potential to add these services as additional contracts with Terracare Associates and therefore realize additional cost savings, maximizing resources and improving operational efficiencies to the City. As an example we currently provide parks, streets and public works services to the City of Castle Pines, CO enabling this client to maximize their budget dollars and streamline their maintenance operations for these services. The price proposal that Terracare Associates is providing for this project is valid until July 30, 2012. After this date, we will provide and revised price proposal if requested. Should this contract be awarded to Terracare Associates, we will secure a location within 15 miles of the City of Costa Mesa, CA to serve as the operational facility provided to the City. Our nearest current location to the City of Costa Mesa is located at: 921 Arnold Drive, Martinez, CA 94553 (925) 374-0060. Terracare Associates is very appreciative of this opportunity to provide a proposal for Parks and Landscape Maintenance Services for the City of Costa Mesa. We look forward to a chance to work with the City of Costa Mesa and are confident that we can provide an excellent value to the City and your citizens. If you have any questions or would like clarification on any aspect of this proposal please contact me directly. Regards, 13636 East Davies Place Centennial, CO 80112 P. 303.792.0350 F. 303.792.0357 www.terracareassociates.com TYPE OF APPLICANT: REQUEST FOR PROPOSAL Parks and Landscape Maintenance VENDOR APPLICATION FORM © NEW ❑ CURRENT VENDOR Legal Contractual Name of Corporation: Terracare Associates, LLC Contact Person for Agreement: Corporate Mailing Address; 9742 Titan Park Circle City, State and Zip Code: Littleton, CO 80125 E -Mail Address: Phone: Fax: 303-792-0356 Contact Person for Proposals: Title: Business Development E -Mail Address: Business Telephone Business Fax: 303-792-0356 Is your business: (check one) ❑ NONPROFIT CORPORATION ® FOR PROFIT CORPORATION Is your business: (check one) ® CORPORATION ❑ INDIVIDUAL ❑ PARTNERSHIP ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ UNINCORPORATED ASSOCIATION Names & Titles of Corporate Board Members 49 (Also Iist Names & Titles of persons with written authorization/resolution to sign contracts) Names Title President CFO Federal Tax Identification Number: 26-4506454 City of Costa Mesa Business License Number: Phone (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: 50 BACI GROUND & PROJ ECT SU M IMARY Terracare Associates has been following the City of Costa Mesa's innovative approach to begin bringing in private companies to provide competitive bids for some city services for the better part of a year. Throughout this time we have researched the demographics of the city, watched your dedication to transparency and traveled to see your city first hand. At this point we are confident that we have an excellent understanding of what the City of Costa Mesa is trying to achieve. A reduction in cost, an enhanced level of city services to that which the city was performing and a clear and accurate method for monitoring and tracking the project from start to finish are all components that Terracare Associates (TCA) will bring to this project. Terracare Associates has more than 40 years of experience providing landscaping and parks maintenance services in California and Colorado. Taking care of your landscape in a timely manner, with efficiency and accountability are our goals for your project. TCA would like to make the privatization transition as easy as possible so we are proposing to perform the entire scope of work within this RFP as one company, both parks maintenance and landscape maintenance. This will provide Costa Mesa with one point of contact, lessening the communication burden and creating a more streamlined process for the City and your citizens. We are confident that the scope of work within this project will fit nicely into our core service lines which include landscape, irrigation and integrated plant health care management. Additionally we offer services such as annual color installations, environmental restoration, native grass mowing, aquatic mitigation, sustainable renovation and maintenance, natural and synthetic turf maintenance, and edible gardens construction and maintenance. We also have a large public infrastructure maintenance division which is adept as performing a number of service lines such as roadway maintenance, right -of --way mowing, native mowing, roadway and parking lot maintenance, municipal code enforcement, urban streetscape management, traffic control, emergency response, thermo-plastic installation, sport field maintenance and renovation and waterway rehabilitation. Terracare Associates understands the level of service that the City is looking for and are certain that we can exceed your expectations. In the next section we will discuss our methodology for your project and the ways in which we will meet your goals for these services. TERRACARE ASSOCIATES, LLC uTY�i Is ,A LANDSCAPE MAIN< " SERVICES 1. An implementation plan that describes in detail(!) 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. Terracare Associates (TCA) believes that having one point of contact for this project will provide the method for project management. With one person in direct communication with the City of Costa Mesa on all issues, communication is streamlined and efficient. As a result, our response time to issues that arise in the field is swift and productive as resources are dispatched to the right areas where attention is needed and urgent issues are handled quickly. The TCA team for this project would be led by a Project Manager who would have responsibility for the entire project. This manger would be in direct contact with all applicable City Representatives and would manage all of the daily scheduling of resources and other needs that would arise on the project. Along with a Project Manager, the Terracare Associates team would include two Assistant Project Managers. One of these Assistant Project Managers would manage the crews associated with the Landscaping tasks and the other Assistant Project Manager would manage the crews associated with Parks tasks. TCA is currently using this management method at a number of our large projects and believe it works very well for projects of this size and scope. Although managed by the Assistant Project Managers, daily tasks for both the landscape maintenance and parks groups would be performed by individual crews. Rotating schedules would be used to determine what areas were maintained each day. For other tasks not part of the regular schedule, a priority system, as established by the City, would determine the order and time window in which these additional tasks were completed. For example, a priority 1 item would be considered "urgent" and would be completed as soon as possible. Priority 2 items would be given a relatively less urgent response requirement and a Priority 3 item would be an item that can wait until the necessary resources were available for the work to be completed. 5 This work order system is currently in use by a number of our clients and allows for easy tracking of tasks through the use of a website that Terracare Associates has specially built for some of our current clients. Typically this website is listed as a link on the Municipality's own website from which a work order is generated by a designated City Representative and can include City Council members or constituents of the local community. The user-friendly process provides easy access for communicating issues requiring attention with a municipality's jurisdiction. Once an issue has been "logged" into the system, an email is generated to a designated City Representative, the TCA Project Manager and the TCA Assistant Project Managers where it is approved, issued a priority and then scheduled for completion. Once the task has been completed the process captures the date and time the work was completed and an email is generated notifying the City Representative and Terracare Associates Project Manager. This process provides an excellent method for documenting the accomplishment of tasks and effectively communicates performed tasks to internal and external stakeholders. An example of this tool is located in the Appendix. As an organization, Terracare Associates encourages the use of technology to provide reliable, measurable, and open communication services to our clients. As an example one of these tools that we use for all of our projects is a handheld device that lets our staff manage projects remotely, handle billing, managing equipment and scheduling crews efficiently and effectively. This device, known as CREWtek, ensures that our teams know where they are going and what tasks they need to perform daily. Additionally, all Terracare Associates vehicles are equipped with the latest GPS equipment. This technology allows us to track time spent at a site and provides a method for efficient routing, especially in emergency, so we allocate resources where they are needed most. z. Detailed description of the efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section. Terracare Associates has a strong commitment to exceeding the expectations of each of our clients. It is our priority to ensure reliable, timely and efficient communication with the City of Costa Mesa. We will provide a staffing structure that will allow for direct and immediate communication with City Representatives as determined by the City of Costa Mesa. We believe that reliable and open communication is the key to a successful project. Having a single Project Manager who is supported by two Assistant Project Managers will provide the METERRACARE ASSOCIATES, LLC rCl ilf F,COST MESA i :M ; &LANDSCAPE SERVICES _fit ,. City with a successful communication and management strategy and that tasks in the field are carried out completely and documented correctly. Additionally the Terracare Associates Costa Mesa team will make quality control and quality assurance a top priority. Since our management team will be in the field daily, they will be able to observe and manage the service level being provided to the City of Costa Mesa and can immediately remedy any issues that may arise. Part of their responsibility will be to grade the daily service level for all facilities, create work orders if necessary and monitor the overall progress and appearance of the project. Terracare Associates believes that this proactive approach to monitoring our performance, our use of innovative technology to accurately log work activities and allocate resources where and when they are needed and our desire for reliable and open communication with the City Representatives will provide the City of Costa Mesa with a very positive experience. 3. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments. Terracare Associates experience with managing municipal facilities has shown that the most innovative and efficient way to schedule work and make sure that all tasks are completed in a timely manner is to divide the City of Costa Mesa into sections and assign a rotating crew to each section. This method proves to be more flexible than the conventional establishment of rigid timelines. Part of the reason is that we staff our crews with well rounded, cross -trained personnel that can handle all landscaping activities. Crew members are trained to offer full-service landscape maintenance services which allows for increased efficiency and faster service delivery. For the City of Costa Mesa project we are estimating that we will have four to five crews consisting of three to four personnel each. We estimate that one to two of these crews will focus on landscaping activities; another crew will focus of parks and sport field activities, a janitorial crew will focus on the restroom facilities, and a another crew will be utilized for the aquatics portion of the project. During the spring and summer months an additional crew or two will be brought in to assist with the extra seasonal work. imTERRACARE ASSOCIATES, LLC TA Mi35AjY PARKS & LANDSCAPE Each crew would perform all tasks associated with either the landscaping, parks, or aquatics scope of work and would rotate within their section of the City each day. After completing all necessary tasks in one area, each crew would move to the additional facilities until all tasks have completed. We anticipate that the each crew will complete all tasks within their section in 7-14 days. We would also rotate the landscaping crews to a new section of the City every few months in order to keep each crew member familiar with all areas. This unique strategy gives us the ability to have a flexible schedule that can adapt to the changing needs of the City of Costa Mesa's landscaping and parks system. TCA believes that a smooth transition to outsourced services is the key to success. It is our goal to create a positive experience for the City of Costa Mesa. Based on our experience we have created an outline of a transition plan for the City of Costa Mesa project. Additional tasks will be added as necessary based on discussions with the City: Day 1 - Award of Contract Days 1-30 - Meet with City of Costa Mesa for Partnering Session o Partnering Session will include all relevant personnel and will focus on creating a smooth transition period and establishment of a detailed transition plan. - Secure and establish local facilities to perform the work required for the project according the City's requirements - Staff all necessary positions for the project. o Hold a career fair and interview all displaced City of Costa Mesa employees who are interested in working for Terracare Associates o Source additional staff as required. - Begin evaluation all work sites throughout the City Days 31-60 - Hold orientation meeting with all new employees and begin safety and traffic control training" - Establish relationships with applicable vendors and subcontractors - Continue to evaluate all work sites throughout the City Days 61-90 METERRACARE ASSOCIATES, LLC C3��pSTA �Ti�tNiE�A ' LANDSCAPE � PMAINTENANCE FIMP - Complete the evaluation of all work sites throughout the City "Ongoing training will continue throughout the life of the project 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. Terracare Associates would suggest that the City of Costa Mesa designate a City Representative that would be in direct communication with our staff on this project. This person would be the liaison between the City of Costa Mesa and Terracare Associates and would coordinate any extra work orders or communication from the City. Ideally the City Representative would hold regular weekly meetings with the Terracare Associates management team. These meetings would be to coordinate schedules for all sport and park facilities, as well as schedules for any other events that will take place within the parks. This coordination would allow TCA to schedule our crews' activities to have the least impact to the community. Initially Terracare Associates would recommend a daily meeting through the transitionary period until a routine is established, thereafter shifting to a regular weekly meeting schedule. 5. 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. ,Additional ideas and approaches that maximize efficiency and create cost-effective operations would include the use of CREWtek to schedule and track the progress of our labor crews and developing a community communication website portal. Both of these ideas are outlined under item #1 above. Additionally Terracare Associates believes in a sustainable approach to our everyday maintenance services. Our passion is to be stewards of our local environment while protecting the health, safety and welfare of our communities, clients and staff. This dedication allows Terracare Associates to lead the outdoor industry in developing sustainable environments for more than 40 years, with a responsibility to ensure our future generations have a landscape they can enjoy. TERRACARE ASSOCIATES, LLC f gal ! 4� 5 y�lyC� CCiSTA ivll sAPARKS & LANDSCAPEk Examples of our sustainable services include: Creating a sustainable Plant Health Care Plan that will bring out the best in your 1 landscape using a strict Integrated Pest Management (IPM) schedule that focuses on properly feeding your landscape while monitoring the plant material and using pesticides only as a last resort to control an insect, fungus or weed problem. This unique f approach reduces the need to apply weed control and fertilizer to only twice a year using a slow release highly effective pre-emergent/fertilizer blend that is custom made for us. As a part of our commitment to the environment Terracare Associates strives to use recycled materials on our projects when we can. Recycled paper products, landscaping materials and roadway materials are our first choice and help us to save resources and improve the environments we live and work in. Some of our water conservation services include utilizing "smart" control and water conserving technology for your irrigation system, converting turf grass or shrub bed areas to useable, interactive edible landscapes as well as creating new sources of water for your thriving landscape through water harvesting. An additional idea is to schedule cleaning park facility restrooms during the night. This would insure that all facilities were clean and in working condition before they were opened to the public for the day. Night cleanings would also allow for better routing of employees, as they would not be commuting from facility to facility during the day. 6. 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. Staffing our crews with competent and experienced personnel is essential to our success on this City of Costa Mesa project. TCA understands that it is a great asset to us if we can find and retain the best, most experienced talent. As a result, we would welcome the opportunity to interview and potentially employ former City of Costa Mesa employees who may have been displaced due to layoff or outsourcing of their position. Part of our strategy TERRACARE ASSOCIATES, LLC W01111 FTC�OSTA l!!iSA , , : r, LANr • ; �. , SERVICES to identify the most qualified candidates for positions with our crews would be to host a career fair to provide an opportunity for former City of Costa Mesa employees to interview j with a TCA hiring manager and get to know a little more about Terracare Associates as a potential employer. Additionally TCA also intends to hire local Southern California personnel for all/most management positions. 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 reward contracts for some or all of the services identified and may award more than one contract. If your proposal is for only some of the services identified, please clearly identify which services you propose to provide. Terracare Associates is proposing on the entire scope of services put forth in this Request for Proposal. TCA does not want to be considered for only some of the services identified in this Request for Proposal, but for the Request in its entirety. S. Proposers are also requested to identify and City owned facilities or property which the 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. Terracare Associates would be interested in any potential City of Costa Mesa properties that could be made available to us for rent, lease or purchase for use with this project. Our proposal includes fees associated with acquiring the necessary facilities to do this work. Should facilities be made available for little or no cost, our total proposal cost could be reduced substantially. Alternatively, we have already located appropriate available space to accommodate us and the equipment we would bring to the project. TERRACARE ASSOCIATES, LLC �' r[3 GO U MLANDSCAPE �.,�_�.sx�.� ... ,.�..........: STAFFING Below is a listing of the personnel that will be involved with this project. Full resumes for each person are attached in the Appendix section. - President has over twenty five years experience in the landscape maintenance and construction industry. His ability to quickly assess the needs of clients and staff as well as a deep knowledge of construction implementation and successful management techniques make him an invaluable component of the Terracare Associates team. duties consist of responsibility for the procurement and retention of projects for offices throughout Colorado and California. As well as management and oversight of all operations and business development managers and staff. � duties will involve the overall management of the company and his involvement on this project will be limited to an average of 8 hours per month. -- Vice President - has 32 years experience in the Landscape Management Industry and currently oversees all California operations for Terracare Associates. Mr. Horn specializes in technical field expertise and customer service and is also very involved in Resource Management and the implementation of Sustainable Landscape Management practices. Currently- is very involved in the PLANET organization, serving on the Board of Directors as well as holding numerous other positions. duties will involve the overall operations of our California Landscape Management Projects and his involvement on this project will average about 4-8 hours per week. -- Landscape Management Branch Manager Mr. Dasso has been with Terracare Associates for 18 years. His vast experience in all aspects of landscape maintenance and landscape construction make him a very valuable asset on our California team. E is currently the Branch Manager for the Martinez location and brings strong leadership through mentoring of his staff and providing expertise to his clients.ms strong communication skills provide clients and team members a cohesive forum for solving problems, creating opportunities for client enhancements and continued growth for the California team. if M is assigned this project, his duties will involve the landscape management operations for this project. His involvement will average 4-8 hours per week. TERRACARE ASSOCIATES, LLC — Landscape Management Branch Manager ias been with Terracare Associates for 14 years. His experience in landscape management includes landscape maintenance, landscape construction, as well as lake management. = is currently the Branch Manager overseeing all aspects of our Sacramento Area operations. organizational skills, commitment to performance, and financial understanding have enabled him to deliver strong performance with his team. If = is assigned this project, his duties will involve the landscape management operations for this project. His involvement will average 4-8 hours per week. Public Infrastructure Branch Manager has been with Terracare Associates for the past thirteen years. currently manages our public infrastructure division and is responsible for securing and retaining public works and infrastructure projects as well as the overall management of a sixty person team. Mr. ttention to detail and focused management style has allowed ReWivision to grow and succeed. Currently s focused on growing the division and on operations outside the state of Colorado. duties will involve the overall operations of our California Parks Projects and his involvement an this project will average about 8-24 hours per week. — Project Manager urrently manages our comprehensive public works maintenance projects with the City of Centennial, Colorado and the City of Castle Pines, Colorado. His responsibilities include the management of Assistant Project Managers for projects, all day to day operations, scheduling of work, ordering of materials, contract compliance and coordinating snow removal operations on a city-wide scale. Currently Mr. —has a large degree of flexibility and if Terracare Associates is selected for this project he would be the TCA Project Manager for at a minimum, the transition period. Muties will involve the overall operations of the Landscape and Parks project for the City of Costa Mesa. His involvement on this project will average about 40-55 hours per week. 9 TERRACARE ASSOCIATES, LLC EMEME= PARKS t LANDSCAPE MAINTENANCE — Aquatic Services Manager has over twenty-five years experience in research and specialized aquatic vegetation control programs utilized in lake management. Prior to joining Terracare Associates, — performed extensive aquatic research at the university level in addition to owning and operating a lake management firm for fifteen years.�specializes in developing site specific lake management plans, water quality monitoring, compliance and control programs. He is very involved in the implementation of best management practices in waterways, as well as providing exemplary customer service to Terracare Associates' Lake Management clients. duties will involve the aquatic management operations for the City of Costa Mesa. His involvement of this project will average about 4-8 hours per week. The Terracare Associates team has the extensive experience, training, certifications and practical knowledge that can address a variety of issues related to public work and landscaping maintenance. Listed below are the certifications that the Terracare Associates team holds. • Qualified Supervisor—Colorado Department of Agriculture, Categories 107, 206, 207 • Certified Turfgrass Professional (Professional Landcare Network) • Landscape Industry Certified Technician (Professional Landcare Network) • Landscape Industry Certified Manager (Professional Landcare Network) • Professional Landcare Network, STARS, Safety Program Member • Water Management Technician (California Landscape Contractors Association) • Certified Landscape Irrigation Auditor (Irrigation Association) • Certified Irrigation Contractor (Irrigation Association) • EPA WaterSense Partner • CE -MAGIC Recertification and Technician Program • Certified Pesticide Applicator • Pesticide Control Advisor • Certified Arborist • Class A Golf Course Superintendant • Trench Shoring Services Certification • American Back flow Prevention Association Tester Certification • Colorado Department of Transportation Erosion Control Supervisor • Traffic Control Supervisor • Licensed California Landscape Contractors (C-27) • Aquatic Biologist • Certified Professional in Erosion and Sediment Control M= TERRACARE ASSOCIATES, LLC s • a =1 PARKS & LANDSCAPE MAINTENANCE SERVICES QUALIFICATIONS F Terracare Associates currently has a number of projects that relate well in scope and size to your Landscaping and Parks project. Below are a few of the most relevant projects we have or are currently performing. City of Brentwood, California Landscape Management Contract - Terracare Associates has developed a strong management team to effectively manage the 5 million square feet of turf and parks exceeding our clients' expectations. We are currently our in our fourth year of service, and have 3 parks that are additional two year contracts, Sunset Park, Veterans Park, and Blue Goose Park. Director of Parks and Recreation Forac P. WmoMya se City of Roseville, California Terracare Associates provided landscape maintenance services to the City of Roseville for 6 years (2005 — 2010). The annual contract for the City of Roseville was comprised of 12 million square feet of streetscape and parks. Terracare Associates created a one point of contact system to for the City to adequately respond to any emergency within an appropriate time frame, therefore fulfilling the needs of this large Northern California municipality. Senior Park and Landscape Supervisor Contract $110,000 monthly base AT&T Corporate Campus— San Ramon, California The AT&T Corporate Campus contains almost 1 million square feet of Class A commercial buildings with turf and large landscape areas including atriums, balconies and three lakes which Terracare Associates also maintains. TCA has maintained this project for more than 10 years and has had 3 successful renewals. r Contract $25, 000 monthly base TERRACARE ASSOCIATES, LLC �Il~ CQSTA NlI SAS PARKS City of Centennial, Colorado The City of Centennial, Colorado is one of the few "Privatized Cities" in the U.S. Since 2008, Terracare Associates has been providing comprehensive public works services for the City. Services such as roadway repairs, snow removal and sign maintenance are performed regularly under a performance base contract. MCH2MHill Project Manager tennialcolorado.com Contract $312,000 monthly base City of Lone Tree, Colorado Faced with the challenge of keeping the City budget in check, the city supervisors choose to outsource their public works services in order to save tax payer money and keep a high level of service throughout the City. Terracare Associates partnership with the City began 2002 with TCA providing city wide snow removal services for the 90 miles of city streets and roadways. Within five years, Terracare Associates role gradually expanded to full service operations as the City's public works department. Wrac, ST Project Manager cityoflonetree.com Pon monthly base City of Oakley, California Our ability to effectively control cost while ensuring a high level of workmanship, achieved through appropriate staff selection, training, and sensitivity to the demands of the property, has guaranteed our success as well as the success of the City of Oakley. The City of Oakley contract encompasses 1,250,000 square feet of turf and parks. We are currently our in our third year of service and each of the following are two year contracts, Summerlake Park, Cypress Grove Park, and Laurel Park. ark and Landscape Supervisor y.co.us Me, s Contract $20,000 monthly base TERRACARE ASSOCIATES, LLC X11' QF CUSTR iWli 5A ` PARKS & LANDSCAPEMAINTENANCE . University of Denver, Denver, Colorado We have provided the turf grass maintenance for University Denver for the last six years. Currently we maintain 1.5 million acres of fine turf for the campus. High pedestrian traffic creates several challenges for our maintenance teams to keep the campus looking pristine and thriving. Our client communication, attention to detail, and knowledgeable staff allow us to address concerns before they become problems. This approach has built a solid partnership between our team and the University of Denver staff. Contract $77,711 annually City of Castle Pines, Colorado TCA is performing road and right-of-way maintenance along with snow and ice control operations for the City of Castle Pines. The scope of services includes pavement striping, pothole patching, asphalt patching, crack seal, thermoplastic markings, sign installations, street sweeping, curb, gutter and sidewalk maintenance, cross pan and apron maintenance, crosswalk painting and concrete patching. Other services included in the annual contract are snow removal, parks and recreation maintenance and maintenance of a water splash pad. et Contract $56,000 monthly base TERRACARE ASSOCIATES, LLC City of Hercules, California TCA cares for over 12 acres of turf and over 15 acres of shrub beds for the City of Hercules through six different contracts. These contracts encompass areas, medians & right of ways. Terracare installed the Hanna Ranch Soccer Fields and provides the weekly care for them. We also 4,t aerate, over -seed and top -dress the turf each year. The + city has been very happy with our overall management of their contracts and has added to our responsibilities over the years. .ca.us Contract $21,000 monthly City of Castle Pines, Colorado TCA is performing road and right-of-way maintenance along with snow and ice control operations for the City of Castle Pines. The scope of services includes pavement striping, pothole patching, asphalt patching, crack seal, thermoplastic markings, sign installations, street sweeping, curb, gutter and sidewalk maintenance, cross pan and apron maintenance, crosswalk painting and concrete patching. Other services included in the annual contract are snow removal, parks and recreation maintenance and maintenance of a water splash pad. et Contract $56,000 monthly base TERRACARE ASSOCIATES, LLC 1fyi- Wl CaST� NMii A,LANDSCAPE FINANCIAL CA.r ACIiY Attached in the original proposal Appendix is one copy of the financial information for Terracare Associates. We ask that you keep this information confidential. I9, Mb J D- i 1,mmmom= PARKS & FEE PROPOSAL Attached is the Terracare Associates fee proposal for the City of Costa Mesa Parks & Landscape Request for Proposal. I TERRACARE ASSOCIATES, LLC �6 Y DE COSTA fyl ES,4 PARKS&: k - : , SAMPLE AGREEMENT After reviewing the Sample Agreement put forth in the Request for Proposal, Terracare Associates has some exceptions we would like to note. 5.1(d) - Typically, we would not and do not carry E&O insurance for maintenance projects. That policy is likely asked for since this is a consulting agreement and most consultants (engineers and architects) routinely carry it. Sometimes a design/build project will also require it. We have no responsibility to design anything here and this should not apply. 5.9- We cannot be expected to indemnify someone for their own negligence. In addition, we cannot be expected to absorb any and all liability upon accusation rather than if proven. In short, we have no issue with taking responsibility for those things within our control, but not those things outside of it. Another issue we would like to address is the bonding requirement put forth in this Request for Proposal. Our bonding company, and we assume all other bonding companies, will not issue a bond that is valid over multiple years. Instead they will issue a bond that is valid over a one year period for a contract amount that is for a one year period which will be renewed annually for the term of the contract. All of our multiyear contracts with other municipalities are bonded in this fashion. If awarded the project we will provide you with our bonding information. TERRACARE ASSOCIATES, LLC `fCiT Y OF CUSS A`MFSAPARKS & LANDSCAPE i ORiV1S Attached within this Request for Proposal are the following forms; (1) Vendor Application Form — located with the Cover Letter (2) Ex Parte Communications Certificate (3) Price Proposal Form -- Located under Fee Proposal (4) Disclosure of Government Positions (5) Disqualifications Questionnaire TERRACARE ASSOCIATES, LLC PRICE PROPOSAL SUMMARY FORM Proposer is to complete detailed pricing sheets (which follow) and write in 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, quality, and quantities of work to be performed, materials to be furnished 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, herbicides, fertilizers, labor, materials, tools, permits, special equipment, [icenses, hauling and disposal fees necessary to complete the contract requirements. Price Sheet Service Area Monthly Total Annual Total #1 Facilities $ , 12.9 0c)$ 11 II G q- Sit o . 00 #2 Fire Stations $ Lq 1 J `7 0. oo $ Ste, dq D oa 72 #3 Medians and Parkways $ 42, q 96. 4"' s SLS 1, 8 z 94 Parks $ i ZCv, 3 $ �, s15,1�� 00 #5 Sports Turf $ �Uf $ �ZSr 8-7 to. #B Misc. Items NIA NIA Grand Total $ 2,419, L s2, 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. Terracare Associates Bidder Name (Person, Firm, Corp.) 9742 Titan Park Circle Address Littleton, CO 80125 City, State, Zip Code L 73 ntative Name of Authorized Representative President Title of Authorized Representative FACILITIES BIDDER'S NAME Terracare Associates DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FACILITIES SERVICE AREAS Site Name Monthly Price Annual Price Civic Center 77 Fair Drive 3.13 Acres TurF $ 4,443.00 $ 48,516.00 Sq. Ft. Planters $ $ Subtotal for FAC#1 $ 4,443.00 $ 4 8,516 .0 0 Corporation Yard 2310 Placentia Avenue 14,517 Sq. Ft. Turf $ $ 558.00 6,696.00 14,708 Sq. Ft. Planters $ $ 926.00 11,112.00 Subtotal for FAC#2 $ $ 1,484.00 17,808.00 Costa Mesa Senior Center 695 W. 191h Street 15,142 Sq, Ft. Turf $ 697.00 $ 8,364.00 19,659 Sq. Ft. Planters $ 1,091.00 $ 13, 092.00 FAC#4 Subtotal FAC#3 Mesa Verde Library 2969 Mesa Verde Drive East 0.22 Acres Turf Sq. Ft. Planters Subtotal FAC#4 FAC#5 Westside Substation 567 W. 18" Street 2,170 Sq. Ft. Turf Sq. Ft. Planters Subtotal FAC#5 $ 1,788.00 $ 21,456.00 507.00 6,084.00 $ 507.00 $ 6,084.00 $ 307.00 $ 3,684.00 $ 307.00 $ 3,684.00 TOTAL DETAILED PRICING (FAC#1 — FAC#5) $ 8,129.00 $ 97,548.00 L (Enter Total Detailed Pricing amount in the Facilities Section #2 of the Recap Page) Note: The City shall not be hold accountable for measurements. It is up to the Contractor to verify all indentifled sites. FIRE STATIONS i Site # FS#1 FS#2 FS#3 BIDDER'S NAME Terracare Associates 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 $ $ 279.00 3,348.00 3,069 Sq. Ft. Planters $ $ 457.00 5,484.00 Subtotal for 1FS#1 $ 736.00 $ 8,832.00 Baker Street Fire Station 800 Baker Street 1,982 Sq. Ft. Turf $ $ 279.00 3,348.00 517 Sq. Ft. Planters $ $ 89.00 1,068.00 Subtotal for FS#2 $ $ 368.00 4,416.00 Park Avenue Fire Station 1865 Park Avenue 8,805 Sq. Ft. Turf $ 697.00 $ 8,364.00 3,016 Sq Ft. Planters $ 376.00 $ 4,521.00 Subtotal for FS#3 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 $ 1,073.00 $ 12,876.00 $ 837.00 $ 10,044.00 $ 69.00 $ 828.00 $ 906.00 $ 10,872.00 $ 307.00 $ 3,684.00 $ 114.00 mm $ 1,368.00 $ 421.00 $ 5,052.00 $ 418.00 $ 5,016.00 $ 248.00 $ 2,976.00 $ 666.00 $ 7,992.00 $ 4,170.00 $ 50,040.00 TOTAL DETAILED PRICING (FS#1-FS#S) $ 4,170.00 $ 50,040.00 (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. MEDIANS AND PARKWAYS BIDDER'S NAME Terracare Associates DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR MEDIANS AND PARKWAYS SERVICE AREAS Site # Site Name Monthly Price Annual Price M#1 16°i/Pomona/Superior Avenue Hardscape $ 265.00 $ 3,180.00 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 $ 337.00 $ 4,044.00 $ $ 245.00 2,940.00 $ $ 139.00 1,668.00 $ $ 139.00 1,668.00 $ 523.00 6,276.00 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. $ 108.00 M#a 1 Stt' Street/Newport Blvd. (Planter on NW corner of 19t" St) $ 1,296.00 1,200 Sq. Ft. M#6 19T" Street Medians (Park Avenue to Fullerton) 7,850 Sq, Ft. Planters 3,342 Sq. Ft. Hardscape Subtotal for M06 M#7 1 V Street Parkway & Median Planters (Park Ave to Placentia Ave) 13,000 Sq. Ft. Parkways 6,000 Sq. Ft. Medians 1,500 Sq. Ft. Hardscape Subtotal for M#7 M#8 W. 19P Street Parkway at Whittier 2,870 Sq. Ft. Turf $ 136.00 $ 2,632.00 $ 195.00 $ 2,340.00 $ 50.00 $ 600.00 $ 245.00 $ 2,940.00 $ 418.00 $ 5,016.00 $ 223.00 $ 2,676.00 $ 66.00 $ 792.00 $ 707.00 $ 8,484.00 $ 429.00 $ 5,148.00 i Site # Site Name Monthly Price Annual Price M#9 Adams Avenue Medians & Parkway (Albatross to Santa Ana River) 0.5 Acres Turf 907.00 $ 10,884.00 1,446 Sq. Ft. Planters $ $ 220.00 2,640.00 483 Sq. Ft. Hardscape $ $ 69.00 828.00 ' Subtotal for M#9 $ $ 1,196.00 14,352.00 M#10 Adams Avenue Medians ' (Mesa Verde Drive West to Fairview) 0.52 Acres Turf $ 907.00 $ 10, 884.00 1,446 Sq. Ft. Planters $ $ 220.00 2,640.00 483 Sq. Ft. Hardscape $ $ 69.00 828.00 I ! Subtotal for M#10 $ 1,196.00 $ 14,3S2.00 M#11 Anton Blvd Medians t (Ave of the Arts to Sunflower) , 0.35 Acres Turf $ 837.00 $ 10, 044.00 5,263 Sq. Ft. Hardscape $ 66.00 $ 792.00 IE Subtotal for M#11 $ 903.00 $ 10, 836.00 E M#12 Arlington Drive (At Newport Blvd) 1,638 Sq. Ft. Hardscape $ 83.00 $ 996.00 i . M#13 Baker Street Parkway (Babb to Fairview) 4,583 Sq. Ft. Planters $ 251.00 $ 3,012.00 M#14 Baker Street Median (At 73 Freeway Overpass) 4,200 Sq. Ft. Hardscape $ 108.00 $ 1,296.00 M#15 Baker Street Median (At 55 Freeway Overpass) 1,137 Sq. Ft. Hardscape $ 86.00 $ 1,032.00 M#16 Bear Street Median (At Metra Pointe) 0.10 Acres Turf $ 346.00 $ 4,152.00 M#17 Bear Street Parkways (At Yukon) 15,075 Sq. Ft. Planters $ 427.00 $ 5,124.00 Site # Site Name 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 Bristol1405 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) Monthly Price Annual Price $ 558.00 $ 6,696.00 78.00 936.00 $ 636.00 $ 7,632.00 $ 117.00 $ 1,404.00 $ 72.00 $ 864.00 $ 66.00 $ 792.00 $ 390.00 $ 4,680.00 $ 139.00 $ 1,668.00 $ 304.00 $ 3,648.00 $ 117.00 $ 1,404.00 $ 2,207.00 $ 26,484.00 $ 86.00 $ 1,032.00 $ 1,245 Sq. Ft. Planters M#24 Coolidge Avenue Medians $ 8,400 Sq. Ft. Planters M#25 Elden Aven ue/Del Mar Aven ue (Planter on NW comer 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) 1 r 6,537 Sq. Ft. Hardscape l M#28 Fairview Road Medians i (Newport to Sunflower) 1.40 Acres Turf i 1,710 Sq. Ft. Planters $ 23,818 Sq. Ft. Hardscape $ Sq. Ft. Slope i Subtotal for M#28 Site # Site Name $ 139.00 $ 1,668.00 $ 304.00 $ 3,648.00 $ 117.00 $ 1,404.00 $ 2,207.00 $ 26,484.00 $ 86.00 $ 1,032.00 $ 2,121.00 $ 25,452.00 $ $ 217.00 2,604.00 $ $ 111.00 1,332.00 $ $ 418.00 5,016.00 $ 2,867.00 $ 34,404.00 Monthly Price Annual Price MM Golf Course Drive Parkway & Medians (Mesa Verde to Tanager) 3,589 Sq. Ft. Planters $ 167.00 $ 2,004.00 815 Sq. Ft. Hardscape $ $ 25.00 300.00 Subtotal for M#29 $ 192.00 $ 2,304.00 M#30 Harbor Blvd Medians f (W 19t" to Newport Blvd) 2,480 Sq. Ft. Hardscape $ 78.00 $ -936.00 M#31 Harbor Blvd Medians (Wilson to MacArthur) 1.20 Acres Turf $ $ 20,088.00 1,574.00 r 1.19 Acres Hardscape $ 293.00 $ 3,516.00 i Subtotal for M#31 $ $ l ' 1,967.00 23, 604.00 M#32 E Hyland Avenue z I (East of 1-405 Freeway) Hardscape $ 86.00 $ 1,032.00 M#33 Loren LaneAlVatson Avenue (Hardscape & Tree Wells North of Baker Street) - 2,600 Sq. Ft. $ 86.00 $ 1,032.00 M#34 Merrimac Way Parkway Easement i. (Across from Orange Coast College) Sq. Ft. M#36 Merrimac Way Medians (Harbor to Fairview) 0.27 Acres Turf 7,017 Sq. Ft. Hardscape Subtotal for M#35 j M#36 Mesa Verde Drive Parkways & Medians (Adams Ave. to Adams Ave.) 1.77 Acres Turf 1,478 Sq. Ft. Hardscape t , Subtotal for M#36 i M#37 Mesa Verde Drive East Medians (Harbor Blvd. to Adams Ave.) t I 1,062 Sq. Ft, Turf 930 Sq. Ft. Hardscape I Subtotal for M#37 Site # Site Name M#38 Newport Blvd. Drainage Swale $ 131.00 $ 1,572.00 $ 865.00 $ 10,380.00 $ 117.00 $ 1,404.00 $ 982.00 $ 11,784.00 $ 2,721.00 $ 32,652.00 $ 136.00 $ 1,632.00 $ 2,857.00 $ 34,284.00 $ 307.00 $ 3,684.00 $ 75.00 $ 900.00 $ 382.00 Monthly Price $ 4,584.00 Annual Price (17th Street to 18th Street) I Sq. Ft. $ 480.00 5,760.00 M#39 Newport Blvd Parkways & Medians (Industrial to 1 e Street) 0.51 Acres Turf $ 1,255.00 $ 15, 060.00 2.42 Acres Planters $ 3,488.00 $ 41,856.00 10,643 Sq. Ft. Hardscape $ 320.00 $ 3,840.00 I' Subtotal for M#39 $ 5,063.00 $ 60,756.00 M#40 Newport Blvd. Gal Trans Easements (19"' Street to Bristol Street both sides) Easements $ $491.00 -9,892.00 i . f M#41 Peterson Way Median (At Harbor Blvd) 434 Sq. Hardscape $ 44.00 $ 528.00 l i r l E M#42 i Redhill Median (At Airport Loop) i 7,780 Sq. Ft. Turf $ 767.00 $ 9,204.00 I l 3,000 Sq. Ft. Hardscape $ 75.00 $ 900.00 - ' Subtotal for M942$ $42.00 $ 10, 104.00 I M#43 Red Hill Slope (At Airport Loop & Pullman) 1.92 Acres Slope M#44 Sakioka Drive Medians (Sunflower to Anton) 0.13 Acnes Turf 1,980 Sq. Ft. Hardscape Subtotal for M#44 M#45 South Coast Drive Medians (Harbor Blvd. To Bear Street) 0.66 Acres Turf 1,590 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 0.41 Acres Hardscape Subtotal for M#47 f Er f r l $ 1,295.00 $ 15,540.00 $ 739.00 $ 8,868.00 $ 53.00 $ 636.00 $ 792.00 $ 9,504.00 $ 1,423.00 $ 17,076.00 $ 61.00 $ 732.00 $ 1,484.00 $ 17,808.00 $ 1,077.00 $ 12,924.00 $ 1,200.00 $ 14,400.00 $ 184.00 $ 2,208.00 $ 1,384.00 $ 16,608.00 Site # Site Name Monthly Price Annual Price M#48 Susan Street Medians i {1-405 Off -Ramp to Sunflower Avenue 0.17 Acres Turf$ 697.00 $ 8,364.00 7,720 Sq. Ft. Ha rdscape $ 41.00 $ 492.00 I Subtotal for M948 $ $ 8,85G.00 738.00 M#49 Tanager Drive Parkways $ $ Sq. Ft. Planters $ $ : 535.00 6,420.00 Subtotal for M#49 $ 5 3 5.0 0 $ 6,420.00 M#50 Victoria Street Parkways & Medians (Harbor Blvd. To Canyon) 5.01 Acres Planters $$ . a0 $ 67, 980.00 z 0.38 Acres Turf $ $ i 1,39S.00 16,740.00 I 3,324 Sq. Ft. Hardscape $ 92.00 $ 1,104.00 I Subtotal for M#50 $ 7,1S2.00 $ 8S,824.00 TOTAL DETAILED PRICING FOR ! M#1 THROUGH M#50 $ 42,48S.00 $ S09,820.00 F (Enter Total Detailed Pricing amount in the Medians and Parkways Section #1 of the Recap Page) r Note: The City shall not be held accountable for accuracy of measurements. Contractor shall Independently verify all quantities. PARKS BIDDER'S NAME Terracare Associates DETAILED PRICING FOR COMPLETE LANDSCAPE & SPECIALTY MAINTENANCE FOR NEIGHBORHOOD PARKS SERVICE AREAS i Site # Site Name P#1 Balearic Center 1975 Balearic Drive 1.45 Acres Slope Area P#2 Brentwood Park 263 Monte Vista Avenue 1.94 Acres Turf P#3 Canyon Park 970 Arbor Street 4.51 Acres Turf 120.00 Acres Natural Habitat Monthly Price $ 2,400.00 Annual Price $ 28,800.00 $ 2,511.00 $ 30,132.00 $ 3,628.00 $ 43,536.00 $ 1,953.00 $ 23,436.00 Subtotal for P#3 $ 5,581.00 $ 66, 972.00 P#4 Civic Center Park 111 Fair Drive 2.60 Acres Turf $ 3,070.00 $ 36, 840.00 P#5 Community Garden 523 Hamilton Street 3,100 Sq. Ft. Turf 1,900 Sq. Ft. Planters Subtotal for P#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 $ 558.00 $ 6,696.00 $ 279.00 $ 3,348.00 $ 837.00 $ 10,044.00 $ 2,121.00 $ 25,452.00 $ 279.00 $ 3,348.00 $ 2,400.00 $ 28,800.00 $ 3,488.00 $ 41,856.00 $ 2,232.00 $ 26,784.00 $ 5,720.00 $ 68,640.00 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 Subtotal for P#8 P#9 Gisler Park 1250 Gisler Avenue Monthly Price Annual Price $ 9,740.00 $ 116,880.00 $ 400.00 $ 4,800.00 $ $ 1,674.00 20,088.00 $ $ 279.00 3,348.00 $ 12,093.00 $ 145,116.00 3.37 Acres Turf $ 3,488.00 $ 41, 856.00 18,500 Sq. Ft. Slope area along $ 1,395-00 $ 16,740.00 Fairview & N of McCormack Avenue Sound Wall Easement on the N side of $ 558.00 Park Subtotal for P#9 $ 5,441.00 P#10 Harper Park 0.22 Acres Turf $ 739.00 P#11 Heller Park 257 E. 161h Street 1.94 Acres Turf 5q. Ft. Planters $ 6,696.00 $ 65,292.00 $ 8,868.00 $ 1,953.00 $ 23,436.00 $ 837.00 $ 10,044.00 Subtotal for P#11 P#12 Jordan Park 2141 Tustin Avenue 1.46 Acres Turf Sq. Ft. Planters Subtotal for P#12 P#13 Ketch um-Llbolt Park 2150 Maple Street 2,800 Sq. Ft. Turf j 2,900 Sq. Ft_ Planters Subtotal for P#13 P#14 Lindbergh Park 220 23rd Street 5.15 Acres Turf P#15 Lions Park $ 2,790.00 $ 33,480.00 $ 1,395.00 $ 16,740.00 $ 767.00 $ 9,204.00 $ 2,162.00 $ 25,944.00 $ 558.00 $ 6,696.00 $ 307.00 $ 3,684.00 $ 865.00 $ 10,380.00 $ 4,870.00 $ 58,440.00 570 W. 18"' Street 5.50 Acres Turf $ 6,977.00 $ 83, 724.00 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 i 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 1440 Paularino Avenue 1.95 Acres Turf Sq. Ft. Planters Sq. Ft. Drainage Swale Subtotal for P#19 P#20 Pinkley Park $ 2,232.00 $ 26,784.00 $ 837.00 $ 10,044.00 $ 3,069.00 $ 36,828.00 $ 2,511.00 $ 30,132.00 $ 1,116.00 $ 13,392.00 $ 418.00 $ 5,016.00 $ 1,534.00 $ 18,408.00 $ 1,953.00 $ 23,436.00 $ 558.00 $ 6,696.00 $ 279.00 $ 3,348.00 $ 2,790.00 $ 33,480.00 350 Ogle Street 2.43 Acres Turf i ISI P#21 Raleigh Park (On Raleigh between Wilson and Victoria Street) 2,000 Sq. Ft. Turf 3,000 St. Ft. Planters Subtotal for 113#21 P#22 Shalimar Park 5,700 Total Sq. Ft. 500 Sq. Ft. Planter Subtotal for 113#22 P#23 Shiffer Park 3143 Bear Street 1.77 Acres Turf 9,600 Sq. Ft. Slope Planter Subtotal for P#E23 $ 2,791.00 $ 33,492.00 $ 558.00 $ 6,696.00. $ 307.00 $ 3,684.00 $ 865.00 $ 10,380.00 $ 139.00 $ 1,668.00 $ 446.00 $ 5,352.00 $ 585.00 $ 7,020.00 $ 1,814.00 $ 21,768.00 $ 418.00 $ 5,016.00 $ 2,232.00 $ 26,784.00 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. Pt. Planters D.G. Baths Monthly Price $ 2,846.00 Annual Price $ 34,152.00 $ 1,046.00 $ 12,552.00 $ 6000.00 $ 72,000.00 $ 976.00 $ 11,712.00 $ 697.00 $ 8,364.00 Subtotal for P#26 $ 7,673.00 $ 92, 076.00 P#27 Tewinkle Park 970 Arlington Drive 22,39 Acres Turf $ 16,746.00 $ 200,952.00 (Includes Tewinkle Bark Park and Tewinkle Skate Park.) Sq. Ft. Planters $ 1,395.00 $ 16, 740.00 (includes planter on Presidia 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 Baric Park,) Trimming $ 1,116.00 $ 13, 392.00 (includes trimming of trees in planters inside of TW Bark Park and plants that surround the 36 TW Tennis Center.) 0.55 Acres Slope Area Sq. Ft. Concrete Swales Subtotal for P#27 P#28 Vista Park 1200 Victoria Street j 6.46 Acres Turf Sq. Ft. Planters 0.87 Acres Slope Area L Subtotal for P#28 P#29 Wakeham Park 3400 Smalley Road 8.24 Acres Tuff Sq. Ft. Planters Subtotal for P#29 P#30 Wilson Park 360 W. Wilson Street E 1.97 Acres Turf $'837.00 $ 10,044.00 $ 279.00 $ 3,348.00 $ 20,373.00 $ 244,476.00 $ 4,884.00 $ 58,608.00 $ 1,255.00 $ 15,060.00 $ 1,116.00 $ .13,392.00 $ 7,255.00 $ 87,060.00 $ 5,582.00 $ 66,984.00 $ 1,339.00 $ 16,068.00 $ 6,921.00 $ 83,052.00 $ 1,869.00 $ 22,428.00 37 i Site # Site Name Monthly Price P#31 Wimbledon Park 3440 Wimbledon Way 2.75 Acres Turf 2,791.00 Sq. Ft. Planters $ 697.00 Subtotal for P#31 Annual Price $ 33,492.00 $ 8,364.00 $ 3,488.00 $ 41,856.00 TOTAL DETAILED PRICING FOR P#1 THROUGH P#31 $ 126, 304.00 $ 1, 515, 648.00 (Enter Total Detailed Pricing amount in Parks and Facilities Section 01 of the Recap Page) Note: The City shall not be held accountable for accuracy of measurements. Contractor shall independently verify all quantities. SPORTS FIELDS BIDDER'S NAME Terracare Associates DETAILED PRICING FOR COMPLETE LANDSCAPE AND TURF AND SPECIALTY MAINTENANCE OF SPORTS TURF SERVICE AREAS Site # Site Name Monthly Price Annual Price SP#1 Balearic Center 1975 Balearic Drive 8.00 Acres Turf $ 13,383.00 SP#2 Luke Davis Field at Lions Park € 870 W. 18 to Street 3.00 Acres Turf $ 5,406.00 I f ' SP#3 The Farm Sports Complex € 2750 Fairview Road r 14.70 Acres Turf $ 26,514.00 $ 318, 16 8.0 0 1.04 Acres Planters $ 2,297.00 $ 27,564.00 f Subtotal for SP#3 $ 28,811.00 f SP#4 Fairview Developmental Center 2501 Harbor Blvd. 5.50 Acres Turf $ 8,886.00 SP#5 Smallwood Paris Ball Field Includes edging all brick dust areas) $ � 9 558.00 $ 160,596.00 $ 64,872.00 $ 345,732.00 $ 106,632.00 $ 6,696.00 SP#6 Tewinkle Park Athletic Complex 980 Arlington Drive 5.80 Acres Turf $ 10, 105.00 $ 121, 2 6 0.0 0 Sq. Ft. Planters $ 1,674.00 $ 20,088.00 (Includes edging all brick dust areas) Subtotal for SP#6 $ 11,779.00 $ 141 , 34 8.0 0 TOTAL DETAILED PRICING FOR SP#1 THROUGH SP#6 68, 823.00 $ 825, 876.00 (Enter Total Detailed Pricing amount in the Sports Turf Section #Z 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. EXTRA WORK BID PRICING BIDDER'S NAME Terracare Associates LANDSCAPE MAINTENANCE EXTRA WORK BID FORM LANDSCAPE MAINTENANCE Landscape Sq. Ft. Cost Per Month $ .014 Acre Cost Per Month $ 610.00 Vegetation Mgt. (mowing) Acre Cost Per Occurrence $ 260.00 SPORTS TURF MAINTENANCE Turf Sq. Ft, Cost Per Month $ .0165 Acre Cost Per Month $ 725.00 Ball Field per Ball Field $ 390.00 (Infield approx. 7,000 Sq. Ft.) EXTRA WORK HOURLY RATES REGULAR TIME OVERTIME Foreman $ 45.00 $ 65.00 Laborer $ 40.00 $ 60.00 Specialty Personnel Irrigation Tech $ 65.00 Irrigation Laborer $ 58.00 Pesticide Applicator $ 55.00 Special Event Staff $ 65.00 NON SPORTS TURF UNIT COST MAINTENANCE $ 95.00 $ 72.90 $ 80.00 $ 95.00 Mowing Cost Per Acre $ Ar- On Edge and Trim Cost Per 1,000 Linear Feet $ 6.00 Fertilization Placement Only Cost Per Acre $ 20.00 Fertilization Material Only Cost Per Acre $ 100.00 Aerification (Including removal or shattering of cores) Cost Per Acre $ 520.00 Thatching (including removal) Cost Per Acre $ 720.00 Weed Control Cost Per 1,000 Sq. Ft. $ 5.00 Cost Per Acre $ Pest Control Cost Per 1,000 Sq. Ft. $ gid Item - Depend upon typeof pest Cost Per Acre LANDSCAPE MAINTENANCE Bid Item - Depends upon type of pest Edge and Trim Cost Per 1,000 Linear Feet $ 10.00 Weed and Clean Up Cost Per 1,000 Sq. Ft. $ 40.00 Fertilization Placement Only Cost Per Acre $ 50 00 Fertilization Material Only i Pest Control i Pruning (Shrubs) Vertical Mulch Trees Vegetation Removal I Soil Drench (Trees) . Inject (Trees) Cost Per Acre Cost Per 1,000 Sq. Ft. Cost Per Acre Cost Per 1,000 Sq. Ft. Cost Each Cost Per Acre Cost Each Cost Each . $ 150.00 $ Bid Item - Depends upon $ type of pest BY Item - Depends upon type of pest $ 40.00 $ 140.00 - Under 6 inches $ Bid Item $ 20.00 - Under 6 inches $ 25.00 - Under 6 inches Irrigation Repairs Cost Per Hour $ 65.00 Clean Hardscape/Sidewalks Cost Per Sq. Ft. $ .04 SPORTS TURF MAINTENANCE Mowing Cost Per Acre $ 30.00 Trim and Edge r Cost Per Linear Foot $ 6.00 Fertilization Placement Only Cost Per Acre $ 20.00 Fertilization Material Only Cost Per Acre $ 100.00 Aerifcation (with core removal) Cost Per Acre $ 780.00 Topdressing Cost Per Acre $ 65.00 Topdressing Material Only Cost Per Ton $ 35.00 i SPORTS TURF MAINTENANCE CONTINUED Thatching (including removal) Cost Per Acre $ 720.00 Weed Control Cost Per 1,000 Sq. Ft. $ 5.00 f Cost Per Acre $ 215.00 i Pruning Shrubs Cost Per 1,000 Sq. Ft. $ 40.00 i Cost Per Acre $ PLANT MATERIAL (Complete pricing including labor and material) Annual Color (4" container) Cost Each $ 40.00 Perennial Color (4" container) Cost Each $ 100.00 Ground Cover Cost Per Flat $ 50.00 One (1) Galion Cost Each $ 12.00 Five (5) Gallon Cost Each $ 35.00 Fifteen (15) Gallon Cost Each $ 135.00 24" Box Tree Cost Each $ 275.00 36" Box Tree Cost Each $ 595.00 Seeded Turf Cost Per Sq. Ft. $ .05 Sodded Turf Cost Per Sq. Ft. 1.00 Stolonized Turf Cost Per Sq. Ft. $ 1.00 Hydroseed Cost Per Sq. Ft. $ .035 MISCELLANEOUS ITEMS Paper Hand Towels Cost Per Case C -Fold 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 Flags 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 Fields) Cost Per Case Dog Waste Bags Cost Per Case $ 33.00 $ 38.40 $ 246.00 $ 84.50 226.60 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 hold accountable for measurements. it is up to the Contractor to verify all indentified sites. 35.05 63.15 54.15 $ 82.50 - 3'x 5' 96.00 - 41x 6' 91.20 $ 256.50 $ 33.60 $ 246.00 $ 84.50 226.60 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 hold accountable for measurements. it is up to the Contractor to verify all indentified sites. I 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 December 16, 2011. I certify that Proposer or Proposer's representatives have communicated after December 16, 2011 with a City Councilmember concerning the Parks and Landscape Maintenance RFP, A copy of all such communications is attached to this form for public distribution. 70 i i E DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm 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. List below or state "None." None 77 DISQUALIFICATION QUESTIONNAIRE The Contractor shall 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 otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No X If the answer. is yes, explain the circumstances in the following space. 75 TER Company Biography ARE ,a, E=_ s Personnel has aver twenty five years experience in the construction industry. His ability to quickly assess the needs of clients and staff as well as a deep knowledge of construction implementation and successful management techniques make him an invaluable component of the Terracare Associates team. EDUCATION David l..ip.scomb University Bachelors in Science, Management, Minor Marketing, Nashville, 'Tennessee WORK EXPERIENCE F Terracare Associates, Executive Vice President Littleton, Colorado 2010 -Current Responsible for the procurement and retention of projects for offices throughout Colorado and California. As well as management and oversight of all operations and business development managers and staff. American Civil Constructors, Director of Business Development, Vice President Englewood, Colorado 2001-2010 Established the business development culture while working with multi -state offices comprised of 550 employees. Operational responsibility for 65 million dollar revenue with consistent bottom line performance as well as involvement in public relations and if influence in local politics. Ground Effect, INC. President Denver, Colorado 1991-2001 Personally started an enterprise successfully growing the business without sacrificing quality or service. Client portfolio consisting of multi -state projects and corporate clients as well as the acquisitions of two companies and expanding base product line. KEY AFFILIATIONS South Metro Chamber orCommeree- 2007, EDO Committee Chairman 2008-2009, Chairman of the Board 1600 member company organization, working with local, state and national elected officials on policy, legislation and economic development. Lead the region in developing a renewable energy incubator and attracting "clean -tech' Colorado. Instrumental in driving substantive health care policy change for Colorado. South East Business Partnership - Chairman of the Transportation Council 2008-2009, Public Policy Committee Association of Landscape Contractors of Colorado - 2001 -2002, Budget Committee Green -CO - 2005 -present, P.A.C. Representative Company Biography TERR ARE A,, -4S —4S®� Personnel has 32 years experience in the Landscape Management lndustry.— currently oversees all West Coast operations. specializes in technical field expertise and customer service. Mr_ Hom is also very involved in Resource Management and the implementation of Sustainable Landscape Management practices. EDUCATION Solano College - Agriculture Business, AFFILIATIONS AND CERTIFICATIONS Professional Landcare Network Board of Directors -- Current Professional Landcare Network Safety and Risk Management Committee — Current Professional Landcare Network Landscape Industry Certified Manager and Technician Professional Landcare Network Landscape Management Committee Chairman — 2008-2010 California Landscape Contractors Association Member State of California C-27 Contractors License #935132 State of California Qualified Pesticide Applicators License 4103242 Rotary international Paul Harris Fellow E TERR ARE Company Biography ®� ^CIEs Personnel BRANCH MANAGER _has been with the company for 18 years. His vast experience in all aspects of landscape maintenance and landscape construction make him ! a very valuable asset on our California team..is currently the Branch Manager for the Martinez location and brings strong leadership through mentoring of his staff and providing expertise to his clients. strong communication skills provide clients and team members a cohesive forum for solving problems, creating opportunities for client enhancements and continued growth for the California team. EDUCATION i Iowa State University- B.S. Computer Science. 1986 AFFILIATIONS AND CERTIFICATIONS State of California Contractors State License Board C-27 Landscaping License #828142 State of California Department of Pesticide Regulation Qualified Applicators License # 104601 Bay Friendly Landscape Certified Bay Friendly Landscaper BRANCH MANAGER �uas been with the company for 14 years. His experience in landscape management includes landscape maintenance, landscape construction, i as well as lake management.- is currently the Branch Manager overseeing all aspects of our Sacramento Area operations. Wrganizational skills, commitment to performance, and financial understanding have enabled him to deliver strong performance with his team. EDUCATION i University of California - B.A. Political Science 1996 AFFILIATIONS AND CERTIFICATIONS Professional Landcare Network Landscape Industry Certified Manager t t Professional Landcare Network Landscape Management Committee Member - Current I California Landscape Contractors Association Member i ' State of California Qualified Pesticide Applicators Certificate Rotary International Loomis Chapter — Chartering President f Sacramento Valley Landscape Expo planning committee E Member ,I f E I i TER ARE Company Biography 10k -C3 -C3® c -r 9—:= s Personnel DIVISION MANAGER �Mhas been with Terracare Associates, formerly American Civil Constructors, ACC for the past thirteen years. Mr. �Icurrently manages our public infrastructure division and is responsible for securing and retaining public works and infrastructure projects as well as the overall management of a sixty person team. attention to detail and focused management style has allowed the division to be a success. EDUCATION Temple University Courses of study Landscape Architecture and Horticulture, 1992 WORK EXPERIENCE Terra cane Associates Littleton, Colorado 1997 -Current Lead management and development of the Public infrastructure Division, through detailed involvement of the procurement and retention of projects. As well as management of multiple revenue streams and budget creation. KEY CERTIFICATIONS Landscape Industry Certified Technician, CLT Landscape Industry Certified Professional, CLP Class AGolf Course Superintendant TERt-41 ©C Company Biography � s ® cM s Personnel PROJECT MANAGER - has been with Terracare Associates since 2008 and currently manages our projects with the Cities of Centennial and Castle Pines, His responsibilities include day to day operations, scheduling work, ordering materials, contract compliance and coordinating snow removal operations. EDUCATION University of Wyoming Bachelors in Science, Microbiology Laramie, Wyoming San Diego GolfAcademy Certified Golf Course Superintendent WORK EXPERIENCE Terracare Associates, Project Manager Littleton, Colorado 2008 -Current Responsible for the management and operation of two municipal projects in the Denver metropolitan area. Communication with City officials, assistant project managers, subcontractors and laborers to insure accurate, efficient and timely project delivery daily. Grand Lake Metropolitan Recreation District - General Manager Grand Lake, Colorado 2006-2008 Overall management of the Recreation District KEY AFFILIATIONS & LICENSES Colorado Asphalt Pavement A sociation Certified Snow Operations SuperAsor Certified Golf Course Superintendent ARE Company Biography TER ,0, _-S _-S C3� C--T,,&,, v M s Personnel AQUATIC SERVICES MANAGER has over twenty-five years experience in research and specialized aquatic vegetation control programs utilized in lake management. Prior to joining Terracare Associates, _ performed extensive aquatic research at the university level in addition to owning and operating a lake management firm for fifteen years. Since Terracare Associates' acquisition of — company he has served as the Aquatic Services Manager for Terracare Associates. Stuart specializes in developing site specific lake management plans, water quality monitoring, compliance and control programs. He is very involved in the implementation of best management practices in waterways, as well as providing exemplary customer service to Terracare Associates' Lake Management clients. EDUCATION San Diego State University Bachelors in Science, Biology Masters in Science, Aquatic Plant Ecology San Diego, California WORK EXPERIENCE Terracare Associates, Executive Vice President Sacramento, California 2009 -Current Responsible for the procurement and retention of aquatics projects for offices throughout Colorado and California. Owner— Perry lake Management 1994-2009 Established and operated a lake management firm, working with a varienty of clients both public and private. UC and Private University Research CERTIFICATIONS California Pest Control Advisor License California Qualified Applicator License i f CERTIFIED COPY James Miller Stephen P. Sands 30ard Chair This license is the property of the Registrar of Contractors, Registrar of Contractors �s not transferrable, and shall be returned to the Registrar upon demand when suspended, revoked, or invalidated . For any reason. it becomes void if not renewed. -'r,33L-240KE 12-07) i 95P07105460 AUDIT NO: 485755 I IOZ/VZ S uilq-aOledple/ann—Ma/Luoa•lsanbdt,tu-m im//:dnq I 3o 1 a&d LANDSCAPE INDUSTRY CERTIFIED TECHNICIAN Turf Maintenance 4/10/2010 - 12/31/2012 In padnershlp with: California Landscape Contractors Association Landscape Industry Certified Manager Chairman, Intemational Certification Council QUALIFIED C 0 N F I D E N T �O R E C 0 G N iZE DaA, certifled Landscape Technician The National Landscape Technician Council is pmud to present to this Cerci f lcate recognizing pm f sional status in the Landscape Industry as a fully quali fwd CLT of Maintenance 0 --tater X997 ID n: 783 r � Certification Committee Chair LN CLCA � —r CAUFORNIA AS9t3CIan) UNDsc PE LANDSCAPE COMMAC.TORS OF AMERICA VCONTRACTORS M ASSOCIAnON landscapeindustry certified Recertify by 1213112012 QUALIFIED o CONFIDENT a RECOGNIZED DU,M MENTOFPESTICIDEREGULATION dprLICRNSINGICF.RTIFICATION PROGRAM QUALIFIED APPLICATOR LIC9NS E DOF ISSUE VALID THROUGH ATE 0 12131/3012 1!01F 103242 ABCDF 278 pMACH DR BRENTWOOD CA 945`13 uu UBPARTMRNTOFPESIICIDERSGULATION LIC$NSINGICERTIFICATION PROGRAM e pr QU4 FMDAPPLICATOR LI4CENS19 DATE OV ISSUE VALID THROUGH 01/0112011 1l13i12012 104601 F 510 ROANOKE DR MARTINEZ CA 94553 111mlf VALLEYCREST LANDSCAPE MAINTENANCE 0 ValleyCrest Landscape Maintenance February 1, 2412 City of Costa Mesa City Attorney's Office Kimberly Hall Barlow 3777 N. Harbor Blvd. Fullerton, CA 92835 RE: Parks and Landscape Maintenance Irvine Branch 1960 S. Yale Street Irvine, CA 92704 tel: 714.546.7843 fax: 714.546.7295 www,valleverest,com On behalf of ValleyCrest Landscape Maintenance, 1 would like to thank you for considering our company for your landscape maintenance needs in the City of Costa Mesa. Our local branches have been providing comprehensive landscape management programs to customers for over 60 years. ValleyCrest Landscape specializes in municipal accounts throughout Southern California and our current portfolio includes the City of Irvine (Tree Care), City of Anaheim (West Sector), City of Diamond Bar, City of Duarte, City of Ontario, City of Norco, City of Fontana, 29 Palms Marine Base, Fort Irwin and various large homeowner associations and commercial customers throughout the Orange County. We are a quality -oriented company that offers full service for your complete landscaping and water management needs. By formulating a Pro -Active Maintenance Plan, directed by knowledgeable supervision, we feel we can provide the City of Costa Mesa with a highly detailed maintenance and water management program at a competitive price that will ensure a neat and professional appearance of the landscape areas throughout your city. Some of the benefits you will receive by using the services of ValleyCrest Companies are: • The financial security of the largest landscape Company in the United States • A strong emphasis on safety with the best track record in the landscape industry • Excellent communication and strong management of personnel • A detailed work plan and schedule that will offer the least inconvenience to the public • 24 hours, 7 days a week emergency service • Specialized departments to assist onsite crew including: Arbor Care Department overseen by ISA certified Arborists Spray and Pest Control Department with 6 licensed applicators (QAL) Irrigation Department overseen and trained by Certified Irrigation Auditor Access to additional experts including agronomists and horticultural Ph.D.s ValleyCrest's Branch located in Santa Ana will be providing all services and managing the City of Costa Mesa. 1960 S. Yale Street, Sana Ana CA 92704 Phone: 714-546-7843 Fax: 714-546-7295 Annual Cost for full service landscape maintenance for the City of Costa Mesa $2, 034, 321.42 Annually As an experienced partner delivering both local expertise and national resources, we understand how a well-maintained landscape attracts people, adds to your property value and contributes to your success. When you partner with ValleyCrest, you will have a team of local professionals dedicated to the careful stewardship of your landscape and its enduring beauty and value. The proposal price is valid for 180 day from the dare of this leiter. Thank you for the opportunity to submit this proposal. I will follow up with you in the next few days to answer any questions you may have. Feel free to contact me at or by email at Sincerely, Branch Manager I. Vendor Application Form 11. Background and Project Summary Section III. Methodology Section IV. Staffing Plan V. Qualifications V1. Financial Capacity Audited Financial Statements V11. Fee Proposal -Appendix D VIII. Disclosure IX Sample Agreement -Appendix B -any changes must be submitted with the proposal ValleyCrest Landscape Maintenance is very knowledgeable and experienced in servicing various types of municipalities such as the City of Costa Mesa. Throughout the United States, ValleyCrest currently serves over 50 municipalities and has served some for more than 30 years. If chosen as the city landscape maintenance contractor, ValleyCrest would be able to provide a high level of service that would meet or exceed the landscape maintenance specifications that are outlined in the RFP. Our experienced staff that would serve the City of Costa Mesa averages over 10 years of tenure with the company. Our understanding from the RFP Scope of work includes; Five City Facilities Six Fire Stations Fifty Medians and Parkways Thirty -One City Parks Six City Sports Fields Complete landscape, irrigation, and specialty maintenance of parks, parkways, sports fields, lakes and facilities within the City. Including 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, hardscape areas, litter collection and disposal, and various other activities normally associated with full service maintenance of municipal park, recreation facilities and landscaped areas. Prevailing Wage is mandatory should ValleyCrest Landscape Companies be awarded the contract. ValleyCrest will comply with the California Labor Code; Article 2 Section 1770 through 1780 inclusive of Article 5, Section 1810 through 1851 inclusive. (Laws and Regulations governing the payment of prevailing wages). Local Office for ValleyCrest is within the required 15 miles of the City of Costa Mesa, ValleyCrest Landscape Companies maintains and in good standing a California Contractors License (C-27). All ValleyCrest Landscape employees operating a company work truck has a valid State of California driver's license for the class of vehicle being operated. Each vehicle will have signage on two sides of the each truck stating" Contracted for the City of Costa Mesa" with Name of Company, Phone Number of Company and Contractors license number. ValleyCrest Landscape Companies will secure a valid business license prior to the starting of work. i) An Implementation plan that describes in detail (i) the methods, including controls by which your firm manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internallexternal stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. ValleyCrest Production System is our approach to prioritizing, executing, and communicating to our customers about the work we do our on their properties At ValleyCrest Landscape Companies we believe it is an urgent requirement for us to be significantly better at both identifying and executing the work our customers are paying for and eliminating waste in our operations. When we do that we become more productive, meaning we do work at a higher level of safety, quality, and efficiency. This includes sequencing mapping of the work to be accomplished. If awarded the contract sequence maps, rotationlmaintenance schedule will be presented to City Representative prior to starting. 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". ValleyCrest Landscape Maintenance will conduct daily, weekly or monthly inspections (as per contract specifications) of all the sites to insure that contract specifications are followed. On a daily, weekly or monthly basis (as described in contract specifications) the Area Supervisor will visit all sites and note any deficiencies that need to be corrected and report them to the Account Manager to plan out the fastest plan of action to remedy the deficiency. On a weekly basis, the Account Manager will visit all the sites and do a thorough punch list of all locations noting conditions and required work needed. The necessary work tasks will be scheduled for completion as soon as possible with consideration to contract specified guidelines. The Account Manager and the Branch Manager will also conduct inspections weekly or monthly with the City's Representative. This will insure that contract guidelines are being followed and that quality horticultural practices are being followed and performed. Copies of our inspections can be submitted to the city for review via fax or email and will be filed at our office. This report will be turned in to the city along with all other monthly reports such as the Irrigation Test Report, Pesticide Use Report, Seasonal Irrigation Schedule Form and the Maintenance Schedule for the following month. A Quality Evaluation (QE) System can also be utilized if desirable to the City of Costa Mesa. The QE System is ValleyCrest's nationwide program that helps standardize the quality audit process. Implementing the QE system will allow us to perform Landscape Quality Evaluations with efficiency and integrity while providing our customers and management a tool to monitor our performance. The QE system will set the standards for the Landscaping Industry. The Landscape Quality Evaluation process has proven to be a very effective tool to: • Monitor and improve performance. • Gain additional business from customers. • Improve proactive communication with customers. • Create greater customer loyalty. • Even out the peaks and valleys in our service. Customer satisfaction will be confirmed by the client's signature on the Evaluation forms, thus reducing the need for rework at job site. Additionally, a copy of the audit form shall be provided to the customer. The Quality Evaluation (QE) system was created with six key elements in mind: • To communicate with customers on a regular basis, monthly, bimonthly, quarterly, or yearly, based on customer preferences and the size of the account. • To provide proactive suggestions for improvement through corrective actions and enhancements proposals. • To continuously measure the performance of our team on the job site. • To provide a tool for the Branch Manager to use to assess the status of all maintenance accounts throughout the year. To better gauge the {probability of retention of business year to year. • To provide a tool to measure customer satisfaction on a regular basis. 3) Detailed project schedule, identifying all tasks and deliverable to be performed, durations for each task and overall time of completion, including a complete transition plan, Include your plan to deal with fluctuation in service needs and any associated price adjustments. The transition or "Ramp -up" plan is an important element anytime we take over a large project such as the City of Costa Mesa. From past experience we have learned that preparation is vital to ensure that there is a smooth transition without any problems. Since ValleyCrest will be transferring the majority of the staff from existing projects, we feel there will be a minimum amount of time required to train our work crews on proper landscape maintenance techniques. Our entire team of employees (managers, foremen, work crews and support staff) all play an important part in the transition process and will be updated and involved throughout this period. If awarded the contract, ValleyCrest Landscape Maintenance proposes the following weekly schedule fof the transition plan to be completed BEFORE we begin service at NO additional charge: Week One (Four weeks before beginning service) Order any necessary equipment Begin preparing maintenance schedules for all areas Prepare and sign all documentation for contract Exchange contact information with the City of Costa Mesa Evaluate all components and layout of irrigation system Contact city representative and update on progress Week Two (Three weeks before beginning service) Hire any additional necessary employees Prepare sequence maps of all areas for all personnel Begin inspection and testing of irrigation system Contact city representative and update on progress Week Three (Two weeks before beginning service) Train any new employees Provide the City of Costa Mesa with the final work schedule Work with Pest Control Department to identify any problems Submit irrigation system findings and recommendations to the City of Costa Mesa Meet with current contractor to identify any key issues to ensure a smooth transition Contact city representative and update on progress Week Four (One week before beginning service) Tour entire landscape areas with all employees that will be involved in project Assemble and prepare all required equipment Final update to city representatives Tour with City Representative to discuss the following: A. Trimming style desired by city B. Implementation of Water Management Program C. Monthly Rotational Maintenance Plan D. Schedule and implementation of comprehensive Fertilization Program E. Any additional findings or requests from the city 5) Proposers are encouraged to provide additional innovation and/or creative approaches for providing the service that will maximize efficient, cost effective operations or increased performance Safe capabilities. In addition, the City will consider proposals that offer alternative service delivery,.mean,and methods for the services desired. Safety needs to come first in anything we do. We do not compromise safety for efficiency — this is not an optional part of our culture. First is investing in people. In order to execute well, we need a well- trained and highly motivated workforce that feels respected and wants to work hard. We need to bring in the best people we can, and over time train them to ensure we have the best team possible. Building Blocks Second is field first. We are a field-based organization and our crews are out there every day doing the hard work in hot weather and cold weather, and every other kind of condition you can imagine. We are in business because of our field workforce and we need to put them first in how we think about the business -- our business starts in the field. This is where the value our customers pay for is delivered. • Third is standard work. A big part of our production system is standardizing work as much as we can. By planning our work better, we can standardize our on-the-job processes in ways that minimize waste. For example, having a standard approach to our edging patterns on a specific job will mean we are doing it the best way every time — standardization is an important building block of our production system. • Fourth is a leveled workload. Part of what we want to do is to level our workload whenever we can. For instance, if we have a job that requires 20 hours of work 1 week and 15 the next, it is to our advantage to determine how to do the job in 17.5 hours each week. • Finally, there is having clean, organized work areas. In another training session we will introduce you to what we call our 5S framework. What it boils down to is clean and organized work areas, including our shops, trailers, trucks, and job sites, that will help us be productive on our jobs and are an important piece of our production system. Customers • We need to understand what the customer is paying for and how they are evaluating us — scope, quality expectations, service expectations and needs, and priorities. Then we need to communicate back to the customer what we have delivered (other side of the chart). We need to ensure we are communicating to the right people at our customer, that we understand their needs and have the right message, that we use the communication channel, or media, they are comfortable with, and, critically, that we listen to their needs and take action. Communication is not just about us delivering messages — it is truly listening and responding to our customers Production ® We then need to execute against thjs by doing efficient work, safe work, and quality work. Efficient work means the right scope in the right sequence at the right time using the right equipment and the right people. • We then need to execute against this by doing efficient work, safe work, and quality work. Efficient work means the right scope in the right sequence at the right time using the right equipment and the right people. 6) 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. ValleCrest Landscape Companies will consider and/or interview any city employees who may have been laid off or displaced due to outsourcing. 7) Proposers may propose to perform some or all of the services identified in this Request for Proposal. 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 some of the services identified, please clearly identify which services you propose to provide. Our proposal includes all services outlined in the RFP. 8) 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 preformed, including information about the term 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. Not Applicable .�` PERSONNEL AND FUNCTIONS JOB TITLE JOB RESPONSIBILITY Account ® Accountable for your complete satisfaction Manager/ • Maintains schedule Supervisor ® Ensures compliance to job specs and quality ® Manages crews • Interfaces with on-site contact _ Crew Leader Schedules workload for crew ® Ensure readiness of workers, tools and materials ® Maintains safe working conditions • Trains field personnel • Assists w/large pruning jobs, chemical applications ® Helps identify problem areas _ Irrigation • Conducts weekly irrigation inspections Specialist ® Adjusts, repairs and troubleshoots problems • Assists detail crew Pest Control ® Applies insecticides, herbicides, fungicides Specialist and other chemicals, safely and in accordance with industry standards _ Bed Color ® Installs color _Gardener Gardener _ • Member of detail crew • Maintains front covered sidewalk Performs bi-weekly pressure washing in pool and other areas Gardener ® Operates large riding mowers and small hand-held machines • Daily clean-up ® Assists with large pruning, trimming and detail jobs _ Gardener Operates all small walk behind mowers ® Helps crew operate hand-held machines • Assists with large pruning, trimming and detail jobs Gardener Keeps sidewalks, tree wells and bed edges clean ® Daily cleanup • Assists detail crew with large pruning, trimming VALLEYCREST LANDSCAPE ,MAINTENANCE RESUMES Ph.D. Dr.Mworks for ValleyCrest Companies as Director of Technical Services for the West. He is responsible for approving and managing the performance of all matters relating to technical services including new research, pesticide safety, and legal compliance. He spends most of his time working in the field with Account Managers to achieve standout properties. Dr. M is a Plant Physiologist by training and in his approach to sustainable landscape practices and solving landscape problems. � received his Ph.D, in Plant Physiology in 1980 from the University of Rhode Island. Vice President, Regional Manager Educated in Ireland,_has the gift of making green things greener. as 19 years of horticultural experience, and has been with ValleyCrest since , starting as a crew foreman, then area supervisor, then account manager, and now Vice President, Regional Manager. He is a Certified Water Auditor, Certified Aquatic Operator, Certified Landscape Technician and his expertise is in irrigation, rose gardens, and horticultural knowledge. has managed many award winning accounts such as Jamboree Center, axon i rary, The St. Regis Monarch Beach, Ritz Carlton Laguna Niguel. , Branch Manager A local of Orange County,- has an extensive 18 -year history working in the horticultural indust as well as completing several specialized horticultural courses at a local college. Iis an ISA Certified Arborist (#WE -8436A) and holds her QAL License (#115750). She has been with ValleyCrest Landscape Maintenance since early 2001. Her vast knowledge of landscape design, plant identification and interior landscaping has proven innovative and creative when relating to her clients. She has a great affinity for working with people, which is vital in her success with her clientele. She specializes in developing mutualfy beneficial, long-term client relationships. She is dedicated to creating and maintaining strategic partnerships with property management companies and their representatives. Branch Manager =has over 29 years experience in the green industry both here in San Diego, as well as Orange County. Having a 23 year tenure with ValleyCrest=has held managerial positions through various divisions within ValleyCrest Companies. He has served as the San Diego Branch Manager for the past 9 years. M is a Licensed Landscape Contractor, having excellent leadership abilities and strong customer service skills. His attention to detail and the ability to mentor employees, contribute to the strength of our ValleyCrest organization is Mranch Manager anati! of the Southern California area and has worked in the landscape industry for 0 22 years, where he worked his way up to be Foreman and then Supervisor. A is currently the Branch Manager for our Anaheim Branch. =is also an ISA Certified Arborist (WE -6829A) and holds his QAL license (#99917). He has been active in ISA and PAPA. With his great follow-up, networking with clients and team building skills has been ablerto achieve lucrative partnerships with various landscape clients during his career. Field Operations ManagerlWeatherTRAK MEis an experienced Field Operations Manager and brings value and vision to the team. � has an extensive understanding of ET sensitize systems such as WeatherTRAK, Rain Master and Calsense and is successful in the teaching, management and programming of all these systemsMs proven his ability to manage large scales projects, such as Quail Hill Community Association. He possesses a solid track record for leading and motivating landsca a maintenance professionals in order to achieve high levels of performance.&&is current) pursuing a higher education in the field of horticultural at Cypress College. s a dependable, results -oriented professional who has acquired a solid reputation for customer satisfaction. Field O erations Manager Educated in Mexico,&"as 18 years of experience working in the horticultural industry as well as completing several horticultural courses at Fullerton College. He has been with ValleyCrest Landscape Maintenance since earl 2005. He specializes in irrigation, landscape design and landscape construction. has a great attitude and gets along well with his clients and employees. He currently manages several prestigious accounts including Disneyland Resort. jn�Field Operations Manager hasworked in the landscape industry for 35 years. He started in 1976 and has worked his way up from being part of the crew to Operations Manager is a licensed ISA Arborist (# WE2033A) and has his QAL (#105229). He pre ers a hands on approach and has the ability to get along with people regardless of their position. He believes that he has the understanding of what it takes to get the job done and also make the client happy. Having done many things in the landscape industry, he feels that it has given him an excellent understanding for what the client wants and how to achieve it, but also do it in a cost effective manner. M has a strong belief that the key to success in this industry is the relationships with his clients, as well as the people out in the field that get the job done. He loves the landscape business and is a wonderful addition to the ValleyCrest landscape maintenance team ccount Manager was 25 plus years experience working in the horticultural industry. He has been with ValleyCrest Landscape Maintenance since early 2006. =has a great attitude and gets along well with his clients and employees. He is an outstanding leader and has successfully managed a number of landscaping projects. His demeanor commands professionalism, quality, integrity and accountability and this makes him a valuable addition to any project. Account Manager �as worked in the landscape and maintenance industry for over 22 years. e�cause of this experience, M has a focus and a passion for exceeding customer expectations. _has a Bachelor of Science degree and is also certified in Water Management and Chemical Application in horticultural. He is an outstanding leader and has successfully managed a number of landscaping projects. His demeanor commands professionalism, quality, integrity and accountability and this makes him a valuable addition to any project. Account Mana er Born and raised in Guatemala&&has brought a world of gardening experience to ValleyCrest. He received a BS Degree in Environmental Horticulture from the University of Florida in 2001 and also received a Masters Degree in Public Gardens from the University of Delaware in 2006. He has also studied abroad and received many other gardening certifications through well known public institutions such as the Chicago Botanic Garden, The Royal Botanic Gardens in Kew, England, excels in landscape design and the identification of plants and trees. He currently manages one of our most prestigious accounts, SOKA University in Aliso Viejo. Account Manager Mhas over 15 years of experience in the landscape maintenance industry. Within that time period he has managed large HOA's, industrial complexes, and cities (San Dimas, San Jacinto, Walnut.) He has been a Certified Arborist for over 4 years (#WE - 8538A.) He has taken a variety of classes that include irrigation, tree and landscape management from Mount San Antonio in the City of Walnut. His professionalism, quality, integrity and accountability make him a valuable asset to any project. 1) LIST VC QUALIFICATIONS FOR PROJECTS SIMILAR IN SIZE AND SCOPE OF WORK In addition to servicing over 1000 clients in the Southern California market, ValleyCrest currently also manages the landscape for more than 50 municipalities, universities, resorts and military bases throughout the United States with most of the following being currently served by the region and staff that would be servicing the city of Temecula. We encourage you to contact the following clients and ask questions regarding the level of service we are able to provide on a consistent level. City of Fontana 8353 Sierra Avenue Fontana, CA 92335 Contact: � ValleyCrest currently provides landscape maintenance and water management services totaling approximately 230 acres in various locations throughout the city such as public parks (including daily restroom maintenance), sports fields, slopes, trails, open space and Landscape Maintenance Districts (LMD's). In addition to maintaining baseball & soccer fields throughout the city's parks, ValleyCrest is responsible for the maintenance of the Ralph M. Lewis Sports Complex which is one of the largest artificial turf complexes in the Inland Empire. City of Norco 2870 Clark Ave Norco, CA 92880 Contact: ValleyCrest currently provides landscape maintenance and water management services totaling approximately 100 acres in various locations throughout the city such as public parks (including daily restroom maintenance), sports fields, slopes, trails, open space and Landscape Maintenance Districts (LMD's). In addition to maintaining baseball & soccer fields throughout the city's parks, ValleyCrest is responsible for the maintenance of the Wayne Makin Sports Complex which is the home for Norco Little League, Norco Girls Softball and AYSO Region 37. The facility consists of 10 dedicated fields for youth baseball, softball and soccer fields as well as 2 snack bars and dedicated restroom facilities. City of Diamond Bar 21825 Copley Drive Diamond Bar CA 91765 Contact: ValleyCrest currently provides landscape maintenance at various public facilities throughout the city including public parks (including daily restroom maintenance), schools, and the Diamond Bar Community Center totaling approximately 60 acres. Responsibilities include the maintenance of various sports fields at the city's parks and middle school that are used by the city's youth groups throughout the year. University of Lai Verne 1950 3rd Street La Verne CA 91750 Contact: ValleyCrest currently provides landscape maintenance and water management services totaling approximately 30 acres throughout the University of La Verne campus including the maintenance of the sports fields used by the University. The fields used by the athletic teams include the baseball, softball and soccer fields as well as the stadium football field that is mowed 2-3 times per week during the summer months to ensure optimum appearance to this highly visible field. California Baptist University 8436 Magnolia Avenue Riverside, CA 92507 Contact: ValleyCrest currently provides landscape maintenance and water management services totaling approximately 40 acres throughout the campus including the sports fields used by the university athletic sports teams and the large 6 acre turf field located along Magnolia Ave. near the main entrance to the campus that is used for special events throughout the year. Chapman University One University Drive Orange, CA 92886 Contact: ValleyCrest currently provides landscape maintenance and water management services totaling approximately 25 acres throughout the campus of Chapman University including the maintenance of the sports fields. These fields include the baseball, softball and soccer fields as well as the maintenance of a large synthetic turf sports field that is used for and by various athletic teams at the university. 2) NAMES OF KEY STAFF THAT PARTICIPATE IN NAMED PROJECTS, RESPONSIBILITIES WITH SCOPE OF WORK BRANCH MANAGER ROSE HILLS MEMORIAL PARK FIELD OPERATIONS MANAGER ASSOCIATED WITH CITY OF ANAHEIM ROSE HILLS MEMORIAL PARK City of Irvine (Tree Care) City of Anaheim (West Sector) City of Diamond Bar City of Duarte City of Ontario City of Norco City of Fontana 3) SUMMARY OF VC DEMONSTRATED CAPABILITIES, LENGTH OF TIME For over 60 years, ValleyCrest has consistently delighted our customers. The Company's track record of strong growth driven by a steadily increasing base of repeat customers underlines our ability to dependably deliver the best expertise in the business and provide our clients significant value for each landscape dollar spent. Our Services: With over 10,000 employees and more than 100 locations in 23 states, ValleyCrest provides more landscape services to more customers than any other company in the business. ValleyCrest's primary landscape service offerings include: Design. With five studios, more than 100 landscape architects on staff and a portfolio including destination resorts, major lifestyle/mixed use centers, significant public and private residential infrastructure, and business parks, ValleyCrest Design Group is a force in the industry. Pre -construction Services. Our team works with customers well before construction begins, minimizing risks of cost -over -runs and constructability and/or maintenance problems later in a project's life. Landscape Construction. The country's only national provider of landscape installation services, ValleyCrest Landscape Development brings unrivalled expertise to projects large and small across the country. Landscape Maintenance. With over 100 operating locations offering an array of services including lal.ndscape maintenance, snow removal, tree care, seasonal color, enhancements and water management, ValleyCrest Landscape Maintenance is the landscape service provider of choice for business parks, retail centers, hotels and homeowners' associations. Beautification and Renovation. ValleyCrest provides its maintenance and construction clients an array of beautification and renovation services. Golf Course Maintenance. ValleyCrest Golf Course Maintenance maintains more time focused on building membership and rounds played and less time worrying about the condition of their fairways and greens City of Cerritos Start Date: January 2006 End Date: On going project Description: Maintain over half the city's landscape areas. Contact: Phone: Email: City of Anaheim (West Sector) Start Date: July 2009 End Date: On going project Description: Maintain landscape areas which include turf, planters, ledgers, and tree trimming as well as trail collection. Contact: Phone: Email, t Rose Hill Cemetery Started: March 2000 End Date: On going project Description: Maintain 900 acres of turf and landscape areas. Contact: Phone: Email: Sample contract this needs to be changed to PROFESSIONAL SERVICES AGREEMENT 2012 or 20� before an actual contract is executed - but CITY OF COSTA MESA because this agreement is a sample only, not creating an addm item THIS AGREEMENT is made and entered into this _ day of ("Effective Date"), by and between the CITY OF COSTA MESA, a municipal corporation ("City"), and consultant, a California corporation ("Consultant"). WITNESSETH: A. WHEREAS, City proposes to have Consultant as described herein below; and B. WHEREAS, 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: if contract is awarded, 1.0. SERVICES PROVIDED BY CONSULTANT you will attach your VCM proposal 1.1. Scopepe of Services, Consultant shall provide the pro- ional 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 perform 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 52 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 indemnify 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 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. note this requirement 1.4. Prevailing Waves. onsultant sh 1pay not less than the prevailing rues of wages to all workers emnloved by him in the execution of this A_gregment. The Consultant will be_re uiredto c_ mply wilb the Califo is Labor Code Article 2 S etion 1770 throu h 1780 inclusive Md Article 5 . Section 1810 through 18,61 inclus've. Law axil &&Watiolls governing the pa meet of, prevailing wages). The C-Qnsultant shall vav its employees the ggrtprgl,prev_ailing .rate gf wages as deterin:ed by the T.)irector of the De arttnent of Indstrial elations. Consu t t and any of i1U subcontxaetors shall keep an accurate payroll recgrd ghg_wing the name. address s tial securi umber, work classification, straight time and overt''me hours Rororked each day and Me e an rthe g r ! p„er die wages _ fid.. to e.acl� iourneyman, aunrentxce, w�rkex or er omalovee e to d: Thg payroll records shall bg cprtifigd, available for ins gction and co- pies thereof furnished with .the t�ay .Mgs as prescribe in Sectio 776 of e a r Co e. C n ul t shall kee the Cityinf -.rm s are made bv this reference a pag of this Aggement. 1.5. Performance Bond. A performance bonds shall be required to be issued to ensure performance under this Agreement, The amount of the performance bond shall be $ be issued by an admitted surety insurer as defined by the Code of Civil Procedure Section 995.120. Consultant's and shall note 1.6. Non-discrimination. In 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 law and may employ other personnel to perform services contemplated by this Agreement at Consultant's sole cost and expense. note 2.0, COMPENSATION AND BILLING 2.1. Compensation. [TBD] note 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. 53 Addm 1: change Net 45 to Net 34 < Reg Mgr can waive (note ii PRICE PROPOSAL SUMMARY FORM on pg 74, Its says city payment terms are net 30, not Net 45 2.3. Method of Billing. C Cant may, submit invoices to City's affected supervisor for approval on a progress basis, but no mar en than two times a month. Said invoice shall be based on the total of all Consultants' services have been completed to City's sole satisfaction. City shall pay Consultant's invoice within fa� fie -(443-} ays from the date City receives said invoice. Each invoice shall describe in detail, the 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 note 3.1. Commencement and Completion of Work. The professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement Said services shall be performed in strict compliance with the Project Schedule approved by City as set forth inwiti'; attached hereto and incorporated herein by this reference. The Project Schedule may be amended by mutual agreement of the 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 Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, 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. TERM 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, the 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 Cons of its intention to exercise such option at least 30 days prior to expiration of the base, or option, term. note 4.3, Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City's written notice of termination. 4.4 Documents. In the event of termination of this Agreement all documents prepared by Consultant in its performance of this Agreement including, but not limited to, ` 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 from Consultant shall be at City's sole risk and without liability or legal expense to Consultant. 54 5.0. INSURANCE 5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain and maintain during the life of this Agreement 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 Two Million Dollars Oi)1 OQcombined single limits, per occurrence and Five Million Dollars On. 0 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 occurrence 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 under 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)tit�SQI�t,rto'S'ising;.(��cL(�;)I i,Ywith 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 aonointed._boards. officers, agents and employees are additional insureds with respect to this subject project and contract with City." (b) Notice: "Said poligL shall not terminate nor shall it be cancelled nor the coverage reduced, until thiM (,30) days after written notice is given to City."" (c) Other insurance: "Amer insurance maintained by City of Costa Mesa shall be excessand 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. 411 5.4. Certificates of Insurance: Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. 5.5. Non -limiting: Nothing in this Section shall be construed as limiting in any way, 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 purposes 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. Project Managers. City shall designate a Project Manager 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.note 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: IF TO CITY: 56 Consultant 12345 Jefferson Rd. Costa Mesa, CA 92626 Tel: 555-555-5555 Fax: 555-555-5555 Attn: Qty of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 Tel: 714-754-5156 Fax: 714-754-5330 Attn: Purchasing 6.5. Drug-free Workplace Policy. 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 conform to the requirements set forth in Council Policy 100-5 shall constitute a material breach of this Agreement and shall be cause for immediate 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 competent jurisdiction located in Orange County, California. note 6,8. Assignment: Consultant shall not voluntarily or by operation of law assign, transfer, sublet or encumb®t 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, "Indemnitees") from and against all claims, suits, 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 engagement of Consultant or the performance of this Agreement by the Consultant (including its subcontractors and suppliers) raj Addm 2: delete all and replace with : 'It is expressly intended by the parties that Consultant's indemnity and defense obligations shall apply, and Indemnitees shall be fully indemnified without offset, deduction or contribution, regardless of the concurrent negligence of Indemnitees, and whether or not such Indemnitee negligence contributed to the arising of the Claims." < Rohit can waive ._. -•. _ - illumb,10= ONO, _ . raj Addm 2: delete all and replace with : 'It is expressly intended by the parties that Consultant's indemnity and defense obligations shall apply, and Indemnitees shall be fully indemnified without offset, deduction or contribution, regardless of the concurrent negligence of Indemnitees, and whether or not such Indemnitee negligence contributed to the arising of the Claims." < Rohit can waive "Claims" as used in this section shall include, without limitation, those for 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 bind whatsoever. Consultant's indemnity and defense obligations shall cover the acts or omissions_ of any of Cc subcontractors, and suppliers, and the employees of any of the foregoing. Addm 3: insert'of Consu line 4 < Rohit can waive The Consultant's indemnity and defense obligation under this Section includes, without limitaticir 1, any claims, suits, 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 Consultant's 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 indemnity the Consultant may have with respect to the City which may otherwise exist. If 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 an 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. 6.12. Ownership of Documents: All findings, reports, not limited to, computer tapes or discs, files and tapes furni subcontractors in the course of performance of this Agreement Consultant agrees that any such documents or information sh organization without the prior consent of City. Any use of suc by this Agreement, and any use of incomplete documents, sha or legal exposure to Consultant. City shall indemnify and hot this clause doesn't put any time limit on VCM's indemnification obligation OR on Individual's waiver of all PERS claims and/or benefits - so if you work on this job now, does that mean you can never claim these benefits? Are any of your employees and or sub's employees eligible for this PERS? Wal cuments, information and data including, but Ped or prepared by Consultant or any of its shall be and remain the sole property of City. .11 not be made available to any individual or documents for other projects not contemplated be at the sole risk of City and without liability harmless Consultant from all claims, damages, losses, and expenses, including attorneys' fees, arising out of or resulting from 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, information 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 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. note 6.14. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish 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. 6.15. Prohibited_ Employment; Consultant will not employ any regular employee of City while this Agreement is in effect. note 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 Rights: 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 full 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 59 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. The 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. 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 an 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 WHEREOF, 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 Date: City Manager of Costa Mesa CONSULTANT Signature Name and Title Social Security or Taxpayer ID Number APPROVED AS TO FORM: City Attorney APPROVED AS TO INSURANCE: Risk Management APPROVED AS TO CONTENT: Date: Date: Date: 61 REQUEST FOR PROPOSAL FOR PARIS & LANDSCAPE MAINTENANCE SERVICES i ffir.f.ft" *:- PUBLIC SERVICES DEPARTMENT CITE' OF COSTA MESA Released on December 16, 2011 The referenced document has been modified as per the attached Amendment No. 1 Please sign this Amendment where designated and return the executed copy with submission of your proposal. This amendment is hereby made part of the referenced proposal as through fully set forth therein. Any questions regarding this amendment should be addressed to Richard Amadril, email ramadrilkci.costa-mesa.ca.us. 2. SCHEDULE OF EVENTS This request for proposal will be governed by the following schedule: Release of RFP December 16, 2411 Deadline for Written Questions January 4, 2412 Responses to Questions Posted on Web January 11, 2012 Proposals are Due In February 2, 2012 February 9, 2012 Interview (if held) February 23, 2012 Approval of Contract TBD All dates are subject to change at the discretion of the City All other provisions of the invitation of this proposal shall remain in their entirety. Vendors hereby acknowledge receipt and understanding of the above Amendment. MgnMurea Type ame an Title ,r � 2 V P ,�c61*��7 'f V8119yCrest Landscape MalntOngnag 1900 South Yale Street Santa Ana, CA 02704 Company Name Address TYPE OF APPLICANT: Legal Contractual Name of Cor Contact Person for Agreement: Corporate Mailing Address: City, State and Z: E -Mail Address:. Phon Contact Person for Proposals: Title: //P r ®[&A4_ Business Telephone: Is your business: (check one) REQUEST FOR PROPOSAL Parks and Landscape Maintenance VENDOR APPLICATION FORM ❑ NEW X CURRENT VENDOR poration: Wb S C ' K NrCA1 41�� iW Fax: 6 —' E -Mail Address: Busine ❑ NON PROFIT CORPORATION 52f FOR PROFIT MI?P�. Is your business: (check one) X CORPORATION ❑❑ INDIVIDUAL ❑ PARTNERSHIP ❑ LIMITED LIABILITY PARTNERSHIP ❑ SOLE PROPRIETORSHIP ❑ UNINCORPORATED ASSOCIATION Names & Titles of Corporate Board Members Sec 49 (Also list Names & Titles of persons with written authorization/resolution to sign contracts) Names Title Phone Federal Tax Identification Number: 96— O Z'7 5 05 City of Costa Mesa Business License Number: 9 k 0 ® (ry I (If none, you must obtain a Costa Mesa Business License upon award of contract.) City of Costa Mesa Business License Expiration Date: Q S- — -a% '� 0 wZ 50 VALLEYCREST LANDSCAPE MAINTENANCE, INC., an Arizona corporation Directors..... ........................ ............ ................................. ...... Officers President............................................................................ Secretary and Treasurer......—.. . .... ........................ -- ....... Senior Vice President and Chief Operating Officer ..................................... Senior Vice President................................................................................... VicePresident.............................................................................................. Vice President, Assistant Secretary and Assistant Treasurer ....................... Vice President, Assistant Secretary and Assistant Treasurer ....................... Vice President, Assistant Secretary and Assistant Treasurer ....................... Date of Incorporation..................................................................................... March 30, 1973 AZ State Corporation Number................................................................................ 00912940 AZState E.D. Number............................................................................................... 0011551 FederalI.D. Number............................................................................................ 86-0275409 Revised December 2010 Page 10 of 17 CERTIFICATE OF RESOLUTION 1, SECRETARY -of VALLEYCREST LANDSCAPE MAINTENANCE, INC., a California corporation, do hereby certify that on May 31, 2011, the following resolutions were adopted by unanimous consent of the Directors of VALLEYCREST LANDSCAPE MAINTENANCE, INC,, in accordance with Article III, Section 110 of the By -Laws of the Corporation, and that said resolutions have not been rescinded, amended or modified: to execute and deliver in the name of and for and on behalf of this Corporation, any and all bids, bid bonds, contracts, contract bonds, and authorizations pertaining to contracts, liens and releases; FURTHER RESOLVED, that the Secretary or Assistant Secretary of the Corporation is hereby authorized and directed to execute a Certificate of the Secretary certifying to the passage of these resolutions; FURTHER RESOLVED, that any and all firms, persons, corporations and other entities, including, without limiting effect, public entities, shall be entitled to rely on the authority of any one of the foregoing persons to bind this corporation by the execution and the delivery of any such bids, bid bonds, contracts, contract bonds, and authorizations pertaining to contracts, liens and releases; FURTHER RESOLVED, that the authority herein contained, shall remain in effect until the persons, firm, corporation or other entity relying upon the authority herein contained receive written notice to the contrary and that all previous authorizations heretofore given with respect to the matters herein contained are revoked; provided, however, that this revocation shall not affect the validity of any instrument hereinabove referred to that was executed by any person or persons who at the time of such execution was duly authorized to act. DATED: June 3, 2011 Secretary EX PARTE COia'TMUNICATIONS 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 December 16, 2011. n I certify that Proposer or Proposer's representatives have communicated after December 16, 2011 with a City Councilmember concerning the Parks and Landscape Maintenance RFP, A copy of all such communications is attached to this form for public distribution, 70 ValleyCrest Landscape Malntenano ...e 1960 South Yale street Santa Area$ CA 92704 PRICE PROPOSAL SUMMARY FORM Proposer is to complete detailed pricing sheets (which follow) and write in 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, quality, and quantities of work to be performed, materials to be furnished 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, herbicides, 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 Facilities $ 5-0.c)L-6 $ "� p #2 Fire Stations $ 7 3 ® 72 #3 Medians and Parkways $ i j #4 Parks $ (1 2,9 0a 7 $� S- 6. 33,E #5 Sports Turf $ / ® 9 3 $ a 70 #6 Misc. Items NIA NIA Grand Total 2 q $ 3)-1. IMPORTANT PAYMENT TERMS: City payment terms: Net 30. The City of Costa Mesa will utilize early included in the evaluation if said discount discount offered: _Z' % •M payment discounts of invoices if possible, and will be is offered for twenty (20) days or longer. Indicate any 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. ValloyCrest Landscape Malntenanae 1960 South Yale Street Santa Ane, CA 92704 Bidder Name (Person, Firm, Corp.) Address City, State, Zip Code ntative Title of Authorized Representative 1 P , MWA , 73 Facilities: BIDDER'S NAME _ValleyCrest Landscape Maint._ DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FACILITIES SERVICE AREAS Site #iE Site Name Monthly Price Annual Price FAC#1 Civic Center 77 Fair Drive 3.13 Acres Turf $ 1,704.29 $ 20,451.42 _27268_Sq. Ft, Planters $ 340.85 $ 4,090.20 Subtotal for FAC#t`•'l $ 2,045.14 $ 24,541.62 FAC#2 Corporation Yard 2310 Placentia Avenue 10,517 Sq. Ft. Turf $ 131.46 $ 1,577.55 14,708 Sq, Ft. Planters $ 183.85 $ 2,206.20 Subtotal for FAC#2 $ 3'15.31 $ 3,783.75 FAC#3 Costa Mesa Senior Center 695 W. 19" Street 15,142 Sq. Ft. Turf $ 189.28 $ 2,271.30 19,659 Sq. Ft. Planters $ 245.74 $ 2,9740.85 Subtotal FAC#3 $ 435.41 $ 5,220.15 FAC#4 Mesa Verde Library 2969 Mesa Verde Drive East 0.22 Acres Turf. _12,301_Sq. Ft. Planters Subtotal FAC#4 FAC#5 Westside Substation 567 W. 18th Street $ 119.79 $ 1,437.48 $ 153.76 $ 1,845.15 $ 273.55 $ 3,282.63 2,170 Sq. Ft. Turf $ 27.13 $ 325.50 —4,330_Sq. Ft. Planters $ 54.12 $ 649.50 Subtotal FAC#5 $ 81.25 $ 975.00 TOTAL DETAILED PRICING (FAC#1 — FAC#5) $ 3,150.26 $ 37,803.15 (Enter Total Detailed Pricing amount in the Facilities Section #2 of the Recap Page) Note: The City shall not be held account able for measurements. It is up to the C ontractor to verify all indentif led sites. , BIDDER'S NAME—ValleCrest Landscape Maint.— DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR CITY FIRE STATIONS SERVICE AREAS Site # Site Name Monthly Price Annual Price FS#1 Royal Palm Fire Station 2803 Royal Palm Drive 6,729 Sq. Ft. Turf 3,069 Sq. Ft. Planters Subtotal for FS#1 FS#2 Baker Street Fire Station 800 Baker Street 1,982 Sq. Ft. Turf 517 Sq. Ft. Planters $ 84.11 $ 1,009.35 $ 38.36 $ 460.35 $ 122.47 $ 1,4.69.70 $ 24.78 $ 297.30 $ 6.46 $ 77.55 Subtotal for FS#2 $ 31.24 $ 374.85 FS#3 Park Avenue Fire Station 1865 Park Avenue 8,805 Sq. Ft. Turf $ 110.06 $ 1,320.75 3,016 Sq. Ft. Planters $ 37.70 $ 452.40 Subtotal for FS#3 $ 147.76 FS#4 Placentia Avenue Fire Station 2300 Placentia Avenue 13,468 Sq. Ft. Turf 414 Sq, Ft, Planters Subtotal for l'S#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 $ 1,773.15 $ 168.35 $2,020.20 $ 5.18 $ 6210 $ 173.53 $ 2,082.30 $ 47.55 $ 570.60 $ 6.65 � $ 79.80 �--- $ 54.20 $ 650.40 $ 72.45 $ 869.40 $ 81.28 $ 975.30 $ 153.73 $ 1,844.70 TOTAL DETAILED PRICING (FS#1-FS#6) $ 682.93 $ 6,195.10 (Enter Total Detailed Pricing amount In the Fire Stations Section #2 of the Recap Page) Note: The City shall not be held account able for measurements. It is up to the C ontractor to verify all indentified sites. " BIDDER'S NAME—ValleyCrest Landscape Maint._ DETAILED PRICING FOR COMPLETE LANDSCAPE MAINTENANCE FOR MEDIANS AND PARKWAYS SERVICE AREAS Site # Site Name Monthly Price Annual price M#1 16"/Pomona/Superior Avenue _1,313_Hardscape $ 13.13 $ 157.56 M#2 E. 17" Street Median at Fullerton 1,470 Sq. Ft. Turf $ 14.70 $ 176.40 M#3 E. 17" Street (Between Orange Ave. & Santa Ana) _2,507 Sq. Ft._Median Planters _490 Sq. Ft._Parkway Planter _626 Sq, Ft._Hardscape Subtotal for M#3 M#4 17th Street/Newport Blvd. (Two hardscape medians, E of Newport Blvd, And one hardsc ape median W of Newport Blvd.) 2,000 Sq. Ft. M#5 19th Street/Newport Blvd. (Planter on NW corner of 19th St) $ 25.07 $ 300.84 $ 4.90 $ 58.80 $ 6.26 $ 75.12 $ 36.23 $ 434.76 $ 20.00 $ 240.00 1,200 Sq. Ft. $ 12.00 $ 144.00 M#6 19`h Street Medians (Park Avenue to Fullerton) 7,850 Sq. Ft, Planters 3,342 Sq. Ft. Hardscape $ 78.60 $ 942.00 $ 33.42 $ 401.04 Subtotal for M#6 $ 111,92 $ 1,343.04 M#7 19t" Street Parkway & Median Planters (Park Ave to Placentia Ave) 13,000 Sq. Ft. Parkways $ 130.00 $ 1,560.00 6,000 Sq. Ft. Medians $ 60.00 $ 720.00 1,500 Sq. Ft. Hardscape $ 15.00 $ 180.00 Subtotal for M#7 $ 205.00 $ 2,400.00 M#8 W. 19th Street Parkway at Whittier 2,870 Sq. Ft. Turf $ 28.70 $ 344.40 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 Mbnthly Price Annual Price $ 217.80 $ 2,613.60 $ 14.46 $ 173.52 $ 4,83 $ 57.96 $ 237.09 $ 2,845.08 (Mesa Verde Drive West to Fairview) 0.52 Acres Turf $ 226.51 $ 2,718.12 1,446 Sq. Ft. Planters $ 14.46 $ 173.52 483 Sq. Ft. Hardscape $ 4.83 $ 57.96 Subtotal for M#10 $ 245.80 $ 2,949.60 M#11 Anton Blvd Medians (Ave of the Arts to Sunflower) 0.35 Acres Turf $ 152.46 $ 1,829.52 5,263 Sq. Ft. Hardscape $ 52.63 $ 631.56 Subtotal for M#11 $ 205.09 $ 2,46'1.08 M#12 Arlington Drive (At Newport Blvd) 1,638 Sq, Ft, Hardscape $ 16.38 $ 196,56 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#16 Bear Street Median (At Metro Pointe) 0.10 Acres Turf M#17 Bear Street Parkways (At Yukon) 15,075 Sq. Ft. Planters $ 45.83 $ 42.00 $ 11.37 $ 43.56 $ 150.75 $ 549.96 $ 504.00 $ 136.44 $ 522.72 $ 1,809.00 Site # Site blame M#18 Bristol Street Medians (Baker to Sunflower) 0.32 Acres Turf 14,942 Sq. Ft. Hardscape ` Monthly Price Annual Price $ 139.39 $ 1,672.68 $ 149.42 $ 1,793.04 Subtotal for M#18 $ 288.8'1 $ 3,465.72 M#19 Bristol Street Medians (At 55 Freeway Overpass) 11,672 Sq. Ft. Hardscape $ 116.72 $ 1400.64 M#20 Bristol Street Medians (At 73 Freeway Overpass) 4,134 Sq. Ft. Hardscape $ 41.34 $ 496.08 M#21 Bristol/405 Freeway Entrance (Triangle shaped hardscape located Southbound Bristol [Westside] at 405 freeway entrance $ 41.34 $ 496.08 M#22 California Street Median (Iowa to Alaska) 3,809 Sq. Ft. Turf $ 38.09 $ 457.08 M#23 Canyon Drive Parkway (Sea Bluff to Victoria) 1,245 Sq, Ft. Planters M#24 Coolidge Avenue Medians 8,400 Sq. Ft. Planters ° $``12.45 $ 149.40 $ 84.00 $ 1,008.00 M#25 Elden Avenue/Del Mar Avenue (Planter on NW corner of Del Mar) 1,950 Sq. Ft. $ 19.50 $ 234.00 M#26 Fair Drive Parkways (Harbor to Fairview) 1,43 Acres Turf $ 62.2.90 $ 7,474.80 M#27 Fair Drive/Del Mar Avenue Medians (Fair & Del Mar at Newport Blvd) 6,537 Sq. Ft. Hardscape $ 65.37 $ 788.44 M#28 Fairview Road Medians (Newport to Sunflower) 1.40 Acres Turf $ 609.84 $ 7,318.08 1,710 Sq. Ft. Planters $ 17.10 $ 205.20 23,818 Sq. Ft. Hardscape $ 238.18 $ 2,858.16 r7r7 e63 Sq. Ft. Slope $ 778.63 $ 9,343.56 Subtotal for M#28 $ 1,643.75 $ 19,725.00 Site # Site Name Monthly Price Annual Price M#29 Golf Course Drive Parkway & Mediaris (Mesa Verde to Tanager) 3,589 Sq. Ft. Planters $ 35.89 $ 430.68 815 Sq. Ft. Hardscape $ 8.15 $ 97.80 Subtotal for M#29 $ 44.04 $ 528.48 M#30 Harbor Blvd Medians (W 19th to Newport Blvd) 2,480 Sq. Ft. Hardscape $ 24.80 $ 297.60 M#31 Harbor Blvd Medians (Wilson to MacArthur) 1,2.0 Acres Turf $ 522.72 $ 6,272.64 1.19 Acres Hardscape $ 518.36 $ 6,220.32 Subtotal for M#31 M#32 Hyland Avenue (East of 1-405 Freeway) _51,006 Sq. Ft._Hardscape M#33 Loren Lane/Watson Avenue (Hardscape & Tree Wells North of Baker Street) 2,600 Sq. Ft. $ 1,041.08 $ 12,492.96 $ 510.06 $ 6,120.72 $ 26.00 $ 312.00 M#34 Merrimac Way Parkway Easement (Across from Orange Coast College) —12,910_Sq. Ft. $ 129.10 $ 1,549.20 M#35 Merrimac Way Medians (Harbor to Fairview) 0.27 Acres Turf $ 117.61 $ 1,411.32 7,017 Sq. Ft. Hardscape $ 70.17 $ 842.04 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 $ '187.78 $ 2,253.36 $ 771.01 $ 9,252.12 $ 14.78 $ 177.36 $ 785.79 $ 9,429.48 $ 10.62 $ 127A4 $ 9.30 $ 111.60 $ 19.92 $ 239.84 Monthly Price Annual Price (17th Street to 18" Street) _1,540_Sq. Ft. $ 15.40 $ 184.80 M#39 Newport Blvd Parkways & Medians (Industrial to 19" Street) 0.51 Acres Turf $ 222.15 $ 2,665.80 2.4.2 Acres Planters $ 1,054.15 $ 12,649.80 10,643 Sq. Ft. Hardscape $ 106.42 $ 1,277.16 Subtotal for M#39 $ 1,362.73 $ 16,592.76 M#40 Newport Blvd. Cal Trans Easements (19th Street to Bristol Street both sides) _106,864 Sq. Ft—Easements $ 1,068.64 $ 12,823.68 M#41 Peterson Way Median (At Harbor Blvd) 434 Sq. Hardscape $ 4.34 $ 52.08 M#4.2 Redhill Median (At Airport Loop) 7,780 Sq. Ft. Turf $ 77.80 $ 933.60 3,000 Sq. Ft. Hardscape $ 30.00 $ 360.00 Subtotal for M#42 $ 107.80 $ 1,293.60 M#4.3 Red Hill Slope (At Airport Loop & Pullman) 1.92 Acres Slope M#44 Sakioka Drive Medians (Sunflower to Anton) 0.13 Acres Turf 1,980 Sq. Ft. Hardscape Subtotal for M#44 M#45 South Coast Drive Medians (Harbor Blvd. To Sear Street) 0.66 Acres Turf 1,590 Sq. Ft. Hardscape $ 836.35 $ 10,036,20 $ 56,62 $ 679.44 $ 19.80 $ 237.60 $ 76.4.2 $ 917.04 $ 287.49 $ 3,449.88 $ 15.90 $190.80 Subtotal 190.80 Subtotal for M#45 $ 303.39 $ 3,640.68 M#46 Sunflower Avenue Parkways (At Smalley Road) 0.62 Acres Planters $ 270.07 $ 3,240.84 M#47 Sunflower Medians (Harbor to Main) 0.53 Acres Turf $ 230.86 $ 2,770.32 0.41 Acres Hardscape $ 178.59 $ 2,143.08 Subtotal for M#47 $ 409.45 $ 4,9'13.40 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 Monthly Price Annual Price $ 74,05 $ 888.60 $ 77.20 $ 926.40 $ 151.25 $ 1,815.00 M#49 Tanager Drive Parkways $ $ _8,850_Sq. Ft, Planters $ 88.50 $ 1,062.00 Subtotal for M#49 $ 88.50 $ 17062.00 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 $ 2,182.35 $ 26,188.20 $ 165.52 $ 1,986.24 $ 33.24 $ 398.88 $ 2,381.11 $ 28,573.32 TOTAL DETAILED PRICING FOR M#1 THROUGH M#50 $ 14,277.84 $ 171,334.08 (Enter Total Detailed Pricing amount in the Me dians and Parkways Section #1 of the Recap Page) Note: The City shall not be held account able for accuracy of measurements. Contractor shall independently verify all quantities. " BIDDER'S NAME—ValleyCrest Landscape Maint.— DETAILED PRICING FOR COMPLETE LANDSCAPE & SPECIALTY MAINTENANCE FOR NEIGHBORHOOD PARKS SERVICE AREAS Site # Site Name Monthly Price Annual Price P#1 Balearic Center 1975 Balearic Drive 1.45 Acres Slope Area $ 473.72 $ 5,684.58 P#2 Brentwood Park 265 Monte Vista Avenue 1.94 Acres Turf $ 633.80 $ 7,605.54 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 $ 1,473.41 $ 17,680.95 $ 39,204.00 $ 470,488.00 $ 40,677.41 $ 849.42 $ 488,128.93 $ 10,193.04 3,100 Sq. Ft. Turf 1,900 Sq. Ft. Planters Subtotal for P#5 P#6 Del Mesa Park 3120 Manistee Drive 2.00 Acres Turf _1,655_Sq. Ft. Concrete Swale $'23.25 $ 279.00 $ 14.25 $ 171.00 $ 37.50 $ 653.40 $ X450.00 1 .1 $ 12.41 $ 148.95 Subtotal for P#6 $ 665.8'1 $ 7,989.75 P#7 Estancia Park 1900 Adams Avenue 4.5 Acres Turf $ 1,470.15 $ 17,641.80 _20,766_Sq. Ft. Slopes $ 155.75 $ 1,868.94 Subtotal for P#7 $ 1,625.90 $ 19,510.74 Site # Site flame P#8 Fairview Park 2501 Placentia Avenue 11.34 Acres Turf 60.00 Acres Riparian Habitat 100.00 Acres Fairview Bluff _2,459_Sq. Ft. Bridge Subtotal for P#8 P#9 Gisler Park 1250 Gisler Avenue Konthly Price Annual Price $ 3,704.78 $ 44,457.30 $ 19,602.00 $ 235,224.00 $ 32,670.00 $ 392,040.00 $ 18.44 $ 221.31 $ 55,995.22 $ 071,942.61 3.37 Acres Turf $ 1,100.98 $ 13,211.73 18,500 Sq. Ft. Slope area along $ 138.75 $ 1,665.00 Fairview & N of McCormack Avenue Sound Wall Easement on the N side of $ 131.31 Park $ 1,575.72 Subtotal for P#9 $ 1,371.04 $ 16,452.45 P#10 Harper Park 0.22 Acres Turf $ 71.87 $ 862.47 P#11 Heller Park 257E 16`x' Street 1.94 Acres Turf $ 633.80 $ 7,605.54 _9,837_Sq. Ft. Planters $ 73.78 $ 885.33 Subtotal for P#11 $ 707.57 $ 8,490.87 P#12 Jordan Park 2141 Tustin Avenue 1.46 Acres Turf $ 476.98 $ 5,723.73 _6,258_Sq. Ft. Planters $ 46.94 $ 563.22 Subtotal for P#12 $ 523.91 $ 6,286.95 P#13 Ketchum-Libolt Park 2150 Maple Street 2,800 Sq, Ft. Turf $ 21.00 $ 252.00 2,900 Sq. Ft. Planters $ 21.75 $ 261.00 Subtotal for P#13 $ 42.75 $ 513.00 P#14 Lindbergh Park 220 23rd Street 5.15 Acres Turf $ 1,682.51 $ 20,190.06 P#15 Lions Park 570 W. 18th Street 5.50 Acres Turf $ 1,796.85 $ 21,562.20 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 P#16 Marina View Park 1035 W. 19th Street 1.42 Acres Turf _36,604_Sq. Ft. Slope Subtotal for P#16 $ 463.91 $ 5,566.95 $ 274.53 $ 3,294.36 $ 738.44 $ 8,861.31 P#17 Mesa Verde Park 1795 Samar Drive 1.97 Acres Turf $ 643.60 $ 7,723.17 P#18 Moon Park 3377 California Street 1.06 Acres Turf $ 346.30 $ 4,155.57 —33,502_Sq. Ft. Planters $ 251.27 $ 3,015.18 Subtotal for P#18 P#19 Paularino Park $ 597.56 $ 7,170.75 1040 Paularino Avenue 1.95 Acres Turf $ 637.07 $ 7,644.78 _11,930_Sq. Ft. Planters $ 89.48 $ 1,073.70 _885 Sq. Ft. Drainage Swale $ 6.64 $ 79.65 Subtotal for P#19 P#20 Pinkley Park $ 733.18 $ 8,798.13 360 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 $ 793.88 $ 9,526,50 $ 15.00 $ 180.00 $ 22.50 $ 270.00 $ 37.50 $ 450.00 P#22 Shalimar Park 5,700 Total Sq. Ft. $ 42.75 $ 513.00 500 Sq. Ft. Planter $ 3.75 $ 45.00 Subtotal for P#22 $ 46.50 $ 558.00 P#23 Shiffer Park 3143 Bear Street 1.77 Acres Turf $ 578.26 $ 6,939.09 9,600 Sq. Ft. Slope Planter $ 72,00 $ 864.00 Subtotal for P#23 $ 650.26 $ 7,803.09 Site # Site Name Monthly Price Annual Price P#24 Smallwood Park 1646 Corsica Place 2.50 Acres Turf $ 816.75 $ 9,801.00 P#25 Suburbia Il Park 3302 Alabama Circle 0.69 Acres Turf $ 225.42 $ 2,705.04 P#26 Tanager Park P#27 1780 Hummingbird Drive 7.51 Acres Turf $ 2,453.51 $ 29,442.15 _6,551_Sq. Ft. Planters $ 49,13 $ 589.59 —10,192._D.G. Paths $ 76.44 $ 917.28 Subtotal for P#26 $ 2,579.09 $ 30,949.02 Tewinkle Park 970 Arlington Drive 22.39 Acres Turf $ 7,314.81 $87,777.72 (Includes Tewinkle Bark Park and Tewinkle Skate Park.) _29,259_Sq. Ft. Planters $ 219.44 $ 2,633.31 (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.) _25,200JTrimming $ 189,00 $ 2,268.00 (Includes trimming of trees in planters inside of TW Bark Park and plants that surround the 00 TW Tennis Center,) ' 0.55 Acres Slope Area _4,646_Sq. Ft. Concrete Swales Subtotal for P#27 P#28 Vista Park 1200 Victoria Street 6.46 Acres Turf _17,389_3q. Ft. Planters 0.87 Acres Slope Area Subtotal for P#28 P#29 Wakeham Park 3400 Smalley Road 8.24 Acres Turf _43,096_Sq, Ft. Planters Subtotal for P#29 P#30 Wilson Park 360 W. Wilson Street 1.97 Acres Turf $ 179.69 $ 2,156.22 $ 34.85 $ 418.14 $ 7,937.78 $ 2,910.45 $ 95,253.39 $ 25,325.73 $ 130.42 $ 1,565.01 $ 284.23 $ 3,410.73 $ 2.,525.12 $ 30,301.47 $ 2,692.01 $ 32,304.06 $ 323,22 $ 3,878,64 $ 3,015.23 $ 643.60 $ 36,182.70 $ 7,723.17 37 Site # Site Name Monthly Price Annual Price P#31 Wimbledon Park 3440 Wimbledon Way 2.75 Acres Turf $ 898.43 $ 10,781.10 _32,046_Sq. Ft. Planters $ 240.35 $ 2,884.14 Subtotal for P#31 $ 1,138.77 $ 13,665,24 TOTAL DETAILED PRICING FOR P#1 THROUGH P#31 $ 130,277.93 $ 1,563,335.19 (Enter Total Detailed Pricing amount in Parks and Facilities Section #1 of the icecap Page) Note: The City shall not be held account able for accuracy of measurements. Contractor shall independently verify all quantities. IGQ Al EPA' WO -Am Of 1 0 S. BIDDER'S NAME _ValleyCrest Landscape Maint,— DETAILED PRICING FOR COMPLETE LANDSCAPE AND TURF- AND SPECIALTY MAINTENANCE OF SPORTS TURF SERVICE AREAS Site # Site Name Monthly Price Annual Price SP#1 Balearic Center 1975 Balearic Drive 8.00 Acres Turf $ 4,356.00 $ 52,272.00 SP#2 Luke Davis Field at Lions Park 870 W. 18th Street 3.00 Acres Turf $ 1,633.50 $ 19,602.00 SP#3 The Farm Sports Complex 2750 Fairview Road 14.70 Acres Turf $ 8,004.15 $ 96,049.80 1.04 Acres Planters $ 566.28 $ 6,795.30 Subtotal for SP#3 $ 8,570.43 $ 102,845.10 SP#4 Fairview Developmental Center 2501 Harbor Blvd. 5.50 Acres Turf $ 2,994.75 $ 35,937,00 SP#5 Smallwood Park Ball Field (Includes edging all brick dust areas) $ 274.41 $ 3,292.95 SP#6 Tewinkle Park Athletic Complex 980 Arlington Drive 5.80 Acres Turf $ 3,158.10 $ 37,897.20 _12,051_3q. Ft. Planters $ 150.64 $ 1,807.65 (includes edging all brick dust areas) Subtotal for SP#6 $ 3,308.74 $ 39,704.85 TOTAL DETAILED PRICING FOR sly#1 ,rHR®UGH SP#6 $ 21,137.83 $ 253,653.90 (Enter Total Detailed Pricing amount in the Sports Turf Section #2 of the Recap Page) Note: The City shall not be held account able for measurements. It is up to the C ontractor to verify all indentified sites. a BIDDER'S NAME—ValleyCrest Landscape Maint., , LANDSCAPE MAINTENANCE EXTRA WORK BID FORM LANDSCAPE MAINTENANCE Landscape Vegetation Mgt. (mowing) SPORTS TURF MAINTENANCE Tu rf Sq, Ft. Cost Per Month Acre Cost Per Month Acre Cost Per Occurrence Sq. Ft. Cost Per Month Acre Cost Per Month $ 0.0075 $ 327.00 $ 531.00 $ 0.0125 $ 545.00 Ball Field Per Ball Field $ 38.00 (Infield approx. 7,000 Sq. Ft.) EXTRA WORK DOURLY RATES REGULAR TIME OVERTIME Foreman $ 30.00 $ 45.00 Laborer $ 25.00 $ 37,50 Specialty Personnel Irrigation Tech $ 45.00 $ 67.50 Irrigation Laborer $ 30.00 $ 45.00 Pesticide Applicator $ 4.5.00 $ 67.50 Special Event Staff $ 30.00 $ 45.00 NON SPORTS TURF UNIT COST MAINTENANCE Mowing Cost Per Acre $ 326.00 Edge and Trim Cost Per 1,000 Linear Feet $ 2.00 Fertilization Placement Only Cost Per Acre $ 74.00 Fertilization Material Only Cost Per Acre $ 144.00 Aerification (Including removal or shattering of cores) Cost Per Acre $ 370.00 Thatching (Including removal) Cost Per Acre Weed Control Cost Per 1,000 Sq. Ft. Cost Per Acre $1,307-00 $ 35.00 $ 105.00 Pest Control Cost Per 1,000 Sq. Ft. $ 24.00 Cost Per Acre ' $ 1,045.00 LANDSCAPE MAIN"rENANCE Edge and Trim Cost Per 1,000 Linear Feet $ 2.00 Weed and Clean Up Cost Per 1,000 Sq. Ft. $ 36.00 Fertilization Placement Only Cost Per Acre Fertilization Material Only Cost Per Acre Pest Control Pruning (Shrubs) Vertical Mulch Trees Vegetation Removal Soil Drench (Trees) Inject (Trees) Cost Per 1,000 Sq. Ft, Cost Per Acre Cost Per 1,000 Sq. Ft. $ 61.00 $ 108.00 $ 24.00 $ 1,000.00 $ 25.00 Cost Each $ 52,00 Cost Per Acre $ 1,306.00 Cost Each $ 54.00 Cost Each $ 68.00 Irrigation Repairs Cost Per Hcsur $ 45.00 Clean Hardscape/Sidewalks Cost Per Sq. Ft, $ 0.13 SPORTS TURF MAINTENANCE Mowing Cost Per Acre $ 545.00 Trim and Edge Cost Per Linear Foot $ 2.00 Fertilization Placement Only Cost Per Acre $ 74.00 Fertilization Material Only Cost Per Acre $ 144.00 Aerification (with core removal) Cost Per Acre $ 370.00 Topdressing Cost Per Acre $ 2,330.00 Topdressing Material Only Cost Per Ton $ 65.00 SPORTS TURF MAINTENANCE CONTINUED Thatching (including removal) Cost Per Acre $ 1,307.00 Weed Control Cost Per 1,000 Sq. Ft. $ 35.00 Cost Per Acre $ 105.00 Pruning Shrubs Cost Per 1,000 Sq. Ft. $ 25.00 Cost Per Acre $ 1,089.00 PLANT MATERIAL (Complete pricing including labor and material) Annual Color (4" container) Cost Each $ 1A5 Perennial Color (4" container) Cost Each $ 1.90 Ground Cover Cost Per Flat $ 18.00 One (1) Gallon Cost Each $ 8.25 Five (5) Gallon Cost Each $ 18.75 Fifteen (15) Gallon Cost Each $ 68.00 24° Box Tree Cost Each $ 235.00 36" Box Tree Cost Each $ 708.00 Seeded Turf Cost Per Sq, Ft. $ 0.11 Sodded Turf Cost Per Sq. Ft. $ 1.10 Stolonized Turf Cost Per Sq. Ft. $ 0.68 Hydroseed Cost Per Sq. Ft. $ 0.125 MISCELLANEOUS ITEMS Paper Hand Towels Cost Per Case $ 47,00 C --Fold Paper Hand Towels Cost Per Case for Balearic Center only Cost Per Case $ 127.00 Jumbo Toilet Tissue Cost Per Case $ 57.00 2 -Ply Toilet Tissue Cost Per Case $ 102.00 Trash Can liners Cost Per Case $ 7$.00 American Flags Cost Each $ 72.00 Playground Sand Cost Per Ton $ 147.00 Wood Chips Cost Per Ton $ 150.00 D.G. (Decomposed Granite) Cost Per Ton $ 60.00 Mulch Cost Per Ton $ 52.00 Paint (for Ball Fields) Cost Per Case $ 65.00 Dog Waste Bags Cost Per Case $ 156.00 NOTE: The Contractor w ill not be allow ed to store an y materials in the City Corporation Yard or at any City site, unless authorized b y the Cit y Representative. (Enter Total Detailed Pricing amount in the Medians and Parkways Section #1 of the Recap Page) Note: The City shall not be h eld accountable for measurements. It is up to th e Contractor to verify all Indentified sites. vaheyCrest Landscape Maintenance 1960 South Yale Street Santa Ana, CA 02704 DISCLOSURE OF GOVERNMENT POSITIONS Each Proposer shall disclose below whether any owner or employee of the firm 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. List below or state "None." os/vi 77 IfalleyCrest Landscape llolalnt®a� �1cc 1960 S®uth Yale Street 88"to Ates, Cil 9,770,4 DISQUALIFICATION QUESTIONNAIRE The Contractor shall 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 otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation? Yes No If the answer is yes, explain the circumstances in the following space. 75 state Of Caworma R ACIWE tcENSE BOARD a- AaAm 266211 Ew r CORP vAi.LEYCREST LANDSCAPE MAINTENANCE ING . C27 C31 CSI M49 101 NIr,l. Nil .1`1 01' N til'Ir 111f RCr,I i._4'l ION ilrl��I�Grk'h'tI111( 4"1'!(1'(!'kUf,li141 '{= 14 11 1 1.11 kit 1'1 51 N I U-11 d 411 ItiS'.1 4'11.1111'31M)l 4,11 01?0112011 1213112012 ABDEG 12 SCENIC AVE PIEDMONT CA 94611 1 r "Ir a, DEPARTMENT OFPESTICIDEREGULATION pr LICENSINGlCERTIFYCATiON PROGRAM V.. QUALMigD APPLICATOR LICENSE vALID THROUGII DATE. OF ISSUE 41/41/2414 12/3i/24i1 AAL 115754 B i uH6VERS 1TT DR, BLDG 520 'miso VIEJO CA 92656 a 01) metnhev 182994 DEPARTAfENi'QFPFSTIC:IDF:REGI;L.A7'IOPi , ,jp, LICENSING/CF.RTIFICATION PR[)C3RAM QUALIFIED APPL.ICA'I'!)IdLICENSE s DATE OF ISSUE VALIDTHROUGH 01101/2011 PIP. PAL 1213112012 694 COTT NWO ID Clol CORONA CA, 92880 TREASURY MANAGEMENT DIVISION P,O. BOX 1200 o CALIFORNL4 92828-1200 PHONE: (714) 754-523.5 e FAX (714) 7545149 o TDD: (714)754-6244 BUSINESS LICENSE TAX CERTIFICATE 05-19-2011 VALLEYCREST LANDSCAPE MAINTENANCE INC 24121 VENTURA BLATTN: ACCT. DEPT CALABASAS, CA 91302 PLEASE NOTE THE FOLLOWING Attached below is your current Business License Tax Certificate. Every business is responsible for annual renewal of this license tax certificate. Please Contact the Business License Division at (714) 754-5235 prior to making any Of the following changes: 1. Name change 2. Change of address within the City (requires zoning approval prior to commencing) 3. Ownership or representation change 4. Business activity change DETACH AND POST THIS CERTIFICATE IN PUBLIC VIEW CITY OF COSTA: M" RUMNESS LICENSE mrrrrswwrr��^'r "®MrYrrillirW+riepwwxwninm u�emnmrrarerrr NOTjRANSPE(RABLIE .. THIS BUSINESS LICENSE TAX CERTIFICATE DOES 'NOT GUARANTEE 600LIA CE. WITH STATE OR FEDERAL LICENSING REQUIREMENTS, Issuance of this certificat 'indicat> s that the person, firm, or corporation named below has paid the applicable business tax, pursuant to Title 9, Chapter 1, of the Co a M660 Municipal CO46, for the business, entefprise, trade, calling, profession, exhibition, or occupation described below, issuance of thls bertifli' t is not an 00dorsemePtt, nor certlfi+jon of compliance with other ordinances or laws. Business license Tax Certificate NO. AL0,08434 Business Name: VALLEYCR8T. LSI* SCAPE`MMNTENAINk ✓ INC Business Location: Principal's Name: rontroller Contractor License #: 266211 C27 Standard Industrial Class Code: 1799 Skal Trade oopuaetor Bx iration Date• 05/31/2012 P TO BE POSTED IN A PLACE VISIBLE TO TIDE PUBLIC—THIS IS YOUR CURRENT TAX CERTIFICATE VALLEYCREST LANDSCAPE MAINTENACE CERTIFIED IRRIGATION PERSONNEL Certified Landscape Irrigation Auditor (CLIA) Certified Irrigation Contractor (CIC) Certified Irrigation Designer (CID) Certified Landscape Water Manager (CLWM) Certified Golf Irrigation Auditor (CLIA) Certified Agricultural Irrigation Specialist (CAIS) EVALUATION DOCUMENTS This section shows evaluation instructions, meeting agenda(s), evaluation forms, reference check letter, negation check list, evaluation committee member statement and suggested interview questions. TO: FROM: DATE: SUBJECT: CITY OF COSTA MESA FINANCE DEPARMENT INTEROFFICE MEMORANDUM EVALUATION COMMITTEE Kim Wilson, RFP FACILITATOR February 14, 2012 BOBBY YOUNG FINANCE & IT DIRECTOR EVALUATION OF PARKS & LANDSCAPE MAINTENANCE You have been chosen for the evaluations of the following proposals: 1. Terra Care Associates 2. Merchants Landscape Services, Inc. 3. Master Landscape & Maintenance, Inc. 4. Mariposa Landscapes, Inc. 5. Marina Landscape, Inc. 6. ValleyCrest Landscape Maintenance 7. Pinnacle Holding Group dba Pinnacle Landscape Co. Attached is an evaluation template you will be using for each proposal that will be distributed to you. For each criterion, enter the number in the score box based on the following scale: 0 - (Zero) Criterion was not address at all. 1 — Unacceptable 2 — Below Average 3 — Average 4 — Above Average 5 — Exceptional You should evaluate the proposal independently and each proposal is to be evaluated against RFP requirements. If you need further clarification, do not contact the proposer but e-mail your questions to me instead. After your review, please forward your evaluation sheets to me not later that than February 27, 2012, so I can summarize your scores. The Proposal Evaluation meeting will be scheduled to discuss the scores given to each proposal and develop a team score. W ou have an uestions re arding this process, please call me a or email me at Thank you for your participation and cooperation in this project. Distribution: OEvaluation Committee Agenda Team: Parks & Landscape Maintenance Process/Project: Contracting City Services Date: February 14, 2012 Time: 3pm Place: City Hall - Distribution Time Agenda Topics: Person Providing Information: Review Action Items Kim Wilson Topic 1: RFP Schedule of Events Committee Topic 2: Evaluation Instructions Kim Wilson Topic 3: Member Statements Kim Wilson Topic 4: Evaluation Forms & Scores Kim Wilson Topic 5: Interviews Forms, Scores & Questions Kim Wilson & Committee Topic 6: Reference checks & Questions Kim Wilson & Committee Topic 7: Negotiation checklist Kim Wilson Topic 8: Overall Pre -Award Selection Process Kim Wilson Identify Items for Evaluation Committee Committee EVALUATION FORM PROPOSER: Scores are given from 0 - 5 points indicating: 0 - the criterion was not addressed at all PROPOSER'S NAME HERE 1 - unacceptable 3 - acceptable 5 - exceptional EVALUATOR'S NAME HERE WEIGHT CRITERIA SCORE 25 Qualifications of Entity and Key Personnel: 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. Comments: 10 Approach to Providing the Requested Scope of Services: Includes an understanding of the RFP and of the project's scope of services, knowledge's of applicable laws and regulations related to the scope of services. Comments: 50 Price Proposal: Price Proposal will be evaluated on the bases of the Total Estimated Annual Price submitted in Appendix D. Comments: 15 Innovative and/or creative approaches to providing the services that provide additional efficiencies or increased performance capabilities. Comments: Additional Comments: DATE (Reference Name) CITY OF COSTA MESA 77 FAIR DRIVE, P.O. BOX 1200, COSTA MESA, CA 92628-1200 FINANCE DEPARTMENT PURCHASING The City of Costa Mesa is in the review and evaluation process from a Request for Proposal we have submitted for has put your company down for references. Please fill out the attached forms and fax back to my attention no later than My fax # is 714-754-5040 or you can email me at Thank you in advance for your assistance. If you have any questions regarding the attached please feel free to contact me a Sincerely, Costa Mesa For City of Costa Mesa PARKS & LANDSCAPE MAINTENANCE Questions of References 1. What type of work did they do for you? • Dollar amount (estimate) 2. How would you rate this consultant, on total cost? 1 — unacceptable 2 3 — acceptable 4 5 — exceptional On Timeliness 1— unacceptable 2 3 — acceptable 3 5 — exceptional On Problem Responsiveness 1 — unacceptable 2 3 acceptable 4 5 — exceptional On Quality of Services 1 — unacceptable 2 3 — acceptable 4 5 — exceptional On Attitude of Personnel 1 — unacceptable 2 3 acceptable 4 5 exceptional Questions of References Continued 3. If you had to go out and bid today for a similar project, would you choose this firm, again? 4. What are the strengths about this firm? 5. What are the weaknesses about this firm? 6. Did they exceed their proposal cost? 7. If so, by how much? 8. If applicable, do you feel that the exceeded costs were justified? PARKS & LANDSCAPE MAINENANCE EVALUATION COMMITTEE MEMBER STATEMENT Request for Proposal: PARKS & LANDSCAPE MAINTENANCE You have been asked to participate in the evaluation of proposals that have been received as the result of the competitive solicitation referenced above. A proposal was received from each of the companies listed on the attached Inter -Departmental Communication dated February 14, 2012. It is essential that the integrity of the evaluation process be maintained to insure that each Proposer is given fair and equal consideration. Your knowledge of and/or past or current association with particular firms and/or individuals must not influence your evaluation. The proposals and any subsequent respective clarifications and/or negotiations must stand alone, and you are required to be particularly objective and guard against any tendency to favor a particular firm or individual. (This does not mean that you are to ignore past or current experiences with a particular firm in which goods or services they supplied to the City were sub par.) You are required to report to Purchasing, any actual or potential conflict of interest and the nature of the conflict. (You personally, or if your spouse or child has or had any association or interest with the business entity or any principal employee of the business entity.) An additional consideration is the need to maintain confidentiality during the evaluation regarding the contents of the Proposers' responses, as well as the proceedings of the evaluation committee. Any inquiries regarding the evaluation of this particular solicitation must be directed to Kim Wilson. You are asked to read and sign the following statement: I have read, understand, and agree to the above, and I will adhere to the policies presented. I know of no conflict of interest on my part, nor have I accepted any gratuities or favors from Proposers, which would compromise my objectivity. I have no personal interest in seeing that a specific Proposer is awarded a contract. I shall keep all evaluation proceedings in strict confidence prior to contract award. I will do my best to base my recommendation for contract award solely upon the evaluation criteria in the solicitation and each Proposer's response. Committee Member Signature Printed Member Name Date Please sign and return this form to Kim Wilson immediately upon receipt. Best Regards, Kim Wilson RFP Facilitator City of Costa Mesa Tel: Fax: (714 754-5040 Email: CITY OF COSTA MESA PARKS & LANDSCAPE MAINTENANCE INTERVIEW QUESTIONS Grasp of the Project a. Describe your understanding of the City's PARKS & LANDSCAPES MAINTENANCE services. b. Describe your understanding of the Costa Mesa and your relationship with them. c. To be successful, should the scope of the project be limited to the scope of services requirements? If not, what else should be included and why? 2. Approach and Work Plan a. Describe your approach and work plan for creating a transition with the city's including specific deliverables. b. What are the issues that you have experience in past implementations? c. Describe the City's responsibilities, requirements, supporting efforts needed in meeting your effort and delivery of services. d. What is the normal support you provide to clients with similar contracts (i.e., technical support for implementation/integration and trouble shooting of services)? Is this reflected in your schedule of cost? e. Describe your support outside of our primarily requirements. f. How will you comply with the city during emergency situations? g. Are you willing to be flexible with your schedule? If so, how will that affect your cost? 3. Qualifications and Experience a. Describe your firm's competence, support staff, turnover and willingness to adjust to specific needs. b. Of contracts that you have been awarded in the past, what percent have stayed within the proposal cost? Briefly describe the reason(s) for cost deviation on other similar projects/services. c. Describe one or two engagements where your firm may have had difficulty and explain why. How was it resolved? d. Is any portion of this service sub -contracted out? e. In order to facilitate the financial responsibility, City of Costa Mesa will request and evaluate Dun & Bradstreet (D&B) business analysis report form the prospective firm. If the financial information available through D&B is not sufficient to complete a satisfactory review will your firm offer to bring its latest completed comparative financial statement? Please describe any additional cost as it relates to response time, emergency call outs and any other items we need to be aware of. PARKS & LANDSCAPE MAINTENANCE INTERVIEW EVALUATION Proposer's Name Here Evaluation Criteria Maximum Score Grasp of the project Requirements including 15 Points Identification of critical Elements and key issues. Approach and Work plan for the project, 25 Points Including innovative Approaches Qualification and experience Of the Project manager, other 25 Points Key individuals Communication skills of Personnel 20 Points Quality of the overall Presentation 15 Points Subtotal Response to key questions Points Total COMMENTS: Rated By: Negotiation Team Checklist for Contract Discussions Contract1 1 Be1 1 In the FinalIdeas1Negotiating 1Conditions Scope of Services 1. A comprehensive description of the scope 1. Construct language in the contract that details of the contract and services that will be the scope of services for the services. Make provided during implementation. reference to the original RFP and SOW. 2. The process for adjusting the scope of 2. Develop a clear change control process that services. details the procedures for amending or modifying the scope. Pricing Metrics 1. The pricing/licensing metric used to 1. Negotiate terms that make the most long-term determine the cost of the services. economical sense for the city 2. The user pricing formula 2. Watch for hourly rate increases for services 3. Price protection for each unplanned service that are outside of the current scope of the hour. contract. Negotiate a cap on the hourly rate for 4. The fixed hourly rate and total cost of the such services. implementation services. 3.Request hourly rates and total cost for each of the services being provided by the vendor, including the training, change management, process re-engineering, data conversion, and interface development. Payment Schedule 1. Terms and conditions for release of 1. Avoid paying on standard invoicing terms. payment to the vendor for the software. Develop a results -based agreement in which you 2. Terms and conditions for release of only paid when a product or service is accepted. payment to the vendor for each of the 2. No large deposits for implementation services. implementation services. Clearly link the project timeline to the payment 3. The method that the vendor will use to track schedule and tie all payments to acceptance of a and report receivables. specific deliverable or major milestone. 4. The predetermined time frame for payment 3. Define the time frame for paying the vendor to the vendor. once a deliverable is accepted. 30 days. 5. The procedures for resolving disputes over 4. Develop performance incentives and penalties invoiced amounts. that are manageable and meaningful. 5. Negotiate a holdback of payment for each milestone. 6. Release the final milestone payment, including holdbacks, after the full system, as described in the SOW, has been delivered, installed, tested and accepted. Term and 1. The term of the contract and provisions for 1. Develop clearly defined procedures for Termination extending the time frame creating new work -orders or extending the 2. The circumstances under which vendor or contract beyond the originally agreed upon term. we can terminate the agreement. 2. Maintain the flexibility to terminate, with or 3. The lead-time to terminate. without cause, at any time during the project. 4. The procedures for developing a transition 3. Clearly define what constitutes cause such as plan. violation of the warranty agreement or any other 5. The responsibilities of each party should material breach of the contract. termination occur. 4.Construct terms that allow us to receive a portion of our investment back should the project end prematurely. 5. Request delivery of all documentation developed up to the point of termination. 6. Clearly define the length of the transition period. 7. Ensure that all terms and conditions in the contract remain in effect during the transition period. Negotiation Team Checklist for Contract Discussions Contract I 1 Conditif1 Dispute #hat hould BeI 1 1 In the Finalideas 1 for1 1. The process for resolving disputes between 1. Identify a process for resolving and elevating Resolution the vendor and the City of Costa Mesa. disputes that is reasonable, manageable, and 2. The time frames and terms for raising efficient. Define the types of issues that should be issues. resolved at the project management, senior management, and legal level. 2. Provide the vendor with a structured forum for communicating and resolving issues. Liability and 1. Limitations on liability including 1. Negotiate a limit on the vendor's liability that Remedies restrictions on punitive and consequential is reasonable and practical. Bond performance damages. 2. Litigation and financial remedies should not be 2. Comprehensive remedies for material and the only form of recourse. Develop remedies that non -material breeches of the contract terms are enforceable and motivate the vendor to and conditions. comply with the original contract terms. REFERENCE CHECKS This section provides a summary of the reference checks sent out and received for each of the proposers who submitted proposals for this RFP. 06/18/2012 Parks Landscape Maintenance CONTRACTOR MARINA LANDSCAPE Respondent City of Santa Ana No Response Received What type of work did they do for you? Los Angeles Metropolitan Transportation Authority Annual Cost $609,142 Culver City How would you rate this consultant on tota 3 City of Burbank Cost? On Timeliness? City of Rancho Palos Inconsistent in their ability to keep with specification time tables Verdes On Problem Responsiveness? 3 On Quality of Service? Inconsistent in their ability to provide quality svc. Some tasks are performed well & other svcs are not done well. City of Anaheim On Attitude of Personnel? Personnel has very good attitude toward their responsibilities. My sense is they lack the resources to perform consistently to the specifications, Lake Forest Sports therefore, are consistently challenged to meet the quality/time tables. Fields If you had to go out and bid today for a Yes, I would work with this contractor again provided they have sufficient funding in the agreement to perform the work to specification. similar project, would you choose this firm I think it is our challenge as Contract Administrators to continue to improve our RFP/bidding process so that we can select contractors whose prices fo again? the work specified are sufficient enough that they don't have to sacrifice quality/time tables in order to achieve profitability. What are the strengths about this firm? Marina Landscape has a reputation of being a well capitalized and successful contractor in the industry. This helps them in securing good pricing from vendors and paying vendors & staff consistently. The addition to their team of Fred Gonzalez is a big plus. I have known Fred since we worked together at Environmental Care (now Valley Crest) approximately 30 years ago. He is very knowledgeable and, I believe is the key reason Marina is improving their service to the City of Santa Ana What are the weaknesses of this firm? Marina management has demonstrated that profit comes before quality/time tables. Unless they have sufficiently bid the job, my opinion is that you can expect the quality of work to be compromised in certain areas of the specification and that they will fall behind on time tables. Did they exceed their proposal cost? Not sure if I understand the Q? City Council has approved the cost of the agreement, including contingency for improvements & repairs. With this in mind we do not let them exceed the Council approved price for the job. If so, by how much? n/a If applicable, do you feel the exceeded costs were justified? Additional Comments 06/18/2012 Parks Landscape Maintenance CONTRACTOR MERCHANTS LANDSCAPE SERVICES, INC. Respondent City of Irvine City of Palm Springs City of Newport Beach No Response Received What type of work did they do for you? Landscape Maintenance of Parks Landscap Maintenance City Parks, -Median and roadside Landscape City of Orange Parkways & Assessment Districts Maintenance Annual Cost $1,631,384 $1.2Million $792,000 annually+ Extra Work City of Palos Verdes Estates How would you rate this consultant on total 4 3 4 City of Manhattan Cost? Beach On Timeliness? 5 2 4 City of Ontario On Problem Responsiveness? 5 3 4 City of Yorba Linda On Quality of Service? 4 2 3 On Attitude of Personnel? 5 3 5 If you had to go out and bid today for a Yes Probably not! I feel the level of service Yes, if low bid similar project, would you choose this firm over the past 6 months has declined. They again? have taken on another City her in the Desert and I feel that it has impacted their performance in the City of Palm Springs. What are the strengths about this firm? -Responsiveness It use to be their management of staff, but -Our current supervisor, Aroldo Lopez, has -Quality Work taking on another City in the Desert, their been very responsive -Good Equipment focus, in my opinion, is there and not the -Price -Professional Appearance of Staff Member City of Palm Springs. What are the weaknesses of this firm? -Area Manager are accountable/ supervise Lack of Supervision -Change over in staffing more than 2 Government Agency -Extra work crew, not very organized -Tendency to cancel meeting scheduled a week ago(prior) Did they exceed their proposal cost? -No No, but the City has added to it over the no -Merchant Landscape works within the course of the Contract. proposal If so, by how much? n/a n/a n/a If applicable, do you feel the exceeded n/a n/a n/a costs were justified? Additional Comments 06/18/2012 Parks Landscape Maintenance CONTRACTOR TERRA CARE ASSOCIATES Respondent City of Brentwood AT&T Corporate Campus No Response Received What type of work did they do for you? Park Maintenance Only They take care of 100 acres of property City of Roseville including 15 acres of lakes. Annual Cost $1.1million/fiscal year $1M City of Centennial, CO How would you rate this consultant on tota 3 3 City of Oakley, CA Cost? On Timeliness? 3 5 On Problem Responsiveness? 3 5 On Quality of Service? 3 5 On Attitude of Personnel? 3 5 If you had to go out and bid today fora The only thing that would prevent it would be Absolutely YES similar project, would you choose this firm if they were not able to agree on cost. again? What are the strengths about this firm? When issues brought to their attention, Respect for client needs. timely performance they're on it & take care of it. They respond and technical competence. Proactive well. approach. Irrigation/Water management expertise. Diverse service capabilities. For example they have an Aquatics Management Division within their firm to service our What are the weaknesses of this firm? They're more reactive than proactive. Could Not Sure, they have been a truly valued be more proactive - solve problems & partner of AT&T for many years resolve them on their ow, before brought to their attention Did they exceed their proposal cost? Did not. They own all of the problems short No of an act of God. Always failr when additional work has been given to them. If so, by how much? n/a n/a If applicable, do you feel the exceeded n/a n/a costs were justified? Additional Comments Terracare is our Unit Cost Landscape vendor, chosen among 5 other vendors thm a competitive Bid Process 2 consecutive terms. 06/18/2012 Parks Landscape Maintenance CONTRACTOR VALLEYCREST LANDSCAPE MAINTENANCE Respondent City of Cerritos City of Anaheim No Response Received What type of work did they do for you? Landscape Maintenance - Medians & Landscape and Freeway onPoff Rose Hill Cemetery Parkways ramp maintenance for the Anaheim Resort. Annual Cost $680,000 $975,000 How would you rate this consultant on tota 5 4 Cost? On Timeliness? 5 4 On Problem Responsiveness? 5 5 On Quality of Service? 5 5 On Attitude of Personnel? 5 5 for the old landscape we have If you had to go out and bid today for a Yes Yes similar project, would you choose this firm again? What are the strengths about this firm? The ability to handle all types of situations -Good Communication -Flexible What are the weaknesses of this firm. -None worth mentioning Did they exceed their proposal cost? No No If so, by how much? n/a n/a If applicable, do you feel the exceeded n/a n/a costs were justified? Additional Comments We are happy with Valley Crest, they have had the contract here for at least eight years. They are very responsive to any concern that I bring to their attention. As with any contractor, supervision of their work by the city is important to insure all deliverables. PROPOSAL EVALUATION SCORES This section provides a matrix of the evaluation committee member's individually weighted scores for each proposer in each of the evaluation criterion categories. The individual scores are tallied, providing a team score for each proposer. The proposers are then ranked from highest to lowest overall team score. PARKS & LANDSCAPE MAINTENANCE Proposal Scores 1 2 Qualifications of Entity and Key Personnel Totals Marina Landscapes, Inc. 5 4 4 3.5 5 14 350 Mariposa Landscape, Inc. 3 11 263 Master Landscape & Maintenance, Inc. 3 3 2 8 200 Merchants Landscape Services, Inc. 5 4 3 12 300 Pinnacle Landscape Co. 5 4 3 12 300 Terra Care Associates 4 3.5 5 5 13 14 312.5 337.5 ValleyCrest Landscape Maintenance 4 4.5 Approach to Providing the Requested Services Marina Landscapes, Inc. 3 Mariposa Landscape, Inc. 3 4 3 5 12 120 2 8 80 Master Landscape & Maintenance, Inc. 2 2 2 6 60 Merchants Landscape Services, Inc. 3 3.5 3 10 95 Pinnacle Landscape Co. 3 3.5 5 12 115 Terra Care Associates 5 4 5 14 140 ValleyCrest Landscape Maintenance 4 4 5 13 130 50 Price Proposal Marina Landscapes, Inc. 3 4 5 3 12 10 600 475 Mariposa Landscape, Inc. 3 3.5 Master Landscape & Maintenance, Inc. 4 4.5 3 12 575 Merchants Landscape Services, Inc. 5 5 3 13 650 Pinnacle Landscape Co. 3 2.5 5 11 525 Terra Care Associates 2 2 3 7 350 ValleyCrest Landscape Maintenance 2 3 Approaches 5 10 500 Innovative and/or Creative Marina Landscapes, Inc. 0 4.5 3 8 112.5 Mariposa Landscape, Inc. 0 4.5 0 5 67.5 Master Landscape & Maintenance, Inc. 0 5 0 5 75 Merchants Landscape Services, Inc. 0 4.5 0 5 67.5 Pinnacle Landscape Co. Terra Care Associates ValleyCrest Landscape Maintenance 2 4 3 9 135 3 4.5 5 13 187.5 2 1 4.5 1 4 1 11 157.5 Individual Proposal PROPOSERS Scores Rank Proposal Cost NOTES Marina Landscapes, Inc. 1182.50 1 $ 1,027,545.21 The top 3 proposers were invited in for an interview. Terra Care was also invited to provide the team the opportunity to find out what added value is received with the near $31VI price tag and determine whether or not that would be enough to constitute the additional cost. Mariposa Landscape, Inc. 885.00 7 $ 1,193,744.52 Master Landscape & Maintenance, Inc. 910.00 6 $ 971,688.60 Merchants Landscape Services, Inc. 1112.50 3 $ 959,820.00 Pinnacle Landscape Co. 1075.00 4 $ 1,210,633.00 Terra Care Associates 990.00 5 $ 2,998,932.00 ValleyCrest Landscape Maintenance 1125.00 2 $ 2,034,321.42 PARKS & LANDSCAPE MAINTENANCE Proposal Comments RATERS Marina Landscapes, Inc. Mariposa Master Landscape & Merchants Landscape Pinnacle Landscape Terra Care Associates ValleyCrest Landscape Landscape, Inc. Maintenance, Inc. Services, Inc. Co. Maintenance 1 QUALIFICATIONS: Municipal APPROACH: No QUALIFICATIONS: Significant QUALIFICATIONS: APPROACH: Detailed implementation APPROACH: Good experience description of local experience Significant Municipal action plan included. implementation play included services and no experience PRICE:Price includes acquiring facilities implementation plan locally but if leasing or utilizing the City or discussion of facilities, is an option, would the price be services to be reduced? provided to the City INNOVATION:Utilizes a work order software system and takes environmental issues seriously 2 QUALIFICATIONS QUALIFICATIONS QUALIFICATIONS QUALIFICATIONS -Qualified to perform the -Firm seems to be qualified to -Does not have local experience. Based in -Qualified to perform work. necessary work. Experienced in provide services. However, Colorado. Seems to have experience. -Large company similar similar work for Cities in OC and they did not identify some key APPROACH experience for serval other areas. personnel responsible for this -Understands the proposal. agencies in So Cal. APPROACH large contract. -Has required certification. Could not -OC experience with -Understands RFP APPROACH compare services outside o region. Anaheim. Requirements. Indentified key -Provided examples of City of PRICE personnel, knowledge of Irvine Maintenance schedules. -Highest price proposed $2,998,932 applicable laws. Understands the needs of the INNOVATION PRICE contract and expectations -Rotation of Crew; training; use of -$1,027,545.21 +extras PRICE technology. INNOVATION $959,820 + extra work (some Emphasis on safety items are higher, generally lower) INNOVATION -Local company providing similar services to neighboring Cities. 3 QUALIFICATIONS: QUALIFICATIONS QUALIFICATION: QUALIFICATIONS: APPROACH: QUALIFICATION: QUALIFICATIONS: -Providing high level of -Did not address Lake -Only provided a -No detailed methodology -Will perform all work -Has full Capacity and Capability will need -One of the Country's Largest landscape services (Tewinkle) standard letter of matrix information only, no as requested to set-up services in So Cal. Landscape Maintenance and -Understands that the work must management or introduction and a narrative. -Will provide a APPROACH: Installation Companies. be pleasing to the citizens of staffing for janitorial company brochure. -Much of which, content copied Customer -Wishes to achieve economy of scale with APPROACH: Costa Mesa services APPROACH: from the City of Irvine work Relationship Manager City -Careful attention to RFP APPROACH/SCOPE: -Certifications not -Likely didn't read the plant Proposal (CRM) to Client -Would like to do more than the scope requirements, should have -Scope Well understood provided scope APPROACH: PRICE: -Some exclusions taken counsel review exclusions -Some exclusions to the RFP -Did not state they INNOVATION: -Specifics missing -Missing Pricing PRICE: -Willing to address displaced -Will addres displaced Costa would exclude any -Nothing Offered -No information about restroom Summary -Will negotiate lower $$ if City land is employees. Mesa Staff part of the RFP janitorial or management INNOVATION: available at discount/free use INNOVATION: INNOVATION: APPROACH: -Appears for the matrix offered, -Uses Maintenance -Appears to have an aggressive Project -Training program for staff -Uses a work order system for -Did not address lake will only service 5 days per Management System Management methodology safety and their CRM System planned and emergency work. management week (CMMS) and Software INNOVATION: -States they seek creative - Contacts the Customer when or need for a biologist -Don't think they read the RFP Project Management -Has a work order system - CMMS with waysto enhance delivery work is completed for Fairview facilities PRICE: -Organization appears GPS Tracking Staff vehicles system. or how they would -Limited information to base to be focused on -Suggest night time restroom servicing -Appear to have a systems manage the mitigation costing efficiencies in delivery -Crosstrains crews to respond to any approach to management. area INNOVATION: facility. INNOVATION: -None Noted -Might - Restroom Cleaning -No creative approach noted PARKS LANDSCAPE MAINTENANCE PARKS LANDSCAPE MAINTENANCE Approach o roviding the Requestecrbcope of Services ■ 1` 160 - 1 140 % 120- 100- ANN 20 100 c V O R d d G O C C1 Ln C 80 � 00 °' Z r v c C V y G 60 ui a 06 a� v 40 v R ya c ) J lC J C y t6 i 20 C o. :: V � m d r •i y t C i .�+ 0 • PARKS LANDSCAPE MAINTENANCE ■ PARKS LANDSCAPE MAINTENANCE .116 RRmlw-U;i 0 MIN d r.aj Innovative and Creative Approaches C � � 1 f im r -q m I iT "'"I - m A 1. Proposal T INTERVIEW MATERIALS This section contains the handouts and/or slides used by the proposer(s) during the interview. merchants COMPANY PROFILE Merchants Landscape Services is a fiill service landscape maintenance contractor, which currently operates Five Regional offices in Southern California. Merchants Landscape Services corporate headquarters is located in Santa Ana. Merchants Landscape is the largest provider of mutnicipaI landscape maintenance in Southern California. This growth was accomplished without a marketing department or acquisitions. MLS's corporate plulosophy is based on service acid client retention. Our Sun Valley branch service's LA and Ventura counties, the Santa Ana and Irvine brunch's Orange County, the Rancho Cucamonga branch and our Patin Springs branch service's Riverside and San Bernardino counties. Merchants Landscape Services has over 350 employees and maintains a fleet of over 200 trucks and trailers. Company aruitral sales will exceed $16,000,000.00 this year. We have hundreds of accounts encompassing a wide range of maintenance clients. These include national Hotels, Regional Shopping centers, HOA's and commercial centers in every county. Also included are large regional Hospitals, school districts, and County contracts. however, nearly 95% of the company's revenue is generated from municipality Iandscape maintenance contracts. Merchants Landscape Services is currently servicing the cities of: Palm Springs Ontario Anaheim Irvine Orange Pasadena Yorba Linda San Juan Capistrano Sierra Madre County of Orange Moreno Valley Newport Beach Riverside Manhattan Beach Merchants welcomes any interested fitture clients to contact any of our current clients regarding Merchants services. Merchants Landscape Services is 1 of only 2 landscape nnaintenatnec companies in California that are self-insured for workers compensation insurance. Allowing Merchants to maintain a lower cost of operation and provide our clients with very competitive pricing. The contact lead person for the City of Costa Mesa will be the Regional Manager � MW.;'Oflice merchantslandscape.com, "The office is located at 1510 S. Lyon St., Santa na, # (800) 645-4881, Fax # (714) 972-3185, 1510 South Lynn Street • Santa Ana • CA 92705 • Tel (8010) 645-4881 • Fax (714) 972-3185 CA lic. MOB MERCLFA NTS LANDSCAPE SERVICES, INC. References CITY OF IRVINE P.O. Box 19575 Irvine, CA, 92623 Contact: Phone: Project Completion: On going to 2014 Project size in $: $4,000,000/year City Parks & Sports Parks, Oakcreek, Spectrum, Turtle Rock & Great Park CITY OF PALM SPRINGS 3200 Tahquitz Canyon Dr. Palm Springs, CA. 92262 Contact: Phone:( Project Completion: On going to 2013 Project Size in $: $1,200,000/year Sports Parks, City Parks, Facilities, and Medians CITY OF ORANGE 230 E. Chapman Orange, CA. 92866 Contact: Phone: Project Completion: On going to 2016 Project size in $: $750,000/year All City Parks & Assessments Districts CITY OF NEWPORT BEACII 3300 Newport Blvd. Newport Beach, CA. 92658 Contact: Phone: Project Completion: On going to 2012 Project size in $: $650,000/year All City Medians & Parkways CITY OF ONTARIO 1425 S. Bon View Ave. Ontario CA. 91761 Phone Conta Project Completion: On going to 2017 Project Size in $: 850,000.00/year All City Facilities, Parks, Medians, and Districts CITY OF YOItBA LINDA 4845 Casa Loma Ave. Yorha Linda, CA. 92886 Contac Plione: Project Completion: On going to 2015 Project size in $:420,000.00 City Parks CITY OF MANHATTAN BEACH 3621 Bell Avenue Manhattan Beach CA. 90266 Contact Phone: Project Completion: On going to 2015 Project size in $: $500,000/year All City Medians, Parks & Facilities merchants July 17, 2012 Kim Wilson RFP Facilitator City of Costa Mesa 77 Fair Drive Costa Mesa, CA 92626 Re: Parks Landscape Maintenance -Added Value Dear Kim, There are two primary, very important values that Merchants cats provide to the City of Costa Mesa. These are values that cannot be bought but must be earned, experience, knowledge and an outstanding reputation. Merchants is the largest provider of municipal and municipal park landscape maintenance in Southern California, this includes the world's largest landscape company. For the last 10 years municipal maintenance is all Merchants provides. Out' entire organization is committed to this type of landscape maintenance, which is very unique in its management demands and scope of work. Our corporate structure and culture is formed around it. All of our over 400 employees including administration, management and maintenance personal are committed to supporting the successful execution of our widespread municipal contracts every day. This focused specialty has allowed Merchants to earn the knowledge that can only be obtained with experience. It has also allowed us to make huge capital investments in the unique, specialized equipment necessary to facilitate the ongoing successfiul execution Of our municipal contracts. With the decision to focus our company on one specialized market also came the demand of creating and maintaining an outstanding reputation within the municipal community. Something Merchants focuses on when generating municipal proposals and everyday when executing our daily contract tasks. Finally, another critical value Merchants can provide to the City is a large company that is locally owned and managed. Though it supports 5 branches throughout southern California, its corporate offices and largest branches are in Orange County. The President/Owner, whose office is 10 minutes from Costa Mesa is actively involved with each contract, and will be with the City of Costa Mesa. When important, critical and time driven decisions need to be made, some that can only be made by ownership; they will be made by the management team based in this Santa Ana office. Supply, municipal landscape maintenance is what Merchants does, and its entire staff thrives on it every day. Merchants Landscape Services is excited about the opportunity to provide our services to the City of Costa Mesa. Sincere► , 1510 South Lyon Street • Santa Aria e CA 02705 • Tel (000) 645-4881 • Fax (714) 972-31135 CA Lic. 765658 q]TIY71K drr «f ��'�Ugi1TESy 0 ValleyCrest Landscape Maintenance CITY OF COSTA MESA PARKS & LANDSCAPE MAINTENANCE INTERVIEW QUESTIONS I. Grasp of the Pro -ice A. Describe your understanding of the City's PARKS & LANDSCAPES MAINTENANCE services. ValleyCrest's understanding of the City's Parks and Landscape Maintenance is to provide top quality service to each park. This includes all playgrounds, bathrooms, facilities and water features (lake & waterfall). There are currently 28 parks that offer residents a variety of options from a simple picnic, horseback riding, skateboarding, tennis or enjoying the lake and waterfalls. B. Describe your understanding of the Costa Mesa and your relationship with them. ValleyCrest currently has employees who resided in Costa Mesa. ValleyCrest Development installed work at Fairview Park Phase I in 1988. We are familiar with City history, population and community activities. The City flower is a Fuchsia and the City Tree is an Indian Laurel. C. To be successful, should the scope of the project be limited to the scope of services requirements? If not, what else should be included and why? For consistency in the bidding process we feel the specifications are complete. Should additional services be needed, unit pricing can be used to adjust (up or down) as the winning bidder becomes more familiar with the scope of work. 0 ValleyCrest Landscape Maintenance 2. Approach and Work Plan A. Describe your approach and work plan for creating a transition with the city's including specific deliverables. ValleyCrest has developed a Transition Plan which is an important element in taking over a large project such as the City of Costa Mesa. *See Attached Transition Plan* Talking Points: Fashion Island, Rose Hills, and Ritz Carlton transition B. What are the issues that you have experience in past implementations? Past implementation challenges ValleyCrest has experienced have been; • Lack of information at start up • Not being aware of sensitive issues from the past • Past complaints from residence • Not having a clear understanding of The Council, City and Landscape Committee's goals C. Describe the City's responsibilities, requirements, supporting efforts needed in meeting your effort and delivery of services. • Proactive Communication, • Established work order protocol • Being aware of sensitive issues in the City, • Keys for special access • Maps for parks/recreation areas • Sports field schedules. 2 0 ValleyCrest Landscape Maintenance D. What is the normal support you provide to clients with similar contracts (i.e., technical support for implementation/integration and trouble shooting of services)? Is this reflected in your schedule of cost? ValleyCrest Landscape has great resources we are able to offer clients at no additional cost the following: • Dr.� Director of Technical Services; Doctorate in Biology Sciences M.S. in Plant Physiology B.S. in Biology • Division Irrigation Advisor; AWWA Backflow Prevention Tester #6881 AWWA Cross Connection Specialist #903 AWWA Water Conservation Specialist #10198 IA Certified Golf Irrigation Auditor IA Certified Landscape Irrigation Auditor IA Certified Irrigation Designer (Commercial, Residential, Golf) #2701 IA Certified Irrigation Contractor IA Certified Agriculture Irrigation Specialist • 10 Certified Arborists on staff all located in Orange County at no additional charge • Design capabilities for any enhancements at no additional charge E. Describe your support outside of our primarily requirements. ValleyCrest current support is as follows: Tree Care Division- led by Certified Arborists to handle all arbor needs Irrigation Department- for system design, renovation, conversion, water management Pest Control Department- for control of insects, rodents, diseases etc. ValleyCrest Landscape Maintenance F. How will you comply with the city during emergency situations? The following is our Urgent Response Plan for when we receive an emergency call during regular business hours (8am-5pm). When the call comes in it will be directed to the appropriate Account Manager. Should he/she be away from the office or in the field, our team will contact him via cellular phone. He/She will then immediately return the phone call and respond accordingly. Should the Account Manager for the project be unavailable due to holiday, vacation or other occasion, the call will then be directed to the appropriate Crew Leader or other manager to respond. The Branch Manager will then follow up with both parties within two hours to ensure the situation has been properly resolved. The following is our 24 Hour Urgent Response Plan for calls that come in during closed business hours (5pm-8am). All calls after 5pm should be directed to our after hours emergency number. The On -Call person is a ValleyCrest Account Manager who is given an emergency cell phone and our On -Call handbook. This responsibility is rotated weekly. The On -Call Account Manager will then proceed to return the call and/or go directly to the job site to remedy the situation. ValleyCrest then sends out a report to the City Representative the following business day informing them of the situation and how it was resolved. G. Are you willing to be flexible with your schedule? If so, how will that affect your cost? We are flexible but would like to clarify this question. Which schedule, staffing, work or pay? 3. Oualifications and Experience A. Describe your firm's competence, support staff, turnover and willingness to adjust to specific needs. ValleyCrest's training and skill requirements have levels; • Gardner 1, 2, 3, 4- Account Manager • 500+ Employees in Orange County • 2,000+Employees in Southern California • Turnover is an average of 12% • ValleyCrest is willing to adjust to specific needs and can customize a staffing plan based on the needs of the City. 4 0 ValleyCrest Landscape Maintenance B. Of contracts that you have been awarded in the past, what percent have stayed within the proposal cost? Briefly describe the reason(s) for cost deviation on other similar projects/services. Approximately 95% of contracts awarded have stayed within the proposed cost. Recently we've had to lower costs due to financial issues of our customers. C. Describe one or two engagements where your firm may have had difficulty and explain why. How was it resolved? Rose Hills Cemetery (700 Acres) had challenges the first few months. We bought new rotary mowers which were new to ValleyCrest. We were having a difficult time using them. We resolved the issue by investing in new "reel" mowers to ensure the satisfaction of our client. D. Is any portion of this service sub -contracted out? Yes the maintenance of the water features for the lake and fountain will be sub -contracted. E. In order to facilitate the financial responsibility, City of Costa Mesa will request and evaluate Dun & Bradstreet (D&B) business analysis report form the prospective firm. If the financial information available through D&B is not sufficient to complete a satisfactory review will your firm offer to bring its latest completed comparative financial statement? ValIeyCrest will be able to provide audit financials if the D&B information isn't sufficient. 4. PIease describe any additional cost as it relates to response time, emergency call outs and any other items we need to be aware of. ValleyCrest does not charge for the initial call -out or minor emergency (such as shutting off a stuck valve.) Our contracted unit prices will apply to all necessary repairs made as a result of an emergency. 5 MAINTENANCE TRANSITION PLAN FOR CITY OF COSTA MESA The transition or "Ramp -up" plan is an important element anytime we take over a large project such as City of Costa Mesa. From past experience we have learned that preparation is vital to ensure a smooth transition. Since ValleyCrest will be transferring the majority of the staff from existing projects, we feel there will be a minimum amount of time required to train our work crews on proper landscape maintenance techniques. Our entire team of employees (managers, foremen, work crews and support staff) all play an important part in the transition process and will be updated and involved throughout this period. If awarded the contract, ValleyCrest Landscape Maintenance proposes the following weekly schedule for the transition plan to be completed BEFORE we begin service at NO additional ' charge to the City: I' 4 • Identify key personnel that will be transferred and assigned to project • Order any necessary equipment ' WEEKS SEE . Begin preparing maintenance schedules for entire Association SERVICE START RT . Prepare and sign all documentation for contract t • Exchange contact information with the Association { • Evaluate all components and layout of irrigation system • Contact City Representative and update on progress t • Hire any additional necessary employees • Prepare laminated maps of all areas for all personnel ' WEEKS BEFORE . Begin inspection and testing of irrigation system SERVICE START . Contact City Representative and update on progress • Train any new employees i 2 . Provide the City Representative with the final work schedule i WEEKS BEFORE . Work with Pest Control Department to identify any problems SERVICE START . Submit irrigation system findings and recommendations to the City Representative • Meet with current contractor to identify any key issues to ensure a smooth transition - I • Contact City Representative and update on progress • Tour entire City with all employees that will be involved in project • Assemble and prepare all required equipment WEEK BEFORE . Final update to City Representatives SERVICE START . Tour with City Representative to discuss the following: - Trimming style desired - Implementation of Water Management Program - Monthly Rotational Maintenance Plan - Schedule and implementation of comprehensive Fertilization Program - Any additional findings or requests from the City � ValleyCrest Landscape Maintenance IN �I, -} I • tL �I I i' A • /K �►� I � t ,t J. 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''- 4 ., ' f ' . � ., « � � • ' w'+ .w, � I � .r r If + PC A WO • • -M' .�I - - J • ;a WON Edge it-1.5hrs Edge it -1 hr 0110 Blow- 1 hr Park� truck here P, 4Q 010k �� tis ' �rY•� � � Y•. R 1Edge/blow -30 min a� 1 -(attached • • "+ ' r 4 •'-•� .J 1 } Imo♦ 1 �T •�. 1 .it ^ ✓1 a fir, / . „ mower) 30 min f rea 4: 30 min !all Aw 4k . 4 n�p g �r b ig : X71 %% 1 1995 s 4�' 'r� °+ '�� LI!`; f 3 X33 '48'3 .1t7:a 9p"_ VV 139 (1 05.26-09 ATTACHMENT &MAINTENANCE SCHEDULE PAGE 1 OF 1 LANDSCAPE MAINTENANCE SERVICES WEST SECTOR DESCRIPTtON NEED CONTROL QTY UN JAN FEB MAR APR MAY JUN JUL AUG SEP OCT• XXXXX'XIXXX'XXXX'X,XXX,XXXX'X'XXX'XX'XIX, XX'XXXX'XrX 'XXXXXXXX ERTILIZATION PALMS TURF - -- -- kX1X!X 1 " XX X X SF XXXX X X X X XXXX XXIXiX X'X`XXXXXX -- _.162,5571 PARKWAYSlGROUND COVERISHRIJBS 932,241 SF XXXX ! j X,XIXix X x XIXXIX ! ANNUAL COLOR - Forecourt 300 SF X X X' j X1 ANNUAL COLOR - BOWLS 2 EAX. X i I LLL Xi 1i l l OWING LAWNS (Thursdays) X'X;X'X X'X`X_X X'X,X X X,X'X X.X X.X X,X X;X X X'•X;X X X X:X X X X X X X X X X X X X X X X'X EST ! DISEASE CONTROL I RODENTS X !X1 X Xj X; iX1 X' �X, X X� XI IX: X1 X' X,. X!X X X, 11 X`X' RRIGATONMAINTENANCE XX'XXXXXXXXXXXXXXXXXXXXXXXX'XXX,XXXXX'XXXXXXXXXXXXXX Calsense Controller 27 EA X'kX X X'AX X:X X!XIX X X xvX X X!X X X,X X X X!X!XIX X'XIX!X XIX X X XXXIX XiX XIX XIXIX IX AYLILY RENOVATION X X X ,X X'X ULCHING XX,X'XXX,X:XX,X'X.XXXXXXXX�XXXX'XX�XXXXiX'XIXX'XXXXX,XX XXXXXXX REES - PRUNING needed' ALMS X, as cananens Phoenix is —.._ 38 E-1- EA X � _ X �X X X X X -_ _ Date Palms Phoenix dac iifera � - — - 9 Gu palms - - -- - - — 401 2 49 49 I - X X EA X XIX X l X X.X IXi XXXX ' i 'X X X,X. I 1 + EA - J X XLL EA I T - -- Washingtonia robusta anopy Trees 388 2872 EA uxi 'X , - X jX X X 4 j 1 EA X!X LEAN -UP TRASH and LITTER-2XIDailylPer Spec X!XIX,XIXlX X!X.X;X X'X X X X'X;XIX X XfX X XIXIX X X X X.X XIX;XIX X X X X XIX X X OJECT REVIEW Site Inspection w1ARMD Reweeks X;X!X X XIX'X X X'X!X X X XIXIX X XIX'X X.X1:X!X X X X X X'X'XIX X X X X X X XIX XIX X X X X XIX I ANAHEIM RESORTS - IRRIGATION CHECK FORM I Controller Location: Program/Start Times/Water Days: Date: Stas! Location Plant Type Exposure Sprinkler Type Program Min/Cycle Comments 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 Valleycres# Sample - MONTHLY CHEMICAL USAGE Operator ID #_ DATE LOCATION MANF. NAME/PRODUCT E.P.A. NUMBER UNIT OF MEA QUANTITY # APPL DZ QT GAL OZ QT GAL OZ QT GAL CITY OF COSTA MESA JULY 10, 2012 GAP ValleyCrest Landscape Maintenance ValleyCrest Landscape Maintenance VALLEYCREST PRODUCTION SYSTEM (VPS) VPS is our approach to prioritizing, executing, and communicating to our customers about the work we do our on their properties At ValleyCrest Landscape Maintenance, we believe it is an urgent requirement for us to be significantly better than our competitors at both identifying and executing the work our customers are paying for and eliminating waste in our operations. When we do that we become more productive than our competitors, meaning we do work at a higher level of safety, quality, and efficiency than they can match, which can give us a fundamental advantage in the market. Because technologies, people, and customer needs change over time, we can never be comfortable with our achievements — within ValleyCrest Landscape Maintenance we strive to improve our operation every day, never being satisfied that we have achieved everything we are capable of and always being concerned about being overtaken by our competition. VCC Mission Dominate the landscape industry by completely satisfying customers at the lowest total delivered cost by focusing on value added actions and relentlessly eliminating waste Understand what the customer is paying for: Communicate to the customer value delivered: I • Right sequence dEp Fix root cause now j0 RightpeoplE 0 Quality Right time Hnaiyze actions ror message 0 Service tbath financial and i Right equipment customer impact Right media • Priorities 0 Rightpeople• Listen and respond Valleycrest Landscape Mdinlenwnr. !Hues# in people Leveled Clean, organized p P Field first Standard work Workload work areas Work Safely Waiting: Idle activity (waiting) while another process finishes Inventory: Parts, trucks, equipment and material ker)t (intra -process): Any physical movement conducted during work ValleyCrest Landscape Maintenance Over -processing: Spending longer on a task than necessary Mistakes or omissions committed during work requiring additional work Transportation (inter -process): Movement of workers and trucks between yard and job sites 4/2010 SS - THE CORNERSTONE OF VPS Five steps to engagement, self-discipline, and clean and safe workplaces (trucks, trailers, yard, offices, shops and job sites) Sift Sort Sweep Standardize Sustain • Identify the items needed at the worksite • Remove unnecessary ones • Tag infrequently used items for disposition at a later time rJ • Arrange items at the worksite to be easily found and within reach when needed Stratify and prioritize the needed parts for effective usage and regular replenishment • Clean the area in and around the worksite including equipment and machinery • Maintain top performance and cleanliness at all times • Create a visual and easily understood set of work practices to keep the workplace clean and organized • Adjust standards as conditions change • Ensure awareness and accountability of each worker to maintain a clean, organized and safe worksite • Be disciplined and make 5S part of your culture 0 ValleyCrest Landscape Maintenance ValleyCrest Value Added Services Dr� Director of Technical Services Doctorate in Biology Sciences M.S. in Plant Physiology B.S. in Biology Dedicated to the City of Costa Mesa for landscape and/or tree care on an average of 2 days per month as needed In-house designer at no additional cost for minor designs (non -architectural) Discount on designs that require architectural license Monthly Inspections of the following: • Hardscape • Photo documentation • identify, document and reporting liabilities • Available Sand Screening for all Tot Lots and/or Volleyball Courts ValleyCrest Landscape Companies is here to assist and service the City Of Costa Mesa. We are willing to add additional needs/resources at a minimal cost and look forward the opportunity of working with the City Officials and residents. ValleyCrest Landscape Maintenance `I ValleyCrest Landscape Maintenance Our local branches have been providing comprehensive landscape management programs to customers for over 60 years. ValleyCrest Landscape specializes in municipal accounts throughout Southern California and our current portfolio includes the City of Irvine (Tree Care), City of Anaheim (West Sector), City of Diamond Bar, City of Duarte, City of Norco, City of Fontana, 29 Palms Marine Base, Fort Irwin and various large homeowner associations and commercial customers throughout the Orange County. We are a quality -oriented company that offers full service for your complete landscaping and water management needs. By formulating a Pro -Active Maintenance Plan, directed by knowledgeable supervision, we feel we can provide the City of Costa Mesa with a highly detailed maintenance and water management program at a competitive price that will ensure a neat and professional appearance of the landscape areas throughout your city. ValleyCrest Landscape Maintenance offers value by delivering high quality at reasonable cost through various programs. • ValleyCrest Safety Programs are at the forefront of our operation please see the attached delineation plan and Tailgate Topic. • ValleyCrest Production System allows our crews to work efficiently ensuring quality and eliminating waste in the day to day operation. • Valley Crest's In-house Quality Inspection Incentive Program: Each crew is eligible for quarterly financial incentive. Regional and Branch Managers visit and inspect each property to ensure quality. Quality is judged based on the attached Quality Inspection Sheet. The properties that score 90% or above receive a monetary reward. By implementing these programs The City of Costa Mesa will benefit from best practices in landscape maintenance, irrigation, and service which will ensure exceptional quality throughout the city's parks, sports fields, parkways, and medians. The City of Costa Mesa will be working with an experienced partner delivering both local expertise and national resources. Below are the local expertise ValleyCrest has to offer; • 24 hours, 7 days a week emergency service • Specialized departments to assist onsite crew including: - Arbor Care Department overseen by 10 ISA certified Arborists - Spray and Pest Control Department with 6 licensed applicators (QAL) - Irrigation Department overseen and trained by Certified Irrigation Auditor - Access to additional experts including agronomists and horticultural Ph.D.s `I Val leyCrest Landscape Maintenance Handout Session 35 Public Safety & Traffic Control Job Steps Affected by Today's Topic Establishing a safety zone around the work site to; 1) proted the tree workers from the general public, and 2) protect the general public from the tree work. Potential HazardslRisks Vehicular traffic Pedestrian traffic Falling limbs or equipment Action Steps I. Set up a safety zone around die work site, to protect you and the public. Keep in mind that just because you put up cones, that does nut mean that the public will pay attention to them, you might need to direct pedestrian and/or vehicle traffic. Cwrtrnaed an hack r Always check the ground and the area before dropping anything. r Even when working on private property do not assume that no one will interfere with your work. What else can you do to prevent injuries? PPE advised for this job function: 16 ft 5�� TAILGATE SAFETY 223 `I Val leyCrest Landscape Maintenance Handout Session 35 Public Safety & Traffic Control SPEED 20 coy1 a 0 .1 The 20 -foot rule is a rule -of --thumb you can use to set up traffic cones when specific guidance is not given in state, local or fer- al rules. The rule states that canes should be separated by the same number of feet as the speed limit for the road. Above. 20 mph = 20 -foot distance between the cones. Tp% 214 TAILGATE SAFETY `I Val leyCrest Landscape Maintenance Examples of Advanced Warnuig Area 004 `I Val leyCrest Landscape Maintenance Examples of Unacceptable Traffic Control `I Val leyCrest Landscape Maintenance Safely Working Near Traffic Before we unload the fust piece of equipment or weed the first bed_ we must consider the safety of our employees, our customers and the public. We'll look at 3 specific job site and employee safety issues in this discussion. Placement and coning of Rork vehicles Visibility of the employee (use of safety rest) Workers facing traffic while working (seeing the approaching hazard) and using traffic control devices to highlight their presence along a roadway. As we arrive at a job site, where to park the track is one of the fust considerations toward developing a safe working environment_ Once the truck is parked and work begins, risibility of the employees (by inter vehicle drivers) and the eniploy ee's attention to surrounding hazards n lust become the major focus of attention. Best Practices 1. The first order of business at a job site is an on-site visit to observe traffic flow (be mindful that traffic is lighter at different times of the day)_ In order to ensnare the safety of our employees as tasks are assigned, take into consideration the time of day we are assigning tasks (i.e_. shopping centers have light traffic flow be -fare l 1 M a_nL so get roadway work done before that time if possible). I Work vehicles should be parked off the roadway, in parking lots or other designated areas whenever possible_ This "off roadway' placement should be possible the vast majority of the time; even if it means walking a little farther. Convenience and efficiency are clearly important issues, but they cannot overshadow safety. Also remember, that even if we position our vehicle in a parking lot, there is still moving traffic_ Park in an area where exposure to moving traffic is minimized and where our vehicle will not cause an accident by impeding the movement of other vehicles. 3. After the truck is parked, ensure precautions are taken to make the vehicle as visible as possible to approaching traffic and establish a "safety zone" around the vehicle_ This will be accomplished using traffic cones. 4. When the nature of our work causes a direct unpact to the flow of traffic, additional teaTorary taffrc control devices and additional training will be required. Cones may be sufficient for most job sites. but in other cases we may need to expand the safety zone by using flag_gers, sign boards and lane closures when appropriate based on the DDT regulations in your State. 5. fluu conVanv policies require that our maintenance division employees wear a Class III safety vest at all tinnes when working in an area where there is exposure to traffic (50 mph+)_ 6_ Transiting to and from our vehiele(s) and movement around the job site may, and probably A illi, expose the employees to traffic_ When in doubt about exposure to traffic, the vests should be worn at all times. 7. Remember that, apartment complexes; shopping centers, and parking lots typically support a high volume of traffic, which is often less controlled, more confined, and possibly more dangerous than actual roadways_ Cones can be placed next to workers to establish a safe zone for performing their duties. 8_ Always work facing traffic, use cones to denote the presence of workers- Did you realize that a vehicle traveling at 60 mph coven 88 feet every second? That doesn't give you a great deal of time to react, even if you seethe vehicle coming_.. _ You don't stand a chance if you don't see it because it's coming up behind you. 9. Be alert to the hazards that surround you. As supervisors and managers you must evaluate the work area for these reasonably predictable hazards, train our personnel to recognize and avoid the hazards, and hold them accountable for following the training and the company's policies_ Most importantly... You must set the example! `I Val leyCrest Landscape Maintenance Employee wearing proper PPE. Employee working with back to traffic — no vest. Empleado usando propio chateco de segundad y Este empleado Bebe de trabajar con la c ara al transito — protectores para los aidos y los ojos. vusar chaleco de segundad_ Correct lane closure with signs and cones. Missing signs acid cones — never use buckets. Establezea tura `=zona de seguridad" usaudo senates Senales y conos no estan puestos correctamente. y cons de transito. -Nunca use cubos —use propio cons. Properly parked and coned truck Vehicalo con correctamente coiocacion de cons_ "REEL.- A Parked incorrectly on side of road -- missing canes. Este vehiculo no bene correctameute colocacion de COWS_ ��i Val leyCrest Landscape Maintenance `1I, Val leyCrest Landscape Maintenance VCLM JOB QUALITY INSPECTION SUMMARY `JI1FCt r QUALITY Score % CUSTOMER PRIORITIES TURF TREES & SHRUBS i BEDS SEASONAL COLOR HARDSCAPE TRASH IRRIGATION & WATER MANAGEMENT EFFICIENCY PLAN QUALITY PLAN ADHERENCE TASK EFFICIENCY POINTS I TOTAL POSSIBLE :REW LEADER INITIAL WHEN COMPLETE CREW SAFETY Acceptable' Unacceptable Top 2 Customer Priorities: _ 15 15 10 5 10 5 25 5 10 10 10 Completed By: Job Name: Account Mgr: Date: Job #: Crew Leader: BEDS Crisp lines, good edges, weed free, consistent mulch if appl icable 5 Small weeds, good edges, straight fines, same mulch drilling 4 Edges need to be tighter, uneven, weeds present, patchy mulch 3 Crooked lines. some big weeds, poor mulch 2 Unacceptable F SEASONAL COLOR lrhranrt, full- unifomti look, sharp iines, no dead material, no gaps I weeds 10 Minor dead head or small other issue but strong overall look 8 Noticeable dead material, so me growth beyond bounds- some gaps 1 weeds 6 Growth out of bounds or multiple gaps'deod material, or lots of weeds 4 Unacceptabie: Significant gaps 1 dead material or disease, weeds F HARDSCAPE Perfect, no weeds in sidewalks, curbs, or other hardscape A few small weeds, but all sprayed A few smail weeds, but not sprayed yet Some big weeds Unacceptable: multiple large weeds TRASH & DEBRIS Pass None Fail Minimal - none in total areas Minorbut noticeable in certain areas Minor in all areas Unacceptable: signFficant trash on property 15 TURF CoJor and vigor Excellent color and vigor 5 Slightly off color but uniform 4 Needs fertilization; poor color 3 Streaked From poor fertilizer app&cation 2 Unacceptable for marketplace F Weed Control Excellent_ weed free turf 5 Very minor broadkeafor grassy weeds 4 A few noticeable weeds in certain areas 3 Moderate weed problem 2 Unacceptable: substantial weed problem F Mowing & edaina Excellent appearance, crisp turf and edges, eansistertt pattern S Good, mostly crisp, minor scalping, edge, or pattern issues 4 Fair, some rutting, scalping, unevenness or rough edges 3 Poor. Obviously inconsistentand/or damaged 2 Unacceptable. Highly inconsistent or damaged, or tree damage F TREES AND SHRUBS Excellent overall, good vigor, pruning to scale, staking (guying 10 Good color, minimal deficiencies in staking I low hanging liml73 B ImproperHncompfete pruning, chlorotic plants, roved lirnbinglstaking S Mini mai pruning done, assistance needed, weak Fertilization 4 Unacceptable, dead plants, no pruning, chlorotic material F Last 3 months PFS budget hours: Last 3 months PFS actual hours: Recordable Safety Incidents this Crew this Qtr (YesiNo):r 5 4 3 2 F 5 4 3 2 F IRRIGATION $, WATER MANAGEMENT No signs of improper mgrM or repair, irrigation map in controller 5 Maps exist, minor wet or hot spots 4 No maps, some coverage issues or minor overwatering 3 Multiple areas of dry or soggy turf. poor water mgmt 2 Unacceptabte: mui[ipie irrigation issues or significant overwatering F PLAN QUALITY Complete and efficient plan on site, crew can clearly explain plan 10 Plan exists but missing minor elements, crew leader can explain plan 8 Plan exists but missing multiple pieces, hard to read, or doesn't make sense 6 Plan very hard to read or missing significant pieces 4 Unacceptable: no plan exists on site 0 PLAN ADHERENCE Crew clearly performing per plan or deviating as conditions require 10 Crew at near-conect sequence and path of motion 8 Crew 754E on plan; most sequence and motion correct 6 Crew less than 75% on plan without good reason 4 Unacceptabic: minimal conformity to plan F TASK EFFICIENCY Tasks being performed with minimal waste: truck dean & organized 10 Tasks being performed well, some motion waste in some tasks 8 Some significant waste but most tasks efficient 6 Waste in ail tasks or truck dirty & disorgan¢ed 4 Unacceptable: muttipleskgni6cantforms ofwaste F A.ccepta W -My. PPE cart-[ tract —c & serve; kaPsrsea2QM Ming rtseQ me-rgwM Imn; appropilme Mupnert around =!—Water; rnachl—y smpoed for no reser si9n—L-1. K.— `I Val leyCrest Landscape Maintenance REFERENCES City of Cerritos Contact: - City of Anaheim (West Sector) collection. Contact: City of Norco Contact: City of Fontana Contact: City of Diamond Bar Contact: 29 Palms and Ft. Irwin Military Bases Contact: City of Riverside Contact: � `I ValleyCrest Landscape Maintenance Value Added Services Design- With five studios, more than 100 landscape architects on staff and a portfolio including destination resorts, major lifestyle/mixed use centers, significant public and private residential infrastructure, and business parks, ValleyCrest Design Group is a force in the industry. • ValleyCrest Design Group is available at a discounted rate for any projects requiring a licensed Landscape Architect. Landscape Construction.- The country's only national provider of landscape installation services, ValleyCrest Landscape Development brings unrivalled expertise to projects large and small across the country. • ValleyCrest Development has an extensive team of qualified crews available to install small to grand projects. Beautification and Renovation- ValleyCrest provides its maintenance and construction clients an array of beautification and renovation services. • ValleyCrest Enhancement's Teams has a excellent team of professionals available to provide imaging, estimates and cost analysis. Golf Course Maintenance - ValleyCrest Golf Course Maintenance maintains more time focused on building membership and rounds played and less time worrying about the condition of their fairways and greens `I Val leyCrest Landscape Maintenance Keys to Successful Quality and Efficiently Safety Safety must always be the first thing considered when scheduling, planning, or completion of any work. Taking the extra time to complete a task safely will prevent injury. Pre -Planning Knowing the jobs that are scheduled for the following day will allow you to load up the materials needed for the following day for early morning dispatch. Routing and Sequencing Sequencing the work as efficiently as possible is very critical. Driving out to a jobsite and not being able to run water due to maintenance crews or cars in the parking lot is a common loss of time. Avoid unnecessary windshield time and driving from one end of town to the other and then back again. Vehicle Organization Traveling to the irrigation supply store is the most common and biggest waste of down time. Material needs to be ordered ahead of time and delivered to the yard in the afternoon or delivered to the job site. Doing it right the first time Taking the time to ensure a repair is completed properly with the highest level of quality possible will prevent callbacks and customer complaints. Avoid going out to a job a second time to do something that should have been done the first time. TERR)*ARE .�. "Q3 s C> T E S Lake Management Terracare Associates is proud of the work we do. We are experts in maintaining healthy and aesthetically pleasing aquatic environments. Our aquatic team is committed to maintaining your lake at its very best. Below are some current clients that we work for. Representative Lake Projects Lakeshore Lake, Discovery Bay, CA The Lakes, Discovery Bay, CA Lakeside Lake, Elk Grove, CA Paradise Cove, Fairfield, CA Bayside Technology Park, Fremont, CA Sundance Lake, Modesto, CA Reflections Lake, Patterson, CA Greenstone Country Lakes, Placerville, CA Laguna West, Sacramento, CA Lake Greenhaven, Sacramento, CA The Rivers, Sacramento, CA Westlake, Sacramento, CA AT&T Corporate Center, San Ramon, CA Brookside Lake, Stockton, CA Heron Lake, Stockton, CA Pinehurst Lake, Stockton, CA Quail Lake, Stockton, CA Spanos Park Lake, Stockton, CA Spyglass Lake, Stockton, CA EastLake, Tracy, CA Twain Harte Lake, Twain Harte, CA References Contra Costa Water District Concord, CA Water Treatment Superintendent Hofmann Land Development Walnut Creek, CA President Bayside Technology Park Fremont, CA Aquatic Services Manager has over twenty-five years experience in research and specialized aquatic vegetation control programs utilized in lake management. Prior to joining Terracare Associates, �Wrformed extensive aquatic research at the university level in addition to owning and operating a lake management firm for fifteen ears. Since Terracare Associates' acquisition of company he has served as the Aquatic Services Manager for Terracare Associates._ specializes in developing site specific lake management plans, water quality monitoring, compliance and control programs. He is very involved in the implementation of best management practices in waterways, as well as providing exemplary customer service to Terracare Associates' Lake Management clients. Education San Diego State University— Bachelors in Science, Biology; Masters in Science, Aquatic Plant Ecology Certifications California Pest Control Advisor License California Qualified Applicator License Experience UC and private university Research Owner — Perry Lake Management www.terracareassociates.com _1dI xL fie Edt Waw Fa dtea Teak H* :.; Favnitm ;y, p Cantannid" C,V,FM=rn . --.I-j 41Sprc ft -Al Tickets �=CurceMDerMFEOADRa,.. I is etyd[aet6 Pteslv�E... X1 1 '•r" .h • Vega' sdat,• Tedi" q A n n• CantectU■ StreetMalnienance Chy Manager Responsible kr mere than 68 lane miles of roadway.4ivudinQ melntenance and repair, avow and ice A.T. t.I-r,a1. control. 1100: contra) {signing. sCt oy and s10481 maintenance;: street sweeylnp: street ildAbng. concrete repaempainng small to modsr;Wy sired roadway laitures loothOes. crabs. sinking pasvment. unlit, Public Wanks polphap. etc.i. Program Manager Bra, Ma.onno street maintenance Issue. please conlad PubAc Works Program tlanngai rk39B ,pr Bol"12 rS�.F, fCml. Services • Puteyc Years Homs • SLee3 Alandenenae • Snow and ICB MWA;ement • Rt ni or t a Perrruts • TralrY • Sarmwaler A:anageme7 Tj Pprlal Deslgher rnd User liter fl 4ew Arline '} Preterentr �enarannecodabe.cam CastIO4 Ines TERRA*ARE Greale Ne; Wnrk Order Oclen & Closed Work Orders T�iis r: rao !? yea Or�nm { (� fpr rani -'y Complete the following form to submit your work order. summary Inc dent Dem riptlor; calegafy. _] Inektedt I�_-- Address Resklent Address Resident Opfloaal AtlathmenL �- Brwrse... Ltg�t,�l,( ctrliW Submil Request Smartphone owner? You can craale work orders from your phone by sending an email to �)tenacweassociates core. Yat can also include a piclure of the inciderd (polhole. broken sign. etc). 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Fop 76.412 'm' Iae1 ✓a� OvaMty . 835' ryrlea InumW aG•s Fen :L` -29111p 19.3E Assigned to — F'r`SCf Sed'kN Sign fastall.-dlon6 d—Rao1.fA1R oee�o• I .-n1ow Ift 0 2012a a� wpm 4^ft EA Sptrv. ani$er Sign p'l9tgad down tldflnR snow 5Mfin a1 FnraSE Park and Forest bang- FloS the 6ar1"le oTt! atl ftayers �{c ron pie plr pl@YICtI!:lF repair@d f»ll al: ole .^.IHlttlam {tg@r!.CCbW! b:+it1N1 S@II�I an paFUSllirafk {SFIYII Thank eou Aa*17nee. a pi k. - S PAyy!� ff / NG uerlburt: nn iPfwne C-ealrr ft •aol.com 'rr�n��2i-i-n!. ?C t: 'i.',:; Related ro cot w qAr aewVi 1' � *3 au AD vtf = J _ _. - INTERVIEW EVALUATION SCORES This section provides a matrix of the evaluation committee member's individually weighted scores in each of the evaluation criterion categories for each proposer who was selected to advance to the Interview phase of the RFP process. Parks & Landscape Interview Scores 1 2 Vz_ Totals 15 Grasp of Project Marina Landscapes, Inc. 4 3 3 10 150 Merchants Landscape, Inc. 5 5 5 15 225 Terra Care Associates 5 4 3 12 180 Valleycrest Landscape Maintenance 5 4 5 14 210 25 RE Marina Landscapes, Inc. Fa -ch and 4 Work pl 3 3 10 250 Merchants Landscape, Inc. 4 5 4 13 325 Terra Care Associates 4 3 4 11 275 Valleycrest Landscape Maintenance 5 4 5 14 350 ir 25 Marina Landscapes, Inc. 5 4 3 12 300 Merchants Landscape, Inc. 5 5 4 14 350 Terra Care Associates 5 4 3 12 300 Valleycrest Landscape Maintenance 5 4 5 14 350 Marina Landscapes, Inc. Communication 3 / Presentation 3 4 2 4 8 13 160 Merchants Landscape, Inc. 5 260 Terra Care Associates 4 4 3 11 220 Valleycrest Landscape Maintenance 5 5 5 15 300 Marina Landscapes, Inc. Quality of the overall Presentation 3 2 2 7 105 Merchants Landscape, Inc. Terra Care Associates Valleycrest Landscape Maintenance 3 4 4 3 5 4 4 3 4 11 165 10 150 13 195 Proposers Marina Landscapes, Inc. Merchants Landscape, Inc. Terra Care Associates Valleycrest Landscape Maintenance Interview Proposal Totals 965.00 1182.50 2147.50 1325.00 1112.50 2437.50 1125.00 990.00 2115.00 1405.00 1125.00 2530.00 RANK 3 F2 4 1 Parks Landscape Maintenance Interview Comments Rater Marina Landscape, Inc. Merchants Landscape Terra Care Associates Valleycrest Landscape Services, Inc. Maintenance 1 Presenter not a marketing rep. 2 -Unimpressive presentation -Municipal services only -Qualified -Quality firm -Not a good understanding of -Maintains most of the same -Out of area (town) company -Good understanding project, services on other cities; Irvine, -Poor presentation; -Maybe more suited to sports staffing level issues Newport Beach -Need to mobilize equipment fields -Could be hard to deal with and personnel from scratch -Will work with City -most expensive 3 -A little vague about scope of -Great job of putting together a -Good company but experience -Great company with the work and worried about comprehensive bid. might be an issue highest quality in mind. conflicts about contract. -No extras included. -Not local, would need City -Many extras included in -Lots of municipal experience yard and equipment contract, price reflects it. to provide service. Parks Landscape Maintenance Parks Landscape Maintenance Parks Landscape Maintenance Parks Landscape Maintenance Parks Landscape Maintenance r T T • Quality of over r ■ all Presentation •--' ek- r � 1 0 L ' ■ 0 Ln 0 - m � c LO UI) r O r - V C U') C fCCC C 100 U w L d V V C J C cC N t � C� C C� C L > 0 Parks Landscape Maintenance RESEARCH This section has any research that was done after accomplishing the Contracting Committee Council Policy 100-6 Reports. REQUEST FOR PROPOSALS Landscape and Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 February 16, 2007 City of Newport News OFFICE OF THE PURCHASING DIRECTOR 2400 Washington Avenue Newport News, VA 23607 Phone: / Fax: (757) 926-8038 www.nngov.com purc ase/index.htm Sealed proposals, subject to the conditions and instructions contained herein, will be received at the above office of the Purchasing Director, 4th Floor, City Hall, 2400 Washington Avenue, Newport News, Virginia, 23607, until the time and date shown below (local prevailing time), for furnishing the items or services described in the proposal. Scope of services: To furnish all materials, equipment, labor, permits, supervision and warranties required to provide Landscape and Grounds Maintenance Services as specified at the Oyster Point of Newport News Business Park within the City of Newport News. It is anticipated that a multi -term agreement will be issued from this solicitation at the sole discretion of the City. Proposal Due: March 6, 2007 @ Close of Business (COB) Contract Officer: AN ORIGINAL AND TWO COPIES OF YOUR SUBMITTAL ARE REQUESTED In compliance with this Request for Proposals, and subject to all the conditions thereof, the undersigned offers to furnish the items or services requested and certifies he has read, understands, and agrees to all terms, conditions, and requirements of this proposal and is authorized to contract on behalf of the firm named below. Company Name: Address: City/State/Zip: Telephone: E-mail: Federal Tax ID (or Social Security ft I ►M Print Name: Signature: Title: (This Form Must Be Signed. Signature must be original, not photocopied) Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 2 Conditions and Instructions Date: 1. All proposals shall be submitted in accordance with this form. If more space is required the Offeror may attach additional documents hereto that will be made a part of the proposal. All proposals shall be submitted sealed, plainly marked showing the proposal number, date and time. The entire solicitation document is to be returned when submitting a proposal, unless otherwise directed by the solicitation document. Failure to return all pages may result in a determination that the submittal is non-responsive. 2. It will be the responsibility of the offeror to see that their proposal is received by the Purchasing Department as specified. 3. If City Hall is closed for business at the time specified by which proposals are to be received in the Purchasing Department, for whatever reasons, the proposals will be accepted through the specified hour on the next business day of the City. 4. Receipt of your proposal by the City is not to be construed as an award or an order to ship. 5. Each proposal is received with the understanding that the acceptance in writing by the City of the offeror to furnish any or all of the products/services described therein or as otherwise negotiated, shall constitute a contract between the offeror and the City, which shall bind the offeror on his part to furnish and deliver the articles offered at the prices agreed upon and in accordance with the conditions of said accepted proposal; and the City on its part to order from such contractor, except for causes beyond reasonable control; and pay for, at the agreed prices, all products/services specified and delivered. 6. Offerors have the right to request withdrawal of their proposals from consideration. 7. If issued, addenda to this solicitation will be posted on the Purchasing Department's website (www.nngov.com/purchase). It is the offeror's responsibility to check the website or contact the Purchasing Department prior to the submittal deadline to ensure that the offeror has a complete, upto- date package. 8. The solicitation document maintained by the Purchasing Department, in the proposal file folder, shall be considered the official copy. In the case of any inconsistency between proposal documents submitted to the City, but not clearly listed on the exception page of the document as an exception by the offeror, the language of the official copy shall prevail. Furthermore, any exception or changes to the specifications made by the offeror may be cause to disqualify your proposal. 9. Award will be made according to procedures outlined in the RFP, using the criteria published therein. 10. Upon making an award, or giving notice of intent to award, the City will place appropriate notice on the public bulletin board located outside of the Purchasing Department at City Hall. Notice of award may also appear on the Purchasing Website: www.newport- news.va.us/purchase/index.htm. or www.demandstar.com Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 3 11. If authorized by the Offeror(s), the resultant contract(s) may be extended to any jurisdiction within the Commonwealth of Virginia to purchase at contract prices in accordance with contract terms. Any jurisdiction using such contracts shall place its own order(s) directly with the successful Contractor(s). The City of Newport News acts only as the Contracting Agent and is not responsible for placement of orders, payment or discrepancies of the participating jurisdictions. It is the Contractor's responsibility to notify the jurisdictions of the availability of contract(s). Any Offeror not desiring to provide such products/services to other jurisdictions under this clause shall so indicate in their response. 12. Prices, if requested, shall be clearly and fully stated as requested. Unless otherwise negotiated, no additional charges shall be passed to the City, including any applicable taxes, delivery or surcharges. 13. The time of proposed delivery must be stated in definite terms. If time of delivery for different products/services varies, the offeror shall so state. 14. Samples, when requested, must be furnished free of expense. Upon request, if not destroyed, will be returned at the offeror's risk and expense. 15. Unless qualified by the provision "NO SUBSTITUTE", the use of the name of the manufacturer, brand make or catalog designation in specifying an item does not restrict offerors to the manufacturer, brand, make or catalog designation identification. This is used simply to indicate the character, quality and/or performance equivalence of the commodity desired. The products/services on which proposals are submitted must be of such character, quality and/or performance equivalence that it will serve as that specified. In submitting proposals on products/services other than as specified, offeror shall furnish complete data and identification with respect to the alternate products/services they propose to furnish. Consideration will be given to proposals submitted on alternate products/services to the extent that such action is deemed to serve the best interests of the City. If the offeror does not indicate that the products/services he proposes to furnish is other than specified, it will be construed to mean that the offeror proposes to furnish the exact products/services described. Any equipment delivered must be standard new and unused equipment, latest model, except as otherwise specifically stated in the proposal. Where any part or the normal accessories of equipment is not described, it shall be understood that all the equipment and accessories that are usually provided in the manufacturer's stock model shall be furnished. 16. The apparent silence of these specifications and any supplemental specifications as to any detail or the omission from the specifications of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and correct type, size and design are to be used. All interpretations of these specifications shall be made on the basis of this statement. 17. All proposals must be signed by an authorized, responsible officer or employee having the capacity to enter contracts. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 4 18. By signing this proposal, the offeror assigns to the City any and all rights that he may have under the antitrust laws of the United States and the Commonwealth of Virginia in any way arising from or pertaining to this proposal. This provision is remedial in nature and is to be liberally construed by any court in favor of the City. 19. The offeror certifies by signing this Request for Proposal that this proposal is made without prior understanding, agreement, or accord with any other person submitting a proposal for the same product or service and that this proposal is in all respects bona fide, fair and not the result of any act of fraud or collusion with another person engaged in the same line of business or commerce. Any false statement hereunder constitutes a felony and can result in a fine and imprisonment, as well as civil damages. 20. The contractor guarantees to defend and save the City, its agents and employees, harmless from liability of any nature or kind, for use of any copyright, composition, secret process, patented or unpatented invention, articles or appliances furnished or used in the performance of the contract, or which the contractor is not the patentee, assignee, or licensee. 21. The contractor shall keep himself fully informed of all federal, state and local laws, ordinances and regulations that in any manner affect the conduct of the work. The contractor shall at all times observe and comply with all such laws, ordinances and regulations and he shall protect and indemnify the City, and its representatives against any claim or liability arising from or based on any violation of the same, whether by the contractor, his subcontractors, suppliers of materials or services, or others engaged by the contractor or the employees of any of them. 22. Payment Terms: a) Payment terms shall be Net 30 Days unless otherwise negotiated. b) Discount period shall be computed from the date of proper receipt of the contractor's correct invoice, or from the date of acceptable receipt of the goods/services, whichever is latest. c) The payment terms stated herein must appear on the contractor's invoice. Failure to comply with this requirement shall result in the invoice being returned to the contractor for correction. d) Late payment charges shall not exceed the allowable rate specified by the Commonwealth of Virginia Prompt Payment Act. (I% per month) 23. Availability of Funds: A contract shall be deemed executory only to the extent of appropriations available to each department for the purchase of such articles or services. The City's extended obligations on those contracts that envision extended funding through successive fiscal periods shall be contingent upon actual appropriations for the following years. 24. In event of default by the contractor, the City reserves the right to procure the products/services from other sources, and hold the contractor liable for any excess cost occasioned thereby. 25. Appeals Procedure: Upon your request administrative appeals information will be provided which shall be used for hearing protests of a decision to award or an award, appeals from refusal to allow withdrawal of proposals, appeals from disqualification, appeals for debarment or suspension, or Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 5 determinations of non -responsibility and appeals from decision or disputes arising during the performance of a contract. 26. It is the policy of the City of Newport News to facilitate the establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in the City's procurement activities. Toward that end, the City of Newport News encourages these firms to compete and encourages non -minority firms to provide for the participation of small businesses and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, and other contractual opportunities. Offeror is requested to include a statement indicating the planned use of such businesses in fulfilling this contract. 27. The City has a directory of Newport News Minority and Women -owned businesses. The directory is distributed, at request, at no additional cost. 28. This public body does not discriminate against faith -based organizations. 29. Non -Discrimination: During the performance of this contract, the contractor agrees as follows: (a) He will not discriminate against any employees or applicants for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where one or more of these are a bona fide occupational qualification reasonable necessary to the normal operations of the contractor. The contractor agrees to post in conspicuous places available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause. (b) The contractor will be and state that he is an equal opportunity employer in all solicitations or advertisements for employees. (c) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. The contractor will include the provisions of the foregoing paragraphs (a), (b) and (c) in every subcontract or purchase order of over ten thousand dollars so that the provisions will be binding upon each subcontractor or contractor. 30. During the performance of this contract, the contractor agrees to (i) provide a drug- free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or contractor. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 6 For the purposes of this subsection, "A drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with this subsection, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract. 31. Assignment of Contract: A contract shall not be assignable by the contractor in whole or in part without the written consent of the City. 32. Performance Bond: The Contractor shall furnish within ten (10) calendar days of notice of intent to award, a performance bond (use only form provided by the City) in the amount of the contract price as security for faithful performance of the work in strict conformity with the Contract Documents. The surety on such bond shall be duly authorized to do business in the Commonwealth of Virginia and satisfactory to the City and shall remain in force throughout the contract period. 33. Insurance: The contractor shall maintain adequate liability insurance, which shall protect and save harmless the City of Newport News, Virginia, and its officials from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said work or in failure to properly safeguard same, and from all claims arising under the workmen's compensation laws. Upon the City's request, the contractor shall furnish proof of said insurance prior to commencement of services. Separate forms provided by the City, that name the City as additional insured and as alternate employer, must be included with the Certificate of Insurance. (Seepages INS I — 4) The Commonwealth of Virginia requires contractors and subcontractors to obtain and maintain worker's compensation insurance while performing work on behalf of the City. Evidence of coverage needs to be provided prior to commencement of work. 34. Applicable Law and Courts: Any purchase order/contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with applicable federal, state and local laws and regulations. 35. Severability: If any provision of this Agreement or the application thereof to any person or circumstances shall to any extent be invalid or unenforceable, the remainder of this Agreement, or the application of such provision to persons or circumstances other than those which it is invalid or unenforceable, shall not be affected hereby, and each provision of this Agreement shall be valid and enforced to the full extent permitted by law. 36. Direct contact with City departments other than Purchasing, on the subject of this proposal is expressly forbidden except with the foreknowledge and permission of the Director of Purchasing or their representative. 37. Questions or comments related to this solicitation should be directed to the Contract Officer, whose name and contact information appears on the front of this document. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 7 SMALL, MINORITY, WOMEN -OWNED BUSINESS OBJECTIVES It is an important business objective of the City to promote the economic enhancement of small businesses (SBE), minority businesses (MBE), and women -owned businesses (WBE). The success of the City to track the amount of business received by SBE, MBE and WBE FIRMS (whether as a prime contractor or a subcontractor) is dependent upon the business community partnering with us in this important endeavor. If you anticipate sub -contracting to any of these businesses in the performance of this contract, you are requested to individually report the total dollars for each business classification. Failure to report the dollars in the categories below may result in the application of stronger requirements being placed on bidders to assure that SBE, MBE and WBE firms receive benefits from City contracts. Complete the following information and return the form with your package. 1) If you are a SBE, MBE or WBE, please check one of the following boxes: SBE MBE WBE 2) In the spaces below, report the anticipated dollars that you intend to subcontract to each business type if a contract is awarded to your firm. (If you do not intend to sub -contract any work to others, even if you are a S/M/WBE, put zeros in the spaces below). Total SBE Dollars to be Sub -contracted $ Total MBE Dollars to be Sub -contracted $ Total WBE Dollars to be Sub -contracted $ 3) If you are not a SBE, MBE, or WBE and you do not plan to utilize such firms in this contract, please state your reasons: Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 8 GENERAL The City of Newport News ("City") is seeking proposals from qualified professional turf and landscape management firms to provide renewable, annual landscape and grounds maintenance services according to best green industry practices. CONTRACT PERIOD The contract period shall be from the date of award through March 31, 2008, with options to renew, at the City's discretion, for up to four (4) additional years in one (1) year increments. Written notice of intent to renew shall not be required. Issuance of a purchase order shall constitute exercise of the renewal option. SCOPE OF SERVICES Guidelines are provided below which highlight unique conditions and recommendations for the site. Landscape maintenance areas shall include but are not limited to the following: turf areas, comprehensive landscape maintenance of bedded areas, trees, shrubs, perennials and other plant materials, and hardscaping (parking, curbing and walkway areas etc.). Economic Development Authority Oyster Point of Newport News Business Park PART 1 SPECIFIC REQUIREMENTS Turf Maintenance Maintain turf in a healthy, growing condition by performing the following operation and other work incidental thereto: MOWING AND TRIMMING Turf shall be mowed using a reel or rotary type mower, at least once every ten calendar days during the growing season, generally between March I and December 31. Depending on the type(s) of turf, it may be necessary to mow once every seven calendar days during periods of rapid growth. Turf shall be mowed as otherwise necessary to maintain a neat, trim appearance. Rough cutting will not be permitted. If mowings are to be omitted, they shall be omitted only at the discretion of the City Agent. a. Mowing Height: If a warm season turf (bermuda, zoysia, etc.) is the predominate turf, it shall be mowed to a 2" height. If a cool season turf (fescue or similar) is predominate, it shall be mowed to a 3" height. Mowing height is to be measured with mower on a flat, paved surface. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 9 Mowing will be accomplished in such a manner so that no damage occurs to trees, shrubs, perennials, signs, etc. Deflective guards shall be in place during mower operation. Clippings will be immediately removed from any roadway, walkway, or parking area, curbing, drains, etc. after each mowing. Excessive clippings resulting from lush growth shall be removed from grass areas by the contractor after each mowing operation. Care shall be taken to keep clippings from entering mulched beds and tree collars. Should clippings enter these areas all clippings will be removed from these areas by the contractor after each mowing operation. Trimming around trees, shrubs, utilities, signs, etc. shall be performed at each mowing using herbicides, hand labor, and/or machines. Trimming shall be done in such a manner as not to damage trees, shrubs, signs, etc. Mow, trim, and edge March 16th through December 16th with the exception that the first year shall begin upon award of contract. EDGING Trim all edges with every third mowing. Include all curbs and sidewalks. Remove all debris, dirt and trimmings after each operation. FERTILIZING Turf shall be fertilized according to the predominant grass type. Refer to Virginia Cooperative Extension's publication 430-11, Lawn Fertilization in Virginia for specific recommendations. For cool season grasses follow Program 2 for medium quality desired. For warm season grasses follow Program 4 for medium quality desired. Annually, submit a soil sample to determine nutrient and lime requirements and provide a copy to the Contract Officer. INSECT AND DISEASE CONTROL As insect and disease problems occur on plant materials, control will be achieved utilizing materials and rates recommended in the current issue of the Virginia Polytechnic Institute and State University's Pest Management Guide. Use caution to avoid over applications particularly in resource protection areas of the Chesapeake Bay. WEED CONTROL (TURF AND PAVED SURFACES Pre -emergent herbicide will be applied to control both annual and perennial grassy and broadleaf weeds in strict accordance with label directions. If weeds appear, control will be provided with postemergence herbicides in strict accordance with label directions. Use non-selective and/or pre - emergent herbicides as necessary for expansion joints and cracks of paved surfaces. It will be the contractor's responsibility to remove all annual grasses and weeds from expansion joints and cracks of hard surfaces once they have been sprayed and died. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 10 APPLICATION OF CHEMICALS All chemicals used for control purposes, including, but not limited to, pesticides and herbicides, shall be applied by, or under, the direct supervision of a Virginia Certified Pesticide Applicator who holds a Commercial Pesticide Applicator's Permit for ornamentals and turf pest control, or a Registered Technician. The permit shall be current during the entire period of this contract, and issued by the Virginia Department of Agriculture and Consumer Services. The contractor shall furnish the Contract Officer a copy of the Pesticide Applicator's Permit valid for the duration of this contract. The contractor accepts total responsibility for the replacement of shrubs, trees, groundcovers, and turf grass, etc., whether owned by the IDA or others, which the Contract Officer judges to have been damaged or killed as a result of chemical application under this contract. The contractor shall furnish labels of all chemicals being used in conjunction with this contract. OVERSEEDING Overseed all turf areas with turf species as directed by the Contract Officer at rates recommended by Virginia Tech's publication 430-011 Lawn Fertilization in Virginia. Four weeks prior to overseeding, the turf shall be aerated and the resulting plugs removed from the site. Water as required for the seed to emerge. BARE SPOT AND TURF REPAIR Bare spots and/or ruts shall be prepared and seeded using turf species designated by the Contract Officer. Rake and seed lightly loosened soil to provide shallow coverage without affecting the seed distribution pattern. Water as required until grass in the restored bare spots is established. Bare spots and ruts shall be considered restored when the grass has reached a height of (3) inches for fescue, or (1) inch for warm season turfs. Upon complete coverage of bare area, the contractor is to notify the Contract Officer for inspection and acceptance of repaired area. Topsoil, when needed, is to be provided by the contractor. Topsoil shall be screened, friable, and free of debris. LITTER CONTROL Pickup and remove all paper, plastic, metal, trash or other debris, and accumulated leaves, fallen branches or other organic material from the entire facility site and public rights -of way to the curb prior to each operation. Leave site, walks, parking areas, drive aisles, etc. free from dirt, clippings, dead weeds, or debris. All debris collected shall be discarded off-site at a proper solid waste/compost disposal facility at the contractor's expense. When mowing is not required, litter control shall be performed not less than once every 10 days. II. Tree, Shrub, and Groundcover Maintenance Maintain plant materials in a healthy, growing condition by performing the following operations and other work incidental thereto: Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 11 WEEDING: TREE COLLARS AND ALL BED AREAS SHALL BE MAINTAINED IN WEED FREE CONDITION THROUGH THE USE OF HERBICIDES AND HAND LABOR. CONTRACTOR SHALL FURNISH LABELS OF ALL HERBICIDES BEING USED IN CONJUNCTION WITH THIS CONTRACT. Pre -Emergent Herbicide: Prior to mulching, apply a pre -emergent herbicide twice annually to protect against grassy and broadleaf weeds. Utilize Ronstar G, Snapshot, or similar herbicide at the maximum rate for ornamental beds. Apply and water -in according to label directions. Post -Emergent Herbicide: Post -emergent herbicides (Roundup Pro or similar) shall be applied as needed to control all undesirable growth throughout the growing season. As always, apply all chemicals according to label directions. It will be the contractor's responsibility to remove all grasses and weeds once they have been sprayed and have died. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 12 Application of Chemicals: All chemicals used for control purposes including but not limited to herbicides and pesticides, shall be applied by or under, the direct supervision of a Virginia Certified Pesticide Applicator who holds a Commercial Pesticide Applicator's Permit for ornamentals and turf pest control, or a Registered Technician. The permit shall be current during the entire period of this contract, and issued by the Virginia Department of Agriculture and Consumer Services. The contractor shall furnish the Contract Officer with a copy of the Pesticide Applicator's Permit valid for the duration of this contract. The contractor accepts total responsibility for the replacement of shrubs, trees, groundcovers, seasonal color, and turf grass, etc., whether owned by the IDA or others, which the Contract Officer judges to have been damaged or killed as a result of chemical application under this contract. The contractor shall furnish labels of all chemicals. Hand Weeding: Where commercial herbicides may cause damage to sensitive plants (seasonal color, bulbs, ground covers, etc.) weeds are to be pulled by hand to minimize plant loss or damage. PRUNING Trees: Prune as authorized and specified by City Agent only. Prune deciduous trees when dormant to promote open framework in crown and to remove basal suckers. Pruning to be done using recognized best industry practices, similar to those detailed in Virginia Cooperative Extension publication 430-456, Pruning Deciduous Trees found on the web at www.ext.vt.edu/pubs/nursery/430-456/430-456.html. Prune evergreen trees using recognized best industry practices, similar to those detailed in Virginia Cooperative Extension publication 430-457, Pruning Evergreen Trees found on the web at. www.ext.vt.edu/pubs/nursery/430-457/430-457.html. Remove all dead, diseased or damaged branches back to point of branching. If fifty (50%) or more of the plant parts are dead or unhealthy, notify the City Agent as soon as possible. Upon notification from the City Agent remove entirely the affected plant(s). The removal shall be limited to trees sized as follows: • Deciduous, single stemmed trees: less than or equal to three and one-half inches (3.5") in caliper. • Evergreen or multi -stemmed trees: less than or equal to ten feet (10') in height. Remove and discard off-site desiccated flowering structures after trees have bloomed and flowers have died (i.e. Crepe Myrtles or similar). Shrubs and Groundeovers/Perennials: Prune as authorized and specified by city agent only. Pruning shall be performed in appropriate season as not to remove fruit or bloom. Every effort shall be employed to maintain a natural growth form for each plant species. Generally, most shrubs will need to be thinned with hand pruners and/or loppers. The top most growth may be reduced no more than 1/3 of the entire length. Lightly prune new growth in keeping with the overall size and shape of plant. Repeated shearing with electric, gas or manual pruning equipment is prohibited. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 13 Remove all dead and damaged branches back to point of branching. If fifty (50%) or more of the plant parts are dead or unhealthy, notify the City Agent as soon as possible. Upon written notification from the City Agent, remove entirely the affected plant(s). Groundcovers, perennials, and annuals shall be pruned as directed for both activity schedule and pruning method. All liriope shall be pruned back to a height of 34" in early March, to remove last year's foliage and flowering structures. Remove dead flowering structures after blooming and berrying Refer to VT publication, "A Guide to Successful Pruning, Pruning Shrubs", found on the web at www.ext.edu/pubs/nursery/430-459/430-459.html. Debris Removal: Remove all materials and debris from landscape maintenance operations from the site promptly at each visit. Leave site, walks, parking areas, drive isles etc. free from dirt or debris. Use power blower and rake, broom and dust -pan to keep areas tidy. All debris collected shall be discarded off-site at a proper solid waste/compost disposal facility at the contractor's expense. INSECT AND DISEASE CONTROL: As insect and disease problems occur, apply appropriate chemicals to evergreen trees, deciduous trees, shrubs in leaf, and groundcovers/ perennials as directed to control all forms of pests and diseases. All chemicals used for control purposes shall be applied by, or under the direct supervision of, a Virginia Certified Pesticide Applicator. Please refer to specifications in Sections I & Il, Application of Chemicals of this document. Apply dormant oil spray once a year in January according to label directions. WATERING (ONLY WHEN APPLICABLE, SEE MAINTENANCE SHEETS During the months of June through September, all plant materials shall be watered as necessary during periods of drought. Plants should be thoroughly watered at least once every 7 days during periods of temperatures greater than 90 degrees Fahrenheit. FERTILIZING, AND MULCHING Fertilizing: A complete fertilizer with Nitrogen, Phosphoric acid and Potash shall be applied once a year before the mulch is applied. Utilize a time released fertilizer such as Osmocote nine month release, Isotek31, Grocote or the like. Water -in fertilizer as necessary according to label directions. The Contractor shall furnish labels of all fertilizers being used in conjunction with this contract. Mulching: All tree, shrub, and groundcover beds and tree collars shall be mulched twice a year with shredded hardwood mulch. In February shredded hardwood mulch is to be applied in cleaned out beds, free of litter and debris. A 2-1/2" — 3" base of mulch should exist after the first mulching. In September shredded hardwood mulch is to be applied in cleaned out beds and will serve to "topdress" existing mulch. At no time shall the mulch be thicker than 4". If mulch starts to accumulate greater than 4", remove and discard old mulch before adding new mulch. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 14 Mulch shall be disease free hardwood of uniform brown color with a nominal thickness not to exceed 1/8". All mulch shall be free of twigs, leaves and materials injurious to plant growth. Fertilizer and pre -emergent herbicide shall be in place prior to mulching. Edging: All mulched areas shall be machine or manually edged to sufficiently retain the mulch in bed areas or around tree collars and to deter weed encroachment from adjacent vegetated areas. Prior to mulching, a `V" shaped earthen trench, four inches (4") deep, shall be provided at the outside edges of mulched area(s). All soil generated from the edging shall be evenly distributed and finely graded out into the bed area, thereby eliminating large clumps of matter. Edging soil shall not be added on top of any plant roots, especially tree collar areas. Edging soil shall be removed from site if it cannot easily be graded into existing beds without adversely affecting plant health. Seasonal Color Provide and install seasonal color plantings for two seasons annually, as specified below: WARM SEASON ANNUALS: INSTALL QUANTITY AND VARIETY OF WARM SEASON ANNUALS AS SPECIFIED EACH YEAR BY THE CONTRACT OFFICER. ANNUALS SHALL BE PEST, DISEASE, AND WEED FREE AND BE FULLY ROOTED, WITH FULL CROWNS, INTO ONE GALLON OR SIX INCH POT CONTAINERS. INSTALLATION SHALL OCCUR, BEGINNING APRIL 15 AND SHALL BE COMPLETED BY MAY 15. ADDITIONAL MULCH TO TOPDRESS PLANTING AREA SHALL BE APPLIED. THESE ANNUALS SHALL BE OF A VARIETY SPECIFIED BY THE CONTRACT OFFICER BY APRIL 1 OF THE SAME YEAR. COOL SEASON ANNUALS: INSTALL QUANTITY AND VARIETY OF COOL SEASON ANNUALS AS SPECIFIED EACH YEAR BY THE CONTRACT OFFICER. ANNUALS SHALL BE PEST, DISEASE, AND WEED FREE AND BE FULLY ROOTED, WITH FULL CROWNS, INTO ONE GALLON OR SIX INCH POT CONTAINERS. INSTALLATION SHALL OCCUR, BEGINNING OCTOBER 15 AND SHALL BE COMPLETED BY NOVEMBER 15. THIS PLANTING SHOULD COINCIDE WITH THE FALL MULCH APPLICATION. All seasonal color plants shall be fertilized with Osmocote, 18-6-12, according to label directions. All plants shall be hand watered during installation. In the event that the plants die or 60% or more of the plant's foliage is dead, appropriate plant replacements shall be provided at no additional cost to the EDA. Other Other work may be specified for each individual site as will be noted on the attached Landscape Maintenance Cost Schedule. Contract responsibilities include not only items detailed in I — IV, but also as detailed on attached Site Location Landscape Maintenance Cost Schedule sheets. Site Condition Contractor will receive sites in "as -is" condition. It is the responsibility of the contractor to visit and inspect each site as noted on the Landscape Maintenance Cost Schedule. PART 2 CONDITIONS THE SUCCESSFUL OFFEROR SHALL SUBMIT A COMPLETED LANDSCAPE MAINTENANCE COST SCHEDULE FOR THE WORK TO BE PERFORMED UNDER THIS CONTRACT FOR EACH SITE LISTED BELOW. THE CONTRACTOR SHALL ALSO DEMONSTRATE ADEQUATE PLANT KNOWLEDGE REGARDING PLANT SPECIES, PESTS AND DISEASES FOR ALL PLANTS CONTAINED ON THESE SITES AND PRACTICE ACCORDINGLY, Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 15 RECOGNIZED INDUSTRY STANDARDS AND TECHNIQUES FOR LANDSCAPE MAINTENANCE. THE CONTRACTOR ACCEPTS TOTAL RESPONSIBILITY FOR THE REPLACEMENT OF MATERIALS, WHETHER OWNED BY THE EDA OR OTHERS, WHICH THE EDA OR CITY AGENT JUDGES TO HAVE BEEN DAMAGED OR KILLED AS A RESULT OF POOR INDUSTRY PRACTICES OR KNOWLEDGE. THE TOTAL COST OF THE ITEMS ON THE LANDSCAPE MAINTENANCE COST SCHEDULE SHALL EQUAL THE TOTAL PRICE OFFERED FOR THE WORK. AT TIME OF PROPOSAL SUBMITTION, OFFERORS SHALL POSSESS A CURRENT PERMIT FOR THE VIRGINIA CERTIFIED PESTICIDE APPLICATOR. THE PERMIT SHALL BE MAINTAINED FOR THE DURATION OF THE CONTRACT PERIOD(S). AT THE TIME THE CONTRACT IS AWARDED, CONTRACTOR SHALL POSSES, CERTIFICATE OF INSURANCE LISTING OWNER AS ADDITIONALLY INSURED AND PROVIDING CERTIFICATE OF INSURANCE TO PURCHASE OFFICER. THE POLICY SHALL BE MAINTAINED FOR THE DURATION OF THE CONTRACT PERIOD(S). AFTER EACH MONTHLY CYCLE, THE CONTRACTOR SHALL SUBMIT TO THE CITY AGENT A STATEMENT OF WORK PERFORMED DURING THE PRECEDING CYCLE, CLAIMING THE DOLLAR VALUE OF THAT WORK IN ACCORDANCE WITH THE LANDSCAPE MAINTENANCE COST SCHEDULE. FOR WORK ITEMS PARTIALLY COMPLETED, THE CONTRACTOR SHALL BE PAID FOR THE PERCENTAGE OF THE WORK ACTUALLY COMPLETED. THE EDA SHALL MAKE PAYMENT OF MONIES EARNED WITHIN THIRTY DAYS AFTER RECEIPT OF THE MONTHLY STATEMENT. Years in Business supplying like services as outlined in these specifications: years months. Certification(s): The offeror shall identify, but is not limited to, the following professional certifications that are held and are currently valid. Certification Name Certificate # Issue Date Date Valid Through Business License Commercial Pesticide Applicator: Registered Pesticide Technician: Certified Grounds Management Sports Turf Management Certified Crew Chief International Society of Arboriculture Virginia Certified Horticulturist Other Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 16 References: Three references shall be provided that the offeror has served continuously for a minimum of two (2) years. At least one of the references should include a like project of the similar caliber (size, quality, and/or cost). Reference 1 Name of Business, City, County or Agency Street Address City & State Contract Dates Contact Title Telephone Email Address Description of Work Performed: Contract Amount: $ Reference 2 Name of Business, City, County or Agency Street Address City & State Contract Dates Contact Title Telephone Email Address Description of Work Performed: Contract Amount: $ Reference 3 Name of Business, City, County or Agency Street Address City & State Contract Dates Contact Title Telephone Email Address Description of Work Performed: Contract Amount: $ Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 17 A LANDSCAPE MAINTENANCE COST SCHEDULE SHALL BE COMPLETED AND SUBMITTED WITH THE BID PACKAGE FOR OYSTER POINT INDUSTRIAL PARK, NEWPORT NEWS VIRGINIA OF THE FOLLOWING LOCATION(S): 1. J. Clyde Morris Boulevard and Diligence Drive along west side of right -or -way and median (see attached drawings) a. Landscaped Maintenance areas to include: All street tree and shrub planting areas, as well as individually planted trees/shrubs, located within the project limits. b. Paved Surfaces for weed/litter control to include: All walkways, drive aisles, and curb and gutters as located within boundaries shown on attached drawings; to include all types of surface materials found on site, including but not limited to, interlock pavers, exposed aggregate surfaces, concrete, asphalt, gravel, stone -dust, etc. 2. Canon Boulevard: Berm area along the western side of the road from Jefferson Lab property line to Oyster Point Road. a. Turf Maintenance areas to include: All open green areas, and city street right-of-ways located within the project limits. b. Paved Surfaces for weed/litter control to include: All walkways, drive aisles and drop-off/loading areas, and curb and gutters as located within boundaries shown on attached map; to include all types of surface materials found on site, including but not limited to, interlock pavers, exposed aggregate surfaces, concrete, asphalt, gravel, stone -dust, etc. 3. Sign Areas (Intersections of and Along): a. J. Clyde Morris Blvd & Thimble Shoals Blvd b. Jefferson Ave & Thimble Shoals Blvd c. Canon & Oyster Point Road d. Interstate 64. 4. Right of Ways Areas Along: a. Thimble Shoals Drive: from J. Clyde Morris Blvd to Canon Blvd b. Thimble Shoals Boulevard: from Jefferson Ave to Channel Dr c. Canon Drive: from Thimble Shoals Dr to Middle Ground d. Canon Drive: from Old Oyster Point Rd to Oyster Point Rd e. Middle Ground Boulevard: from Jefferson Ave to Fishing Point Drive Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 18 Site Location: Oyster Point Business Park: Canon Boulevard: Berm along west side of Canon Blvd from beginning of berm to end of the guardrail (COST SCHEDULE) Required for Site Y (yes) / N(no) Description of Activities **Estimated Cycles Unit Cost Total Cost TURF MAINTENANCE Y Mowing and Trimming for Bermuda turf 35 Y Overseeding 100 SF* Y Bare Spot & Turf Repair 100 SF* Y Weed Control: Pre -Emergence 1 Y Weed Control: Post -Emergence 2 Y Fertilization 2 Y Insect Control 1 Y Disease Control 1 Y Edging 16 TREE, SHRUB AND GROUND COVER Y WEED CONTROL: PRE -EMERGENCE 2 Y WEED CONTROL: POST -EMERGENCE 35 Y PRUNING: TREES < 5" CAL. I* Y PRUNING: SHRUBS 3 Y PRUNING: GROUNDCOVERS & PERENNIALS 0 X X N STAKING & GUYING: ADJUSTMENT PER TREE 0 X X N STAKING & GUYING: REMOVAL PER TREE 1 * N INSECT & DISEASE CONTROL: TREES < 5"CAL. 1 N INSECT & DISEASE CONTROL: SHRUBS 1 N INSECT & DISEASE CONTROL: GROUNDCOVERS & PERENNIALS 1 Y INSECT & DISEASE CONTROL: DORMANT OIL 1 N WATERING: ALL PLANT MATERIALS JUNE — OCTOBER 0 X X Y FERTILIZATION: TREES < 5" CAL. 2 Y FERTILIZATION: SHRUBS 2 Y FERTILIZATION: GROUNDCOVERS & PERENNIALS 2 Y MULCHING: FEBRUARY (HARDWOOD SHREDDED) 1 Y MULCHING: SEPTEMBER (HARDWOOD SHREDDED) 1 Y REMOVING DEAD SHRUBS FROM BERM AREA 1 LITTER CONTROL Y LITTER REMOVAL: ONCE PER EVERY 10 DAYS INCLUDES Leaves and other organic materials, paper, plastic, glass & all other debris. 36 TOTAL COST X X $ OTHER: Please note that the contractor is responsible to notify National Turf & Irrigation and the City Agent officer if the irrigation system is not working correctly at no charge to the EDA. Estimated Cycles serve as a minimum standard required for frequency of work items. Additional cycles may be required (excluding activities not required for site). Some cycles may be deleted at the discretion of City Agent only. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 19 Site Location: Oyster Point Business Park: Canon Boulevard: Intersections of Oyster Point Road & Canon Blvd; Jefferson Ave. & Thimble Shoals Blvd; J. Clyde Morris Blvd & Thimble Shoals Blvd; and Oyster Point Sign along Interstate 64 (COST SCHEDULE) Required for Site Y (yes) / N(no) Description of Activities **Estimated Cycles Unit Cost Total Cost TURF MAINTENANCE N Mowing and Trimming for Bermuda turf 0 X X N Overseeding 0 X X N Bare Spot & Turf Repair 0 X X N Weed Control: Pre -Emergence 0 X X N Weed Control: Post -Emergence 0 X X N Fertilization 0 X X N Insect Control 0 X X N Disease Control 0 X X Y Edging 16 TREE, SHRUB AND GROUND COVER Y WEED CONTROL: PRE -EMERGENCE 2 Y WEED CONTROL: POST -EMERGENCE 35 Y PRUNING: TREES < 5" CAL. 1 Y PRUNING: SHRUBS I* Y PRUNING: GROUNDCOVERS & PERENNIALS 0 X X Y STAKING & GUYING: ADJUSTMENT PER TREE 1 Y STAKING & GUYING: REMOVAL PER TREE 1 * Y INSECT & DISEASE CONTROL: TREES < 5"CAL. 1 Y INSECT & DISEASE CONTROL: SHRUBS 1 Y INSECT & DISEASE CONTROL: GROUNDCOVERS & PERENNIALS 1 Y INSECT & DISEASE CONTROL: DORMANT OIL 1 N WATERING: ALL PLANT MATERIALS JUNE — OCTOBER 0 X X Y FERTILIZATION: TREES < 5" CAL. 2 Y FERTILIZATION: SHRUBS 2 Y FERTILIZATION: GROUNDCOVERS & PERENNIALS 2 Y MULCHING: FEBRUARY (HARDWOOD SHREDDED) 1 Y MULCHING: SEPTEMBER (HARDWOOD SHREDDED) 1 Y REMOVING DEAD SHRUBS 1 LITTER CONTROL Y LITTER REMOVAL: ONCE PER EVERY 10 DAYS INCLUDES Leaves and other organic materials, paper, plastic, glass & all other debris. 36 TOTAL COST X X $ *These items will only be performed at the direction of the City Agent. ** Estimated Cycles serve as a minimum standard required for frequency of work items. Additional cycles may be required (excluding activities not required for site). Some cycles may be deleted at the discretion of City Agent only. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 20 Site Location: Oyster Point Business Park: J. Clyde Morris Blvd. & Diligence Dr. Landscaped Areas: At intersection along the west side of the road and median from I-64 southbound exit ramp to Virginia Power Easement Driveway access. (COST SCHEDULE) Required for Site Y (yes) / N(no) Description of Activities **Estimated Cycles Unit Cost Total Cost LANDSCAPE BED MAINTENANCE Y Weed Control: Pre -Emergence 2 Y Weed Control: Post -Emergence 35 Y Edging 16 TREE, SHRUB AND GROUND COVER Y PRUNING: TREES < 5" CAL. I* Y PRUNING: SHRUBS I* N PRUNING: GROUNDCOVERS & PERENNIALS 0 X X Y STAKING & GUYING: ADJUSTMENT PER TREE 1 Y STAKING & GUYING: REMOVAL PER TREE 1 * Y INSECT & DISEASE CONTROL: TREES < 5"CAL. 1 Y INSECT & DISEASE CONTROL: SHRUBS 2 N INSECT & DISEASE CONTROL: GRNDCOVERS&PEREN 0 X X Y INSECT & DISEASE CONTROL: DORMANT OIL 1 N WATERING: ALL PLANT MATERIALS JUNE — OCTOBER 0 X X Y FERTILIZATION: TREES <5" CAL. 1 Y FERTILIZATION: SHRUBS 1 N FERTILIZATION: GROUNDCOVERS & PERENNIALS 0 X X Y MULCHING: FEBRUARY (HARDWOOD SHREDDED) 1 Y MULCHING: SEPTEMBER (HARDWOOD SHREDDED) 1 SEASONAL COLOR** Y WARM SEASON (1 GAL OR 6" CONTAINERS) 900* Y COOL SEASON (1 GAL OR 6" CONTAINERS) 900* LITTER CONTROL Y Maintain planting bed areas free of weeds, organic materials, paper, plastic, glass, trash, leaves, and all other debris. Remove and dispose off site. (twice per month) 24 TOTAL COST X $ $ OTHER: Please note that the contractor is responsible to notify National Turf & Irrigation and the City Agent if the irrigation system is not working correctly at no charge to the EDA Estimated Cycles serve as a minimum standard required for frequency of work items. Additional cycles may be required (excluding activities not required for site). Some cycles may be deleted at the discretion of City Agent only. "Please note there is a drip irrigation system which is installed throughout the project area. Care must be taken to not damage this system during installation of seasonal color plants. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 21 Site Location: Oyster Point Business Park Right of Ways areas (COST SCHEDULE) Along Thimble Shoals Boulevard from J. Clyde Blvd. to Canon Blvd and from Channel Dr. to Jefferson Ave.; Along Canon Boulevard from Thimble Shoals Dr. to Middle Ground Blvd. and from Old Oyster Point to Oyster Point Rd; Along Middle Ground Boulevard from Jefferson Ave. to Fishing Point Dr. Required for Site Y (yes) / N(no) Description of Activities *Estimated Cycles One -Time Cost Annual Cost TURF MAINTENANCE Y Mowing and Trimming for Bermuda turf 36 Y Overseeding 100 SF* Y Bare Spot & Turf Repair 100 SF* Y Weed Control: Pre -Emergence 1 Y Weed Control: Post -Emergence 36 Y Fertilization 2* Y Insect Control I* Y Disease Control I* Y Edging 16 TREE, SHRUB AND GROUND COVER Y WEED CONTROL: PRE-EMERGENCE 1 * Y WEED CONTROL: POST-EMERGENCE 36 Y PRUNING:TREES < 5" CAL. I* Y PRUNING: SHRUBS 0 X X Y PRUNING: GROUNDCOVERS & PERENNIALS 0 X X N STAKING & GUYING: ADJUSTMENT PER TREE 0 X X N STAKING & GUYING: REMOVAL PER TREE 0 X X Y INSECT & DISEASE CONTROL: TREES < 5"CAL. 1 Y INSECT & DISEASE CONTROL: SHRUBS 1 * Y INSECT & DISEASE CONTROL: GROUNDCOVERS & PERENNIALS 0XX Y INSECT & DISEASE CONTROL: DORMANT OIL 1 Y WATERING: ALL PLANT MATERIALS JUNE — OCTOBER 0 X X Y FERTILIZATION: TREES < 5" CAL. I* Y FERTILIZATION: SHRUBS I* Y FERTILIZATION: GROUNDCOVERS & PERENNIALS 0 X X Y MULCHING: FEBRUARY (HARDWOOD SHREDDED) 1 Y MULCHING: SEPTEMBER (HARDWOOD SHREDDED) 1 PAVED SURFACES Y WEED CONTROL: 36 LITTER CONTROL Y LITTER REMOVAL: ONCE PER EVERY 10 DAYS INCLUDES Leaves and other organic materials, paper, plastic, glass & all other debris. 36 TOTAL COST X X $ *"These items will only be performed at the direction of the City Agent. ** Estimated Cycles serve as a minimum standard required for frequency of work items. Additional cycles may be required (excluding activities not required for site). Some cycles may be deleted at the discretion of City Agent only. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 22 PERMITS When the project lies within the City's street Right-of-Way (ROW), the contractor must obtain a Right-of-Way permit from the Department of Engineering (926-8611). All work within the ROW's must provide, setup, and adhere to traffic control measures as necessary for the site conditions. Please note, a minimum $5,000. 00performance bond shall be required to obtain a ROW permit. PERFORMANCE BOND The contractor may be requested to furnish (within ten (10) calendar days of notice of intent to award for any individual project or purchase order issued as a result of this RFP) a performance bond in the amount of the contract price as security for faithful performance of the work in strict conformity with the contract (See paragraph 32, Conditions and Instructions). The cost of the bond shall be submitted to the owner prior to commencement of work and upon approval be reimbursed as a separate pay/line item under the purchase. SUBMITTAL The Offeror is requested to submit one original (conspicuously marked "ORIGINAL") and three complete copies (including any/all special attachments, certifications, etc...) of the proposal package. Include all information requested and any other information thought to be relevant to completely address the Request for Proposals (RFP) requirements. Should the Offeror fail to address all requirements of the RFP, or fail to provide adequate or complete documentation, as determined by the evaluation committee, the Offeror's proposal may be eliminated from further consideration. The following information, as a minimum, shall be included in the proposal package to be considered responsive to the RFP: 1. The Request for Proposal document with any addenda acknowledgements filled out and signed as required. The person that signs the RFP shall have the authority to negotiate the full scope of the offered services and provisions on behalf of the organization and shall be authorized to bind the contract to the terms and conditions of this RFP. 2. For the project site as outlined under Scope of Services provide the following: a. Equipment Inventory and Schedule(s) for use on project: provide make, model, age, and hour usage for all major pieces of equipment proposed for this project. b. Project Team assigned: include title, certifications, and schedules of work crews, provide the number of persons, frequency and timing of work performed, hours of operation, etc. c. Project Costs: provide a line -item labor and materials cost schedule with projected cycles and quantities of materials proposed. Line item costs shall be inclusive of all labor, materials, equipment, supplies, travel, permits, insurance, overhead, warranty and profit. Line item costs should be defined by a one-time/unit cost for the service/material and extended out by the number of cycles/quantity for a total annual cost for each service as illustrated in the example chart below. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 23 EVALUATION CRITERIA (Listed in Order of Importance) Each proposal will be evaluated for full compliance with the RFP instructions to the offeror and the mandatory terms and conditions set forth within the RFP document. The objective of the evaluation will be to recommend the firm who is most responsive to the herein described needs of the City. The proposal will be evaluated on the following criteria: 1. Responsiveness: the degree to which the offeror has responded to the purpose and scope of these specifications to include but not limited to services to be provided as detailed under scope of work above, flexibility of offeror to meet the City of Newport News' need, and conformance in all material respects to this RFP. 2. Responsibility: The offeror who has the capability, in all respects, to perform fully the contract requirements and the moral and business integrity and reliability which will assure good faith performance as required by these specifications. 3. Experience: The offeror's experience in providing services that are similar in size and scope as this project. 4. Key Personnel and Staff: The offeror's ability to provide quality supervisors and crew members with proven skills and certifications commiserate with these specifications. Also the vendor is to ensure that in offering such services and staffing that it will in no way over -extend the firm, thereby adversely affecting the quality and timing of services rendered on this project. 5. Equipment Status: The offeror's ability to provide quality and efficient equipment that is maintained at a high level of readiness, and in case of failure, is able to provide an equivalent substitution or replace the impaired piece(s) in a timely manner. 6. Cost: Offeror's overall fees shown in line item pricing for each section of the project as outlined under scope of work. EVALUATION PROCEDURES Proposals will be evaluated and interviews scheduled with selected firms in accordance with the "Contracting for other than professional services" method of selection outlined in the Code of Newport News, Virginia Section 2-570-2. AWARD Award will be made in accordance with Code of Newport News, Virginia Section 2-570, Award. Award shall be made to the responsible offeror whose proposal is determined in writing to be the more advantageous to the city, taking into consideration price and the evaluation factors set forth in the request for proposals. The contract file shall contain the basis on which the award is made. The award of a contract shall be the sole discretion of the City. The award shall be based on the evaluation of all information as the City may request. The City reserves the right to accept or reject any or all proposals in whole or in part and to waive any informalities in the RFP. Further, the City reserves the right to enter into a contract deemed to be in its best interest. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 24 Upon making an award, or giving notice of intent to award, the City will place appropriate notice on the public bulletin board located outside of the Purchasing Department at City Hall. Notice of Award may also appear on the purchasing website: www.nngov.com/purchase/index.htm. CONTRACT PERIOD The contract period shall be from the date of award through March 31, 2008 (inclusive), with options to renew, at the City's discretion, for four (4) additional years in one (1) year increments. Written notice of intent to renew shall not be required. Issuance of subsequent purchase order(s) shall constitute exercise of the renewal option. Purchase orders are issued on a fiscal year basis (from July 1 — June 30). PRICING Prices quoted shall remain firm through March 31, 2008. Beginning April 1, 2008, prices may be adjusted annually according to the Price Escalation/De-Escalation terms below. PRICE ESCALATION/DE-ESCALATION Contract prices may be adjusted annually on July 1 st based upon the Consumer Price Index- Urban Wage Earners and Clerical Workers (CPI - W) U.S. city average, not seasonally adjusted for series Id: Other Services Nondurables (less food) and Gasoline (unleaded, midgrade) Annual adjustments shall equal the average percentage increase/decrease of these three CPI indices (as published by the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available), not to exceed 5% in any year. The contractor shall notify the City in writing, one month in advance (Not later than June 1st) of price changes; adjustments will not be automatic. Consumer Price Index information and detailed statistics including current percentage changes can be accessed at http://www.bls.gov/cpi/. The new unit price(s) shall be reflected in the annual purchase order. The City reserves the right to negotiate reductions in price due to changes in market conditions at any time during any contract period. CANCELLATION The City may terminate this contract at any time without cause, in whole or in part, upon giving the Contractor a thirty (30) day written notice. Upon such cancellation, the Contractor shall immediately cease services. Cancellation shall not release the OFFEROR from legal remedies available to the City. The Contractor may not cancel the award during the first year of contract period. After the first year, the contractor may, upon sixty (60) days written notice to the City, cancel the contract. QUESTIONS Questions regarding this RFP, should be directed to the Department of Purchasing, ■ CPPO, C.P.M. by email: _@nngov.com or facsimile (757) 926-8038, not less than four (4)business days prior to the proposal due date. All questions must be submitted in writing; telephonic inquiries will not be considered. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park RFP 2007-72070-2205 INITIAL 25 DIRECT CONTACT Direct contact with any City employee, without the expressed permission of the Director of Purchasing or his designated representative, on the subject of this proposal, is strictly forbidden. Violation of this paragraph may result in disqualification of your proposal. DEBRIEFING The City Code requires that in the RFP process all information as to persons or firms making offers or the contents of any offers is kept confidential. This information can only be given out after an award or decision to award has been made. After an award is made, or the decision to make an award is made, the file is available in the purchasing department for public review. Request a review time during normal business hours, 8 — 5, Mon -Fri. TRADE SECRETS / PROPRIETARY INFORMATION Trade Secrets or Proprietary information submitted by an, offeror, or contractor in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the, offeror or contractor must invoke the protections of this section prior to or upon submission of data or other materials to be protected and state the reasons why protection is necessary. Price quotations in proposals submitted to the City are not `proprietary" or "confidential ". They are considered public information. Information leading to the decision to award, including prices and other factors, shall be made public (section 2-557.2 of City Code). Please mark one: ( ) No, the submittal I have turned in does not contain any trade secrets and/or proprietary information. ( ) Yes, the submittal I have turned in does contain trade secrets and/or proprietary information. If YES, please list the page numbers and the reasons why the information is considered a trade secret and/or proprietary information. These pages shall be conspicuously labeled "PROPRIETARY INFORMATION" at the top and bottom center of each page. Do Not Mark the Whole Proposal Proprietary. Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park INS -1 THE FOLLOWING INSURANCE DOCUMENTS ARE ONLY REQUIRED FROM THE SELECTED CONTRACTOR AFTER AWARD IS MADE. Do not return completed insurance forms with your submittal. INSURANCE ENDORSEMENTS Insurance The contractor shall maintain adequate liability insurance, which shall protect and save harmless the City of Newport News, Virginia, and its officials from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said work or in failure to properly safeguard same, and from all claims arising under the workmen's compensation laws. The contractor shall furnish proof of said insurance prior to commencement of services. Separate forms, which name the City as additional insured and as alternate employer must be included with the Certificate of Insurance. The Commonwealth of Virginia requires construction contractors and subcontractors to obtain and maintain worker's compensation insurance while performing work on behalf for the City. Evidence of coverage needs to be provided prior to commencement of work. Sample forms CG 20-10 (naming the City as additional insured for liability claims) and WC 00- 03-01 (naming the City as an alternate employer for Worker's Compensation claims); and the Commonwealth's form for Worker's Compensation Certificate of Coverage are attached. Contractor shall have ten (10) days from notice of intent to award to provide insurance documentation. Failure to provide the Certificate and forms within this period may be cause for the City to award a contract to the next responsive bidder, and hold the original contractor liable for excess costs. TYPE INSURANCE COVERAGE LIMITS 1. Workman's Compensation Statutory Employer's Liability $100,000.00 2. Comprehensive General Liability $1,000,000.00each with XCU & Contractual included $1,000,000.00 each Occurrence 3. Property Damage Liability $100,000.00 each Occurrence Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park INS -2 POLICY NUMBER: LIABILITY CG 20 10 10 93 COMMERCIAL GENERAL THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED — OWNERS, LESSEES OR CONTRACTORS (FORM B) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name of person or organization: City of Newport News C/o Purchasing Department 2400 Washington Avenue Newport News, VA 23607 (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization shown in the Schedule, but only with respect to liability arising out of your ongoing operations performed for that insured. CG 20 10 10 93 INS -3 Section 11-46.3, Code of Virginia, requires construction contractors and subcontractors to obtain and maintain workers' compensation insurance while performing work on behalf of the Commonwealth of Virginia departments, institutions or agencies. This same requirement applies for work being performed on behalf of local governments. Evidence of coverage needs to be provided prior to commencement of work. This form is to be returned to the organization contracting the work. The undersigned organization stipulates that it either: A. Has worker's compensation insurance Yes Insurance Company: Policy Expiration Date: B. Is self-insured for workers' compensation Yes Title of Contract: Landscape and Grounds Maintenance Services: Oyster Point of Newport News Business Park Contract Number: RFP 2007-72070-2205 Signed By: Title: Firm Name: Address: WORKER'S COMPENSATION CERTIFICATE OF COVERAGE Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park INS -4 Commercial Coverage Standard Workers' Compensation and Employer's Liability Policy Alternate Employer Endorsement Policy Amendment WC 00 03 01 If the following information is not complete, refer to the appropriate information page attached to the policy. INSURED POLICY NO. SEQ. NO. PRODUCER EFFECTIVE DATE SCHEDULE Alternate Employer Address State of Special or Temporary Employment City of Newport News, Purchasing Dept. 2400 Washington Avenue, Newport News, Virginia This endorsement applies only with respect to bodily injury to your employees while in the course of special or temporary employment by the alternate employer in the state named in the Schedule. Part One (Workers Compensation Insurance) and Part Two (Employers Liability Insurance) will apply as though the alternate employer is insured. Under Part One (Workers Compensation Insurance), we will reimburse the alternate employer for the benefits required by the workers compensation law if we are not permitted to pay the benefits directly to the person entitled to them. The insurance afforded by this endorsement is not intended to satisfy the alternate employers duty to secure its obligations under the workers compensation law. We will not file evidence of this insurance on behalf of the alternate employer with any government agency. We will not ask any other insurer of the alternate employer to share with us a loss covered by this endorsement. Premiums will be charged for your employees while in the course of special or temporary employment by the alternate employer. Part Four (Your Duties If Injury Occurs) applies to you and the alternate employer. The alternate TC -1 employer will recognize our right to defend under Parts One and Two and our right to inspect under Part Six. PB- 5 Bond # PERFORMANCE BOND KNOW ALL MEN BY THESE PRESENTS: That we, the undersigned as Principal, and as Surety, acknowledge ourselves held and firmly bound unto the City of Newport News, Virginia as Obligee, in the amount of dollars, ( ) for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, our heirs, executors, administrators, successors and assigns. WHEREAS, the said did, on the day of , 20 , enter into a contract with the City of Newport News, Virginia for the Landscape and Grounds Maintenance Services: Oyster Point of Newport News Business Park, which said contract is by reference made a part hereof, is hereinafter referred to as the Contract. NOW, THEREFORE, the condition of this obligation is such that if the Principal shall in all respects promptly and faithfully comply with and fulfill all the terms and conditions of said contract, then this obligation shall be void; otherwise it shall remain in full force and effect. The Surety hereby waives notice of any change, alteration or addition to the terms of the Contract or extension of time made by the Owner. Whenever principal shall be, and declared by Obligee to be in default under the Contract, the Surety may promptly remedy the default, or shall promptly: 1. Complete the Contract in accordance with its terms and conditions, or PB- 2 2. Obtain a bid or bids for completing the Contract in accordance with its terms and conditions, and upon determination by Surety of the lowest responsible bidder, or, if the Obligee elects, upon determination by the Obligee and Surety jointly of the lowest responsible bidder, arrange for a contract between such bidder and Obligee, and make available as work progresses (even though there should be a default or a succession of defaults under the contract or contracts of completion arranged under this paragraph) sufficient funds to pay the cost of completion less the balance of the contract price; but not exceeding, including other costs and damages for which the Surety may be liable hereunder, the amount set forth in the first paragraph hereof. The term "balance of the contract price", as used in this paragraph, shall mean the total amount payable by the Obligee to principal under the Contract and any amendments thereto, less the amount properly paid by Obligee to principal. It is hereby expressly further understood and agreed that this Bond is also given and made against defective material and workmanship in the said work covered by the said Contract, provided, however, that no suit, action or proceeding, by reason of any defect whatever, shall be brought upon this Bond after one (1) year following the date of final acceptance of the completed project by the Owner. PB -3 No right of action shall accrue on this bond to or for the use of any person or corporation other than the Obligee named herein or the heirs, executors, administrators or successors of Obligee. SIGNED AND SEALED this day of , 20 PRINCIPAL BY ATTEST: SURETY BY ATTORNEY-IN-FACT COUNTERSIGNED: Resident Virginia Agent of Surety (if original Agent is non-resident) Submit with Power of Attorney Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park INS -4 Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park INS -4 Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park INS -4 Landscape & Grounds Maintenance Services: Oyster Point of Newport News Business Park INS -4 CITY OF GLENDALE MATERIALS MANAGEMENT REQUEST FOR PROPOSAL SOLICITATION NUMBER: RFP 05-02 DESCRIPTION: Retention Basin Landscape Maintenance OFFER DUE DATE AND TIME: January 31, 2005 AT 2:00 P.M. LOCAL TIME PRE PROPOSAL CONFERENCE: A MANDATORY pre -proposal conference will be conducted on January 18, 2005 at the Field Operations Training Room, 6210 W. Myrtle Ave, Glendale, Arizona, at 11:OOAM local time. Offers for the materials or services specified will be received by the City of Glendale, Materials Management at the below specified location until the time and date cited. Offers received by the correct time and date will be opened and the name of each offeror will be publicly read. Offer Opening and Submittal Location City of Glendale Attn: Materials Management 6829 North 58th Drive, Suite 202 Glendale, Arizona 85301-2599 Offers must be in the actual possession of Materials Management on or prior to the time and date, and at the location indicated above. Late offers will not be considered. Offers must be submitted in a sealed envelope with the Solicitation Number and the offeror's name and address clearly indicated on the envelope. See Paragraph 2.2 for additional instructions for preparing an offer. OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION. For questions regarding General Terms and Conditions contact: Materials Management EA�glendaleazxom For questions regarding i o e or S e cificationsns contact: Parks and Recreation @glendaleaz.com TABLE OF CONTENTS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance SECTION PAGES Notice 1 Table of Contents 2 1.0 SPECIFICATIONS 3 2.0 TERMS AND CONDITIONS 22 3.0 OFFER SHEET 28 4.0 PRICE SHEET 29 5.0 PERFORMANCE BOND 31 6.0 PARKS MAINTENANCE INSPECTION SHEET 32 2 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance PARKS AND MUNICIPAL FACILITIES LANDSCAPE MAINTENANCE SPECIFICATIONS 1.1 SCOPE The City of Glendale is offering landscape maintenance service contract for retention basins. The contractor shall furnish all necessary labor, tools, equipment, and supplies to perform the required landscape maintenance services. Specifications relate of park maintenance standards, and are described by mode under the work details. 1.2 DEFINITIONS The following definitions apply to the Specifications portion of the contract: COG City of Glendale Department The Director of the Parks and Recreation Department for the City of Glendale or designated representative District Parks Person(s) delegated responsibility for administering contract and Manager inspecting daily maintenance conducted by Contractor Supervisor Contractor's employee(s) authorized to direct or oversee landscape maintenance operations and authorized to make day to day decisions concerning the maintenance service 1.3 WORK LOCATIONS The service area includes all landscaped areas within the park and municipal facility boundaries. Service locations are listed in the Price Sheets. 1.4 PRE AWARD SITE INSPECTIONS Contractor shall visit the sites and familiarize self with any conditions which may affect performance and proposal prices. Submission of a proposal will be prima facie evidence that the Contractor made a site inspection and is aware of all conditions affecting performance and proposal prices. SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance 1.5 POST AWARD CONFERENCE Prior to commencement of work, the District Parks Managers shall arrange a meeting with the Contractor and Supervisor to discuss the operational plan for execution of the contracted work. At this meeting, the Contractor shall provide the following items: 1.5.1 WORK SCHEDULE The Contractor shall provide the District Parks Managers with proposed work schedules, name of the Supervisor(s) who will oversee the work performed, and the telephone number(s) by which to contact him/her. The work schedules must reflect adequate time for completion of all routine work activities on a daily, weekly, and monthly basis, as well as seasonal work activities on an annual basis. All work shall be performed during daylight hours. Contractor's work hours must correspond to COG'S. (COG'S work hours may vary to accommodate seasonal changes.) Work shall be performed, by a full crew, Monday through Friday, including holidays, which fall on a weekday. No work will be performed on weekends without prior written approval of the Department. Contractor may be required to provide maintenance at a specific time at certain locations such as parks located next to a school, etc. All schedules shall identify task, frequency of work, and number of workers performing each task. Routine weekly schedules shall delineate time frames for each task by day of the week. Weekly schedules will be provided to District Parks Manager no later than 4:00 PM Friday prior to the beginning of each new week. These weekly schedules will reflect all routine maintenance activities, as well as any seasonal or specialty maintenance planned for the new week. Work will be scheduled so that it will not disrupt the functions and normal day-to-day operations of the parks and the facilities located within them. Schedules shall be subject to Department approval. Thereafter, significant changes in the schedule must be submitted in writing to the District Parks Manager and accompanied by a proposed revised schedule. Upon approval, the Contractor may implement the revised schedule. Contractor shall complete all work during the calendar week in which it is scheduled unless circumstances occur which are beyond the control of the Contractor and approved by the District Parks Manager. All scheduled work NOT completed during the week scheduled shall be reported to the District Parks Manager in writing by 4:00 PM Friday 2 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance of the week in question. The report shall explain why the work was not done and outline plans for getting the work on schedule. The Department reserves the right to make minor adjustments in the schedule at any time in order to avoid conflict with park construction, maintenance operations, recreation programs, or to better serve the Department's needs. 1.5.2 PESTICIDE/HERBICIDE/FERTILIZER INFORMATION Pesticide/herbicide/fertilizer information will be given to the District Parks Manager and shall include Material Safety Data Sheets (MSDS) for each product and copies of all labels of products proposed for use under this contract. This information will be kept on file with the District Parks Manager. The pesticide (applicator) license number(s) for the company and applicable employees shall be provided. 1.5.3 PROJECT WALK THROUGH At the post award conference a project "walk through" will be scheduled with the Contractor. The purpose of this is to identify extra work that may be necessary to bring the contract area up to standard. All extra work must be agreed upon by both the District Parks Manager and the Contractor. The walk through will be completed prior to beginning actual work. The Contractor will submit an itemized list of problems and a negotiable cost quote for correction to the District Parks Manager. The department may also choose to make the necessary repairs or competitively bid the work. If approved, by the District Parks Manager, payment will be in accordance with the hourly charge for extra work bid on the on the Price Sheet. If a written list is not received, the Contractor will accept the site conditions "as is." 1.6 WORK DETAILS It is expressly understood by the Contractor that the intent of this Contract is to supply complete landscape and park maintenance services for the City of Glendale Parks and Recreation Department. 1.6.1 MOWING Contractor shall provide all labor, equipment, and materials necessary for performing mowing of turf areas. Contractor is not responsible for mowing native grass (unimproved) areas. 5 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance Prior to mowing, Contractor shall ensure that the area to be mowed is clean and free of all debris (paper, stones, bottles, tree limbs, etc.). Debris removal must be completed by the Contractor prior to beginning mowing. All debris must be disposed of properly by the Contractor. In general, mowing height of turf shall not exceed 2". Mowing equipment shall be operated at the optimum speed that produces clean cutting results. Care shall be taken to control dust while mowing. All mowers shall be equipped with skirt guards and mulching mowers. Mowing equipment shall be the optimum size to produce clean cutting results. Uneven cuts, scalping and varying heights of turf will be considered unsatisfactory. Mowing patterns shall be alternated to avoid creating ruts and compaction. All mowing equipment should be calibrated to mow at an uniform height. If mowing causes excessive clippings, turf shall be swept and clippings removed at no additional charge to COG. Turf shall be edged with a blade type mechanical edger or line trimmer along walkways, curbs and headers to maintain a neat appearance and to ensure proper operation of sprinkler heads. Mowing and edging will be performed the same day at each site. A line trimmer may be used to trim around obstacles within the turf. Care shall be taken to avoid damage to tree bark by the line trimmer. Adjoining sidewalks and pavement shall be left free of clippings and debris. Sweeping of the hardscape shall be the responsibility of the Contractor. All debris shall be removed from the work site at the end of the work day and disposed of properly by the Contractor. Kill rings around base of trees not to exceed 3" around the trunk of the tree. Contractor will be responsible for scheduling mowing in accordance with irrigation schedules. When all or a portion of any area is not mowable due to excessive ground moisture, standing water, etc., Contractor shall notify District Parks Manager of the delay in scheduling, and indicate the plan to reschedule the mowing. When large portions of any contract area are not mowable due to excessive ground moisture or standing water, COG may deduct a reasonable pro -rated amount from the monthly payment to the Contractor. MOWING FREQUENCY Bermuda grass will be mowed once per week during the growing season (April 1 through October 31). Bermuda grass will be mowed once a month during the dormant season (November I through March 31). 2 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance 1.6.2 PLANT MAINTENANCE 1.6.2.1 TREE PRUNING All pruning is to be supervised by a Certified Arborist as accredited by the International Society of Arboriculture (ISA). A minimum of one (1) Contractor employee actually pruning at any given site shall be an ISA Certified Arborist or Western Chapter Certified Tree Worker, and shall have working knowledge of the American National Pruning Standards (A300) and ISA Tree Pruning Guidelines, and shall adhere to the most recent edition of the American National Standard for Tree Care Operations (Z133.1). 1.6.2.1.1 ROUTINE, PARTIAL AND TRAINING PRUNING Broadleaf and conifer trees will be pruned as needed, preferably between January 1 and March 31 of each year. District Parks Manager will assist Contractor and Supervisor in identifying trees which require routine, partial, or training pruning. Pruning shall be performed following best accepted arboriculture practices, no stubs or pollarding are permitted. Undergrowth will be pruned when needed from all trees throughout the year, regardless of height. Trees will be pruned to approximately seven (7) feet above the ground level (vertical clearance) to facilitate visual inspection of parks and basins, and as necessary to remove dead, diseased, or injured wood; to control or direct growth; to eliminate growth encroaching on roadway or pedestrian walkway; and to raise the canopy in accordance with instructions from the District Parks Manager. Pruning may occur above 7' at no extra charge to COG. Pruning saws, pole saws, hand pruners and loppers are approved for routine, partial and training work. Hand shears and loppers shall have two (2) cutting edges, anvil -type pruners are not acceptable. Chain saws, gas powered or electric trimming devices shall not be used for this type of pruning without the consent of the District Parks Manager. TREE PRUNING FREQUENCY Scheduled during optimal pruning periods or to take advantage of special characteristics such as pruning after flowering. Minimum pruning should be done once per year depending on tree species. 7 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance 1.6.2.1.2 COMPLETE PRUNING When circumstances require a complete prune of a mature tree, equipment and personnel will include the following: a minimum of one Certified Arborist, one Certified tree worker, one ground laborer, chipper/shredder, tree truck and other equipment necessary to perform the task. Complete pruning is considered as extra work and paid per the hourly charge on the Price Sheet. 1.6.2.2 SHRUB PRUNING Shrubs will be pruned as needed to maintain and encourage natural form and size, except in situations noted below. These excepted shrubs shall be sheared as often as needed to maintain a round, boxed, or flat cut appearance. Shrubs that are intended to form a solid hedge and have been sheared shall continue to be sheared until otherwise directed by the District Parks Manager. Herbaceous perennials shall be pruned to the base annually. Such shrubs include, but are not limited to, brittle bush, lantana, primrose jasmine, bunch grasses, and red bird of paradise. Woody perennials such as leucophyllum spp., oleanders (other than petite), cassias shall be pruned to the base only as directed by the District Parks Manager. Otherwise pruning shall be done from the inside out, no tip cuts or shearing. All Cultural practices should encourage and enhance natural form of the plant material. Shrubs shall be pruned as necessary to facilitate visual inspection of the irrigation system, and as necessary to remove dead, diseased, or injured wood; to control or direct growth; and to eliminate growth encroaching roadway or pedestrian walkway in accordance with instructions from the District Parks Manager. 1.6.2.3 PALM TREE PRUNING Palms will be pruned one (1) time per year between April 1 and August 31. Palms will be pruned after flowering, but prior to fruit drop. Palms shall be pruned up to one foot, one time per year. This shall include maintaining and continuing the skinning of fan palms within one foot of the lowest green fronds. No additional payment will be made for work performed under this item. SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance DATE PALMS Included in pruning, will be removal of all seed pods before fruiting. Palms will be pruned a minimum of once a year in June. FAN PALMS Included in pruning, will be removal of all seed pods before fruiting. This is scheduled for the first week in April. 1.6.2.4 PLANT REMOVAL Contractor shall remove and dispose of trees, shrubs and groundcover which become severely distressed or which die as a result of storm damage, vandalism, age, pests or disease. Contractor shall mark the plant with tape or paint and notify the District Parks Manager of the location, type and size of plant to be removed. All plants being removed shall be inspected by the District Parks Manager before removal from the site. Holes from removed trees and large shrubs shall be filled and refilled by Contractor until maintaining grade level. Stumps shall be dug out. No additional payment will be made for removal or disposal of plants with the following exception: trees larger than eight (8) inches in trunk diameter may be removed by the Contractor in accordance with the hourly charge on the Price Sheet and a duly approved cost estimate from the District Parks Manager. Stumps shall be ground for these larger trees. 1.6.2.5 PLANT REPLACEMENT At the District Parks Manager's option, replacement plants may be furnished by COG and planted by the Contractor in accordance with the hourly charge on the Price Sheet. Labor and equipment to install the plant materials shall be the Contractor's responsibility. Plant selection and planting methods will be in accordance with good horticultural practices (such as the University of Arizona planting specifications) and subject to approval by the District Parks Manager. 1.6.2.6 GENERAL PLANT MAINTENANCE It is the Contractor's responsibility to perform all horticultural techniques necessary to promote and maintain healthy growth of plants. Plants are chosen for their natural shape and growth habit. All cultural practices should encourage and enhance natural form of the plant material. Pruning should not alter this form appreciably. Plants shall be 0 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance allowed to grow to their natural genetic form and size, unless specifically excepted by the District Parks Manager. Staking, wiring, tying, removing or loosening ties, and removing stakes shall occur as needed. Suckers will be removed as needed. Immediately after wind storms, Contractor shall inspect all sites for trees needing restaking and rewiring. Stakes will be provided by COG. Spraying or dusting required to prevent a plant from being damaged by an organism shall be accomplished as needed. Palm trees will be treated with a copper fungicide (Bordeau or equivalent) to prevent bud rot. This treatment shall be coordinated with the annual palm pruning. Olive trees shall be sprayed twice during the bloom period with "Olive Stop," Embark or equivalent to reduce fruiting. Sight and vehicular or pedestrian obstructions shall be pruned immediately upon discovery, or within 24 hours of notification (one working day). All cuttings will be removed from the area and disposed of properly by the end of the work shift by the Contractor. In the event a plant dies or is severely damaged as a result of neglect, inadequate care, or inadequate maintenance, the Contractor shall be responsible for complete replacement at no cost to COG. Replacement plants shall be nearest size nursery stock available to the plant being replaced. 1.6.6 WEED CONTROL 1.6.6.1 GENERAL WEED CONTROL Planters, parking lot islands, granite areas, raked earth, sidewalk expansion joints, flower beds and the like will be kept free of grass and unwanted plants. Weeding services shall be provided on a weekly basis to ensure that weeds do not become established. Weeds may be removed either by hand or with chemicals. District Parks Manager reserves the right to inspect equipment used in weed control and to approve chemicals for use by the Contractor. Contractor shall be responsible for any adverse affects on, or death of, plant materials, including runoff and drift onto adjacent properties, caused by application of chemicals. 10 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance Plants killed or severely damaged by herbicides shall be replaced by the Contractor with the nearest nursery stock available to the size of the dead or severely damaged plant at no cost to the COG. The treated soil area of the affected plant(s) and planting pit shall be treated with activated charcoal and other soil amendments that may be required to enhance potential survival and growth of the replacement plants. Pre and post emergent herbicides will have an approved dye added to facilitate inspection after application. Whenever herbicides are applied, the Contractor shall report the activity along with the Weekly Work Report by specific location(s), by attachment of copies of the spray log. A list of herbicides used and the amount/ratio applied shall be provided to the District Parks Manager with the Weekly Work Report, with copies to the District Park Manager. Contractor shall notify District Parks Manager before applying herbicides at parks located adjacent to schools. Contractor shall apply all herbicides in strict compliance with the manufacturers instructions as they appear on the label and as approved by the rules and regulations of the Structural Pest Control Commission (SPCC). 1.6.6.2 TURF AREAS WEED CONTROL Weeds in turf shall be controlled by mowing and through the use of post emergent herbicides at such intervals that height of weeds does not exceed height of the grass. Low growing varieties such as burr clover will be controlled with herbicide treatments to prevent density from exceeding a reasonable percentage (no more than 10%) of the turf. A 3" ring may be maintained grass and weed free around all trees located in turf through the use of herbicides. Where tree guards are in use, turf may be allowed to grow up to the trunk and controlled with a monofilament line trimmer. Care shall be taken to avoid damage to tree bark by line trimmer. A routine pre -emergent treatment program as part of the regularly scheduled work is required. Long term control pre -emergent herbicides such as Gallery, Pennant or equivalent will be applied to all turf areas two (2) times per year during spring (by February 28) and fall (by October 31). 1.6.6.3 GRANITE AREAS All granite areas are to be maintained free of unwanted plants and grass. Plant residue will be collected and removed from the job site by the end of each work shift. All 11 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance disturbed granite and earth shall be restored to original condition when weeding by hand is completed. A routine pre -emergent treatment program as part of the regularly scheduled work is required. At a minimum, long term control pre -emergent herbicides such as Surflan, Barrier or equivalent will be applied two (2) times per year during spring (by March 15) and fall (by December 15th) to all granite areas, with the exception of any native seed/wildflower areas. Before pre -emerge application, the area must be free from weeds. GRANITE FREQUENCY Pre -emergent Decomposed Granite Maintenance practice to prevent germination in decomposed granite areas. Pre -emergent will be applied twice a year in March and December. Post -emergent Decomposed Granite Corrective chemical applications to eliminate existing weeds in decomposed granite areas. Application will occur as needed and within five working days of identification of weed problem. 1.6.6.4 STRUCTURES AND BOUNDARIES Fence lines, utility poles, backflow preventor unit cages, borders of play courts, buildings and block walls, expansion joints, sidewalks, curbs, gutters, medians and the like will be maintained free of weeds. All perennial/noxious weeds shall be treated with an approved systemic herbicide before reaching four (4) inches in height. If weeds develop beyond four (4) inches in height prior to treatment, the Contractor shall be responsible for removal of the weeds by hand and restoration of the disturbed area. 1.6.7 PEST CONTROL The Contractor shall control pests within the contracted area. Pests may include, but are not limited to, those which burrow, crawl, fly, nest or otherwise reside within the contracted landscape area. Exceptions include gophers and mosquitoes, which shall be the responsibility of COG to control. 12 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance Service shall include clean-out and control of pests. Contractor shall furnish all chemicals, pesticides, equipment and labor to provide pest control services. Contractor shall inspect all sites for signs of bee and/or wasp hives. Contractor shall immediately notify District Parks Manager of swarms and/or hives. Bee removal services shall be the responsibility of COG. Most healthy plants and turf should be able to withstand minor damage caused by pests. Where unusually high infestations occur, an accurate identification shall be made and the control method selected with care. Contractor shall take all normal precautions common to the trade and institute proper procedures for the control of pests and shall be responsible for all damages resulting from improper procedures or failure to take normal precautions. Contractor shall apply all pesticides in strict compliance with the manufacturers instructions as they appear on the label and as approved by the rules and regulations of the Structural Pest Control Commission (SPCC). Contractor shall note on Weekly Work Report all pest intrusions, describing location, type of pest to be controlled and proposed method of control. All materials and chemicals used on this project must be approved by the District Parks Manager, in writing, prior to application. Whenever pesticides are applied, the Contractor shall report the activity on the Weekly Work Report by specific location(s). A list of pesticides used, and the amount/ratio applied, shall be turned into the District Parks Manager with the Weekly Work Report, by attachment of copies of spray logs. 1.6.8 EROSION CONTROL Turf and granite areas shall be inspected for erosion control/regrading once per week. Minor erosion problems caused by routine operation of the irrigation system, or by the Contractor's employees or equipment, shall be the Contractor's responsibility to repair. No additional payment will be made for this item. Contractor is not responsible for major erosion problems and damage caused by storms or vandalism. Such damage shall be reported to the District Parks Manager on the day they are observed and noted on the Weekly Work Report. Upon approval by the District Parks Manager, Contractor shall repair erosion in accordance with the hourly charge on the Price Sheet. 13 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance EROSION CONTROL FREQUENCY Make repairs to granite areas due to storm or irrigation washouts. These repairs will be scheduled as needed. 1.6.9 TRASH REMOVAL / LITTER CONTROL The Contractor is responsible for removing and disposing from sites all waste handled and/or generated that day in performance of the contract. The City of Glendale is not required to supply an on-site area or facility for storage or removal of Contractor waste. Dumpsters located in parks may not be utilized by the Contractor for disposal of trash or debris. All debris removed from the contract area shall be properly disposed of by the Contractor in compliance with Federal, State, County and City laws. The Contractor is solely responsible for any disposal fees (dumping charges) incurred. 1.6.9.1 TRASH RECEPTACLES All trash receptacles shall be emptied and fitted with new disposable liners once each day of service. Standing water shall be removed from the receptacles. Contractor shall notify District Parks Manager of a need for drain holes in receptacles. Contractor is responsible for proper placement of trash lids on, and permanent liners in, the trash receptacle after collection of disposable liners. Contractor shall notify the District Parks Manager when additional receptacles are needed or if trash receptacles need painting or replacement due to damage. 1.6.9.2 POLICING OF GROUNDS All trash, paper, cans, bottles, dead plant material (leaf and fruit litter, broken branches), rocks, visible pet waste, and other forms of litter shall be removed. Turf, landscaped areas, and walkways will be included in trash removal. Debris will be dislodged (by using rakes, brooms, or blowers), collected and removed. Particular attention will be paid to areas where the public congregates (near buildings, ramadas, picnic tables, benches, bleachers, etc.). Cigarette butts shall be collected and removed. TRASH REMOVAL / LITTER CONTROL FREQUENCY Litter control will be done only before mowing April through October, and once a week November through March. 14 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance 1.7 GENERAL 1.7.1 RECORDS & REPORTING REQUIREMENTS The Contractor must keep a Weekly Work Report, and other reports as required, and deliver them to the District Parks Manager, with copies to the District Parks Manager. These reports may be modified at any time to meet the needs of the COG. Contractor is responsible for duplicating any required forms. The Weekly Work Report shall list any delays in completing scheduled work for the week ending, details of unusual activities (accidents, vandalism), lost and found articles, property and equipment not in an operating condition (listed by description and location), etc. Inspections will be performed twice a month to identify maintenance problems. Vandalism will also be noted during inspection. (See attached park inspection sheet). 1.7.2 SAFETY CONSIDERATIONS The Contractor shall furnish and place such temporary signs or notices, or temporarily close any portion of the site during maintenance operations, that the Contractor may deem necessary to adequately warn or protect the public from possible hazardous conditions. Special precautions should be used when power equipment is operated within the vicinity of pedestrians. Caution signs will be furnished by the Contractor at no extra charge to COG. COG, through its designees, reserves the right to issue immediate restraints or cease and desist orders to Contractors when unsafe or harmful acts are observed or reported relative to the performance of the work under contract. 1.7.3 LOST AND FOUND Contractor shall provide safe storage for found articles and deliver unclaimed articles weekly to the District Parks Supervisor. All incidents of lost/found shall be recorded on the Weekly Work Report. 1.7.4 CONSTRUCTION When a location is under construction or otherwise taken out of service, Contractor may be relieved of all or part of the contract obligations for the area designated as construction zone. Since Contractor will not be performing full service on the area under construction, 15 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance monthly payments will be reduced. The percentage of the reduction will be determined by COG after discussing scope and extent of project with the Contractor. If newly landscaped areas or parks come into service during the contract the Contractor will be requested to submit a negotiable monthly/annual quote. Upon approval by the Department, COG will provide Contractor with a 30 day notice and additions will become part of contract through properly executed forms. 1.8 REMEDIAL WORK The District Parks Manager shall decide all questions which may arise as to the quality and acceptability of any work performed under the contract. Contractor may be considered deficient if the following exists (this list is not all- inclusive): plants pruned in an unacceptable manner; tree suckers; trash still existing; weeds still existing; presence of invasive plants excessive grass height and presence of seed heads; walks not edged; improper staking; excessive pruning or improper chemical application that may damage plant; irrigation system not properly operating; schedules/reports not provided to District Parks Manager. When notice of a performance deficiency is delivered to the Contractor, the Contractor shall correct the deficiencies within the following time limits: ACTIVITY • Weed Control • Trash Removal • Pest Control • Staking/Tying • Mowing/Edging WORKING DAYS 2 1 3 2 2 • Pruning/Plant Removal (routine) 5 • Pruning/Plant Removal (obstructions) 1 • Hazardous Conditions Immediately 16 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance ACTIVITY • Erosion Control • Schedules/Reports WORKING DAYS 2 2 Failure to correct unacceptable work within the above specified time frames will result in reduction of payment or non-payment for the item. Failure to correct areas named deficient by COG may result in termination of the contract for default, unless written extensions have been authorized. All extenuating circumstances will be taken into consideration (delays in parts, adverse weather conditions, etc.) by COG. If Contractor fails to correct the problem, COG reserves the right to correct the situation in any manner. The cost of services performed by COG personnel or separate contract will be deducted from the monthly invoice and subsequent payment to the Contractor. 1.9 EQUIPMENT The Contractor shall provide and maintain, during the entire period of this contract, equipment sufficient in number, operational condition and capacity to efficiently perform the work and render the services required by this contract. All vehicles must be maintained in good repair, appearance and sanitary condition at all times. Truck beds shall be tight and have enclosed sideboards capable of containing any refuse collected. Refuse, tree trimmings and similar material in truck beds shall be covered when traveling on COG streets. The Contractor's vehicles shall be clearly marked with the company name and/or logo. 1.10 SUPERVISOR & STAFFING Contractor shall provide the District Parks Manager with names and phone numbers of all on-site supervisory personnel. One full-time Supervisor shall be on the job site eight (8) hours per day, five (5) days per week. Contractor shall provide the District Parks Manager with the name of Certified Arborist(s) and/or Certified Tree Worker(s). Must carry proof of certification and provide District Parks Manager an updated list of certified employees bi-annually. Supervisor(s) and arborist/tree worker(s) must be knowledgeable in their area of responsibility and have no less than twelve (12) months full time experience with equivalent size and scope in the last twenty-four (24) months, performing in the same 17 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance capacity. Full time is defined as eight (8) hours per day, five (5) days per week, except holidays. If COG does not feel the Supervisor or arborist/tree worker is qualified, the Contractor shall remove him/her from that position. The Supervisor shall NOT be permitted to oversee other contracts concurrently with this one. The Supervisor shall have in his possession a copy of the contract at all times while on the work site and shall have a clear understanding of contract locations, their limits and boundaries. In order to meet the specifications of this contract, it is anticipated that the Contractor will need to provide additional personnel during peak growth seasons and when annual specialty work (palm pruning, fertilization, aeration, pre -emergent applications, etc.) is scheduled. 1.11 LICENSE REQUIREMENTS Contractor shall retain in force during the term of this contract the appropriate licenses for herbicide/pesticide application from the Structural Pest Control Commission (SPCC) as well as other licenses which may be required by law. Contractor shall furnish the District Parks Manager with copies of the applicable licenses and certificates. 1.12 BASIS OF PAYMENT An invoice shall be submitted by the Contractor to the District Parks Manager on a monthly basis, after the month is completed. All invoices shall contain the contract name and number, Contractor's name, address and phone number, and the name of the Contractor's representative to contact concerning billing questions. The Contractor shall be paid monthly in arrears, generally within 30 days of receipt of the properly executed invoice. Pricing for the resultant contract will be determined by the Price Sheet in accordance with the Invitation For Bid and this section. The bid price for each item shall include all labor, equipment, taxes, etc. to effectively perform the required services. 1.12.1 MOWING, PLANT MAINTENANCE, WEED CONTROL, PEST CONTROL, EROSION CONTROL, TRASH REMOVAL The fixed monthly rates for mowing, plant maintenance, weed control, pest control, erosion control, and trash removal includes all necessary labor, equipment, materials and SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance supplies to perform the services as required in this Specification. Monthly invoice will be 1/12 of the annual base bid. The monthly rate will be paid for satisfactory maintenance in conformance with contract requirements, determined through inspection and acceptance by COG. 1.12.2 REPAIRS AND EXTRA WORK Contractor shall submit an estimate to the District Parks Manager prior to work. Estimates will be reviewed, and if acceptable, approved and work scheduled. Work will be executed on a time and material basis or an agreed lump -sum price, depending on the nature of the work. Contractor shall maintain records to distinguish these costs from other contract operations. COG reserves the right to perform the work by others if in the best interest of COG. Upon completion of an approved repair, the contractor shall be paid in accordance with the Price Sheet and proper invoices. The bid hourly rates for Laborer, Operator, Tree Worker, and Pruning Crew will remain firm for the duration of the contract. Hourly rate shall include labor, tools, and equipment but shall NOT include travel time to and from the site. Travel time will not be paid for by COG. Workers performing routine and seasonal landscape maintenance work shall NOT be interrupted and used on repairs and extra work for which the Contractor is to receive supplemental pay under this section. Extra work shall generally consist of repairing and making improvements to the landscape features and support systems, e.g. replacement of trees and shrubs due to storms or vandalism, and complete pruning services. Replacement plants and materials such as tree stakes shall be furnished by COG. The District Parks Manager may grant approval to the Contractor to purchase the above mentioned items and invoice COG in accordance with the Price Sheet and this specification. 1.13 COG RESPONSIBILITY COG shall be responsible for furnishing water and electricity for maintenance of landscaping. COG shall provide schedules and other information that may impact the activities of the Contractor. The District Parks Manager shall perform periodic inspections to ensure compliance with contract requirements. It is anticipated that these inspections will be performed on a 19 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance weekly basis. If deficiencies are noted, a deficiency report will be furnished to the Contractor. The District Parks Manager shall schedule bi-monthly meetings with the Contractor to review performance. COG shall be responsible for extra work beyond the scope of the contract. The District Parks Manager may elect to have extra work and repairs performed by the Contractor in accordance with the hourly charge on the Price Sheet, or may elect other means of repair. The District Parks Manager shall decide all questions which may arise as to the quality and acceptability of any work performed under the contract. 1.14 CONTRACTOR RESPONSIBILITY Contractor shall comply with the Social Security Act, Worker's Compensation laws and Unemployment laws of the State of Arizona as well as all local, state, and federal legislation, rules and regulations relevant to the Contractor's business and the performance of all duties associated with landscape maintenance services. Contractor's Supervisor and additional personnel as deemed necessary by the Department must be literate and fluent in the English language. This is not meant to require that all Contractor personnel speak, read and write English. Contractor is responsible for ensuring personnel can respond to warnings of emergencies and hazards, respond to law enforcement authorities, read and understand cautionary statements on herbicide and pesticide labels, and communicate with COG personnel. The English requirement is made with the intent that communications between Contractor's employees, COG personnel and the public will be understood. The Contractor shall carry on the operation in such a manner that damage is not inflicted to existing grounds, landscaping, utilities, or other structures. In the event the Contractor causes damage to COG property, the Contractor shall replace or repair the same at no cost to the COG as directed by the Department. If damage caused by the Contractor has to be repaired or replaced by COG, the cost of such work shall be deducted from COG's monthly payments to the Contractor. Contractor is required to maintain a 24 hour phone line and return calls within one (1) hour. Contractor shall provide the District Parks Manager with the names and phone numbers of all supervisory personnel who will oversee this contract. These supervisory personnel 20 SECTION ONE SPECIFICATIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance shall assist the District Parks Manager in making random on-site facility inspections and in coordinating other operational requirements. Contractor's employees shall be required to wear a clean uniform bearing the Contractor's company name. All employees shall conduct themselves in a professional and courteous manner. Contractor will be required to sign for each key issued. If Contractor or Contractor's employees lose a key, Contractor will be required to pay for the cost of having duplicates made. If a breach of security results from the loss of keys, requiring that locks must be changed or rekeyed, an additional charge per lock will be made. These charges will be deducted from monthly payments made to the Contractor. Contractor is responsible for ensuring that all employees have a legal right to work. Contractor employees are not to be accompanied in the work area by acquaintances, family members, or any other person unless said person is an authorized Contractor employee. 1.15 END OF CONTRACT CONDITIONS During the last month of the contract the District Parks Manager and the Contractor will make a final inspection to determine the condition of all landscape areas. Items found to be improperly maintained by the outgoing Contractor will be listed and evaluated by the District Parks Supervisor. The District Parks Manager will arrange for repairs to be made and the costs for making repairs to the areas will be deducted from final payments to the outgoing Contractor. The same will apply even if the current (outgoing) Contractor has been awarded a new contract, or the contract extended, for the same areas. 21 SECTION TWO TERMS AND CONDITIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance 2.1 INCORPORATION BY REFERENCE All responses shall incorporate by reference the Scope/Specifications, Terms and Conditions, General Instructions and conditions, and any attachments. The "General Instructions and Conditions" (Revision #1) applicable to this solicitation are posted on the Internet. They are available for review and download at the City of Glendale's, Materials Management Internet home page, www.glendaleaz.com/purchasing. Offerors are advised to review all provisions of the General Instructions and Conditions for this solicitation. 2.2 RETURN OF OFFER One CD-ROM containing the entire solicitation, contractor's response to solicitation (Offer) and an originally signed "Offer Sheet" (Section 3.0). With exception to the signed Offer Sheet, no Paper documents will be accepted. Response to the solicitation shall be in MS Word, Excel, Powerpoint and/or PDF format. Offers submitted in a format (paper or electronic) different than specified herein, may be rejected at the discretion of the City. If the offeror does not have this capability, companies such as Kinkos or Alphagraphics can provide this service at a nominal charge. The offeror shall complete all sections of the solicitation in the format given (ie Offer Sheet, Price Sheet, Questionnaires) in the space provided. If additional space is needed than what is given, enter "See Attachment A for detail". Submittal of the CD-ROM by the offeror in response to this solicitation shall be construed as the offeror's intent to be bound by any resultant contract. 2.3 PREPARATION OF OFFER PACKAGE Only the following items shall be completed and returned. Failure to include all the items may result in an offer being rejected. Offer packages shall be submitted in the following order: 2.3.1 OFFER SHEET, Section Three 2.3.2 PRICE SHEET, Section Four 2.3.3 ADDENDUM, Return all addenda. 2.3.4 SPECIFICATIONS, Information requested in Section One and Two 2.4 ALTERNATE OFFERS/EXCEPTIONS Offers submitted as alternates, or on the basis of exceptions to specific conditions of purchase and/or required specifications, must be submitted as an attachment referencing the specific paragraph number(s) and adequately defining the alternate or exception submitted. Detailed product brochures and/or technical literature, suitable for evaluation, must be submitted with the bid. If no 22 SECTION TWO TERMS AND CONDITIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance exceptions are taken, City will expect and require complete compliance with the specifications and all Conditions of Purchase. 2.5 EVALUATION CRITERIA The criteria is listed in order of relative importance. 2.5.1 COMPLIANCE WITH SPECIFICATIONS 25% Offers shall include Contractor's understanding of the project, a description of how they propose to accomplish the work, and procedures for implementation and start up. The plan of action should include a full summary of the proposed maintenance plan: performance levels, frequency of tasks, work schedules, Supervisor's inspections and quality control. 2.5.2 COST OF SERVICE: ANNUAL PRICE 25%, EXTRA WORK RATES 5% Offers shall include the annual cost for each location on the Price Sheet. Offers shall indicate hourly rates for all classes of Extra Work on the Price Sheet. 2.5.3 REFERENCES 20% Offers shall provide three letters of references from Arizona companies for whom Contractor has provided similar service for in the past twenty-four months. Company name, address, phone number, contact person, length of service and brief description of scope of service and dollar amount of contract shall be provided. Contractors shall qualify themselves by giving evidence of currently performing acceptable work of the scope described by this RFP. References should provide a clear representation of the types of properties maintained. 2.5.4 CAPABILITIES 25% Offers shall describe Contractor's experience related to government and commercial contracts for landscape maintenance, detailing tasks such as turf care, pruning, irrigation repair, trash removal, etc. Demonstrate that qualified personnel will be performing all aspects of the maintenance contract. Include length of time firm has had experience in performing this type of work and list pertinent staff by name, job title, experience and length of service with firm. Provide staffing levels (number of personnel to perform work specifically on this contract). Identify all appropriate licenses held and by whom. List and describe equipment (type and quantity) to be used to perform the work tasks. List 24 hour phone number. Contractors shall have had a minimum of five (5) years experience in providing landscape maintenance with a minimum of two hundred fifty thousand ($250,000) in annual billings. 23 SECTION TWO TERMS AND CONDITIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance 2.6 EVALUATION PANEL Submittals will be evaluated by an evaluation panel. Award shall be made to the responsive, responsible offeror whose proposal is determined to be the most advantageous to the City. 2.7 PANEL CONTACT Proposer shall have no exclusive meetings, conversations or communications with an individual evaluation panel member on any aspect of the RFP, after submittal. 2.8 PRICE All prices quoted shall be firm and fixed for the specified contract period. 2.9 TERM OF AGREEMENT The term of agreement for this RFP shall be for a one year initial period beginning the first day of the month flowing award by the City Council. 2.10 OPTION TO EXTEND The City may, at it's option and with the approval of the contractor, extend the term of this agreement an additional four (4) year(s), renewable on an annual basis. Contractor shall be notified in writing by the City Materials Manager of the City's intention to extend the contract period at least thirty (30) calendar days prior to the expiration of the original contract period. Price adjustments will only be reviewed during contract renewal. 2.11 MANDATORY PRE -PROPOSAL CONFERENCE A pre -proposal conference will be conducted on January 18, 2005 at the Field Operations Training Room located at 6210 W. Myrtle Ave, Suite 111 Glendale, Arizona, at 11:00 A.M local time. 2.12 SITE INSPECTION Proposers should visit the site and familiarize themselves with any conditions which may affect performance and proposal prices. Submission of a proposal will be prima facia evidence that the proposer did, in fact, make a site inspection and is aware of all conditions affecting performance and proposal prices. 2.13 INSURANCE Contractor, performing as an independent contractor hereunder, shall be fully responsible for providing Works' Compensation, or other applicable insurance coverage for itself and its employees and the City shall have no responsibility of liability for such insurance coverage. Contractor shall provide to the City of Glendale a copy of the policy or a certification by the insurance carrier, showing the contractor to have in effect during the term of this contract, a General Liability Insurance policy, which shall be the primary coverage for Contractor activities under this contract. The coverage limits of such insurance shall not be less than those listed below. 24 SECTION TWO TERMS AND CONDITIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance The insurance company issuing the policy required above shall have an "BB" financial rating, or better, in the current edition of Standard & Poors Insurance Guide and be authorized by the State of Arizona, Department of Insurance to transact business within the State. The certificate and policy shall name the City of Glendale as an additional insured and shall be primary coverage for the activity of the contractor. The City reserves the right to terminate any contractor agreement if the contractor fails to maintain such insurance coverage. Contractor must provide certification of insurance compliance within 10 calendar days after notification of award. Certification must include: name and address of insurance company; policy number; liability coverage amounts; a statement the policy will not be canceled or failed to be renewed without thirty (30) days written notice to the City. Certification to be submitted to: Materials Management, 6829 North 58th Drive, Suite 202, Glendale, Arizona 85301-2599. Type of Insurance (Minimum) Workers' Compensation Contractor(s) Protective Bodily Injury Contractor(s) Protective Property Damage Contractual Bodily Injury Contractual Property Damage Contractual Property Damage Automobile Bodily Injury & Property Damage Limits of Liability Statutory $1,000,000 each occurrence $500,000 each accident $500,000 aggregate $1,000,000 each occurrence $500,000 each accident $500,000 aggregate $1,000,000 each occurrence 2.14 WORKER'S COMPENSATION Contractor shall be in full compliance with the provisions of the Arizona Worker's Compensation Law (Title 23, Chapter 6, Arizona Revised Statutes) as amended, and all rules and regulations of the Industrial Commission of Arizona made in pursuance thereof. Contractor shall secure payment of compensation to employees by insuring the payment of such compensation with the State Compensation Fund or any insurance company authorized by the Insurance Department of Arizona to transact business in the State of Arizona. Contractor further agrees that he shall require any and all sub -contractors performing work under the agreement to comply with said Worker's Compensation Law. It is expressly understood and agreed that all persons employed directly or indirectly by the 25 SECTION TWO TERMS AND CONDITIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance Contractor, or any of his sub -contractors, shall be considered the employees of such Contractor, or his sub-contractor(s), and not the employees of the City of Glendale. 2.15 PERFORMANCE SURETY REOUIREMENTS The performance sureties shall be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. Letters of credit are not acceptable. Individual sureties are not acceptable. PERFORMANCE SURETY The successful proposer shall, at the time of entering into the contract, furnish a performance surety in the form of a bond, money order or certified or cashier's check, in the amount of 10 percent of the contract amount guaranteeing the faithful performance of the contract by the proposer. If a bond is submitted, it shall be written on the form provided by the City as an attachment to the proposal documents. The attorney-in-fact who executes the bond on behalf of the surety shall affix to the bond a certified and current copy of the power of attorney. The bond must be written by a surety with a Best Rating no less than an A and must be authorized and licensed to do business in this State by the Arizona Department of Insurance. Individual sureties and letters of credit are not acceptable. 2.16 REFERENCES Provide with the offer, three letters of reference from companies for whom contractor has provided similar products/services in the last twelve months. Also include company name, address, phone number, contract person, a description of the products/services provided with a description of any major variation to the requirements of this RFP. 2.17 LICENSED CONTRACTOR Offeror shall be in full compliance with the Arizona Contractor License Laws and all rules and regulations issued pursuant thereto. To be eligible for award, the offeror shall be a registered contractor in the State of Arizona with the class of license required by the Registrar of Contractors for the work required to be performed in this RFP Contractor must provide certification of license compliance within 10 calendar days after notification of award. Certification must include: class name; license number, and expiration date. Certification to be submitted to: Materials Management, 5850 W. Glendale Avenue, Suite S1329, Glendale, Arizona 85301-2599. 2.18 PERMITS Contractor shall be responsible for obtaining any and all permits required. 2.19 CHANGES As additional parks are built within the City, they shall be added to the maintenance of this contract at a negotiated price. 26 SECTION TWO TERMS AND CONDITIONS CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance 2.20 NOTICE OF INTENT TO AWARD Information about the recommended award for this solicitation will be posted on the Internet. The information will be available for review on the City of Glendale's, Materials Management Internet home page www.glendaleazxoM/purchasing immediately after the City has completed its evaluation process of the offers received. If you have any questions, or would like further information about an intended award, contact the buyer immediately. Any protest must be submitted to the Materials Manager no later than seven (7) calendar days from the date of posting on the Internet. 2.21 COOPERATIVE USE OF CONTRACT This agreement may be extended for use by other governmental agencies and political subdivisions of the State including all members of SAVE (Strategic Alliance for Volume Expenditures). Any such usage by other entities must be in accord with the ordinances, charter, rules and regulations of the respective entity and the approval of the Contractor and City. For a list of SAVE ;members click on the following link: http://www.maricopa.lzov/materials/S.A.V.E/SAVE-members.PDF 27 SECTION THREE OFFER SHEET CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance NOTE: In addition to completing this Section electronically and including it in the CD- ROM submittal, a printed version with original signature shall be submitted with CD- ROM at the time of Offer due date and time. 3.1 OFFER Proposer certifies that they have read, understand, and will fully and faithfully comply with this solicitation, its attachments and any referenced documents. Proposer also certifies that the prices offered were independently developed without consultation with any of the other proposers or potential proposers. Authorized Signature Printed Name Title Telephone Number Authorized Signature E-mail Address Company's Legal Name Address City, State & Zip Code FAX Number Company E-mail Address For questions regarding this offer: (If different from above) Contact Name Email Address FEDERAL TAXPAYER ID NUMBER: Arizona Sales Tax No. Proposer certifies it is a: Proprietorship Phone Number Fax Number Tax Rate Partnership Corporation Minority or woman owned business: Yes No SECTION FOUR PRICE SHEET CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance 4.1 PRICE All labor, materials and equipment to provide landscape maintenance for all of the parks listed in this solicitation. Contractor must complete and return the line item price sheet for each site. 4.2 ADDITIONAL LANDSCAPE WORK Contractor must complete and return the line item price sheet for each category of extra work. PRICE SHEET MODE #4 BASIN LOCATION ANNUAL PRICE 56thAve and Peoria Ave $ 57t Ave and Michigan Ave $ 65t Ave and Redfield Rd $ 67t Ave and Mountain View Rd $ 70t Ave and Myrtle Ave $ 71St Ave and Maryland Ave $ 74t Ave and Luke Ave $ 75t Ave and Medlock Ave $ 79t Ave and Camelback Rd $ 76t Dr and Missouri Ave $ 79t Ave and Ocotillo Rd $ 79t Ave and Market St $ 79t Ave and Solano Ave $ 81 st Ave and Georgia Ave $ 82n Ave and Maryland Ave $ 85t Ave and Maryland Ave $ 90t Ave and McLellan Rd $ 91St Ave and Rose Lane Ave $ 29 SECTION FOUR PRICE SHEET CITY OF GLENDALE Materials Management Solicitation Number: RFP 05-02 Retention Basin Landscape Maintenance SUBTOTAL MODE #4 $ GRAND TOTAL $ General Laborer $ Operator Certified Tree Worker 911 Complete Prune $ EXTRA WORK RATES 30 per hour (includes hand tools, power equipment, mowers) per hour (includes front end loader, back hoe, dump truck, trencher, tractors, etc.) per hour (includes hand tools, power equipment) per hour (includes tools & power equipment, vehicles, chipper/shredder, tree and ground crews) RFP NO. 05-02 PERFORMANCE BOND ATTACHMENT 1 KNOW ALL MEN BY THESE PRESENTS: That (hereinafter called the "Principal"), as Principal, and , a corporation organized under the laws of the State of , (hereinafter called the "Surety"), as Surety, are held and firmly bound unto the City of Glendale, a municipal corporation in the State of Arizona (hereinafter called the "Obligee"), as Obligee in the amount of Dollars ($ ), for the payment whereof the Principal and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. WHEREAS, the Principal has entered into a written contract with the Obligee, dated the day of , 20, whereby Principal agreed to which contract is hereby referred to and made a part hereof as fully and to the same extent as if copied at length herein. NOW THEREFORE, the condition of this obligation is such that, if Principal shall faithfully perform and fulfill all the undertakings, covenants, terms, conditions, and agreements of said contract, with or without notice to the Surety, and shall also perform and fulfill all the undertakings, covenants, terms, conditions, and agreements of any and all authorized amendments, modifications or exercise of options to said contract that may hereafter be made between the Principal and Obligee, notice of such amendments, modifications or exercise of options to this Surety being hereby waived, then this obligation shall be null and void, otherwise to remain in full force and effect. The prevailing party or any party which recovers judgment on this bond shall be entitled to such reasonable attorney's fees as may be fixed by the Court. Signed this day of 520 "Principal" By: Its: "Surety" By: Its: City of Glendale Park Maintenance Inspection Sheet ATTACHMENT 2 31 Y N Time: Reported by: Service Requested by Citizen ❑ ❑ Date/Day: Location/District: Please place a check mark in the appropriate box under Acceptable or Unacceptable (Please comment as to why it's unacceptable) 32 Acceptable Unacceptable Comments Turf: O ( ) Trees: O ( ) Shrubs/Ground Cover: O ( ) Sprinklers/Drip Systems: O ( ) Pest Control: O ( ) Flower Beds: O ( ) Litter Control: O ( ) Trash Containers: O ( ) Parking Lots: O ( ) Granite Areas/Weed Control: O ( ) Walkways/Bike Paths: O ( ) Ramadas: O ( ) Picnic Tables: O ( ) Benches: O ( ) Grills: O ( ) Restrooms: O ( ) Drinking Fountains: O ( ) Recreational Courts: O ( ) Plaveround/Equip/Sand: O ( ) Signage: O ( ) BallfieldsBackstops/Bleachers/Benches: O ( ) Water Areas: O ( ) Lights: () ( ) Additional Comments: O ( ) 32 ATTACHMENT 3 Orange County Cities Parks & Landscape Maintenance Services Survey 1. Aliso Viejo Blended 2. Anaheim Blended 3. Brea Blended 4. Cypress Blended 5. Fountain Valley Blended 6. Fullerton In -House 7. Garden Grove Blended 8. Huntington Beach Blended 9. Irvine Contract 10. Laguna Beach Blended 11. Laguna Hills Contract 12. Laguna Niguel Contract 13. Laguna Woods Contract 14. La Habra Blended 15. Lake Forest Contract 16. La Palma Blended 17. Mission Viejo Contract 18. Newport Beach Blended 19. Orange Contract 20. Placentia Blended 21. San Clemente Contract 22. San Juan Capistrano Contract 23. Santa Ana Contract 24. Santa Mar arita Contract 25. Seal Beach Contract 26. Tustin Blended 27. Villa Park Blended 28. Westminster Contract 29. Yorba Linda Contract ATTACHMENT 4 Maintenance Supervisor Responsibilities • Responsible for the administration of a wide variety of service contracts, including landscape maintenance; lake management; pesticide/herbicide application; lighting repair; and the County Probation Work Crew. • Communicates City's policies, procedures, and guidelines to each contractor. • Assists in the development and administration of the Division budget. • Authorizes and monitors specialty renovation, etc., of sports fields. • Authorizes and monitors additional administered. work such as aerification, fertilization, work and payment related to contracts • Oversees the Pesticide Program for the City and all regulated requirements from the State of California. • Reviews, tracks, and processes invoices for payment to the City's Finance Department. • Implements deductions and generates required documentation for reductions in payment to contractors as needed for non-compliance. • Monitors and computerizes all irrigation and lake water usage data; provides documentation to City staff for water usage and costs for all facilities, fire stations, fire lines, medians, parkways, parks, and reclaimed water sites to ensure water reduction targets and budgets are met. • Purchases various supplies for contractor installation, including turf maintenance chemicals, fertilizers, parks and landscape site furnishings, sports field equipment, amendments, trees, shrubs, irrigation components, lighting components, building/plumbing repair items, etc. • Primary inspector for all renovation and rehabilitation projects within the Park Maintenance Section; maintains documentation of each phase of all the projects; coordinates change orders for necessary corrections and/or changes to projects; and provides compliance inspections. • Reviews all plans during development of new and rehabilitation projects related to parks and landscaped areas. • Coordinates with the Engineering Division for concrete repairs in City parks, landscaped areas, medians, and parkways. • Authorizes contractor price quotes for City requested building, park, and sports field lighting repairs. • Authorizes contractor price quotes for City requested playground equipment and surfacing repairs for 27 play structures. • Oversees program, retains and transmits records, and coordinates inspections by the County of Orange as required by the State of California for landscape pesticide usage on City property. • Administers Building Modification and Capital Improvement projects for park related projects. Develops scopes of work; obtains quotes from potential contractors or prepares formal bid documents; generates purchase requisitions for requested work; and approves the payment for the work completed by the contractors. • Incumbents of this job classification typically have a State of California Department of Pesticide Regulation Pest Control Advisor License and a Qualified Applicator's certificate to insure compliance with all applicable laws, regulations, and record keeping. • Depending on assignment, incumbents of this job classification are typically identified as the City's `Arborist' and hold a Certified Arborist License and administer all aspects of the tree management operation, including coordinating grid trimming, annual palm pruning, removal of dead, diseased, or dying trees; tree planting, tree watering, hazard tree evaluation, root pruning, and tree evaluation in support of the Engineering Division's Parkway Maintenance Program. • Provides customer service contacts, field inspection, and data collection necessary to support resident requests for tree -related problems and for Parks and Recreation Commission action. Leadman/Landscape Coordinator Responsibilities • Assists in the supervision and the inspection of a wide variety of contractors providing services to the City. • Develops and maintains documentation of work performed by contractors. • Conducts progress/compliance meetings with contractors on a monthly basis. • Inspects the condition of, or operational status of park restrooms, park lighting, play structures, lakes, skate park, sports courts, picnic shelters, and other park amenities. • Coordinates and oversees pesticide, rodenticide, and plant growth regulator applications by contractor to insure safety and compliance with laws and regulations. • Coordinates repair of lighting, plumbing, doors, gates, backflow devices, etc. • Coordinates the scheduling of work for each contractor as directed. • Computerizes all calendar schedules and all other contractor -provided documents. • Inspects weed abatement services. • Inspects wetlands maintenance and compliance with applicable laws and regulations. • Assists in the inspection of park -related building modification projects. • Inspects all project work within the Parks Section; maintains documentations pertaining to each project; provides feedback to the maintenance supervisor who oversees each project; and photographs the phases of each project. • Oversees lighting inspections, repairs, and purchases for 18 parks, three (3) sports fields, and 17 restrooms facilities. • Oversees playground equipment and surfacing inspections, repairs, and purchases for all 27 pieces of playground equipment. One (1) staff person currently has certification requirements from the state to audit playgrounds, and maintain safety requirements for all City -owned playground equipment. • Acts as a liaison between contract staff and other City departments to coordinate requests for special projects or special events. • Staff in this position typically hold a California Department of Pesticide Regulation Qualified Applicator's Certificate that allows this .person to supervise and apply pesticides on municipal sites. This license insures thorough knowledge of applicable laws, regulations, and safety requirements as it relates to applying or overseeing the application of chemicals to City or school sites.