HomeMy WebLinkAboutStaff Report 280-10I
City of Palo Alto 8
City Manager's Report
TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: COMMUNITY SERVICES
DATE: JUNE 21, 2010 CMR: 280:10
SUBJECT: Approval of 3 Year Contract with Loral Landscaping Inc. in the Amount of
$181,854 for Landscape Maintenance Services and 3 Year Contract with
Gachina Landscape Management Inc. in the Amount of $1,792,950 for
L~ndscape Maintenance Services.
RECOMMENDATION
Staff recommends that Council:
1. Approve and authorize the City Manager to execute the attached contract with Loral
Landscaping Inc. in the amount of $181,854 for Landscape Maintenance Services for up
to 3 years. (Attachment A).
2. Approve and authorize the City Manager to execute the attached contract with Gachina
Landscape Management Inc. in the amount of $1,792,950 for Landscape Maintenance
SerVices for up to 3 years. (Attachment B).
3. Authorize the City Manager or his designee to negotiate and execute one or more change
orders to the contract with Loral Landscaping Inc. for related additional but unforeseen
work which may develop during the project, not to exceed $18,185.
4. Authorize the City Manager or his designee to negotiate and execute one or more change
orders to the contract with Gachina Landscape Management Inc. for related additional
but unforeseen work which may develop during the project, not to exceed $179,295.
DISCUSSION
Scope of Services Description
The scope of work to be performed under both contracts will be for the continuation of landscape
maintenance services for medians, roadsides strips, parking lots, garages, parks, City facilities,
and utility substations. An overview of in-house vs. contracted services analysis follows.
In 1993 Hughes, Heiss & Associates conducted an organization review of the City. The report
recommended that in-house parks and landscape maintenance staff be focused on the
maintenance of the larger, higher priority, higher use parks, and that the City expand private
contracting to cover the smaller, more scattered and lower priority facilities. In accordance with
those recommendations, the Community Services Department has contracted for maintenance of
CMR: 280:10 Page 1 of5
the smaller, more scattered sites, while continuing to maintain the larger, highly used parks and
sports facilities with special use demands with in-house staff.
In 2005, the Office of the City Auditor sent to the City Council an Audit of Park Maintenance
report. The purpose of the review was to assess the cost-effectiveness of parks and landscape
maintenance and to see if opportunities existed to reduce the cost of parks and landscape
maintenance services and spaces. After a thorough staff analysis, it was determined that
opportunities existed to reduce the cost of park maintenance services. Among the
recommendations that came out of the report was to consider and explore the advantages and
disadvantages of contracting out additional landscape maintenance services which traditionally
have been performed by in-house staff. (SEIU bargaining unit members).
In 2007 a bid process was conducted to look at the potential savings if the City were to contract
out the park maintenance of Mitchell Park, Rinconada Park, the Lucie Stem Center as well as the
Palo Alto school district fields and the. Lawn Bowls Club. After evaluation of the bids, the City
determined using in-house staff was the most effective approach at that time.
The issue of contracting out additional parks and landscape maintenance was raised again in the
budget discussion last year during the preparation of the FY 10 Budget. Contracting out parks
and landscape maintenance was placed on the list of proposed second tier budget cuts as the
City-financial challenges continued.
As part of the 2010 bid process to renew current contract services, staff again looked at potential
savings if the City were to contract out the park maintenance of Mitchell Park, Rinconada Park,
the Lucie Stem Community Center, the Lawn Bowls Club, the Palo Alto school district fields
and the remaining park sites currently maintained by in-house staff. Staff concluded that the cost
savings for the two regional parks and the Lawn Bowls facility could be significant if Parks
contracted additional maintenance instead of providing it in-house. In calculating those savings,
we offset those savings with new costs that would be incurred as a result of the contracting such
as the field inspector services needed to ensure compliance with contract service standards. The
costs that would be saved by contracting additional services would be salaries, benefits, supplies
and materials needed for routine maintenance. If other costs could be avoided, the savings would
be greater.
In-house maintenance has several advantages as it has historically shown to provide better
control over field safety and service levels, more timely response to special recreation
events/program support, and responsiveness to emergency situations and the public's use of the
facilities because the employees are located within the City limits and can be deployed quickly.
However, using a private company and contracting out the larger facilities results in significant
budget savings. The cost savings are noted in the Resource Impact section of the CMR.
CMR: 280:10 Page 2 of5
Summary of Solicitation Process
Proposal DescriptionlNumber NamelNumber of Proposal here
Proposed Length of Project 36 months
Number of Proposals Mailed 23
Total Days to Respond to Proposal 31
Pre-proposal Meeting Date March 18th , 2010 (Mandatory)
Number of Company Attendees at 8
Pre-proposal Meeting
Number of Proposals Received: 3
Company Name Location (City, State)
1. Loral Landscaping Inc. San Mateo, CA
2. Gachina LandscapeManagement Menlo Park, CA
3. TruGreen Land Care Redwood City, CA
Range of Proposal Amounts See attachment C.
Submitted for all items awarded
A request for proposals for landscape maintenance services was sent on March 15, 2010, to 23
firms with 31 days to respond to theRFP. A mandatory pre-bid meeting was held on March 18,
2010. Proposals were received from three qualified. firms on April 15, 2010 as listed on the
attached cost proposal analysis sheets. (Attachment C.
The proposal evaluation committee consisted of staff members from the Community Services
Department. The committee met on April 21, 2010 and carefully reviewed each firm's
qualifications and submittals in response to the criteria as identified in the RFP. The written
proposal ranking form (Attachment D) provides the detailed criteria utilized in the selection
process.
Staff canvassed the remaining firms to determine why they did not respond to the RFP. Three
firms said that they were too busy during this season; one said that the project was too large for
its firm to handle; and one said it was not interested at this time.
Both Loral Landscaping Inc. and Gachina Landscape Management Inc. were selected due to the
quality and completeness of their proposals; experience and qualifications; demonstration of
understanding the scope of services requested; financial stability and best value to the City. The
change order amount of $54,835, which equals 10 percent of the total for both contracts, is
requested for related, additional but unforeseen work which may develop during the project.
Staff confirmed with the Contractor's State License Board that Loral Landscaping Inc.and
Gachina Landscape Management have active licenses on file. Staff also checked references
supplied by both Loral Landscaping Inc. and for Gachina Landscape Management for previous
work performed and found no significant complaints.
Staff, with the concurrence of the City Attorney, has determined that the firms are exempt from
complying with the financial disclosure provisions of the City'S conflict of interest code, because
CMR: 280: 1 0 Page 3 of 5
the firm's range of duties and services to be provided under the contract are limited in scope or
are primarily ministerial in nature.
RESOURCE IMPACT
Funds for both contracts are included in the City Manager's proposed FY 2011 budget and each
contract is made subject to the adoption of the budget for FY 2011. The FY 2010 budget
adoption will determine the available funding for these contracts and the resulting quantity of
work to be performed by Loral and Gachina, respectively, and the number of employees and
agents to be hired by Loral and Gachina, respectively, to perform the work required of each of
them. Staff has determined after analyzing the cost proposal sheets in conjunction with current
in-house cost, there are significant cost savings for outsourcing additional parks and landscape
maintenance as proposed in the FY 2011 budget. The Community Services Department has
proposed contracting out the Lawn Bowling maintenance program and contracting out the park
maintenance at Mitchell Park, Rinconada Park and The Lucie Stem Community Center. This
action will result in a reduction of five full time positions and an estimated cost savings for
contracting out these sites in the first year of$314,000.
Additionally, the City has met and conferred with SEIU over this change. Pursuant to the terms
of Article III, Section 13 of the SEIU Memorandum of Agreement (MOA), the City provided
notice to SEIU on February 26, 2010 that the City'S Open Space, Parks & Golf Division was
considering contracting work which has traditionally been performed by bargaining unit
members. The terms provide for a 90-day period in which the parties may offer alternatives to
contracting out and meet and confer on the impact of such contracting out. SEIU was also
advised when the Parks and landscape maintenance Request for Proposal was released and
provided a copy of the document with the solicitation and award schedule. SEIU was invited to
participate in the bid process or propose any alternatives to contracting out these services.
Background information, including the 2005 audit report, was provided to the Union. The City
met with SEIU two times. However, SEIU did not provide any proposals or alternatives to
contracting out parks and lawn bowling maintenance, and cancelled a third meeting without
rescheduling.
POLICY IMPLICATIONS
This recommendation is that this report is consistent with current City policies.
ENVIRONMENTAL REVIEW
This contract is not a project as defined by the California Environmental quality Act (CEQA)
and is not subject to CEQA requirements.
ATTACHMENTS
Attachment A:
Attachment B:
Attachment C:
Attachment D:
CMR: 280:10
Contract for Loral Landscape Landscape Inc.
Contract for Gachina Landscape Management.
Cost Proposal analysis sheets
Written Proposal Ranking Form
Page 4 of5
DEPARTMENT HEAD:
G GB.BETTS
Director of Community Services
CITY MANAGER APPROVAL: ~ wt X 0 ~~AMESKEENE I . -\ -r City Manager
(
CMR: 280:10 Page 5 of5
CITY OF PALO ALTO CONTRACT NO. CI0134577 A
GENERAL SERVICES AGREEMENT
LANDSCAPE MAINTENANCE SERVICES
THIS AGREEMENT made and entered into on the 1st day of JULY, 2010, by and between the CITY OF PALO
ALTO, a California Chartered Municipal Corporation ("CITY"), and LORAL LANDSCAPING, INC." a
California Corporation, located at 704 South Amphlett Blvd, San Mateo, Ca 94402, Telephone Number: 650-340-
6940 ("CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows:
1. SERVICES. CONTRACTOR shall provide or furnish the services ("Services") described in the Scope
Services, attached as Exhibit A.
2. EXHlBITS. The following exhibits are attached to and made a part of this Agreement:
~ "A" -Scope of Services
~ "B" -Schedule of Performance
~ "C" -Compensation
~ "D" -Insurance Requirements
~ "E" -Performance and/or Payment Bond
D "F" -Liquidated Damages
CONTRACT IS NOT COMPLETE UNLESS ALL EXHIBITS ARE ATTACHED.
3. The term of this Agreement is from July 1, 2010 to June 30, 2013 inclusive, subject to the provisions of
Section 8, Q and V, of the General Terms and Conditions (GTAC).
To the extent the budget for FY 20 I 0-11 as adopted by the Council would require a modification of this
. Agreement's term, commencing July I, 2010, as determined by the City, the parties agree to modify the
term, as amended, within ten (l0) days after the budget for this Agreement is adopted.
4. SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within the term of this
Agreement in a reasonably prompt and timely manner based upon the circumstances and direction
commuriicated to CONTRACTOR, and if applicable, in accordance· with the schedule set forth in the
Schedule of Performance, attached as Exhibit B. Time is of the essence in this Agreement.
5. COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees to accept as
not to exceed compensation for the full performancj:: of the Services and reimbursable expenses, ifany:
The total maximum lump sum compensation of dollars ($ );OR
The sum of
amount of
dollars ($
dollars ($
) per hour, not to exceed a total maximum compensation
);OR
o A sum calculated in accordance with the fee schedule set forth in Exhibit C, not to exceed a total
maximum compensation amount of One Hundred Eighty One Thousand Eight Hundred Fifty Four
dollars ($181,854.00).
CONTRACTOR agrees that it can perform the Services for an amount not to exceed the total maximum
compensation set forth above. Any hours worked or services performed by CONTRACTOR for which
payment would result in a total exceeding the maximum amount of compensation set forth above for
performance of the Services shall be at no cost to CITY.
The City has set aside the sum of Eighteen Thousand One Hundred Eighty Five dollars
($18,185.00) for Additional Services. CONTRACTOR shall provide Additional Services only by
advanced, written authorization from the City Manager or designee. CONTRACTOR, at the
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CITY's request, shall submit a detailed written proposal including a description of the scope of
services, schedule, level of effort, and CONTRACTOR's proposed m!'IXimum compensation,
including reimbursable expense, for such services. Compensation shall be based on the hourly
rates set forth above or in Exhibit C (whichever is applicable), or if such rates are not applicable, a
negotiated lump sum. CITY shall not authorize and CONTRACTOR shall not perform any
Additional Services for which payment would exceed the amount set forth above for Additional
Services. Payment for Additional Services is subject to all requirements and restrictions in this
Agreement.
6. COMPENSATION DURING ADDITIONAL TERMS.
o CONTRACTOR'S compensation rates for each additional term shall be the same as the original
term; OR
o CONTRACTOR's compensation rates shall be adjusted effective on the commencement of each
Additional Term. The lump sum compensation amount, hourly rates, or fees, whichever is
applicable as set forth in section 5 above, shall be adjusted by a percentage equal to the change in
the Consumer Price Index for Urban Wage Earners and Clerical Workers for the San Francisco
Oakland-San Jose area, published by the United States Department of Labor Statistics (CPI)
which is published most immediately preceding the commencement of the applicable Additional
Term, which shall be compared with the CPI published most immediately preceding the
commencement date of the then expiring term. Notwithstanding the foregoing, in no event shall
CONTRACTOR's compensation rates be increased by an amount exceeding five percent of the
rates effective during the immediately preceding term. Any adjustment to CONTRACTOR's
compensation rates shall be reflected in a written amendment to this Agreement.
7. INVOICING. Send all invoices to the CITY, Attention: Project Manager. The Project Manager is:Mark
Ribeiro, Dept.: Community Services, Parks And Golf Division, Telephone: 650-496-5928. Invoices shall
be submitted in arrears for Services performed. Invoices shall not be submitted more frequently than
monthly. Invoices shall provide a detailed statement of Services performed during the invoice period and
are subject to verification by CITY. CITY shall pay the undisputed amount of invoices within 30 days of
receipt.
8. GENERAL TERMS AND CONDITIONS
A. ACCEPTANCE. CONTRACTOR accepts and agrees to all terms and conditions of this
Agreement. This Agreement includes and is limited to the terms and conditions set forth in sections 1
through 7 above, these general terms and conditions and the attached exhibits.
B. QUALIFICATIONS. CONTRACTOR represents and warrants that it has the expertise and
qualifications to complete the services described in Section 1 of this Agreement, entitled "SERVICES,"
and that every individual charged with the performance of the services under this Agreement has sufficient
skill and experience and is duly licensed or certified, to the extent such licensing or certification is required
by law, to perform the Services. CITY expressly relies on CONTRACTOR's representations regarding its
skills, knowledge, and certifications. CONTRACTOR shall perform all work in accordance with generally
accepted business practices and performance standards of the industry, including all federal, state, and local
operation and safety regulations.
With respect to certifications referred to in the preceding sentence, CONTRACTOR shall certify, in
writing, to the CITY that CONTRACTOR has obtained a criminal record clearance and the fmgerprinting
of each permanent employee of CONTRACTOR and each temporary employee who substitutes for a
permanent employee in the latter employee's absence before such employee will be authorized to perform
work on behalf of CONTRACTOR in Palo Alto under this Agreement. Fingerprinting will be performed by
Lifescan Services; 711 Serra Street, Palo Alto, CA (PH) 650725-2499. CONTRACTOR shall coordinate
with the CITY's project manager to ensure the performance of these tasks. CONTRACTOR's certification,
which shall be proposed by the CITY if CONTRACTOR does not wish to issue a certification as to form,
shall be provided at the commencement of the term and on each occasion as new and substitute employees
are hired to perform work under this Agreement and are identified to the CITY's project manager, in
writing. If any such employee has not been cleared for employment as required by this Agreement
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and such employee performs work in Palo Alto, CONTRACTOR shall be deemed in breach of this
Agreement and the provisions ofQ. TERMINATION shall apply. The CITY reserves the right, acting by
the CITY's project manager, to require the immediate removal of any such employee of CONTRACTOR
who has not cleared a criminal background check and been fingerprinted from the CITY's premises which
are covered by the work under this Agreement.
C. INDEPENDENT CONTRACTOR. It is understood and agreed that in the performance of this
Agreement, CONTRACTOR and any person employed by CONTRACTOR shall at all times be considered
an independent CONTRACTOR and not an agent or employee of CITY. CONTRACTOR shall be
responsible for employing or engaging all persons necessary to complete the work required under this
Agreement.
D. SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any Services
under this Agreement unless CONTRACTOR obtains prior written consent of CITY. CONTRACTOR
shall be solely responsible for directing the work of approved subcontractors and for any compensation due
to subcontractors.
E. TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all taxes, fees,
contributions or charges applicable to the conduct of CONTRACTOR's business.
F. COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the Services
comply with all applicable federal, state and local laws, ordinances, regulations, and orders.
G. DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRACTOR shall, at its sole
expense, repair in kind, or as the City Manager or designee shall direct, any damage to public or private
property that occurs in connection with CONTRACTOR's performance of the Services.
CITY may decline to approve and may withhold payment in whole or in part to such extent as may be
necessary to protect CITY from loss because of defective work not remedied or other damage to the CITY
occurring in connection with CONTRACTOR's performance of the Services. CITY shall submit written
documentation in support of such withholding upon CONTRACTOR's request. When the grounds
described above are removed, payment shall be made for amounts withheld because of them.
H. WARRANTIES. CONTRACTOR expressly warrants that all services provided under this
Agreement shall be performed in a professional and workmanlike manner in accordance with generally
accepted business practices and performance standards of the industry and the requirements of this
Agreement. CONTRACTOR expressly warrants that all materials, goods and equipment provided by
CONTRACTOR under this Agreement shall be fit for the particular purpose intended, shall be free from
defects, and shall conform to the requirements of this Agreement. CONTRACTOR agrees to promptly
replace or correct any material or service not in compliance with these warranties, including incomplete,
inaccurate, or defective material or service, at no further cost to CITY. The warranties set forth in this
section shall be in effect for a period of one year from completion of the Services and shall survive the
completion of the Services or termination of this Agreement.
I. MONITORING OF SERVICES. CITY may monitor the Services performed under this
Agreement to determine whether CONTRACTOR's work is completed in a satisfactory manner and
complies with the provisions of this Agreement.
J. CITY'S PROPERTY. Any reports, information, data or other material (including copyright
interests) developed, collected, assembled, prepared, or caused to be prepared under this Agreement will
become the property of CITY without restriction or limitation upon their use and will not be made available
to any individual or organization by CONTRACTOR or its subcontractors, if any, without the prior written
approval of the City Manager.
K. AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives to audit, at
any reasonable time during the term ofthis Agreement and for three (3) years from the date of final
payment, CONTRACTOR's records pertaining to matters covered by this Agreement. CONTRACTOR
agrees to maintain accurate books and records in accordance with generally accepted accounting principles
for at least three (3) following the terms of this Agreement.
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L. NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial acceptance by
CITY shall operate as a waiver on the part of CITY of any of its rights under this Agreement.
M. INSURANCE. CONTRACTOR, at its sole cost, shall purchase and maintain in full force during
the term of this Agreement, the insurance coverage described in Exhibit D. Insurance must be provided by
companies with a Best's Key rating of A-:VII or higher and which are otherwise acceptable to the City's
Risk Manager. The City's Risk Manager must approve deductibles and self-insured retentions. In addition,
all policies, endorsements, certificates and/or binders are subject to approval by the Risk Manager as to
form and content. CONTRACTOR shall obtain a policy endorsement naming the City of Palo Alto as an
additional insured under any general liability or automobile policy. CONTRACTOR shall obtain an
endorsement stating that the insurance is primary coverage and will not be canceled or materially reduced
in coverage or limits until after providing 30 days prior written notice of the cancellation or modification to
the City's Risk Manager. CONTRACTOR shall provide certificates of such policies or other evidence of
coverage satisfactory to CITY's Risk Manager, together with the required endorsements and evidence of
payment of premiums, to CITY concurrently with the execution of this Agreement and shall throughout the
term of this Agreement provide current certificates evidencing the required insurance coverages and
endorsements to the CITY's Risk Manager. CONTRACTOR shall include all subcontractors as insured
under its policies or shall obtain and provide to CITY separate certificates and endorsements for each
subcontractor that meet all the requirements of this section. The procuring of such required policies of
insurance shall not operate to limit CONTRACTOR's liability or obligation to indemnify CITY under this
Agreement.
N. HOLD HARMLESS. To the fullest extent permitted by law and without limitation by the
provisions of section M relating to insurance, CONTRACTOR shall indemnify, defend and hold harmless
CITY, its Council members, officers, employees and agents from and against any and all demands, claims,
injuries, losses, or liabilities of any nature, including death or injury to any person, property damage or any
other loss and including without limitation all damages, penalties, fines and judgments, associated
investigation and administrative expenses and defense costs, including, but not limited to reasonable
attorney's fees, courts costs and costs of alternative dispute resolution), arising out of, or resulting in any
way from or in connection with the performance of this Agreement. The CONTRACTOR's obligations
under this Section apply regardless of whether or not a liability is caused or contributed to by any negligent
(passive or active) act or omission of CITY, except iliat the CONTRACTOR shall not be obligated to
indemnify for liability arising from the sole negligence or willful misconduct of the CITY. The acceptance
of the Services by CITY shall not operate as a waiver of the right of indemnification. The provisions of
this Section survive the completion of the Services or termination of this Contract.
O. NON-DISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510,
CONTRACTOR certifies that in the performance of this Agreement, it shall not discriminate in the
employment of arty person because ofthe race, skin color, gender, age, religion, disability, national origin,
ancestry, sexual orientation, housing status, marital status, familial status, weight or height of such person.
CONTRACTOR acknowledges that it has read and understands the provisions of Section 2.30.510 of the
Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation
thereof, and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in
employment.
P. WORKERS' COMPENSATION. CONTRACTOR, by executing this Agreement, certifies that
it is aware of the provisions of the Labor Code of the State of California which require every employer to
be insured against liability for workers' compensation or to undertake self-insurance in accordance with the
provisions of that Code, and certifies that it will comply with such provisions, as applicable, before
commencing and during the performance of the Services.
Q. TERMINATION. The City Manager may terminate this Agreement without cause by giving ten
(10) days' prior written notice thereof to CONTRACTOR. If CONTRACTOR fails to perform any of its
material obligations under this Agreement, in addition to all other remedies provided by law, the City
Manager may terminate this Agreement immediately upon written notice of termination. Upon receipt of
such notice of termination, CONTRACTOR shall immediately discontinue performance. CITY, CITY
shall pay CONTRACTOR for services satisfactorily performed up to the effective date of termination. If
the termination if for cause, CITY may deduct from such payment the amount of actual damage, if any,
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sustained by CITY due to Contractor's failure to perform its material obligations under this Agreement.
Upon termination, CONTRACTOR shall immediately deliver to the City Manager any and all copies of
studies, sketches, drawings, computations, and other material or products, whether or not completed,
prepared by CONTRACTOR or given to CONTRACTOR, in connection with this Agreement. Such
materials shall become the property of CITY.
R. ASSIGNMENTS/CHANGES. This Agreement binds the parties and their successors and
assigns to all covenants of this Agreement. This Agreement shall not be assigned or transferred without the
prior written consent of the CITY. No amendments, changes or variations of any kind are authorized
without the written consent of the CITY.
S. CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR covenants that it
presently has no interest, and will not acquire any interest, direct or indirect, fmancial or otherwise, which
would conflict in any manner or degree with the performance of this Contract. CONTRACTOR further
covenants that, in the performance of this Contract, it will not employ any person having such an interest.
CONTRACTOR certifies that no City Officer, employee, or authorized representative has any fmancial
interest in the business of CONTRACTOR and that no person associated with contractor has any interest,
direct or indirect, which could conflict with the faithful performance of this Contract. CONTRACTOR
agrees to advise CITY if any conflict arises.
T. GOVERNING LAW. This contract shall be governed and interpreted by the laws of the State of
California.
U. ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the entire
agreement between the parties with respect to the services that may be the subject of this Agreement. Any
variance in the exhibits does not affect the validity of the Agreement and the Agreement itself controls over
any conflicting provisions in the exhibits. This Agreement supersedes all prior agreements,
representations, statements, negotiations and undertakings whether oral or written.
V. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of
the City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any
penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal
year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the
fiscal year and funds for this Contract are no longer available. This Section shall take precedence in the
event of a conflict with any other covenant, term, condition, or provision of this Contract and the Palo Alto
Municipal Code and is subject to the adoption of the budget for FY 2010-11, covering this Agreement, in
particular, the quantity and quality of work to be performed by CONTRACTOR and the number of
employees and agents to be hired by CONTRACTOR to perform the work required of CONTRACTOR
under this Agreement.
w. ENVIRONMENT ALLY PREFERRED PURCHASING AND ZERO WASTE
REQUIREMENTS. CONTRACTOR shall comply with the City's Environmentally Preferred Purchasing
policies which are available at the City's Purchasing Department which are incorporated by reference and
may be amended from time to time. CONTRACTOR shall comply with waste reduction, reuse, recycling
and disposal requirements ofthe City's Zero Waste Program. Zero Waste best practices include first
minimizing and reducing waste; second, reusing waste and third, recycling or composting waste. In
particular, Contractor shall comply with the following zero waste requirements:
• All printed materials provided by Contractor to City generated from a personal computer
and printer including but not limited to, proposals, quotes, invoices, reports, and public education
materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer
content paper, unless otherwise approved by the City's Project Manager. Any submitted materials
printed by a professional printing company shall be a minimum of 30% or greater post-consumer
material and printed with vegetable based inks.
• Goods purchased by Contractor on behalf of the City shall be purchased in accordance
with the City's Environmental Purchasing Policy including but not limited to Extended Producer
Responsibility requirements for products and packaging. A copy of this policy is on file at the
Purchasing Office.
• Reusable/returnable pallets shall be taken back by the Contractor, at no additional cost to
the City, for reuse or recycling. Contractor shall provide documentation
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the pallets to verify that pallets are not being disposed.
X. AUTHORITY. The individua.J(s) executing this Agreement represent and warrant that they have
the legal capacity and authority to do so on behalfoftheir respective legal entities.
Y. CONTRACT TERMS: All unchecked boxes do not apply to this Contract.
IN WnNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement
on the date first above written. .
CITY OF PAW ALTO LORAL LANDSCAPING, INC.
City Manager or Designee
(Required on contract5 $85,000 and over) :m.~
Title :e:es~
Telephone: ~?f{QlQ..'1"'O ~i-chasing Manager or Designee
Approved os to form:
Senior Assistant City Attorney
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Background
EXHIBIT A
SCOPE OF SERVICES
LANDSCAPE MAINTENANCE PROJECT
The City of Palo Alto is a charter signatory to the Bay Friendly Landscape
Declaration and has an award-winning Integrated Pest Management Program
that has been successful in large part to efforts of Parks to reduce pesticide use.
The Parks Department is as a leader in water conservation and received the
2002 Rainbird Corporation award for water efficiency.
I. GENERAL PROVISIONS
The following provisions, where individually applicable, apply for maintenance
standards not limited to Landscape Maintenance, and any and all other items
selected as part of this proposal. In the event that any of the provisions provided
here under GENERAL PROVISIONS are found to be in conflict with or are
contradicted by any provision found in the SPECIFICATION REQUIREMENTS
listed in Section I or Section M, the provisions found in the SPECIFICATION
REQUIREMENTS listed in Section I or Section M will supersede the GENERAL
REQUIREMENTS.
II. LOCATION OF PROPERTY
The locations of the areas to be maintained are listed in Section XIII. SITE
LOCATIONS AND SPECIAL INSTRUCTIONS
III. SCOPE OF WORK-Landscape Maintenance
CONTRACTOR shall provide the highest quality of landscape maintenance
services and materials. CONTRACTOR agrees to provide the highest quality
commercially accepted methods, procedures and scientific controls for landscape
maintenance. "Scientific Controls" is understood to mean practices based upon
recommendations of the University of California, The U.S. Forest Service, or
similarly qualified experts; recommendations in University of California
Cooperative Extension Publications, Consumer Products Safety Commission
Playground Guidelines and information in standard landscape industry
references; This shall include the use of proper knowledge, skills, materials and
equipment of a timely basis to maintain all areas in a clean, safe, healthy, and
aesthetically acceptable manner during the entire term of this contract.
CONTRACTOR agrees to be continuously alert in locating and defining problems
and agrees to exercise prompt and proper corrective action. Action times will be
prioritized, and low priority items will be given a time line for corrections. A
PRELIMINARY WRITTEN REPORT SHALL BE SUBMITIED FOR MAJOR
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CORRECTIVE PROBLEMS NOT COVERED IN THE CONTRACT.
CONTRACTOR shall communicate to the City, landscape, as well as non
landscape related hazards that are seen while on site.
Work requests related to citizen requests or reported hazards require immediate
response, within 24 hours of the requests.
CONTRACTOR shall furnish landscape maintenance services by qualified site
managers and horticulturists to provide a 36-month maintenance program
according to maintenance specifications. The provision of such report does not
mandate the CITY to extend the Contract to 36 months. CONTRACTOR
supervisor or representative may be required to report to the Open Space and
Parks Division office, or other designated location, Monday through Friday
between 6:30am and 8:00 am, except for holidays, which may fall on these days.
CONTRACTOR shall report progress to the City of Palo Alto Open Space and
Parks Division on the agreed reporting frequency and schedule. A qualified site
manager or superintendent of operations shall represent the contractor in
monthly meetings and walk-through inspections with City of Palo Alto staff.
CONTRACTOR shall furnish all labor, materials, equipment, and on site
supervision by qualified site managers who shall provide complete, continuous
and expert landscape maintenance services.
IV. GENERAL REQUIREMENTS
A.. Landscape Maintenance:
CONTRACTOR shall provide the City with a landscape maintenance program at
the frequencies called for in the special provisions of RFP 135477. The
maintenance program is not limited to specifying daily, weekly and monthly
landscape maintenance task schedules covering all areas of responsibility
specified in this agreement. The maintenance program will be submitted and
agreed upon within 30 calendar days following award of this contract. This
program and any changes, deletions, or additions therein, if approved by the
City, shall become part of this agreement and shall be used by both the
contractor and the City of Palo Alto for performance monitoring of contractor
obligations.
Failure to submit a maintenance program within the allotted time period will be
considered a non-responsive action, and non-responsiveness will be grounds for
termination of this agreement.
The Project Manager shall receive changes to the schedule at least 24 hours
prior to the scheduled time for the work. Failure to notify of a change and/or
failure to perform an item or work on a scheduled day may result in deduction of
payment for work not completed.
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CONTRACTOR shall adjust his schedule to compensate for all holidays.
CONTRACTOR will be required to work on specified holidays and weekends as
outlined in this Scope of Work.
B. Staffing Levels:
A sufficient staffing level to successfully satisfy the landscape maintenance
expectations within this agreement is required. Contract personnel to remain on
site everyday even if it is raining. All key project personnel must be fingerprinted
before being allowed to work on City/School property. Contractor shall work with
City's Project Manager on obtaining required verification of fingerprinting results
prior to personnel being allowed to work on City/School property.
C. Monthly Progress Reports
Monthly, the contractor shall provide the City's Open Space and Parks Division
with monthly progress reports, based on weekly summary of work performed by
location and referenced to the maintenance program. The reports will be due no
later than the fifth day of the month following services, and is to include the
following information:
a). Total labor, supervision, and horticultural hours provided at each
site. This can be in a spreadsheet format with all applicable sites
covered under this agreement. Sarnple format available upon
request.
b). Problem areas encountered during the month.
c). Monthly application reports for all materials applied by site. This
will include location, application date, materials, amount of material
applied, etc. -
d) Any additional reports as directed by the Open Space and
Parks Division.
D. Inventory/Material Safety Data Sheets
Within thirty days of the effective date of this agreement, CONTRACTOR will
submit to the City a list of all chemicals (fertilizers, pesticides, cleansers etc.) that
will be used by the contractor on the sites, together with the required Material
Safety Data Sheets. MSDS sheets and product labels shall be in applicator's
vehicle.
E. Integrated Pest Management (IPM)
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Within 45 days of acceptance of this agreement, CONTRACTOR shall submit to
the Parks and Golf Division an Integrated Pest Management Plan (IPM) that
complies with the City of Palo Alto IPM Policy. The IPM Plan will be reviewed
annually for updates and modifications. (Reference: City of Palo Alto IPM Policy
Section VII).
Pesticide use reports described in Section VII shall be submitted in a timely
manner and shall contain accurate and current information regarding the
Contractor's performance at each site. Failure to supply these reports in an
accurate and timely manner shall be considered a breach of this agreement.
F. Extra Projects/Landscape Upgrades:
All extra projects shall require the submission of a Project Proposal Form or a
Work Order Authorization Form. If the contractor does not have available such a
form, a mutually agreeable format will be developed. On any extra project or
landscape upgrade, the City reserves the right to obtain competitive bids or
quotations. CONTRACTOR shall use additional personnel for extra work or
project upgrades. CONTRACTOR cannot stop regular landscape maintenance
services and use staff for extra work or project upgrades.
G. Management Philosophy:
CONTRACTOR shall take a pro-active approach in correcting problems within
the contractors' span of responsibility and control. Other problems and
suggestions for improvements, both short and long term, must be submitted
promptly to the City for appropriate action.
H. Public Image and Etiquette:
CONTRACTOR employees shall wear company uniforms, which consist of long
pants and shirts with company name and individual's name on the shirt.
CONTRACTOR's staff when needed will utilize rain gear, rain boots, safety
shoes, and other safety equipment. All contracted employees while on the site
shall exhibit a clean, neat professional appearance. Contractor's equipment and
vehicles shall also be professional in appearance, exhibit the company name and
phone number, and be well maintained for safe operation. CONTRACTORs'
vehicles must display a placard, legible from a distance of 10 feet, with the
following language: .
Landscape Maintenance Contractor working for the
City of Palo Alto Parks and Golf Division
For information contact :( 650) 496-6962
I. Definitions
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Responsible parties referred to as City" of Palo Alto are deemed to refer to the
Parks Project Manager, Parks Superintendent, or Parks Supervisor.
CONTRACTOR shall begin work after receiving written notice to proceed from
the Parks Superintendent.
V. TERM OF CONTRACT
A. The services to be performed under the contract shall commence July 1,
2010 and shall be completed by June 30, 2013. Annual renewals after
Year 1 are subject to funding approval on an annual basis.
VI. GENERAL CONDITIONS
A. Permits/Parking
CONTRACTOR shall be issued a free maintenance permit from the City's
Department of Transportation. This will allow the Contractor's crews to
use City parking facilities at no charge during the term of this contract and
only while doing landscape maintenance work for the City's Open Space
and Parks Division.
B. Payments and Inspection
Payment will be made for work satisfactorily completed as called for in this
contract. The City's Representative shall inspect and notify
CONTRACTOR of any unsatisfactory work. Unsatisfactory work shall be
corrected within 24 hours. Contractor or Contractor's representative shall
meet with a representative from the City at least once a month during the
life of this contract to inspect Work performed.
CONTRACTOR will bill the City by the 5th of the month following service.
The City will pay CONTRACTOR on a monthly basis for labor, equipment
and materials provided during the monthly billing period.
C. Property Damage
1. Any private property or city property damaged or altered in any way
during the performance of the work under this contract shall be
reported promptly to the City's representative, and shall be rectified in
an approved manner back to its former condition, prior to damage, at '
CONTRACTOR's expense.
2. Any hazardous conditions noted, or seen, by CONTRACTOR that has
occurred by any means other than during the performance of the
Contractor's work, whether by vandalism or any other means, shall
be promptly reported to the City's Representative.
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3. CONTRACTOR is responsible for securing any immediate hazards
with caution tape, safety cones, or barricades until a City
Representative arrives to the location.
D. Safety
CONTRACTOR agrees to perform all work outlined in the Agreement in
such a manner as to meet all accepted standards for safe practices during
the maintenance operation and to safely maintain stored equipment,
machines, and materials or other hazards consequential or related to the
work; and agrees additionally to accept the sole responsibility for
complying with all City, County, State or other legal requirements
including, but not limited to, full compliance with the terms of the
applicable O.S.H.A. and CAL E.P.A. Safety Orders at all times so as to
protect all person, including contractor employees, agents of the City,
vendors, members of the public or others from foreseeable injury, or
damage to their property.
CONTRACTOR shall be responsible for traffic control and safety
regulations as related to any City, State, or County requirements while
working on medians and/or roadside strips. The design and operation of
work zone traffic controls must comply with U.S. Department of
Transportation/Federal Highway Administration guidelines.
CONTRACTOR shall cooperate fully with City in the investigation of any
accident, injury or death occurring on city property, including a complete
written report thereof to the Project Manager within twenty-four (24) hours
following the occurrence.
CONTRACTOR's responsibility shall be continuous and not be limited to
working hours or days.
E. Use of Sanitary Landfill
The refuse disposal facilities of the city of Palo Alto Sanitary Landfill
located adjacent to East Embarcadero Road in said City will be made
available to the Contractor through the 2011 calendar year for the disposal
of all trees, rubbish and construction debris generated on work site.
Contractor shall pay all dump fees. Contractor shall at its sole expense
load, haul and deposit said rubbish and debris during normal landfill
operating hours. All landfill regulations will apply to all debris deposited by
the Contractor. Any questions regarding landfill rules and regulations shall
be directed to the Landfill Supervisor. A digest of the refuse disposed
area rules and regulations have been appended to this contract. At the
end of the 2011 calendar year, the contractor shall at is sole expense
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load, haul and deposit all rubbish, debris and green waste to a transfer
station located at the City of Sunnyvale.
F. Project Hours of Operation
CONTRACTOR shall conform his operations to the hours between 7:00
a.m. and 5:00 p.m. during the life of the contract. CONTRACTOR shall
conform his operations to the hours of 9:00 a.m. to 3:00 p.m. to medians
and roadside strips.
Hours of operation in the University Ave. and California Ave. Business
District are an exception. Cleaning equipment, when used in public
streets in business districts shall be allowed during the hours of 10 pm and
7 am, Monday through Friday, providing no such piece of equipment shall
produce a noise level that exceeds 70 dBA measured at a distance of 25
feet.
Any other exception shall only be authorized with prior approval of the
"Project Manager" .
. G. City Truck Route Ordinance
CONTRACTOR and any subcontractor or supplies shall at all times
comply with the requirements of the City Truck Route Ordinance, a
digest of the provisions are attached to this RFP as Attachment J.
H. City Noise Control Ordinance
CONTRACTOR and any subcontractor shall at all times conform their
operations with the requirement of the City Noise Ordinance, a digest of
the provisions are attached to this RFP as Attachment K.
CONTRACTOR's equipment must be tested to verify that it meets noise
ordinance prior to the start of the contract. CONTRACTOR is responsible
for obtaining certification required by the City for safety and equipment
training. Contractors are not allowed to utilize Fuel Powered Leaf
Blowers only Electric Powered Leaf Blowers
I. Spare the Air Days
CONTRACTOR must comply with regional "Spare the Air"
recommendations on designated "Spare the Air Days" that occur
throughout the year. At a minimum, no gasoline powered equipment shall
be used after 10 a.m. on "Spare the Air Days". The Project Manager will
notify the contractor when a "Spare the Air" alert has been designated.
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CONTRACTOR must coordinate work schedules to accommodate "Spare
the Air" recommendations.
J. Materials
All materials shall be provided by CONTRACTOR and shall be the highest
quality available. . Commercial fertilizers and pesticides shall bear the
manufacturer's label and guaranteed analysis. CONTRACTOR must have
MSDS and written recommendation sheets for all chemicals available
upon request. The Project Manager must approve all materials. All
pesticide applications shall in accordance with written recommendations
provided by a license pest control advisor.
1. Water is to be furnished by the City.
2. Fertilizer shall be a complete, seasonably appropriate Organic
Materials Review Institute OMRI (www.omri.org) Certified organic
slow-release granular fertilizer Earthworks 3-4-3 (or approved
equal) furnishing the required percentage of nitrogen, phosphoric
acid and potassium to keep lawns, trees, shrubs and other plants in
a healthy and vigorous growing condition at all times.
If there arises a question as to the need for application of fertilizer
or the formulation of a fertilizer, soil samples shall be taken from
locations specified by the City's representative. They shall be
analyzed by a licensed soil analyst at the Contractor's expense and
the results and recommendations for the formulation and rates of
applications of a complete fertilizer shall be submitted to the City's
representative. CONTRACTOR shall formulate and apply the
fertilizer as per the recommendations of the soil analyst. If the
application of iron, zinc or other trace minerals is recommended by
the soil analyst or by a recognized plant pathologist to correct a
specific soil deficiency, it shall also be applied according to these
recommendations at CONTRACTOR expense.
3. Pesticides shall be of the highest quality obtainable, brought to the
job site in the original manufacturer's containers, properly labeled
with guaranteed analysis. Any necessary permits,
recommendations, etc. shall be the responsibility of
CONTRACTOR.
4. Plant materials shall of the highest quality, displaying a healthy
appearance and of a size relevant to their container size. The
Project Manager must inspect and approve all plant materials prior
to planting.
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5. Turf seed shall be of the highest quality available, industry
recognized, and approved by the Project Manager prior to
application.
6. Tree stakes, tree ties, guy wires shall be of materials to match
those existing on the site or approved equal.
K. Shrub, Tree and Ground Cover Care
Maintain shrubs and ground cover in a healthy growing condition by
performing the following operations and other work incidental thereto:
1. Water Management -Water deeply and slowly to establish moisture
to the full depth of the root zone. Watering shall be done in a
manner to avoid erosion, excessive runoff, puddles, or creation of a
waterlogged soil condition. Hoses and portable sprinklers shall be
used to supplement the sprinkler system where necessary to
ensure complete coverage.
2. Pruning and Trimming
A. All pruning and trimming shall he done by qualified
Professional personnel using ISA recognized and approved
standards and techniques. CONTRACTOR will submit
documentation of training and experience to demonstrate
personnel's professional pruning qualifications.
B. Excessive pruning or stubbing back will not be permitted.
C. All pruning cuts shall be properly made: They shall be cleanly
cut with no tearing of the bark.
D. CONTRACTOR is responsible for replacing, at their cost, any
damage to plant materials caused by excessive pruning,
improper pruning techniques, poor equipment etc
E. All dead or damaged branches shall be removed immediately.
F. Pruning and trimming of shrubs and ground cover shall be done
at least six times a year, as needed, to achieve the following:
G. To cut back branches that is rubbing on walks, fences and
impairing or posing a safety hazard to pedestrians, bicycles, or
vehicles.
H. To maintain desired shape of plant material.
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I. CONTRACTOR is responsible for maintaining the first 15 feet
of the tree measured from the root crown/flare.
J. Tree stakes shall be removed as trees mature. Tree ties will be
adjusted at least annually to accommodate tree growth.
K. All trees should be maintained at a height that conforms to
AD.A standards for safety (84" above ground level), and which
removes hazards to persons, mowers, and property.
3. Flower beds and perennial areas shall be raked, cultivated, and
pruned/dead-headed as needed, but no less than once per week.
4 Ground cover along curbs must be kept within curb and height
trimmed as needed.
5. All ivy ground cover shall be mowed with a composting mower
once a year in the winter. Most ivy/ground cover areas have
irrigation, primarily fixed risers. CONTRACTOR must flag all
irrigation components prior to ivy mowing. CONTRACTOR is
responsible for repairing any damage to irrigation system.
VII. INTEGRATED PEST MANAGEMENT (I PM)
The goal of the City of Palo Alto IPM policy is reduce the amount and toxicity of
pesticides used on City property in order to protect water quality and human
health and to avoid ecotoxicity. Preferred pest management techniques include
encouraging naturally occurring biological control, using alternative plant species
or varieties that resists pests; cultivating, pruning, fertilizing, and irrigation
practices that reduce pest problems, optimizing habitat to reduce pest
development, selecting pesticides with a least toxicity to humans and non-target
organisms and applying pesticides only as a last resort.
A Within 45 days and annually on the anniversary of this agreement,
CONTRACTOR shall submit to the City's Open Space and Parks Division an
Integrated Pest Management Plan that complies with the City of Palo Alto
IPM Policy. The IPM Plan shall be reviewed annually for updates and
modifications with Open Space and Parks Division Staff. Frequent and
thorough site inspections, on foot, will be needed to ensure no major
infestations occur. The first priority in addressing pests will be to conserve
naturally occurring beneficial insects through the use of selective applications
of the least toxic effective materials. Biological controls will be based upon
sound scientific information such as that provided by the University of
California. Conventional pesticides will be given last priority. Open Space
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and Parks Division staff will provide site-specific· historical data for known
infestations. Contractor shall provide any MSDS. sheets of chemicals that will
be utilized.
B. No pesticides of any kind will be used on designated Pesticide Free Parks.
The Project Manager will provide a list of pesticide free parks.
C. Pest control shall be done only by qualified, trained personnel, under the
supervision of a State licensed pest control operator, using materials
approved by the Project Manager. The pesticide application shall be done
with extreme care to avoid any hazard to any person, pet, or wildlife in the
area or adjacent areas, or any property damage. Application shall be in strict
accordance with all governing regulations. CONTRACTOR must provide,
within 30 days of the Notice to Proceed, their Pest Control Operators License,
and the names and license/certification numbers of any individuals
responsible for or applying pesticides in accordance with this agreement.
D. All pest infestations shall be reported to the Project Manager. The Project
Manager prior to application shall approve all pesticides applications. Records
of all pest control operations stating dates, locations, times, methods of
application, chemical formulations, applicators names and weather conditions
shall be made and retained in an active file for a minimum of three (3) years.
E. Written report of all applications shall be provided to the Parks and Golf
Division on a monthly basis. CONTRACTOR must use the "Palo Alto
Contractor Monthly Pesticide Use Summary" form Attachment _It is also
the responsibility of CONTRACTOR to. file monthly chemical use reports with
the County Agricultural Department.
F. All chemicals requiring a special permit for use must be registered with the
county Agricultural Commissioner's Office and a permit obtained with a copy
to the Parks and Golf Division.
G All regulations and safety precautions listed in the "Pesticide Information and
Safety Manual, published by the University of California and the Pesticide
Safety Information Series (PSIS) published by the California Department of
Pesticide Regulation shall be adhered to.
H. Spraying is not permitted during heavy traffic (vehicle, bicycle, or pedestrian)
periods or when winds create uncontrollable material drift. The Project
Manager will permit no spraying without prior approval.
I. Pesticides may not be used within 250 feet of any playground area or creek.
J Temporary notice shall be posted during and after a site has been sprayed all
areas sprayed shall be flagged and signed
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K. CONTRACTOR agrees to control gophers, squirrels, moles and other rodents
causing damage to City Property under the site area of responsibility. Traps
are the only acceptable form of rodent control. Rodenticides for gophers,
ground squirrels or other rodents may not be used. In the event of visible
evidence of such pests, contractor will restore the area to its proper condition
if the damage is current and prevention is within the contractor's control.
L. CONTRACTOR shall replace any plant material that has suffered severely
due to lack of proper pest management techniques, if such pest control
is possible and practicable
M All treated areas must be monitored during and after pesticide application until
material has settled and treatment area is completely dry. No unprotected
person, pet, or wildlife may enter a treated area until all re-entry intervals
have been satisfied.
N. Weeding
All areas, including but not limited to: shrub beds, flower beds, groundcover
beds, tree wells, paved areas, sidewalks, cracks, stairways, pavers,
expansion joints, decomposed granite paths, picnic areas, playgrounds,
under bleachers/benches, must be kept weed free at all times. Weeds shall
be removed whenever the appearance become~ unsightly or when requested
to do so by Parks and Golf Division staff.
O. Staking and Guying
Maintain and replace stakes and guys with equal material. Maintain and
replace plant ties to provide support without chafing of bark. Additional
stakes and/or guys shall be placed from time to time to correct misshaping
caused by wind. Stakes and guys shall be removed upon request of Project
Manager.
P. Fertilization
Fertilizers shall not contain pesticides. CONTRACTOR shall fertilize all shrub,
ground cover, and planter bed areas three times a year with an approved
complete slow release OMRI certified granular organic slow release
Earthworks 3-4-3 fertilizer (or approved equal). Fertilize trees as requested,
not to exceed twice per year. Fertilizer shall be applied in the spring, summer
and in the fall and may not be applied three days before there is a 40%
chance of rain predicted. '
Q. Nurturing Soil Health
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Leaf drop shall become part of the mulch layer in the tree, shrub or
ground cover areas in an attractive manner and away from high traffic areas;
Leaf drop shall not be allowed to enter stormdrains.
Mulch shall be maintained under all trees and shrubs and on bare soil with a
minimum 3-inch layer of organic material. To the greatest extent practicable,
CONTRACTOR shall not procure mulch products that originate from forest
products. When possible CONTRACTOR shall give preference to mulch
products that are produced on-site, or from regionally generated plant debris
including that made at the City of Palo Alto.
R. Replacement of Material
Remove dead and damaged plants and replace with material of equivalent
size, condition and variety, subject to approval and purchase owner's
representative. Labor shall be provided by the Contractor in a timely manner.
Plant material shall be provided by the City's Parks Division unless damaged
is caused by Contractor's negligence (i.e. chemical damage, mechanical
damage, water stress.)
Damage not resulting from Contractor's negligence, such as vandalism,
vehicle, or weather shall be reported promptly to the Project Manager
together with an estimate of materials needed for correction. The City will
provide all necessary materials. Labor shall be provided by CONTRACTOR
in a timely manner.
Prior to beginning maintenance CONTRACTOR and the city's representative
shall inspect and inventory all plants, trees and shrubs to determine their
number and condition.
VIII. TURF MAINTENANCE-
1. The following turf maintenance guidelines apply to all turf areas included in
this agreement. Turf shall be maintained areas in a healthy, safe, and
aesthetically pleasing condition by performing the following operations and
other work incidental thereto:
A. Mowing -include requirement for grasscycling? All turf areas are to
be mowed typically once a week. An additional weekly mowing may be
requested due to weather conditions, special events, and growth flush
after fertilizing. Mower setting are to be at 1 %-2" in height, depending of
turf variety. All clippings shall be removed when unsightly and requested
by the Project Manager.
B. Aerification -All turf areas are to be aerified twice a year. Core size shall
be at least 3/4" in diameter and 3" -4" in length and 2" spacing utilizing a
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hydraulic aerifier in areas where needed due to compaction conditions.
Cores need not be removed. Flag/mark irrigation system heads, valve
boxes, and quick couplers. Contractor is responsible for repairing any
damaged caused by aerification equipment.
C. Edging -All turf edging shall be edged at least once per month. Examples
of edges: along pathways, walkways, around shrubs, trees, sprinklers
heads, valve boxes, mow bands, curbs, benches, light poles, or any other
fixed object. Herbicide shall not be used as an edging tool. Care must be
taken not to damage trees, shrubs, or any other fixed object with edging
equipment. String trimmer damage to trees and roots will not be tolerated.
D. Gopher Control -CONTRACTOR shall keep all turf areas free of gophers
by using Macabee gopher traps or other approved devices. Holes caused
by gophers shall be backfilled with soil approved by the City's
representative.
E. Grub/Larvae Control -CONTRACTOR shall keep all turf areas free of
grubs and larvae. Damage caused by grubs and larvae shall be re
seeded with an approved turf seed. Grub and larvae species including,
but not limited to, Australian Sod Fly, Bermuda grass Mite, Billbugs,
Cutworms, Armyworms, Ground Pearls, Lawn moths, Sod webworms,
White Grubs.
F. Turf shall be fertilized three times annually, using 6 pounds per 1,000
square feet, using aEarthworks slow release 3-4-3 organic fairway
granular fertilizer (or approved equal) at a rate of 1.0 pounds of actual
nitrogen per 1,000 square feet.
G. Safety hazards must be addressed immediately. Fill holes in turf areas
immediately, regardless of cause, as they develop with sufficient soil to
prevent tripping hazards.
H. Re-seed small bare areas, not to exceed 100 sq. feet per area, on a
monthly basis using materials and methods approved by the Project
Manager.
I. Turf Sweeping -CONTRACTOR must sweep turf areas at the request of
the Project Manager. Sweeping will be requested to remove excess turf
clippings or leaves. Requests will be more frequent during the fall season,
after wind related events, and skipped mowing intervals by
CONTRACTOR or City Staff. This includes turf areas mowed by City
Staff.
2. Procedures for turf renovation of soccer fields
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A. Six foot high portable plastic chain link fencing is to be installed to isolate
the soccer field renovation area from use or encroachment by the general
public. A minimum of four signs must be provided stating that this filed
area is under renovation and will be closed until (date). Fenced area shall
be placed in a manner not to interfere with irrigation system watering the
newly renovated area.
B. If necessary, the field will be treated with a post emergent material to
eliminate weed infestations and competition with the materials to be
planted.
C. Turf areas shall be scalped mowed down to approximately 3/4" or less in
height. Excess clippings shall be vacuumed or finely swept up and
disposed.
D. Holes or low spots greater than 1" in depth are to be filled with a minimum
of 50 tons of T-mix from T.M.T or approved equal. Sample of soil to be
given to City representative for approval prior to use. The goal is to level
the field and eliminate low spots and bumpy areas to create a consistent
and even playing field. CONTRACTOR must provide a sufficient amount
of soil to achieve the desired field grade.
E. All turf areas will be double aerated using either a conventional drum
aerator or a pull behind mechanical rotating tine aerator. This will be
completed by aerating in two perpendicular directions. All sprinklers,
quick couplers, or other impediments will be flagged before this procedure
is initiated. Core size shall be 3/4" diameter minimum, using a deep
hollow tine aerator to a depth of 6". The turf areas shall be dragged
afterwards to break up the cores.
F. After aerating, fields will be slit seeded in two directions. Seeding rates
shall be 20% Bluegrass and 80% Perennial Rye grass, or approved equal.
Seed varieties must be industry recognized for quality and approved by
the Project Manager. Both seed varieties shall be applied uniformly ( either
by mixing or separate applications of 250 Ibs per acre in total. If the
maximum discharge rate on the slit seeder does not meet the application
rates, broadcast seeding will be allowed after the above procedures have
been completed at the maximum rate setting. Upon completion of the drill
seeding/broadcast seeding procedure, fields shall be dragged in two
directions to set the seed in the soil and into the holes.
G. Field areas will be fertilized using "starter" type fertilizer (15-15-15) to
enhance germination and initial seed vigor. Fertilizer is to be evenly
distributed at 10 pounds per 1,000 square feet.
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H. Field areas will be top-dressed uniformly with a minimum of 1/4" inch layer
of top dressing material, which shall be nitrogenized redwoodsawdust.
I. CONTRACTOR shall be responsible for grow in of the renovated areas.
This includes multiple daily irrigation(s) as necessary to provide optimum
moisture conditions for turf germination (this includes weekends and
holidays). The grow in period shall be not less than 15 days for
preliminary germination of the ryegrasses. After this period, soil
conditions will be kept at a moisture level sufficient for development and
germination of the bluegrass seedlings, which is normally 25-30 days.
Mowing may occur as necessary during this period. Loss of turf due to
excessive irrigation and related water logging will be the responsibility of
the Contractor. An expected germination and establishment rate of 95%
of all seedlings is required.
J. CONTRACTOR shall provide verification of seed varieties (seed label
tags) and quantities (shipping tags) during and after each area of
renovation. Contractor shall provide seeder calibration data and
topdressing calibration data relative to application uniformity.
CONTRACTOR will document all procedures and provide a daily diary of
grow-in activities.
K. Soccer field renovation shall be completed within 10 working days after the
date upon which notice to proceed is issued.
IX. GENERAL MAINTENANCE AND CLEANUP
A. Leaf drop shall become part of the mulch layer in the tree, shrub or
groundcover areas in an attractive manner and away from high traffic areas.
Leaf drop shall not be allowed to enter stormdrains.
Mulch shall be maintained uner all trees and shrubs and on bare soil with a
minimum 3-inch layer of organic material. To the greatest extent practicable,
CONTRACTOR shall not procure mulch products that originate from forest
products. When possible CONTRACTOR shall give preference to mulch
products that are produced on-site, or from regionally generated plant debris
including that made at the City of Palo Alto.
Clippings trimmings, cuttings generated by the Contractor that cannot be
used as mulch shall be promptly removed from the work site at the end of
the same day the work is performed. Dumpsters may not be used on the
sites unless approved by Project Manager.
B. All areas covered by this agreement, including but not limited to: areas
around shrubs and trees, non landscaped islands, sidewalks, patios, planter
beds, curbs and gutters shall be kept free from weeds, litter, rocks, glass
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and debris and shall contain. Debris includes,. but is not limited to: paper
litter, household furniture, household appliances, cardboard, cigarette butts,
animal feces, biohazards (human feces, hypodermic needles), illegal drug
paraphernalia, and vehicle parts. Leaf litter shall be used as mulch
according to specifications in IX Section A.
C. All cracks in sidewalks, curbs, street gutters and other paved areas shall be
kept weeded.
D. All sites' paved areas, including play and picnic areas, shall be swept and
cleaned of any dirt, debris, weeds, litter or soils.
E. Picnic Area: All Tables, benches and barbecue pits shall be kept cleaned
three times a week. They shall be washed off weekly between March and
November. Picnic area tables and benches shall be scrubbed and washed
using a biodegradable cleanser.
F. All sand areas including sand volleyball courts shall be kept raked and
cleaned of any debris. Playground and sand volleyball court shall be Rota
tilled to relief compaction if needed and filled with sand as needed.
G. All parks shall be inspected by contractor for glass and other safety Hazards
by 10:00 a.m.
H. All decomposed granite pathways must be raked and not blown where
indicated by the Project Manager. During summer months decomposed
granite pathways will be watered down prior to using an electric blower to
clean the pathway were indicated by the Project Manager.
I. Ornamental garbage enclosures and dumpster enclosures shall be washed
and cleaned with a biodegradable cleaner once per month.
J. Skate bowls, multipurpose bowls and handball courts must be cleaned as
needed. Bowls are located at: Mitchell Park, Rinconada Park, Robles Park,
Eleanor Park, and Hoover Park. Handball courts at Mitchell Park and a Skate
Bowl at Greer Park.
X. GARBAGE CANS AND ENCLOSURES
All garbage cans must be emptied at the sites listed in this agreement. Garbage
cans more than one half full must be emptied. Mechanically or physically
compressing garbage is not permitted in lieu of emptying. All garbage cans must
be emptied on Mondays and Fridays. All garbage cans must have a liner.
CONTRACTOR is responsible for providing garbage can liners. Re-using soiled
garbage can liners are not permitted.
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Garbage can enclosures, a device used to conceal the garbage can, must be
washed monthly using a Biodegradable cleaner.
XI. HOMELESS PERSON ACTVITY
CONTRACTOR shall alert the Project Manager to any signs of any homeless
person activity on any sites listed in this agreement. Homeless person refuse will
be classified in two ways: (1) Incidental litter/debris, including but not limited to:
bottles/cans, clothing, foodstuff, toiletries, paper products. (2) Encampment
debris, including but not limited to, large cardboard, plywood, shopping carts,
blankets, sleeping bags, coolers, tents, tarps. CONTRACTOR at the request of
the Project Manager must remove incidental litter/debris generated by any
homeless activity. CONTRACTOR at the request of the Project Manager must
remove encampment debris generated by any homeless activity.
CONTRACTOR will be issued a free dump pass for disposal of encampment
debris at the City of Palo Alto Landfill.
XII. EQUIPMENT
CONTRACTOR is to provide an inventory list of the equipment to be used during
this project. The inventory list must include: description, model/make, picture,
and VIN # (if applicable) of equipment to be used for the maintenance of the
landscaped and non-landscaped grounds specified in this package.
CONTRACTOR's equipment inventory must include: 36" -72" and a large riding
mower with at least a 15' wing span, turf sweeper, and leaf blowers that satisfy
the City of Palo Alto's noise ordinance requirements.
CONTRACTOR shall at all times furnish and maintain sufficient equipment as
necessary to perform the work of this contract. Such equipment shall be subject
to the inspection and approval of the City's Representative. If the contractor is
unable to consistently provide the necessary equipment to perform the work, it
may be considered as grounds of canceling the contract.
XIII. SITE LOCATIONS AND SPECIAL INSTRUCTIONS
Site names, locations, address (when applicable) are listed below. Special
maintenance instructions are listed, when applicable, for each site and must be
adhered to, in addition to, all other maintenance requirements listed in these
specifications. Maps of the various site locations are available on the City's
Website (www/cityofpaloalto.org) under Other Resources-Purchasing and
Current Solicitations.
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SECTION I
GENERAL SITE AND ATHLETIC FIELD LANDSCAPE MAINTENANCE
SERVICES
(Services to begin March 1, 2012).
The Scope of Work for this solicitation is the performance of the work described as:
PROVISION OF GENERAL SITE AND ATHLETIC FIELD LANDSCAPE
MAINTENANCE SERVICES, as detailed in the specifications contained herein.
A. Provide all labor, equipment, materials and supplies needed to maintain the
grounds and fields located at Cubberley Community Center, 4000
Middlefield Road, Palo Alto, CA 94303 as per the SPECIFICATION AND
REQUIREMENTS listed below.
B. Related work specified elsewhere includes:
1. General Landscape Maintenance
2. Turf Maintenance
3. Athletic Fields and Track Maintenance
4. Includes shrub and tree trimming and care.
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SPECIFICATION & REQUIREMENTS
for
GENERAL SITE AND ATHLETIC FIELD LANDSCAPE MAINTENANCE
AT CUBBERLEY COMMUNITY CENTER
GENERAL PROVISIONS
The following provisions, where individually applicable, apply for maintenance standards
not limited to Landscape and Turf Maintenance, Track Maintenance, and all other items
selected as part of this proposal.
LOCATION OF PROPERTY
The locations of the areas to be maintained are located on the attached maps. The
attached maps provide a general scope ofthe area(s) covered in this agreement.
Contractors are invited to visit the site on their own prior to submitting a Bid.
SCOPE OF WORK-Landscape Maintenance
The contractor shall provide the highest quality of landscape maintenance services and
materials. The contractor agrees to provide the highest quality commercially accepted
methods, procedures and scientific controls for landscape maintenance. "Scientific
Controls" is understood to mean practices based upon recommendations of the
University of California, or similarly qualified experts; recommendations in University of
California Cooperative Extension Publications and information in standard landscape
industry references. This shall include the use of proper knowledge, skills, materials
and equipment of a timely basis to maintain plantings in normal health, appearance and
growth; control of diseases, pets and weeds and maintaining plantings in the designated
areas in a neat, orderly appearance during the term of this contract.
The contractor agrees to be continuously alert in locating and defining problems and
agrees to exercise prompt and proper corrective action. Action times will be prioritized,
and low priority items will be given a time line for corrections. A PRELIMINARY
WRITTEN REPORT SHALL BE SUBMITTED FOR MAJOR CORRECTIVE PROBLEMS
NOT COVERED IN THE CONTRACT. Contractor shall communicate landscape as well
as non-landscape related hazards that are seen while on site.
The contractor shall furnish landscape maintenance services by qualified site managers
and hortiCUlturists in order to provide a maintenance program at the Cubberley
Community Center. Services to be provided include maintenance of shrubs, ground
cover, vines, turf, walkways, and sidewalk trimming on Nelson Ave., softball fields,
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soccer fields, and the running track. This is to include pruning, trimming, edging,
mowing, weeding, raking, litter pick-up and pest control.
The contractor shall' report progress to the City of Palo Alto's Cubberley Community
Center Facility Manger on the agreed reporting frequency and schedule. A qualified site
manager or superintendent of operations shall represent the contractor in regular
weekly meeting and walk-through inspections with City of Palo Alto staff. The
contractor shall furnish all labor, materials, equipment, and on site supervision by
qualified site managers who shall provide complete, continuous and expert landscape
maintenance services of existing lawns, shrubs, trees, ground covers, flowers, and
other plant materials at the site, as well as any new landscaping added during the terms
of this agreement.
Monthly contract payments will be made on a work performed basis only. Failure to
perform required contract speCifications will result in a reduction of monthly payment
assessed at the prescribed hourly labor rate.
GENERAL CONDITIONS
A landscape Maintenance
The contractor shall provide the City's Cubberley Community Center, with a
landscape maintenance program at the frequencies called for in the special
provisions of this agreement. The maintenance program is not limited to
specifying daily, weekly and monthly landscape maintenance task schedules
covering all areas of responsibility specified in this agreement. The maintenance
program will be submitted within 30 calendar days following award of this
contract. This program shall be reviewed monthly for additions and modifications
for the following month. This program and any changes, deletions or additions
therein, if approved by the City, shall become part of this agreement and shall be
used by both the contractor and the City of Palo Alto for performance monitoring
of contractor obligations.
The contractor shall provide an onsite maintenance supervisor to be present at
all times whenever maintenance work is performed at the CUbberley Community
Center site. The .onsite maintenance supervisor shall have at least 3 years of
field experience and/or equivalent degrees or licenses. The onsite maintenance
supervisor shall be familiar with all aspects of the maintenance at the Cubberley
Community Center including mow equipment and procedures; shrub, ground
cover, tree care standards and equipment; the application and use of commercial
fertilizers and pest control.
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· Failure to submit a maintenance program within the allotted time period will be
considered a non-responsive action, and non-responsiveness will be grounds for
termination of this agreement.
B. Required Reports
Monthly Progress Reports
MONTHLY, the contractor shall provide the City's Cubberley Community Center,
with monthly progress reports, based on and referenced in the maintenance
program. The reports will be due no later than the tenth day of the month
following services, and is to include the following information:
1. Total on-site labor, supervision, and horticultural hours provided. This can
be in a' spreadsheet format with all applicable sites covered under this
agreement.
2. Problem areas encountered during the month.
3 Monthly application reports for all materials applied. This will include
application date, mater.ials, amount of material applied, etc.
4. Any additional reports as directed by the CubberJey Community Center
Facility Manager.
Inventory/Material Safety Data Sheets
Within thirty (30) days of the effective date of this agreement, the contractor will
submit to the City a list of all chemicals that will be used by the contractor on the
sites, together with the required Material Safety Data Sheets (MSDS). MSDS
sheets and product labels shall be in applicator's vehicle.
Integrated Pest Management
Within thirty (30) days of acceptance of this agreement, the contractor shall
submit an Integrated Pest Management Program for the site. This IPM will be
reviewed annually for updates and modifications. (Reference: City of Palo Alto
I.P.M. Plan)
Reports shall be submitted in a timely manner and shall contain accurate and
current information regarding the Contractor's performance at each site.' Failure
to supply these reports in an accurate and timely manner shall be considered a
breach of this agreement.
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C. Extra Projects/Landscape Upgrades:
All extra projects shall require the submission of a Project Proposal Form or a
Work Order Authorization Form. If the contractor does not have available such a
form, a mutually agreeable format will be developed. On any extra project or
landscape upgrade, the City reserves the right to obtain competitive bids.
D. Management Philosophy:
The contractor shall take a pro-active approach in correcting problems within the
contractors' span of responsibility and control. Other problems and suggestions
for improvements, both short and long term, must be submitted promptly to the
City for appropriate action.
Contractor employees shall wear company uniforms, which consist of long pants
and shirts with company name and individuals name on the shirt. Contractor's
staff when appropriate will utilize rain gear, rain boots, safety shoes, hard hats
and safety glasses. A. clean, neat professional appearance shall be exhibited by
all contracted employees while on site. Contractor's equipment and vehicles
shall also be professional in appearance, exhibit the company logo and be well
maintained for safe operation.
E. Exclusions
The City shall pay for execution of projects excluded from the normal cost of
landscape maintenance, which shall be identified by the City of Palo Alto
Cubberley Community Center Facility Manager. The City is responsible for
repairs and corrections to problems caused by natural calamities, vehicle
accidents by non-contractor personnel, and other causes beyond the
responsibility of the City. Any and all other exclusions agreed upon by both the
City and the contractor shall be indicated in writing and made part of this
agreement.
DEFINITIONS
A. Responsible parties referred to as City of Palo Alto or City are deemed to refer to
the Cubberley Community Center Facility Manger.
The Contractor shall begin work after receiving written notice to proceed from the
Cubberley Community Center Facility Manager.
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I.P.M. POLICIES AND PROGRAMS
The City of Palo Alto has adopted a policy and procedure for pest control decisions for
an effective way to respond to the questioning public and at the same time improve the
agency's internal decision-making process, resulting in more efficient, effective and safe
resolution of pest problems.
Our goal is a pest management strategy that focuses on long-term prevention or
suppression pest problems with minimum impact on human health, the environment and
non-target organisms. Preferred biological control, using alternate plant species or
varieties that resist pests, selecting pesticides with a lower toxicity to humans or non
target organisms; adoption of cultivating, pruning, fertilizing or irrigation practices that
reduce pest problems; or changing the habitat to make incompatible with pest
development. Broad spectrum pesticides are used as a last resort when careful
monitoring indicates that are needed according to pre-established guidelines. When
treatments are necessary, the least toxic and most target-specific pesticides are
chosen. Implementing an Integrated Pest Management Program requires a thorough
understanding of pests, their life histories, their environmental requirements and natural
enemies as well as establishment of a regular, systematic program for surveying pests,
their damage and/or other evidence of their presence.
A. Guidelines to be followed each time a pesticide is used:
B. Choose the safest material that is effective.
C. Consider the potential for treating only the most seriously infested areas to allow
survival of natural enemies.
D. Pesticide must be registered in California.
E. Written recommendation for using the pesticide to be made by a licensed pest
control advisor.
F. All safety equipment and clothing must be in hand.
G. Verity that the person doing the application is certified under California E.P.A.
Regulations.
H. After the application, monitor the pest population to see if the treatment was
effective; written records will be maintained.
I. (MSDS) sheets for the pesticide to be used are to be available at time of
application.
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J. Application equipment must be appropriate for the job and calibrated properly.
K. Be prepared for all emergencies; knowing who to call for help and interim
measures to take before help arrives.
Presently, an integrated pest control program is used in all areas of the City, including
street trees, parks and median strips.
MATERIALS
All materials shall be provided by the Contractor and shall be the highest quality
available. Commercial fertilizers, insecticides, fungicides and herbicides shall bear the
manufacturer's label, guaranteed analysis, and approved for use by the Site Manager.
A. Water is to be furnished by the City.
B. Fertilizer shall be complete fertilizer furnishing the required percentage of
nitrogen, phosphoric acid and potassium to keep lawns, trees, shrubs and other
plants in a healthy and'vigorous growing condition.
C. Soil Testing of the athletic field areas is to be provided annually by the
Contractor. Testing shall be completed between the months of April and June.
Soil Testing will not be done directly after any late spring periods of heavy
rainfall. Soil testing shall be done by mutually agreed upon soil testing lab.
One composite test of the football field area and one composite test of the
athletic fields area will be sufficient. Tests will be normal agricultural suitability
analysis, exclusive of fertilizer elements. Once complete, the soil analysis will be
copied to the site manager. Discussions of the soil test results between the site
manager and the contractor will determine the proper maintenance program for
the following season. Applications of elements as recommended will be the
responsibility of the contractor.
D. Insecticides, fungicides, herbicides shall be of the highest quality obtainable,
brought to the job site in the original manufacturer's containers, properly labeled
with guaranteed analysis. Any necessary permits, recommendations, etc. shall
be the responsibility of the Contractor.
E. Tree stakes, tree ties, guy wires shall be of materials to match those existing on
the site or approved equal.
F. Prior to beginning maintenance the Contractor and the City's representative shall
inspect and inventory all plants, trees and shrubs to determine their number and
condition.
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SHRUB, TREE, AND GROUND COVER CARE
Maintain shrubs, ground covers and trees in a healthy growing condition by performing
the following operations and other work incidental thereto:
A. Pruning and Trimming
1. All pruning and trimming shall be done by qualified professional personnel
using ISA recognized and approved standards and techniques.
a. Excessive pruning or stubbing back will not be permitted.
b. All pruning cut shall be properly made, They shall be cleanly cut
with no tearing of the bark using natural target pruning methods.
(City Arborist is available iffurther instruction is needed.)
c. The Contractor is responsible for replacing, at their cost, any
damage to plant materials caused by excessive pruning, improper
pruning techniques, poor equipment, etc. .
2. All dead or damaged branches shall be removed.
3. Pruning and trimming of shrubs and ground cover shall be done a
minimum of twice a year to achieve the following:
a. To cut back branches that is rubbing on walks, fences and buildings
including shrubs and vines along Nelson Avenue.
d. Trees shall be maintained at an 84" height from the ground (ADA
Act).
4. Major pruning of shrubs shall be done during the dormant season.
Minor pruning may be done during the spring and fall seasons.
5. Any tree maintenance over 15' in height shall be covered under a
separate contract, either with the City Arborist staff or as defined under
"Extra Projects/Landscape Upgrade." Contractor will report any apparent
decline of trees to the Site Manager.
a. Tree stakes shall be removed as trees mature. Tree ties will be
adjusted at least annually to accommodate tree growth.
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6. Safety Pruning:
Pruning requests for public safety require immediate response, within 24
hours of the request. Contractor will be responsible for caution taping the
area immediately until the contractor's crew can respond to the request.
B. Ground Cover
Locations of the flowerbeds and perennial areas along the Middlefield Road are:
by the Cubberley Community Center sign near the Charleston Shopping area;
Montrose entrance area, by the east lawn and the west lawn area; by T-2 patio
area. Annual colors will be replaced twice a year with a sufficient number of
plants to fill each color spot area.
Flowerbeds and perennial areas shall be raked, cultivated, and pruned/dead
headed as needed, but no less than once per week.
Ground cover along the curbs must be kept within curb and height trimmed as
needed.
C. Pest Control·
,.
1. Within sixty (60) days, the Contractor shall submit to the City's Cubberley
Community Center Facility Manager an Integrated Pest Management
(IPM) PROGRAM to address each site (reference is made to the City's
Comprehensive Plan).
This IPM program shall be reviewed annually for updates and
modifications with the Cubberley Community Center Facility Manager.
Frequent and thorough site inspections, on foot, will be needed to ensure
no major infestations occur. The first priority in addressing pests will be to
conserve naturally occurring beneficial insects through the use of selective
applications of the least toxic effective materials. Biological controls will
be based upon sound scientific information such as that provided by the
University of California Cooperative Extension Publication and information
in standard landscape industry reference. Conventional pesticides will be
given last priority.
2. Insect and disease control shall be done only by qualified, trained
personnel, under the supervision of a State licensed pest control operator,
using materials approved by the Site Manager. The pesticide shall be
done with extreme care to avoid any hazard JO an{person or pet in the
area or adjacent areas, or any property damage.
3. Materials shall only be applied by those persons possessing a valid
California Pest Control Applicator's license. Application shall be in strict
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accordance with all governing regulations. A copy of the applicator
license must be provided after each renewal to the Site Manager.
The Contractor must provide, within 30 days of the Notice to Proceed,
their Pest Control Operators License, and the names and
license/certification numbers of any individuals responsible for or applying
pesticides in accordance with this agreement.
4. All plant infestations shall be reported to the Site Manager. All pesticide
applications (herbicides, insecticides, fungicides, rodenticide, growth
regulators, etc.) shall be cleared with the Cubberley Comm1,Jnity Center
Facility Manager prior to application. Records of all operations stating
dates, times, methods of application, chemical formulations, applicators
names and weather conditions shall be made and retained in an active file
for a minimum of three (3) years.
5. A written report of all applications shall be provided to the Cubberley
Community Center Facility Manager (see Landscape Maintenance
Program, General Provisions, Section B-3).
6. All chemicals requiring a special permit for use must be registered with the
county Agricultural Commissioner's Office and a permit obtained with a
copy to the CubberJey Community Center Facility Manager. All current
permits and consultation by Pest Control Advisors shall be included in the
agreement.
7. All regulations and safety precautions listed in the Pesticide Safety
Information Series (PSIS) published by the California Department of
Pesticide Regulation shall be adhered to .
. ,
8. Spraying is not permitted during heavy traffic periods or when windy. No
spraying will be permitted without prior approval by the Site Manager .
. 9. In the event of visible evidence of such pests, contractor will restore the
area to its proper condition if the damage is current and prevention is
within the contractor's control.
10. Contractor agrees to control gophers, squirrels, moles and other rodents
causing damage to City Property under the site area of responsibility.
11. Contractor shall replace any plant material that has suffered severely due
to lack of proper pest control, if such pest control is possible and
practicable.
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12. All treated areas must be monitored during and after pesticide application
until material has settled and treatment area is completely dry. No
unprotected person, pet, or wildlife may enter a treated area until all re~
entry intervals have been satisfied.
D. Weeding
All turf, shrub, ground covers, flowerbeds, paved areas, etc. shall be kept weed
free by using cultural methods, pre~emergent herbicides, and post-emergent
herbicides. Weeds shall be removed whenever the appearance becomes
unsightly or when requested to do so by the Cubberley Community Center
Facility Manager. The herbicide Round Up, or equivalent, will be permitted for
this control. Maximum weed population permitted is three (3) weeds per square
yard of bed, and no weed shall remain over one (1) full week (seven-clay period).
Use of Round Up is restricted to specified weed abatement problems. It cannot
. be used in place of trimming. All use should be approved by the Site Manager,
or designated representative. Contractor shall be responsible for adhering to all
practices in Palo Alto's I~tegrated Pest Management Program.
E. Staking and Guying
Maintain and replace stakes, guys and plant ties with equal material. To provide
support without chafing of bark. Additional stakes and/or guys shall be placed to
correct misshaping caused by wind. Stakes and guys shall be removed upon
request of Site Manager.
F. Fertilization
Fertilize all shrub and ground cover areas two (2) times a year, in March and
October, with an approved complete fertilizer at the following rates for each
application:
1. One half-pound nitrogen per 1,000 square feet for shrubs, trees and
landscape materials.
2. Fertilizer: 24-18-9 controlled slow release type material.
G. Replacement of Material
Remove dead and damaged plants and replace with material of equivalent size,
condition and variety, subject to approval and purchase owner's representative.
Labor shall be provided by the Contractor in a timely manner. Plant material
shall be provided by the City's Cubberley Community Center unless damage is
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caused by Contractor's negligence (i.e. chemical damage, mechanical damage,
water stress.)
Damage not resulting from Contractor's negligence, such as vandalism, vehicle,
. or weather shall be reported promptly to the Site Manager together with an
estimate of costs for correction of the condition. Damage resulting from
Contractor's negligence shall also be reported promptly to the Site Manager.
Labor and materials shall be provided by the Contractor.
TURF MAINTENANCE
Turf areas shall be maintained in a healthy, safe, growing condition by performing the
following operations and other work incidental thereto:
A. Mowing -All turf areas are to be mowed minimum of once a week. This is
currently scheduled for Fridays no earlier than 8:00 A.M as specified under the
Palo Alto Noise Ordinance. Changes in this schedule may only be ;:lpproved by
the Site Manager for conflicts with holidays or scheduling problems. Mower
settings are to be at 2" in height. Mower settings may be changed to meet the
demands and the Site Manager has the authority to request to change the
settings.
At no time shall more than 113 of the grass be removed in anyone mowing. If
rain prohibits a weekly mowing, adjust the mowing height and mow the field at
least twice until the desired level has been achieved. If multiple mows are
required, at least a one-day period of time in between is required to allow the turf
to recover. Turf areas should not be mowed in the same pattern repeatedly.
B. Edging -All turf edging shall be edged at least once per month. Examples of
edges: along pathways, walkways, around shrubs, trees, sprinklers heads.
valve boxes, mow bands, curbs, benches, light poles, or any other fixed object.
Herbicide shall not be used as an edging tool. Care must be taken not to
damage trees, shrubs, or any other fixed object with edging equipment. String
trimmer damage to trees and roots will not be tolerated.
C. Aerification -All turf areas are to be aerified once a year. Project scheduling is to
be coordinated with the Site Manager. Core size shall b~ at least 3/4" in
diameter and 8" in depth. Cores need not be removed, however, field must be
either dragged for mowed or break up cores.
Flag/mark irrigation system heads, valve boxes, and quick couplers. Contractor
is responsible for repairing any damaged caused by aerification equipment.
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D. Fertilize all turf areas six (6) times a 'year in February, April, June, August,
October and December with an approved complete fertilizer (24-18-9 slow
release) at the following rates of application:
1. One pound of nitrogen per 1,000 square feet of tum area or as
necessary depending on the results of the soil test.
2. Two pounds of iron chelete per acre of turf area or as necessary
depending on the results of the soil test.
3. In fall, IBDU slow release 24-4-12 or approved equal shall be used.
In spring and summer, a 16-6-8'fertilizers or approved equal shall
be used.
Athletic field fertilizing may be adjusted according to the soil test result.
E. Gopher Control -Contractor shall keep all turf areas free of gophers by using
Macabee gopher traps or other approved devices. Holes caused by gophers
shall be backfilled with soil approved by the City's representative.
F. Grub/Larvae Control-Contractor shall keep all turf areas free of grubs and
larvae. Damage caused by grubs and larvae shall be re-seeded with an
approved turf seed. Grub and larvae species including, but not limited to,
Australian Sod Fly, Bermuda grass Mite, Billbugs, Cutworms, Armyworms,
Ground Pearls, Lawn moths, Sod webworms, White Grubs.
G. Safety hazards must be addressed immediately. Fill holes in turf areas
immediately, regardless of cause, as they develop with sufficient soil to prevent
tripping hazards. '
H. ,Re-seed small bare areas, not to exceed 100 sq. feet per area, on a monthly
basis using materials and methods approved by the Site Manager.
I. Turf Sweeping -The contractor must sweep turf areas at the request of the Site
Manager. Sweeping will be requested to remove excess turf clippings or leaves.
Requests will be more frequent during the fall season, after wind related events,
and skipped mowing intervals by the Contractor or City Staff.
GENERAL MAINTENANCE AND CLEANUP (applicable to all sites)
A. All clippings, trimmings, cuttings and rubbish and debris shall be promptlY
removed from the work site at the end of the same day the work is performed.
Dumpsters may not be used on the sites unless approved by Site Manager.
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B. All areas covered by this agreement, including artificial turf but not limited to: all .
ground cover areas, areas around shrubs and trees, non-landscaped islands,
sidewalks, curbs and gutters shall be kept free from weeds, litter, rocks, glass
and debris.
Debris including, but not limited to: paper litter, leaf and plant debris, household
furniture, household appliances, oardboard, cigarette butts, animal feces,
biohazards (human feces, hypodermic needles), illegal drug paraphernalia, and
vehicle parts.
C. All cracks in sidewalks, curbs, street gutters and other paved areas shall be kept
weeded.
D. All islands and paved areas shall be swept and cleaned of any dirt, debris,
weeds, litter or soils.
E. Monthly Progress Reports. (See "Scope of Work, Section B)
EXTRA WORK
A condition of this contract is that the Contractor does work not specified in this contract
when requested by the City's Site Manager. The Contractor is to be paid for this work
at the hourly rate the Contractor has specified on the Bidders Bid Page and is to provide
the necessary materials and be reimbu~ed by the City at cost. The Contractor is to
provide "Field Quotation,· which outlines the scope of work and the cost of the work.
WORK SCHEDULES
A weekly schedule shall be provided by the contractor indicating the sites where items
of work are performed in accordance with the performance requirements of the contract.
The initial schedule shall be submitted one week prior to the effective date of the
contract. Changes to the schedule shall be received by the ~ite Manager no later than
24 hQlurs prior to the scheduled time for the work, Failure to properly notify or to
perform an item of work on the day scheduled may result in deduction of payment for
that day or work.
The Contractor shall adjust his schedule to compensate for all holidays and program
uses.
A. General landscape maintenance at the Cubberley Community Center shall
conform to all of the "General Provisions" as stated in this document. Specific
provisions are as follows:
1. General maintenance tasks shall be performed according to the
maintenance frequencies schedule for Cubberley Community Center.
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2. . CONTRACTOR'S Maintenance Supervisor shall communicate (in person)
with the Site Manager twice monthly regarding status of the maintenance
tasks and scheduling.
3. Maintenance tasks shall be scheduled to minimize interference with
activities of tenants and users of the Cubberley Community Center.
CONTRACTOR needs to be flexible and adjust work tasks as needed.
4. Electric air blowing is permitted in all areas, using modern low noise
machines (65 decibels or less). Both the blower operator and the
machines must be certified by the Palo Alto Police Department. Copies
of the certifications must be provided to the Cubberley Community Center
Facility Manager. Operators are to be sensitive to Center users and
tenants by keeping blowers at low speeds or turning off if they are nearby.
5. Electric air blowing of areas adjacent to the tennis courts shall be done in
a manner that will prevent debris from going onto the courts. If this is not
possible, the courts .must also be air blown.
6. Additional Maintenance Requirements:
NON-LANSCAPED AREAS
Weed Control:
The following areas shall be kept weed free at all times:
a. On Nelson Drive between the fence and sidewalk and one foot
inside the fence.
b. From Nelson Drive, along the asphalt fire lane by the football
bleachers and to the Southeast end of the tennis courts.
c. Along the fence and fire lane on the Northwest end from Nelson
Drive to Middlefield Road.
d. Around the perimeter of the tennis courts.
e. Around the track, around and under football stands, around ball
field fences, backstops, soccer goal posts and the old garden area.
f. Inside the pump station fence located by the fire lane at the
northwest end of the property.
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B. For material, the Contractor shall submit the wholesale receipt plus markup for
reimbursement of materials. The Contractor shall state their percentage markup
on the bid page. The bid page will include a line for Contractor to state their
percentage.
The hourly rate for irrigation maintenance shall include repair/replacement time,
equipment, cleanup, and any necessary debris removal.
The hourly quotation shall include:
1. Time for work performed only at the Cubberley Community Center site.
2. The Contractor shall be paid on an hourly basis for time actually worked at
the facility, with a maximum travel time of one hour.
3. Contractor shall be responsible for cleanup and removal of all debris.
4. Work locations, including access points, will be under the direction of tlie
Cubberley Community Center Site Manager and the onsite Maintenance
supervisor .. Contractor shall be' responsible for damage to turf or irrigation
lines Caused by the Contractor's eqUipment outside of the deSignated
access points.
5. Contractor shall provide a qualified irrigation specialist to perform the
required work described above.
C. Track Maintenance
CONTRACTOR shall maintain the track on a monthly basis during the contract
-term according to the Scope of Services. CONTRACTOR shall provide the
equipment, materials and labor necessary to perform the required services.
Scope and Schedule
1. Remove weeds from the track running surface as necessary to maintain a
"0" (zero) weed population. Remove all leaves and debris from the track
surface weekly.
2. Drag the track surface lightly twice monthly with a tooth drag and moisten
while maintaining a firm, level and safe running surface. Surface to be
dragged from the outside edge inward.
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D. Softball Infield Maintenance
Specifications .
Provide weekly maintenance of four softball diamonds. Work is to be done
March through AUgL1St on Tuesdays and Fridays. Work shall include the
following tasks:
1. Drag infields twice weekly.
2. Level base and home plate areas and tamp down loose material.
3. Moisten surface.
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sports, education, dance; arts, meetil1j Yooms, music, cluld caYt;
special events, and so much moYe ....
IVlap legfmtl
rI Disabled Parking
$ Public Pay Telephone
lJ D Public Restrooms
liD In case of emergency
dial 911
I1l Fire extinguishers are
located in eve ry room
42
Cubberley Communi iy Cent'ilr
4000 Middlefield Road, Palo Alto, CA 94303
650/329,2418
650/856,8756 fax
www.cityofpaloalto.org
Administrative Of'ikes
Room T2
Office Hours
Monday -Friday, 8:30am -7:30pm
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SECTION M
Specification for Maintenance of Invasive Plant Removal Sites
in Foothills Park
Purpose:
To continue removal of invasive non-native plants at specific sites in Foothills Park, so
that we may maintain the level of habitat restoration established by the volunteer group
Friends of Foothills Park.
Scope:
Only the target species may be removed, with minimal impact on adjoining plants. Some
sites have been worked for more than 10 years, so invasive species plant cover is low to
moderate (also, cover may vary per site). Any of the targeted species may be present all
sites, so removal is not to be limited to the main species indicated on the maps.
Area:
The total area is 21.3 8 acres. See breakdown of site sizes at end of this document.
Target Species:
• Yellow starthistle (Centaurea solstitialis)
• Italian thistle (Carduus pycnocephalus)
• French broom (Genista monspessulana)
• Poison Hemlock (Conium maculatum)
Photographs of each species are at end of this document.
Methods:
Mechanical or hand removal only to reduce the impact on native species growing in the
area. Mechanical means may include weed whips and weed wrenches depending on
species and time of growing season.
• Italian thistle: hand removal early in season, weed whip any dense stands after
adjoining native grasses have set seed.
• Yellow starthistle: hand removal early in season; weed whip after adjoining native
grasses and wildflowers have set seed and when thistle has ~5% bloom.
• French broom: removal by hand or with weed wrenches.
• Poison hemlock: hand removal, mowing
Removed plants may remain on-site. If plants have flowered, however, flowering plants
and seed heads must be bagged and taken to a landfill.
Training and Supervision:
43
Workers will be trained on species identification so they know which plants to remove at
every growth stage, and which plants to leave in place and avoid hanning. Training in
methods of removal can be done also. Workers will be supervised by staff o~
knowledgeable Friends of Foothills Park volunteers until all are comfortable with species
identification and removal methods.
Schedule:
Seasons may run earlier or later depending on weather. In general, all species may be
removed all year long, but incidental seed dispersal at senescence is to be avoided.
Locations:
The plots are vary in size and are scattered throughout the park. Most sites are near trails
or roads. Some sites are more remote but can be reached via a combination of paved road
or fire road and trail.
Sites may be viewed online in Google Maps at http://bit.ly/FriendsMap (case sensitive).
This map best shows the individual sites that are referred to (e.g., YST 1, FB 6, etc.).
See following maps.
44
Map 1: Overview of Foothills Park work sites.
Foothills Park outlined in green. Work zones are outlined in red.
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Map 2: Approximate locations of work sites using Foothills Park trail map
46
Map 3: Zone 1
Yellow Starthistle (yellow) Sites YST 1,2,3,5, 10, 11, 15; and
Italian Thistle (purple) IT 3, 4, 6, 9, 13 Vista Hill, Panorama Trail, roadsides
47
Map 4: Zone 2
Italian Thistle (purple) IT 1,2,5, 10; Yellow Starthistle (yellow) Sites YST 14;
Poison Hemlock (blue) PH 1-3
Las Trampas Valley and Wildhorse Valley
48
Entry from
Trappers fire
road and Los
Trancos Trail
(upper
or from
Rd. in Los
Map 5: Zone 3
Yellow Starthistle (yellow) YST 7 and French Broom (green) Sites FB 1-8
Along Los Trancos Trail
49
Friends of Foothills Park Work Sites 2009
Acreage
YELLOW STARTHISTLE ZONE 1
YST 1 4.06 YST1 4.06
YST2 1.61 YST2 1.61
YST3 0.05 YST3 0.05
YST5 0.11 YST5 0.11
YST7 1.42 YST10 1.32
YST10 1.32 YST 11 2.21
YST 11 2.21 YST15 0.31
YST14 1.06 IT3 trailside
YST15 0.31 IT4 trailside
YSTTotal 12.15 ·IT6 0.02
IT9 0.09
ITALIAN THISTLE IT 13 0.10
IT 1 1.54 9.88
IT2 1.38
IT3 trailside
IT4 trailside ZONE 2
ITS same as YST 14 IT 1 1.54
IT6 0.02 IT2 1.38
IT9 0.09 IT3 trailside
IT 10 0.40 IT4 trailside
IT 13 0.10 ITS same as YST 14
IT Total 3.53 IT6 0.02
IT9 0.09
FRENCH BROOM IT 10 0.40
FB 1 0.1 within YST 7 YST14 1.06
FB2 0.88 PH 1 0.10
FB3 1.05 PH2 0.15
FB4 0.23 PH 3 0.40
I;B 5 0.56 5.03
FB6 1.02
FB 7 0.47
FB8 0.84 ZONE 3
FB Total 5.05 FB 1 0.1 within YST 7
FB2 0.88
POISON HEMLOCK FB 3 1.05
PH 1 0.10 FB4 0.23
PH2 0.15 FB5 0.56
PH 3 0.40 FB6 1.02
PH Total 0.65 FB 7 0.47
FB 8 0.84
YST7 1.42
6.47
Total Acreage 21.38 21.38
50
Photographs of Target Species:
Yellow Starthistle
51
52
Italian Thistle Poison Hemlock
53
French Broom
54
EXHIBITB
SCHEDULE OF PERFORMANCE
CONTRACTOR shall perform the Services according to the schedule of Services for
both Section I and Section M as outlined and detailed in the Scope of Services, Exhibit A
55
.EXHIBITC
COMPENSATION
All Payments are. based upon City's acceptance of Contractor's performance of the
Services. The maximum amount of compensation to be paid to Contractor, over
the three year Term of this Agreement, including both payment for services and
reimbursable expenses, shall not exceed One Hundred Eighty One Thousand
Eight Hundred Fifty Four Dollars ($181,845.00). Any hours worked for which
payment would result in a total exceeding the maximum amount of compensation
set forth herein shall be at no cost to City.
Annual Compensation for the Three Year Term, (payable in Monthly allotments),
will be paid out Year as follows:
Year 1 (July 1, 2010 through June 30, 2011) = $33,600.00
Year 2 (July 1, 2011 through June 30, 2012) = $53,808.00
Year 3 (July 1, 2012 through June 30, 2013) = $94,446.00
Total: = $181,845.00
Specific areas awarded are included in Exhibit C 1.
The City will compensate Contractor for Services performed pursuant to the
terms and conditions of this contract and accepted by the City.
56
Exhibit Cl
Contract Award
I. Cubberley Community Center GENERAL SITE AND ATHLETIC FIELD LANDSCAPE
MAINTENANCE SERVICES: Work of installing complete work in accordance with the
General Requirements and specifications detailed within this Attachment A, herein:
BID UNIT DESCRIPTION, WITH UNIT PRICE IN WORDS Annual COST Annual COST Annual COST Total Cost per
ITEM (PRICE IS INCLUSIVE OF ALL APPLICABLE Per SITE Per SITE Per SITE site for 3 Years
# Per Year TAXES) For Year 1 For Year 2 For Year 3
for All
Services
Labor, equipment, material, and No Services
1 Per transportation to provide maintenance Services Required
Year services for Cubberley Required For only 4
Community Center in Year 1 months
(Services to begin in March 2012.
$58,800.00 $78,000.00 Quote $19,200.00
costs only for time services to be
providedS
Total for 1-Cubberley Community
Center General Site and Athletic
Field Landscape Maintenance
$19,200.00 $58,800.00 $78,000.00
Services (Item 1)
M. Foothills Park Maintenance of Invasive Plant Removal Sites: Work of installing
complete work in accordance with the General Requirements and specifications detailed
within Exhibit A, Scope of Services, of this Contract.
BID Acreage UNIT DESCRIPTION, WITH UNIT PRICE IN Annual COST Annual COST Annual COST Total Cost per site for
ITEM of Site Per Year WORDS (PRICE IS INCLUSIVE OF ALL Per SITE Per SITE Per SITE 3 Years
# for All APPLICABLE TAXES) For Year 1 For Year 2 For Year 3
Services
Labor, equipment, material, and
1 transportation to provide $33,600.00 $34,608.00 $35,645.00 $103,854.00
21.31 Maintenance of Invasive Plant
Removal Sites in Foothills Park
acres To continue removal of invasive
non-native plants at specific sites
in Foothills Park, so that we may
maintain the level of habitat
restoration established by the ..
volunteer group Friends of
Foothills Park.
Total for M -Foothills Park
Maintenance of Invasive Plant $103,854.00 Removal Sites (Item 1)
57
EXHIBITD
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM
OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE
SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST'S KEY RATING OF A-:VII, OR
HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF
CALIFORNIA. .
A WARD IS CONTINGENT ON COMPLIANCE WITH CITY'S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW'
MINIMUM LIMITS
REQUIRED TYPE OF COVERAGE REQUIREMENT EACH
YES
YES
YES
YES
YES
YES
OCCURRENCE AGGREGATE
WORKER'S COMPENSATION STATUTORY
EMPLOYER'S LIABILITY STATUTORY
BODILY INJURY $1,000,000 $1,000,000
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE $1,000,000 $1,000,000
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL BODILY INJURY & PROPERTY $1,000,000 $1,000,000
LIABILITY DAMAGE COMBINED.
BODILY INJURY $1,000,000 $1,000,000
-EACH PERSON $1,000,000 $1,000,000
AUTOMOBILE LIABILITY, -EACH OCCURRENCE $1,000,000 $1,000,000
INCLUDING ALL OWNED, HIRED, PROPERTY DAMAGE $1,000,000 $1,000,000 NON-OWNED
BODILY INJURY AND PROPERTY $1,000,000 $1,000,000
DAMAGE, COMBINED
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE ALL DAMAGES $1,000,000
THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT
ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND
EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE
INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND
ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS'
COMPENSATION, EMPLOYER'S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS
ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE
IN COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE
FOR CONTRACTOR'S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY'S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED
COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO
"ADDITIONAL INSUREDS"
58
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE
ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS,
SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY
REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE ISSUING
COMPANY SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN
NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON
PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT
LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND
CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
59
EXHIBIT E
Contractor's Performance Surety Bond
WHEREAS, the City Council of the City of Palo Alto, State of California ("City") and
, ("Principal") have entered into an agreement dated , and identified as
TBD , which is hereby referred to and made a part here of whereby Principal agrees
to install and complete certain designated public improvements; and
WHEREAS, Principal is required under the terms of said agreement to furnish a surety
bond for the faithful performance of said agreement.
NOW, THEREFORE, Principal and
_____________________ , as Surety, incorporated under
the Laws of the State of , and duly authorized to
transact business as an admitted surety, under the Laws of the State of California, are
held and firmly bound unto City in the penal sum of __________ _
($ ), for the payment whereof Principal and Surety bind themselves, their heirs,
executors, administrators, successors, and assigns, jointly and severally, firmly by these
presents.
The condition of this obligation is such that if the Principal, Principal's heirs, executors,
administrators, successors, or assigns shall promptly and faithfully keep and perform the
covenants, conditions, and provisions of the above-mentioned agreement and any
alteration thereof, with or without notice to the Surety, and if Principal shall satisfy all
claims and demands incurred under such agreement and shall fully protect, indemnify,
defend, and hold harmless City, its officers, agents, and employees from all claims,
demands, or liabilities which may arise by reason of Principal's failure to do so, and shall
reimburse and repay City all outlay and expenses which City may incur in making good
any default, then this obligation shall be null and void; otherwise, it shall remain in full
force and effect.
As part of the obligations secured hereto, and in addition to the face amount specified
therefore, there shall be included costs and reasonable expenses and fees, including
reasonable attorney's fees incurred by City in successfully enforcing such obligations, all
to be taxed as costs and included in any judgment rendered. Surety shall be liable for any
liquidated damages for which the Principal may be liable under its agreement with the
City, and such liquidated damages shall be part of the obligations secured hereto, and in
addition to the face amount specified therefore.
The Surety hereby stipulates and agrees that no change, extension of time, alteration, or
addition to the terms of the agreement or to the work to be performed thereunder or the
specifications accompanying the same, shall in any way affect its obligations on this bid
security, and it does hereby waive notice of any such change, extension of time,
alteration, or addition to the terms of the agreement or to the work or to the
specifications.
IN WITNESS WHEREOF, this instrument has been duly executed by the Surety
above named on , 2006.
60
SURETY, ______________ __ PHONE NUMBER: ________________ _
BY: ____________ """"-____ ---'Its: ____________ _
Contractor: ----~----------------------
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF ____________ --J)
COUNTY OF ____________ -')
On , before me, , a notary public in
and for said County, personally appeared ____________________________ _
____ , personally known to me (or proved to me on the basis of satisfactory
evidence) to be the person(s) whose name(s) is/are subscribed to the within
instrument and acknowledged to me that he/she/they executed the same in
hislher/their authorized capacity(ies), and that by hislher/their signature(s) on the
instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
WITNESS my hand and official seal.
Signature ________________ (Seal)
61
EXHIBIT E-!
Contractor's Payment (Labor and Materials) SURETY BOND
WHEREAS, the City Council of the City of Palo Alto State of California
("City") and , ("Principal"), have entered into an agreement
dated , and identified as TBD , which is hereby referred to
and made a part here of, whereby Principal agrees to install and complete certain
designated public improvements; and
WHEREAS, under the terms of said agreement, Principal is required before entering
upon the performance of the work to file a good and sufficient payment surety bond with
the City of Palo Alto to secure the claims to which reference is made in Title 15
(commencing with Section 3082) of Park 4 of Division 3 of the Civil Code of the State of
California.
NOW, THEREFORE, Principal and
____________________ , as Surety, incorporated
under the laws of the State of , and duly
authorized to transact business as an admitted surety, under the Laws of the State
of California, are held and firmly bound unto City in the penal sum of
___________ ($ ), for the payment whereof Principal
and Surety bind themselves, their heirs, executors, administrators, successors, and
assigns, jointly and severally, firmly by these presents.
The condition of this obligation is such that if Principal, Principal's subcontractors, heirs,
executors, administrators, successors, or assigns shall fail to pay any of the persons,
companies, or corporations, referred to in Section 3181 of the California Civil Code, as
amended, with respect to any work of labor performed or materials supplied by any such
persons, companies, or corporations, which work, labor, or materials are covered by the
above-mentioned agreement and any amendments, changes, change order, additions,
alterations, or modifications thereof, or any amounts due under the California
Unemployment Insurance Code with respect to such work or labor, or for any amounts
required to be deducted, withheld, and paid over to the Employment Development
Department from the wages of employees of the contractor and his subcontractors
pursuant to Section 13020 of the Unemployment Insurance Code, as amended, with
respect to such work and labor, the Surety will pay for the same, in an amount not
exceeding the sum herein above specified, and also, in case suit is brought upon this bid
security, the Surety will pay a reasonable attorney's fee to be fixed in court.
It is hereby expressly stipulated and agreed that this surety bond shall inure to the benefit
of any and all·persons, companies, and corporations entitled named in Section 3181 of the
California Civil Code, as amended, so as to give a right of action to them or their assigns
in any suit brought upon this surety bond.
62
The Surety hereby stipulates and agrees that·no amendment, change, order, addition,
alteration, or modification to the terms of the agreement of to the work to be performed
thereunder or the specifications accompanying the same, shall in any way affect its
obligations on this surety bond, and it does hereby waive notice of any such amendment,
change, change order, addition, alteration, or modification to the terms of the agreement
or to the work performed thereunder or to the specifications accompanying the same.
IN WITNESS WHEREOF, this instrument has been duly executed by the Surety
above named on , 2006.
SURETY, ____________ PHONE NUMBER:
BY: _________________ .Its:
Contractor:
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF ______ -J)
COUNTY OF ______ ~)
On , before me, , a notary public in
and for said County, personally appeared ______________ _
___ , personally known to me (or proved to me on the basis of satisfactory
evidence) to be the person(s) whose name(s) is/are subscribed to the within
instrument and acknowledged to me that he/she/they executed the same in
his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the
instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
WITNESS my hand and official seal.
Signature ________________ (Seal)
63
CITY OF PALO ALTO CONTRACT NO. ClO135477
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the 1st day of JULY, 2010, by and between the CITY OF
PALO ALTO, a California Chartered Municipal Corporation ("CITY"), and GACHINA
LANDSCAPE MANAGEMENT, a California Corporation, located at 1130 O'Brien Drive, Menlo Park,
Ca 94025, Telephone Number: 650-853-0430 ("CONTRACTOR"). In consideration of their mutual
covenants, the parties hereto agree as follows:
1. SERVICES. CONTRACTOR shall provide or furnish the services ("Services") described in the
Scope of Services, attached as Exhibit A.
2. EXHIBITS. The following exhibits are attached to and made a part of this Agreement:
IZI "A" -Scope of Services
IZI "B" -Schedule of Performance
IZI "C" -Compensation
IZI "D" -Insurance Requirements
IZI "E" -Performance and/or Payment Bond
D "F" -Liquidated Damages
CONTRACT IS NOT COMPLETE UNLESS ALL EXHIBITS ARE ATTACHED.
3. TERM.
The term of this Agreement is from July 1, 2010 to June 30, 2013 inclusive, subject to the
provisions of Section 8, Q and V, of the General Terms and Conditions (GTAC).
To the extent the budget for FY 2010-11 as adopted by the Council would require a modification
of this Agreement's term, commencing July 1,2010, as determined by the City, the parties agree
to modify the term, as amended, within ten (10) days after the budget for this Agreement is
adopted.
4. SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within the
term of this Agreement in a reasonably prompt and timely manner based upon the circumstances
and direction communicated to CONTRACTOR, and if applicable, in accordance with the
schedule set forth in the Schedule of Performance, attached as Exhibit B. Time is of the essence in
this Agreement.
5. COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees to
accept as not to exceed compensation for the full performance of the Services and reimbursable
expenses, if any:
The total maximum lump sum compensation of dollars ($ );OR
o The sum of dollars ($ ) per hour, not to exceed a total maximum
compensation amount of dollars ($ ); OR
o A sum calculated -in accordance with the fee schedule set forth in Exhibit C, not to exceed
a total maximum compensation amount of One Million Seven Hundred Ninety Two
Thousand Nine Hundred Fifty dollars ($1,792,950.00).
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CONTRACTOR agrees that it can . perform the Services for an amount not to exceed the total
maximum compensation set forth above. Any hours worked or services performed by
CONTRACTOR for which payment would result in a total exceeding the maximum amount of
compensation set forth above for performance of the Services shall be at no cost to CITY.
The City has set aside the sum of One Hundred Seventy Nine Thousand Two Hundred
Ninety Five dollars ($179,295.00) for Additional Services. CONTRACTOR shall
provide Additional Services only by advanced, written authorization from the City
Manager or designee. CONTRACTOR, at the CITY's request, shall submit a detailed
written proposal including a description of the scope of services, schedule, level of effort,
and CONTRACTOR's proposed maximum compensation, including reimbursable
expense, for such services. Compensation shall be based on the hourly rates set forth
above or in Exhibit C (whichever is applicable), or if such rates are not applicable, a
negotiated lump sum. CITY shall not authorize and CONTRACTOR shall not perform
any Additional Services for which payment would exceed the amount set forth above for
Additional Services. Payment for Additional Services is subject to all requirements and
restrictions in this Agreement.
6. COMPENSATION DURING ADDITIONAL TERMS.
o CONTRACTOR'S compensation rates for each additional term shall be the same as the
original term; OR
~ CONTRACTOR's compensation rates shall be adjusted effective on the commencement
of each Additional Term. The lump sum compensation amount, hourly rates, or fees,
whichever is applicable as set forth in section 5 above, shall be adjusted by a percentage
equal to the change in the Consumer Price Index for Urban Wage Earners and Clerical
Workers for the San Francisco-Oakland-San Jose area, published by the United States
Department of Labor Statistics (CPI) which is published most immediately preceding the
commencement ofthe applicable Additional Term, which shall be compared with the CPI
published most immediately preceding the commencement date of the then expiring term.
Notwithstanding the foregoing, in no event shall CONTRACTOR's compensation rates
be increased by an amount exceeding five percent of the rates effective during the
immediately preceding term. Any adjustment to CONTRACTOR's compensation rates
shall be reflected in a written amendment to this Agreement.
7. INVOICING. Send all invoices to the CITY, Attention: Project Manager. The Project Manager is:
Mark Ribeiro, Dept.: Community Services, Parks And Golf Division , Telephone: 650-496-5928.
Invoices shall be submitted in arrears for Services performed. Invoices shall not be submitted more
frequently than monthly. Invoices shall provide a detailed statement of Services performed during the
invoice period and are subject to verification by CITY. CITY shall pay the undisputed amount of
invoices within 30 days of receipt.
8. GENERAL TERMS AND CONDITIONS
A. ACCEPTANCE. CONTRACTOR accepts and agrees to all terms and conditions of this
Agreement. This Agreement includes and is limited to the terms and conditions set forth in
sections 1 through 7 above, these general terms and conditions and the attached exhibits.
B. QUALIFICATIONS. CONTRACTOR represents and warrants that it has the expertise and
qualifications to complete the services described in Section 1 of this Agreement, entitled
"SERVICES," and that every individual. charged with the performance of the services under this
Agreement has sufficient skill and experience and is duly licensed or certified, to the extent such
licensing or certification is required by law, to perform the Services. CITY expressly relies on
CONTRACTOR's representations regarding its skills, knowledge, and certifications.
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CONTRACTOR shall perform all work in accordance with generally accepted business practices
and performance standards of the industry, including all federal, state, and local operation and
safety regulations.
With respect to certifications referred to in the preceding sentence, CONTRACTOR shall certify,
in writing, to the CITY that CONTRACTOR has obtained a criminal record clearance and the
fingerprinting of each permanent employee of CONTRACTOR and each temporary employee
who substitutes for a permanent employee in the latter employee's absence before such employee
will be authorized to perform work on behalf of CONTRACTOR in Palo Alto under this
Agreement. Fingerprinting will be performed by Lifescan Services; 711 Serra Street, Palo Alto,
CA, (PH) 650 725-2499. CONTRACTOR shall coordinate with the CITY's project manager to
ensure the performance of these tasks. CONTRACTOR's certification, which shall be proposed
by the CITY if CONTRACTOR does not wish to issue a certification as to form, shall be provided
at the commencement of the term and on each occasion as new and substitute employees are hired
to perform work under this Agreement and are identified to the CITY's project manager, in
writing. If any such employee has not been cleared for employment as required by this Agreement
and such employee performs work in Palo Alto, CONTRACTOR shall be deemed in breach of
this Agreement and the provisions of Q. TERMINATION shall apply. The CITY reserves the
right, acting by the CITY's project manager, to require the immediate removal of any such
employee of CONTRACTOR who has not cleared a criminal background check and been
fingerprinted from the CITY's premises which are covered by the work under this Agreement.
C. INDEPENDENT CONTRACTOR. It is understood and agreed that in the performance of this
Agreement, CONTRACTOR and any person employed by CONTRACTOR shall at all times be
considered an independent CONTRACTOR and not an agent or employee of CITY.
CONTRACTOR shall be responsible for employing or engaging all persons necessary to complete
the work required under this Agreement.
D. SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any Services
under this Agreement unless CONTRACTOR obtains prior written consent of CITY.
CONTRACTOR shall be solely responsible for directing the work of approved subcontractors and
for any compensation due to subcontractors.
E. TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all taxes, fees,
contributions or charges applicable to the conduct of CONTRACTOR's business.
F. COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the Services
comply with all applicable federal, state and local laws, ordinances, regulations, and orders.
G. DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRACTOR shall, at its sole
expense, repair in kind, or as the City Manager or designee shall direct, any damage to public or
private property that occurs in connection with CONTRACTOR's performance of the Services.
CITY may decline to approve and may withhold payment in whole or in part to such extent as
may be necessary to protect CITY from loss because of defective work not remedied or other
damage to the CITY occurring in connection with CONTRACTOR's performance of the Services.
CITY shall submit written documentation in support of such withholding upon CONTRACTOR's
request. When the grounds described above are removed, payment shall be made for amounts
withheld because of them.
H. WARRANTIES. CONTRACTOR expressly warrants that all services provided under this
Agreement shall be performed in a professional and workmanlike manner in accordance with
generally accepted business practices and performance standards of the industry and the
,requirements of this Agreement. CONTRACTOR expressly warrants that all materials, goods and
equipment provided by CONTRACTOR under this Agreement shall be fit for the particular
purpose intended, shall be free from defects, and shall conform to the requirements of this
Agreement. CONTRACTOR agrees to promptly replace or correct any material or service not in
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compliance with these warranties, including incomplete, inaccurate, or defective material or
service, at no further cost to CITY. The warranties set forth in this section shall be in effect for a
period of one year from completion of the Services and shall survive the completion of the
Services or termination of this Agreement.
I. MONITORING OF SERVICES. CITY may monitor the Services performed under this
Agreement to determine whether CONTRACTOR's work is completed in a satisfactory manner
and complies with the provisions of this Agreement.
J. CITY'S PROPERTY. Any reports, information, data or other material (including copyright
interests) developed, collected, assembled, prepared, or caused to be prepared under this
Agreement will become the property of CITY without restriction or limitation upon their use and
will not be made available to any individual or organization by CONTRACTOR or its
subcontractors, ifany, without the prior written approval of the City Manager.
K. AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives to audit, at
any reasonable time during the term of this Agreement and for three (3) years from the date of
final payment, CONTRACTOR's records pertaining to matters covered by this Agreement.
CONTRACTOR agrees to maintain accurate books and records in accordance with generally
accepted accounting principles for at least three (3) following the terms of this Agreement.
L. NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial acceptance by
CITY shall operate as a waiver on the part of CITY of any of its rights under this Agreement.
M. INSURANCE. CONTRACTOR, at its sole cost, shall purchase and maintain in full force during
the term of this Agreement, the insurance coverage described in Exhibit D. Insurance must be
provided by companies with a Best's Key rating of A-:VII or higher and which are otherwise
acceptable to the City's Risk Manager. The City's Risk Manager must approve deductibles and
self-insured retentions. In addition, all policies, endorsements, certificates and/or binders are
subject to approval by the Risk Manager as to form and content. CONTRACTOR shall obtain a
policy endorsement naming the City of Palo Alto as an additional insured under any general
liability or automobile policy. CONTRACTOR shall obtain an endorsement stating that the
insurance is primary coverage and will not be canceled or materially reduced in coverage or limits
until after providing 30 days prior written notice of the cancellation or modification to the City's
Risk Manager. CONTRACTOR shall provide certificates of such policies or other evidence of
coverage satisfactory to CITY's Risk Manager, together with the required endorsements and
evidence of payment of premiums, to CITY concurrently with the execution of this Agreement
and shall throughout the term of this Agreement provide current certificates evidencing the
required insurance coverages and endorsements to the CITY's Risk Manager. CONTRACTOR
shall include all subcontractors as insured under its policies or shall obtain and provide to CITY
separate certificates and endorsements for each subcontractor that meet all the requirements of this
section. The procuring of such required policies of insurance shall not operate to limit
CONTRACTOR's liability or obligation to indemnify CITY under this Agreement.
N. HOLD HARMLESS. To the fullest extent permitted by law and without limitation by the
provisions of section M relating to insurance, CONTRACTOR shall indemnify, defend and hold
harmless CITY, its Council members, officers, employees and agents from and against any and all
demands, claims, injuries, losses, or liabilities of any nature, including death or injury to any
person, property damage or any other loss and including without limitation all damages, penalties,
fines and judgments, associated investigation and administrative expenses and defense costs,
including, but not limited to reasonable attorney's fees, courts costs and costs of alternative
dispute resolution), arising out of, or resulting in any way from or in connection with the
performance of this Agreement. The CONTRACTOR's obligations under this Section apply
regardless of whether or not a liability is caused or contributed to by any negligent (passive or
active) act or omission of CITY, except that the CONTRACTOR shall not be obligated to
indemnify for liability arising from the sole negligence or willful misconduct of the CITY. The
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acceptance of the Services by CITY shall not operate as a waiver of the right of indemnification.
The provisions of this Section survive the completion of the Services or termination of this
Contract.
O. NON-DISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510,
CONTRACTOR certifies that in the performance of this Agreement, it shall not discriminate in
the employment of any person because of the race, skin color, gender, age, religion, disability,
national origin, ancestry, sexual orientation, housing status, marital status, familial status, weight
or height of such person. CONTRACTOR acknowledges that it has read and understands the
provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination
Requirements and the penalties for violation thereof, and agrees to meet all requirements of
Section 2.30.510 pertaining to nondiscrimination in employment.
P. WORKERS' COMPENSATION. CONTRACTOR, by executing this Agreement, certifies that
it is aware of the provisions of the Labor Code of the State of California which require every
employer to be insured against liability for workers' compensation or to undertake self-insurance
in accordance with the provisions of that Code, and certifies that it will comply with such
provisions, as applicable, before commencing and during the performance of the Services.
Q. TERMINATION. The City Manager may terminate this Agreement without cause by giving ten
(10) days' prior written notice thereof to CONTRACTOR. If CONTRACTOR fails to perform any
of its material obligations under this Agreement, in addition to all other remedies provided by law,
the City Manager may terminate this Agreement immediately upon written notice of termination.
Upon receipt of such notice of termination, CONTRACTOR shall immediately discontinue
performance. CITY, CITY shall pay CONTRACTOR for services satisfactorily performed up to
the effective date of termination. If the termination if for cause, CITY may deduct. from such
payment the amount of actual damage, if any, sustained by CITY due to Contractor's failure to
perform its material obligations under this Agreement. Upon termination, CONTRACTOR shall
immediately deliver to the City Manager any and all copies of studies, sketches, drawings,
computations, and other material or products, whether or not completed, prepared by
CONTRACTOR or given to CONTRACTOR, in connection with this Agreement. Such materials
shall become the property of CITY.
R. ASSIGNMENTS/CHANGES. This Agreement binds the parties and their successors and
assigns to all covenants of this Agreement. This Agreement shall not be assigned or transferred
without the prior written consent of the CITY. No amendments, changes or variations of any kind
are authorized without the written consent of the CITY.
S. CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR covenants that it
presently has no interest, and will not acquire any interest, direct or indirect, financial or
otherwise, which would conflict in any manner or degree with the performance of this Contract.
CONTRACTOR further covenants that, in the performance of this Contract, it will not employ
any person having such an interest. CONTRACTOR certifies that no City Officer, employee, or
authorized representative has any fmancial interest in the business of CONTRACTOR and that no
person associated with contractor has any interest, direct or indirect, which could conflict with the
faithful performance of this Contract. CONTRACTOR agrees to advise CITY if any conflict
arises.
T. GOVERNING LAW. This contract shall be governed and interpreted by the laws of the State of
California.
u. ENTIRE AG~EEMENT. This Agreement, including all exhibits, represents the entire
agreement between the parties with respect to the services that may be the subject of this
Agreement. Any variance in the exhibits does not affect the validity of the Agreement and the
Agreement itself controls over any conflicting provisions in the exhibits. This Agreement
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supersedes all prior agreements, representations, statements, negotiations and undertakings
whether oral or written.
V. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of
the City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without
any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the
following fiscal year, or (b) at any time within a fiscal year in the event that funds are only
appropriated for a portion of the fiscal year and funds for this Contract are no longer available.
This Section shall take precedence in the event of a conflict with any other covenant, term,
condition, or provision of this Contract and the Palo Alto Municipal Code and is subject to the
adoption of the budget for FY 2010-11, covering this Agreement, in particular, the quantity and
quality of work to be performed by CONTRACTOR and the number of employees and agents to
be hired by CONTRACTOR to perform the work required of CONTRACTOR under this
Agreement.
W. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE
REQUIREMENTS. CONTRACTOR shall comply with the City's Environmentally Preferred
Purchasing policies which are available at the City's Purchasing Department which are
incorporated by reference and may be amended from time to time. CONTRACTOR shall comply
with waste reduction, reuse, recycling and disposal requirements of the City's Zero Waste
Program. Zero Waste best practices include fIrst minimizing and reducing waste; second, reusing
waste and third, recycling or composting waste. In particular, Contractor shall comply with the
following zero waste requirements:
• All printed materials provided by Contractor to City generated from a personal computer
and printer including but not limited to, proposals, quotes, invoices, reports, and public
education materials, shall be double-sided and printed on a minimum of 30% or greater
post-consumer content paper, unless otherwise approved by the City's Project Manager.
Any submitted materials printed by a professional printing company shall be a minimum
of 30% or greater post-consumer material and printed with vegetable based inks.
• Goods purchased by Contractor on behalf of the City shall be purchased in accordance
with the City's Environmental Purchasing Policy including but not limited to Extended
Producer Responsibility requirements for products and packaging. A copy of this policy
is on file at the Purchasing Office.
• Reusable/returnable pallets shall be taken back by the Contractor, at no additional cost to
the City, for reuse or recycling. Contractor shall provide documentation from the facility
accepting the pallets to verify that pallets are not being disposed.
X. AUTHORITY. The individual(s) executing this Agreement represent and warrant that they have
the legal capacity and authority to do so on behalf of their respective legal entities.
Y. CONTRACT TERMS: All unchecked boxes do not apply to this Contract.
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.TUN-15-2010 12: 50 GACHINA LANDSCAPE MANAGEM 16508530430
"
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this
Agreement on the date first above written.
CITY OF PALO ALTO
City Manager or Designee
(Required on contracts $85,000 and over) Namer7~_~_h __ rt ______ ~ ________ ___
Title, __ 1-A-=-re.::..J=,.....;d_:e.n~./--____ _
Purchasing Manager or Designee
Telephone:
Approved as to form:
Senior Assistant City Attorney
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P.02
Background
EXHIBIT A
SCOPE OF SERVICES
LANDSCAPE MAINTENANCE PROJECT
The City of Palo Alto is a charter signatory to the Bay Friendly Landscape
Declaration and has an award-winning Integrated Pest Management Program
that has been successful in large part to efforts of Parks to reduce pesticide use.
The. Parks Department is as a leader in water conservation and received the
2002 Rainbird Corporation award for water efficiency.
I. GENERAL PROVISIONS
The following provisions, where individually applicable, apply for maintenance
standards not limited to Landscape Maintenance, and any and all other items
selected as part of this proposal. In the event that any of the provisions provided
here under GENERAL PROVISIONS are found to be in conflict with or are
contradicted by any provision found in the SPECIFICATION REQUIREMENTS
listed in Sections A, B, C, D, E G and H, the provisions found in the
SPECIFICATION REQUIREMENTS listed in Sections A, B, C, D, E G and H will
supersede the GENERAL REQUIREMENTS.
II. LOCATION OF PROPERTY
The locations of the areas to be maintained are listed in Section XV. SITE
LOCATIONS AND SPECIAL INSTRUCTIONS
III. SCOPE OF WORK-Landscape Maintenance
CONTRACTOR shall provide the highest quality of Ipndscape maintenance
services and materials. CONTRACTOR agrees to provide the highest quality
commercially accepted methods, procedures and scientific controls for landscape
maintenance. "Scientific Controls" is understood to mean practices based upon
recommendations of the University of California, The U.S. Forest Service, or
similarly qualified experts; recommendations in University of California
Cooperative Extension Publications, Consumer Products Safety Commission
Playground Guidelines and information in standard landscape industry·
references; This shall include the use of proper knowledge, skills, materials and
equipment of a timely basis to maintain all areas in a clean, safe, healthy, and
aesthetically acceptable manner during the entire term of this contract.
CONTRACTOR agrees to be continuously alert in locating and defining problems
and agrees to exercise prompt and proper corrective action. Action times will be
prioritized, and low priority items will be given a time line for corrections. A
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PRELIMINARY WRITTEN REPORT SHALL BE SUBMITTED FOR MAJOR
CORRECTIVE PROBLEMS NOT COVERED IN THE CONTRACT.
CONTRACTOR shall communicate to the City, landscape, as well as non
landscape related hazards that are seen while on site.
Work requests related to citizen requests or reported hazards require immediate
response, within 24 hours of the requests.
CONTRACTOR shall furnish landscape maintenance services by qualified site
managers and horticulturists to provide a 36-month maintenance program
according to maintenance specifications. The provision of such report does not
mandate the CITY to extend the Contract to 36 months. CONTRACTOR
supervisor or representative may be required to report to the Open Space and
Parks Division office,or other designated location, Monday through Friday
between 6:30am and 8:00 am, except for holidays, which may fall on these days.
CONTRACTOR shall report progress to the City of Palo Alto Open Space and
Parks Division on the agreed reporting frequency and schedule. A qualified site
manager or superintendent of operations shall represent the contractor in
monthly meetings and walk-through inspections with City of Palo Alto staff.
CONTRACTOR shall furnish all labor, materials, equipment, and on site
supervision by qualified site managers who shall provide complete, continuous
and expert landscape maintenance services.
IV. GENERAL REQUIREMENTS
A.. Landscape Maintenance:
CONTRACTOR shall provide the City with a landscape maintenance program at
the frequencies called for in the special provisions of RFP 135477. The
maintenance program is not limited to specifying daily, weekly and monthly
landscape maintenance task schedules covering all areas of responsibility
specified in this agreement. The maintenance program will be submitted and
agreed upon within 30 calendar days following award of this contract. This
program and any changes, deletions, or additions therein, if approved by the
City, shall become part of this agreement and shall be used by both the
contractor and the City of Palo Alto for performance monitoring of contractor
obligations.
Failure to submit a maintenance program within the allotted time period will be
considered a non-responsive action, and non-responsiveness will be grounds for
termination of this agreement.
The Project Manager shall receive changes to the schedule at least 24 hours
prior to the scheduled time for the work. Failure to notify of a change and/or
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failure to perform an item or work on a scheduled day may result in deduction of
payment for work not completed.
CONTRACTOR shall adjust his schedule to compensate for all holidays.
CONTRACTOR will be required to work on specified holidays and weekends as
outlined in this Scope of Work.
B. Staffing Levels:
A sufficient staffing level to successfully satisfy the landscape maintenance
expectations within this agreement is required. Contract personnel to remain on
site everyday even if it is raining. All key project personnel must be fingerprinted
before being allowed to work on City/School property. Contractor shall work with
City's Project Manager on obtaining required verification of fingerprinting results
prior to personnel being allowed to work on City/School property.
C. Monthly Progress Reports
Monthly, the contractor shall provide the City's Open Space and Parks Division
with monthly progress reports, based on weekly summary of work performed by
location and referenced to the maintenance program. The reports will be due no
later than the fifth day of the month following services, and is to include the
following information:
a). Total labor, supervision, and horticultural hours provided at each
site. This can be in a spreadsheet format with all applicable sites
covered under this agreement. Sample format available upon
request.
b). Problem areas encountered during the month.
c). Monthly application reports for all materials applied by site. This
will include location, application date, materials, amount of material
applied, etc.
d) Any additional reports as directed by the Open Space and
Parks Division.
D. Inventory/Material Safety Data Sheets
Within thirty days of the effective date of this agreement, CONTRACTOR will
submit to the City a list of all chemicals (fertilizers, pesticides, cleansers etc.) that
will be used by the contractor on the sites, together with the required Material
Safety Data Sheets. MSDS sheets and product labels shall be in applicator's
vehicle.
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E. Integrated Pest Management (IPM)
Within 45 days of acceptance of this agreement, CONTRACTOR shall submit to
the Parks and Golf Division an Integrated Pest Management Plan (I PM) that
complies with the City of Palo Alto IPM Policy. The IPM Plan will be reviewed
annually for updates and modifications. (Reference: City of Palo Alto IPM Policy
Section VII).
Pesticide use reports described in Section VII shall be submitted in a timely
manner and shall contain accurate and current information regarding the
Contractor's performance at each site. Failure to supply these reports in an
accurate and timely manner shall be considered a breach of this agreement.
F. Extra Projects/Landscape Upgrades:
All extra projects shall require the submission of a Project Proposal Form or a
Work Order Authorization Form. If the contractor does not have available such a
form, a mutually agreeable format will be developed. On any extra project or
landscape upgrade, the City reserves the right to obtain competitive bids or
quotations. CONTRACTOR shall use additional personnel for extra work or
project upgrades. CONTRACTOR cannot· stop regular landscape maintenance
services and use staff for extra work or project upgrades.
G. Management Philosophy:
CONTRACTOR shall take a pro-active approach in correcting problems within
the contractors' span of responsibility and control. Other problems and
suggestions for improvements, both short and long term, must be submitted
promptly to the City for appropriate action.
H. Public Image and Etiquette:
CONTRACTOR employees shall wear company uniforms, which consist of long
pants and shirts with company name and individual's name on the shirt.
CONTRACTOR's staff when needed will utilize rain gear, rain boots, safety
shoes, and other safety equipment. All contracted employees while on the site
shall exhibit a clean, neat professional appearance. Contractor's equipment and
vehicles shall also be professional in appearance, exhibit the company name and
phone number, and be well maintained for safe operation. CONTRACTORs'
vehicles must display a placard, legible from a distance of 10 feet, with the
following language:
Landscape Maintenance Contractor working for the
City of Palo Alto Parks and Golf Division
For information contact :( 650) 496-6962
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I. Definitions
Responsible parties referred to as City of Palo Alto are deemed to refer to the
Parks Project Manager, Parks Superintendent, or Parks Supervisor.
CONTRACTOR shall begin work after receiving written notice to proceed from
the Parks Superintendent.
V. TERM OF CONTRACT
A. The services to be performed under the contract shall commence July 1,
2010 and shall be completed by June 30, 2013. Annual renewals after
Year 1 are subject to funding approval on an annual basis.
VI. GENERAL CONDITIONS
A. Permits/Parking
CONTRACTOR shall be issued a free maintenance permit from the City's
Department of Transportation. This will allow the Contractor's crews to
use City parking facilities at no charge during the term of this contract and
only while doing landscape maintenance work for the City's Open Space
and Parks Division.
B. Payments and Inspection
Payment will be made for work satisfactorily completed as called for in this
contract. The City's Representative. shall inspect and notify
CONTRACTOR of any unsatisfactory work. Unsatisfactory work shall be
corrected within 24 hours. Contractor or Contractor's representative shall
meet with a representative from the City at least once a month during the
life of this contract to inspect Work performed.
CONTRACTOR will bill the City by the 5th of the month following service.
The City will pay CONTRACTOR on a monthly basis for labor, equipment
and materials provided during the monthly billing period.
C. Property Damage
1. Any private property or city property damaged or altered in any way
during the performance of the work under this contract shall be
reported promptly to the City's representative, and shall be rectified in
an approved manner back to its former condition, prior to damage, at
CONTRACTOR's expense.
2. Any hazardous conditions noted, or seen, by CONTRACTOR that has
occurred by any means other than during the performance of the
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Contractor's work, whether by vandalism or any other means, shall
be promptly reported to the City's Representative.
3. CONTRACTOR is responsible for securing any immediate hazards
with caution tape, safety cones, or barricades until a City
Representative arrives to the location.
D. Safety
CONTRACTOR agrees to perform all work outlined in the Agreement in
such a manner as to meet all accepted standards for safe practices during
the maintenance operation and to safely maintain stored equipment,
machines, and materials or other hazards consequential or related to the
work; and agrees additionally to accept the sole responsibility for
complying with all City, County, State or other legal requirements
including, but not limited to, full compliance with the terms of the
applicable O.S.H.A. and CAL E.P.A. Safety Orders at all times so as to
protect all person, including contractor employees, agents of the City,
vendors, members of the public or others from foreseeable injury, or
damage to their property.
CONTRACTOR shall be responsible for traffic control and safety
regulations as related to any City, State, or County requirements while
working on medians and/or roadside strips. The design and operation of
work zone traffic controls must comply with U.S. Department of
Transportation/Federal Highway Administration guidelines.
CONTRACTOR shall cooperate fully with City in the investigation of any
accident, injury or death occurring on city property, including a complete
written report thereof to the Project Manager within twenty-four (24) hours
following the occurrence.
CONTRACTOR's responsibility shall be continuous and not be limited to
working hours or days.
E. Use of Sanitary Landfill
The refuse disposal facilities of the city of Palo Alto Sanitary Landfill
located adjacent to East Embarcadero Road in said City will be made
available to the Contractor through the 2011 calendar year for the disposal
of all trees, rubbish and construction debris generated on work site. .
Contractor shall pay all dump fees. Contractor shall at its sole expense
load, haul and deposit said rubbish and debris during normal landfill
operating hours. All landfill regulations will apply to all debris deposited by
the Contractor. Any questions regarding landfill rules and regulations shall
be directed to the Landfill Supervisor. A digest of the refuse disposed
area rules and regulations have been appended to this contract. At the
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end of the 2011 calendar year,.. the contractor shall at is sole expense
load, haul and deposit all rubbish, debris and green waste to a transfer
station located at the City of Sunnyvale.
F. Project Hours of Operation
CONTRACTOR shall conform his operations to the hours between 7:00
a.m. and 5:00 p.m. during the life of the contract. CONTRACTOR shall
conform his operations to the hours of 9:00 a.m. to 3:00 p.m. to medians
and roadside strips.
Hours of operation in the University Ave. and California Ave. Business
District are an exception. Cleaning equipment, when used in public
streets in business districts shall be allowed during the hours of 10 pm and
7 am, Monday through Friday, providing no such piece of equipment shall
produce & noise level that exceeds 70 dBA measured at a distance of 25
feet.
Any other exception shall only be authorized with prior approval of the
"Project Manager".
G. City Truck Route Ordinance
CONTRACTOR and any subcontractor or supplies shall at all times
comply with the requirements of the City Truck Route Ordinance, a
digest of the provisions are attached to this RFP as Attachment J.
H. City Noise Control Ordinance
CONTRACTOR and any subcontractor shall at all times conform their
operations with the requirement of the City Noise Ordinance, a digest of
the provisions are attached to this RFP as Attachment K.
CONTRACTOR's equipment must be tested to verify that it meets noise
ordinance prior to the start of the contract. CONTRACTOR is responsible
for obtaining certification required by the City for safety and equipment
training. Contractors are not allowed to utilize Fuel Powered Leaf
Blowers only Electric Powered Leaf Blowers
I. Spare the Air Days
CONTRACTOR must comply with regional "Spare the Air"
recommendations on designated "Spare the Air Days" that occur
throughout the year. At a minimum, no gasoline powered equipment shall
be used after 10 a.m. on "Spare the Air Days". The Project Manager will
notify the contractor when a "Spare the Air" alert has been designated.
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CONTRACTOR must coordinate work schedules to accommodate "Spare
the Air" recommendations.
J. Materials
All materials shall be provided by CONTRACTOR and shall be the highest
quality available. Commercial fertilizers and pesticides shall bear the
manufacturer's label and guaranteed analysis. CONTRACTOR must have
MSDS and written recommendation sheets for all chemicals available
upon request. The Project Manager must approve all materials. All
pesticide applications shall in accordance with written recommendations
provided by a license pest control advisor.
1. Water is to be furnished by the City.
2. Fertilizer shall be a complete, seasonably appropriate Organic
Materials Review Institute OMRI (www.omri.org) Certified organic
slow-release granular fertilizer Earthworks 3-4-3 (or approved
equal) furnishing the required percentage of nitrogen, phosphoric
acid and potassium to keep lawns, trees, shrubs and other plants in
a healthy and vigorous growing condition at all times.
If there arises a question as to the need for application of fertilizer
or the formulation of a fertilizer, soil samples shall be taken from
locations specified by the City's representative. They shall be
analyzed by a licensed soil analyst at the Contractor's expense and
the results and recommendations for the formulation and rates of
applications of a complete fertilizer shall be submitted to the City's
representative. CONTRACTOR shall formulate and apply the
fertilizer as per the recommendations of the soil analyst. If the
application of iron, zinc or other trace minerals is recommended by
the soil analyst or by a recognized plant pathologist to correct a
specific soil deficiency, it shall also be applied according to these
recommendations at CONTRACTOR expense.
3. Pesticides shall be of the highest quality obtainable, brought to the
job site in the original manufacturer's containers, properly labeled
with guaranteed analysis. Any necessary permits,
recommendations, etc. shall be the responsibility of
CONTRACTOR.
4. Plant materials shall of the highest quality, displaying a healthy
appearance and of a size relevant to their container size. The
Project Manager must inspect and approve all plant materials prior
to planting.
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5. Turf seed shall be of the h.ighest quality available, industry
recognized, and approved by the Project Manager prior to
application.
6. Tree stakes, tree ties, guy wires shall be of materials to match
those existing on the site or approved equal.
K. Shrub, Tree and Ground Cover Care
Maintain shrubs and ground cover in a healthy growing condition by
performing the following operations and other work incidental thereto:
1. Water Management -Water deeply and slowly to establish moisture
to the full depth of the root zone. Watering shall be done in a
manner to avoid erosion, excessive runoff, puddles, or creation of a
waterlogged soil condition. Hoses. and portable sprinklers shall be
used to supplement the sprinkler system where necessary to
ensure complete coverage.
2. Pruning and Trimming
A. All pruning and trimming shall he done by qualified
Professional personnel using ISA recognized and approved
standards and techniques. CONTRACTOR will submit
documentation of training and experience to demonstrate
personnel's professional pruning qualifications.
B. Excessive pruning or stubbing back will not be permitted.
C. All pruning cuts shall be properly made: They shall be cleanly
cut with no tearing of the bark.
D. CONTRACTOR is responsible for replacing, at their cost, any
damage to plant materials caused by excessive pruning,
improper pruning techniques, poor equipment etc
E. All dead or damaged branches shall be removed immediately.
F. Pruning and trimming of shrubs and ground cover shall be done
at least six times a year, as needed, to achieve the following:
G. To cut back branches that is rubbing on walks, fences and
impairing or posing a safety hazard to pedestrians, bicycles, or .
vehicles.
H. To maintain desired shape of plant material.
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I. CONTRACTOR is responsible for maintaining the first 15 feet of
the tree measured from the root crown/flare.
J. Tree stakes shall be removed as trees mature. Tree ties will be
adjusted at least annually to accommodate tree growth.
K. All trees should be maintained at a height that conforms to
A.D.A. standards for safety (84" above ground level), and which
removes hazards to persons, mowers, and property.
3. Flower beds and perennial areas shall be raked, cultivated, and
pruned/dead-headed as needed, but no less than once per week.
4 Ground cover along curbs must be kept within curb and height
trimmed as needed.
5. All ivy ground cover shall be mowed with a composting mower
once a year in the winter. Most ivy/ground cover areas have
irrigation, primarily fixed risers. CONTRACTOR must flag all
irrigation components prior to ivy mowing. CONTRACTOR is
responsible for repairing any damage to irrigation system.
VII. INTEGRATED PEST MANAGEMENT (IPM)
The goal of the City of Palo Alto IPM policy is reduce the amount and toxicity of
pesticides used on City property in order to protect water quality and human
health and to avoid ecotoxicity. Preferred pest management techniques include
encouraging naturally occurring biological control, using alternative plant species
or varieties that resists pests; cultivating, pruning, fertilizing, and irrigation
practices that reduce pest problems, optimizing habitat to reduce pest
development, selecting pesticides with a least toxicity to humans and non-target
organisms and applying pesticides only as a last resort.
A. Within 45 days and annually on the anniversary of this agreement,
CONTRACTOR shall submit to the City's Open Space and Parks Division an
Integrated Pest Management Plan that complies with the City of Palo Alto
IPM Policy. The IPM Plan shall be reviewed annually for updates and
modifications with Open Space and Parks Division Staff. Frequent and
thorough site inspections, on foot, will be needed to ensure no major
infestations occur. The first priority in addressing pests will be to conserve
naturally occurring beneficial insects through the use of selective applications
of the least toxic effective materials. Biological controls will be based upon
sound scientific information such as that provided by the University of
California. Conventional pesticides will be given last priority. Open Space
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and Parks Division staff will provide site-specific historical data for known
infestations. Contractor shall provide any MSDS. sheets of chemicals that will
be utilized.
B. No pesticides of any kind will be used on designated Pesticide Free Parks.
The Project Manager will provide a list of pesticide free parks.
C. Pest control shall be done only by qualified, trained personnel, under the
supervision of a State licensed pest control operator, using materials
approved by the Project Manager. The pesticide application shall be done
with extreme care to avoid any hazard to any person, pet, or wildlife in the
area or adjacent· areas, or any property damage. Application shall be in strict
accordance with all governing regulations. CONTRACTOR must provide,
within 30 days of the Notice to Proceed, their Pest Control Operators License,
and the names and license/certification numbers of any individuals
responsible for or applying pesticides in accordance with this agreement.
D. All pest infestations shall be reported to the Project Manager. The Project
Manager prior to application shall approve all pesticides applications. Records
of all pest control operations stating dates, locations, times, methods of
application, chemical formulations, applicators names and weather conditions
shallbe made and retained in an active file for a minimum of three (3) years.
E. Written report of all applications shall be provided to the Parks and Golf
Division on a monthly basis. CONTRACTOR must use the "Palo Alto
Contractor Monthly Pesticide Use Summary" form Attachment _It is also
the responsibility of CONTRACTOR to. file monthly chemical use reports with
the County Agricultural Department.
F. All chemicals requiring a special permit for use must be registered with the
county Agricultural Commissioner's Office and a permit obtained with a copy
to the Parks and Golf Division.
G All regulations and safety precautions listed in the "Pesticide Information and
Safety Manual, published by the University of California and the Pesticide
Safety Information Series (PSIS) published by the California Department of
Pesticide Regulation shall be adhered to.
H. Spraying is not permitted during heavy traffic (vehicle, bicycle, or pedestrian)
periods or when winds create uncontrollable material drift. The Project
Manager will permit no spraying without prior approval.
I. Pesticides may not be used within 250 feet of any playground area or creek.
J Temporary notice shall be posted during and after a site has been sprayed. all
areas sprayed shall be flagged and signed
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K. CONTRACTOR agrees to control gophers, squirrels, moles and other rodents
causing damage to City Property under the site area of responsibility. Traps
are the only acceptable form of rodent control. Rodenticides for gophers,
ground squirrels or other rodents may not be used. In the event of visible
evidence of such pests, contractor will restore the area to its proper condition
if the damage is current and prevention is within the contractor's control.
L. CONTRACTOR shall replace any plant material that has suffered severely
due to lack of proper pest management techniques, if such pest control
is possible and practicable
M All treated areas must be monitored during and after pesticide application until
material has settled and treatment area is completely dry. No unprotected
person, pet, or wildlife may enter a treated area until all re-entry intervals
have been satisfied.
N. Weeding
All areas, including but not limited to: shrub beds, flower beds, groundcover
beds, tree wells, paved areas, sidewalks, cracks, stairways, pavers,
expansion joints, decomposed. granite paths, picnic areas, playgrounds,
under bleachers/benches, must be kept weed free at all times. Weeds shall
be removed whenever the appearance becomes unsightly or when requested
to do so by Parks and Golf Division staff.
O. Staking and Guying
Maintain and replace stakes and guys with equal· material. Maintain and
replace plant ties to provide support without chafing of bark. Additional
stakes and/or guys shall be placed from time to time to correct misshaping
caused by wind. Stakes and guys shall be removed upon request of Project
Manager.
P. Fertilization
Fertilizers shall not contain pesticides. CONTRACTOR shall fertilize all shrub,
ground cover, and planter bed areas three times a year with an approved
complete slow' release OMRI certified granular organic slow release
Earthworks 3-4-3 fertilizer (or approved equal). Fertilize trees as requested,
not to exceed twice per year. Fertilizer shall be applied in the spring, summer
and in the fall and may not be applied three days before there is a 40%
chance of rain predicted.
Q. Nurturing Soil Health
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Leaf drop shall become part of ,the mulch layer in the tree, shrub or
groundcover areas in an attractive manner and away from high traffic areas.
Leaf drop shall not be allowed to enter stormdrains.
Mulch shall be maintained under all trees and shrubs and on bare soil with a
minimum3-inch layer of organic material. To the greatest extent practicable,
CONTRACTOR shall not procure mulch products that originate from forest
products. When possible CONTRACTOR shall give preference to mulch
products that are produced on-site, or from regionally generated plant debris
including that made at the City of Palo Alto.
R. Replacement of Material
Remove dead and damaged plants and replace with material of equivalent
size, condition and variety, subject to approval and purchase owner's
representative. Labor shall be provided by the Contractor in a timely manner.
Plant material shall be provided by the City's Parks Division unless damaged
is caused by Contractor's negligence (Le. chemical damage, mechanical
damage, water stress.)
Damage not resulting from Contractor's negligence, such as vandalism,
vehicle, or weather shall be reported promptly to the Project Manager
together with an estimate of materials needed for correction. The City will
provide all necessary materials. Labor shall be provided by CONTRACTOR
in a timely manner.
Prior to beginning maintenance CONTRACTOR and the city's representative
shall inspect and inventory all plants, trees and shrubs to determine their
number and condition.
VIII. TURF MAINTENANCE-
1. The following turf maintenance guidelines apply to all turf areas included in
this agreement. Turf shall be maintained areas in a healthy, safe, and
aesthetically pleasing condition by performing the following operations and
other work incidental thereto:
A: Mowing -include requirement for grasscycling? All turf areas are to
be mowed typically once a week. An additional weekly mowing may be
requested due to weather conditions, special events, and growth flush
after fertilizing. Mower setting are to be at 1 %-2" in height, depending of
turf variety. All clippings shall be removed when unsightly and requested
by the Project Manager.
B. Aerification -All turf areas are to be aerified twice a year. Core size shall
be at least 3/4" in diameter and 3" -4" in length and 2" spacing utilizing a
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hydraulic aerifier in areas where needed due to compaction conditions.
Cores need not be removed. Flag/mark irrigation system heads, valve
boxes, and quick couplers. Contractor is responsible for repairing any
damaged caused by aerification equipment.
C. Edging -All tuff edging shall be edged at least once per month. Examples
of edges: along pathways, walkways, around shrubs, trees, sprinklers
heads, valve boxes, mow bands, curbs, benches, light poles, or any other
fixed object. Herbicide shall not be used as an edging tool. Care must be
taken not to damage trees, shrubs, or any other fixed object with edging
equipment. String trimmer damage to trees and roots will not be tolerated.
D. Gopher Control -CONTRACTOR shall keep all turf areas free of gophers
by using Macabee gopher traps or other approved devices. Holes caused
by gophers shall be backfilled with soil approved by the City's
representative.
E. Grub/Larvae Control -CONTRACTOR shall keep all turf areas free of
grubs and larvae. Damage caused by grubs and larvae shall be re
seeded with an approved turf seed. Grub and larvae species including,
but not limited to, Australian Sod Fly, Bermuda grass Mite, Billbugs,
Cutworms, Armyworms, Ground Pearls, Lawn moths, Sod webworms,
White Grubs.
F. Turf shall be fertilized three times annually, using 6 pounds per 1,000
square feet, using aEarthworks slow release 3-4-3 organic fairway
granular fertilizer (or approved equal) at a rate of 1.0 pounds of actual
nitrogen per 1,000 square feet.
G. Safety hazards must be addressed immediately. Fill holes in turf areas
immediately, regardless of cause, as they develop with sufficient soil to
prevent tripping hazards.
H. Re-seed small bare areas, not to exceed 100 sq. feet per area, on a
monthly basis using materials and methods approved by the Project
Manager.
I. Turf Sweeping -CONTRACTOR must sweep turf areas at the request of
the Project Manager. Sweeping will be requested to remove excess turf
clippings or leaves. Requests will be more frequent during the fall season,
after wind related events, and skipped mowing intervals by
CONTRACTOR or City Staff. This includes turf areas mowed by City
Staff.
2. Procedures for turf renovation of soccer fields
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A. Six foot high portable plastic chain link fencing is to be installed to isolate
the soccer field renovation area from use or encroachment by the general
public. A minimum of four signs must be provided stating that this filed
area is under renovation and will be closed until (dat~). Fenced area shall
be placed in a manner not to interfere with irrigation system watering the
newly renovated area.
B. If necessary,.the field will be treated with a post emergent material to
eliminate weed infestations and competition with the materials to be
planted.
C. Turf areas shall be scalped mowed down to approximately 3/4" or less in
height. Excess clippings shall be vacuumed or finely swept up and
disposed.
D. Holes or low spots greater than 1" in depth are to be filled with a minimum
of 50 tons of T-mix from T.M.T or approved equal. Sample of soil to be
given to City representative for approval prior to use. The goal is to level
the field and eliminate low spots and bumpy areas to create a consistent
and even playing field. CONTRACTOR must provide a sufficient amount
of soil to achieve the desired field grade.
E. All turf areas will be double aerated using either a conventional drum
aerator or a pull behind mechanical rotating tine aerator. This will be
completed by aerating in two perpendicular directions. All sprinklers,
quick couplers, or other impediments will be flagged before this procedure
is initiated. Core size shall be 3/4" diameter minimum, using a deep
hollow tine aerator to a depth of 6". The turf areas shall be dragged
afterwards to break up the cores.
F. After aerating, fields will be slit seeded in two directions. Seeding rates
shall be 20% Bluegrass and 80% Perennial Rye grass, or approved equal.
Seed varieties must be industry recognized for quality and approved by
the Project Manager. Both seed varieties shall be applied uniformly, either
by mixing or separate applications of 250 Ibs per acre in total. If the
maximum discharge rate on the slit seeder does not meet the application
rates, broadcast seeding will be allowed after the above procedures have
been completed at the maximum rate setting. Upon completion of the drill
seeding/broadcast seeding procedure, fields shall be dragged in two
directions to set the seed in the soil and into the holes.
G. Field areas will be fertilized using "starter" type fertilizer (15-15-15) to
enhance germination and initial seed vigor. Fertilizer is to be evenly
distributed at 10 pounds per 1,000 square feet.
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H. Field areas will be top.,.dressed uniformly with a minimum of 1/4" inch layer
of top dressing material, which shall be nitrogenized redwood sawdust.
L CONTRACTOR shall be responsible for grow in of the renovated areas.
This includes multiple daily irrigation(s) as necessary to provide optimum
moisture conditions for turf germination (this includes weekends and
holidays). The grow in period shall be not less than 15 days for
preliminary germination of the ryegrasses. After this period, soil
conditions will be kept at a moisture level sufficient for development and
germination of the bluegrass seedlings, which is normally 25-30 days.
Mowing may occur as necessary during this period. Loss of turf due to
excessive irrigation and related water logging will be the responsibility of
the Contractor. An expected germination and establishment rate of 95%
of all seedlings is required.
J. CONTRACTOR shall provide verification of seed varieties (seed label
tags) and quantities (shipping tags) during and after each area of
renovation. Contractor shall provide seeder calibration data and
topdressing calibration data relative to application uniformity.
CONTRACTOR will document all procedures and provide a daily diary of
grow-in activities.
K. Soccer field renovation shall be completed within 10 working days after the
date upon which notice to proceed is issued.
IX. GENERAL MAINTENANCE AND CLEANUP
A. Leaf drop shall become part of the mulch layer in the tree, shrub or
groundcover areas in an attractive manner and away from high traffic areas.
Leaf drop shall not be allowed to enter stormdrains.
Mulch shall be maintained uner all trees and shrubs and on bare soil with a
minimum 3-inch layer of organic material. To the greatest extent practicable,
CONTRACTOR shall not procure mulch products that originate from forest
products. When possible CONTRACTOR shall give preference to mulch
products that are produced on-site, or from regionally generated plant debris
including that made at the City of Palo Alto.
Clippings trimmings, cuttings generated by the Contractor that cannot be
used as mulch shall be promptly removed from the work site at the end of
the same day the work is performed. Dumpsters may not be used on the
sites unless approved by Project Manager.
B. All areas covered by this agreement, including but not limited to: areas
around shrubs and trees, non landscaped islands, sidewalks, patios, planter
beds, curbs and gutters shall be kept free from weeds, litter, rocks, glass
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and debris and shall contain. Debris includes, but is not limited to: paper
litter, household furniture, household appliances, cardboard, cigarette butts,
animal feces, biohazards (human feces, hypodermic needles), illegal drug
paraphernalia, and vehicle parts. Leaf litter shall be used as mulch
according to specifications in IX Section A.
C. All cracks in sidewalks, curbs, street gutters and other paved areas shall be
kept weeded.
D. All sites' paved areas, including play and picnic areas, shall be swept and
cleaned of any dirt, debris, weeds, litter or soils.
E. Picnic Area: All Tables, benches and barbecue pits shall be kept cleaned
three times a week. They shall be washed off weekly between March and
November. Picnic area tables and benches shall be scrubbed and washed
using. a biodegradable cleanser.
F. All sand areas including sand volleyball courts shall be kept raked and
cleaned of any debris. Playground and sand volleyball court shall be Rota
tilled to relief compaction if needed and filled with sand as needed.
G. All parks shall be inspected by contractor for gtass and other safety Hazards
by 10:00 a.m.
H. All decomposed granite pathways must be raked and not blown where
indicated by the Project Manager. During summer months decomposed
granite pathways will be watered down prior to using an electric blower to
clean the pathway were indicated by the Project Manager.
I. Ornamental garbage enclosures and dumpster enclosures shall be washed
and cleaned with a biodegradable cleaner once per month.
J. Skate bowls, multipurpose bowls and handball courts must be cleaned as
needed. Bowls are located at: Mitchell Park, Rinconada Park, Robles Park,
Eleanor Park, and Hoover Park. Handball courts at Mitchell Park and a Skate
Bowl at Greer Park.
x. PLAYGROUND and PLAYGROUND EQUIPMENT MAINTENANCE
Playground and playground equipment maintenance needs to be performed on an on daily
basis. CONTRACTOR must schedule playground maintenance in a logical time frame
where playground use is typically low in the morning hours so the playground can be
thoroughly cleaned and inspected with minimal interference to and from park users.
A. All playground sites and equipment shall be inspected at the start of each
workday. The fall cushioning material (sand, wood fiber) shall be cleaned
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and raked level to remove any foreign and hazardous material and neatly
groomed daily.
B. Any playground equipment showing signs of wear, fatigue, vandalism or
otherwise presenting an unsafe condition shall be reported immediately to
the Project Manager.
C. Special attention shall be made to areas around and immediately adjacent
to play equipment. The fall cushioning material in these areas shall be
leveled by distributing material from high areas to low areas.
D. During the leveling and distribution of fall cushioning material, no concrete
footing shall be exposed that could allow children to trip or fall on.
E. During regular maintenance, the raking and filling of depressions shall be
done in a manner to prevent material compaction. CONTRACTOR is
responsible for supplying material to playgrounds so that the uniform
depth meets safety guidelines. CONTRACTOR shall provide labor to
install all fall cushioning materials.
F. The raking and distribution of fall cushioning material around and below
the play equipment shall have a cushioning potential and this condition
shall extend through the use zone of any part of the play equipment. Use
zones vary depending upon equipment type and designed use.
CONTRACTOR should consult with the Project Manger' for questions
regarding use zones around playground equipment. CONTRACTOR shall
use Lapis sand #110 fill sand from TMT Enterprises for playground sand
or equal subject to approval by the owners representative.
CONTRACTOR will be responsible for providing a sample of the fill sand
with appropriate specifications prior to receiving approval from the City's
owners representative.
Data for approval:
U.S. Sieve
#4 (4.75 mm)
#8 (2.36 mm)
#16 (1.18 mm)
#30 ( 600 urn)
#50 ( 300 urn)
#100 ( 150 urn)
#200 ( 75 urn)
Fineness Modulus = 2.25
Sand Equivalent = 97 +/-3
% Passing
100
99 +/-1
97 +/-3
68 +/-12
10 +/-4
1 +/-1
0.1 +/-0.1
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G. All play areas shall be maintained free of litter, cans, pop tops, broken
glass and other harmful and unsightly debris. Sweep or blow walks
around play areas and return fall cushioning material to play area.
H. Sweep or blow all playground equipment surfaces.
XI. GARBAGE CANS AND ENCLOSURES
All garbage cans must be emptied at the sites listed in this agreement. Garbage
cans more than one half full must be emptied. Mechanically or physically
compressing garbage is not permitted in lieu of emptying. All garbage cans must
be emptied on Mondays and Fridays. All garbage cans must have a liner.
CONTRACTOR is responsible for providing garbage can liners. Re-using soiled
garbage can liners are not permitted.
Garbage can enclosures, a device used to conceal the garbage can, must be
washed monthly using a Biodegradable cleaner.
XII. HOMELESS PERSON ACTVITY
CONTRACTOR shall alert the Project Manager to any signs of any homeless
person activity on any sites listed in this agreement. Homeless person refuse will
be classified in two ways: (1) Incidental litter/debris, including but not limited to:
bottles/cans, clothing, foodstuff, toiletries, paper products. (2) Encampment
debris, including but not limited to, large cardboard, plywood, shopping carts,
blankets, sleeping bags, coolers, tents, tarps. CONTRACTOR at the request of
the Project Manager must remove incidental litter/debris generated by any
homeless activity. CONTRACTOR at the request of the Project Manager must
remove encampment debris generated by any homeless activity.
CONTRACTOR will be issued a free dump pass for disposal of encampment
debris at the City of Palo Alto Landfill.
XIII. EQUIPMENT
CONTRACTOR is to provide an inventory list of the equipment to be used during
this project. The inventory list must include: description, model/make, picture,
and VIN # (if applicable) of equipment to be used for the maintenance of the
landscaped and non-landscaped grounds specified in· this package.
CONTRACTOR's equipment inventory must include: 36" -72" and a large riding
mower with at least a 15' wing span, turf sweeper, and leaf blowers that satisfy
the City of Palo Alto's noise ordinance requirements.
CONTRACTOR shall at all times furnish and maintain sufficient equipment as
necessary to perform the work of this contract. Such equipment shall be subject
to the inspection and approval of the City's Representative. If the contractor is
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unable to consistently provide the necessary equipment to perform the work, it
may be considered as grounds of canceling the contract.
XIV. SERVICE LEVELS-Service frequencies are listed below unless
delineated otherwise in Section A B, C, D, E, G and H.
I. DAILY SERVICE-( Monday through Friday)
The following sites require daily service.
City Facilities
City Hall
Parks
Baylands Athletic Center
Bol Park
Boulware Park
Bowden Park
Bowling Green
Briones Park
Cameron Park
Cogswell Park
EI Camino Park (Includes area south of park between the park fence line
and the Red Cross building) (EI Camino Park will be closed August, 2010 and
will be closed until August, 2012).
Eleanor Pardee Park
Greer Park (Greer Park is closed and will be opened again at the end of October,
2010).
Heritage Park
Hoover Park
Johnson Park
Lytton Plaza
Mitchell Park
Monroe Park
Peers Park
Ramos Park
Rinconada Park
Robles Park
Scott Park
Seale Park
Stanford Palo Alto Playing Fields (7 days a week)
Terman Park
Ventura School grounds
Werry Park
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Schools
JLS
Jordan
Median & Roadside Strips
University Ave.
California Ave.
California Ave/Birch Medians
University Islands/Underpass
II. MONDAY, WEDNESDAY, FRIDAY SERVICE
The following sites require service on every Monday, Wednesday, and
Friday:
Parks
EI Palo Alto Park
Hale Well Park
Mayfield Park (Mayfield Park and Mayfield Library is closed and will open
again at the end of November, 2010)
Sarah Wallis Park
Terman Park
Timothy Hopkins Creekside Parks
Weisshaar Park
City Facilities
Lucie Stern Community Center
Parking Lots
University Ave Business District
California Ave Business District
Midtown Parking Lots
Cowper/Webster
Ted Thompson Garage
Schools
Escondido
Walter Hayes
Hoover
EI Carmelo
Briones
Addison
Duveneck
Nixon
Palo Verde
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Ohlone
Fairmeadow
Greendell
Barron
III. SEMI-WEEKLY SERVICE
The following sites require service twice per week. Actual days to be
determined by Project Manager.
Median & Roadside Strips
Alma St.
Charleston Rd.
Oregon Expressway
San Antonio Rd.
City Facilities
Art Center
Children's Theatre
Children's Library
Downtown Library
Main Library
Mitchell Community Center (The Mitchell Park Library and Community
Center will be closed June 1st, 2010 and will be closed for two years).
Mitchell Library (The Mitchell Park Library and Community Center will
be closed June 1st, 2010 and will be closed for two years).
Junior Museum
Roth Building
Tower Well
Sterling Canal
Palo Alto Municipal Golf Course
IV. WEEKLY SERVICE
The following sites require service once per week. Actual day to be
determined by the Project Manager.
Median & Roadside Strips
California Avenue Business District Tree Wells
Downtown Tree Wells
Page Mill Islands
EI Camino Real Islands
Embarcadero Islands/Underpass
Forest Lawn Parkway
E. & W. Greenwich Cui de Sacs
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Homer Street Underpass
City Facilities
Arastradero Fire Station
Alma Fire Station
Animal Shelter
Embarcadero Fire Station
Flood Basin
Hanover Fire Station
Mitchell Fire Station
Municipal Service Center
Utility Sub-Stations & Well-Sites
Colorado Substation
Water Quality Plant
Geng Rd. Substation
S.F. Creek Substation
V. MONTHLY
Median & Roadside Strips
Alma St. West
N. Calif/Jordan
Evergreen Park Closures/Park Blvd. Medians
Quarry Islands
Miranda Islands
101 Sound walls
Bryant/Addison Circle
Lytton/Guinda Circle
Eleanor Park Area Cui de Sacs
Island Drive
Melville Island
Arastradero Islands
City Facilities
Bike Paths
Bowling Green Spraying (monthly or as needed not to exceed 12
applications per year)
Utility Sub-Stations & Well-Sites
Adobe Creek Substation and Pump Station
Arastradero Rd. Fluoride Station
Gas Recovery Station 4
Hale Well Site
Hanover Substation
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Hansen Substation
Page Mill Substation
Matadero Substation
Middlefield Substation
Alma Electric Substation
Maybell Substation
Mitchell Substation
PG&E Substation
Quarry Substation
SCAADA Substation
Holiday Service
Bol Park
Boulware Park
Briones Park
Cameron Park
Cogswell Park
Eleanor Pardee Park
Hoover Park
Johnson Park
Mitchell Park
Monroe Park
Peers Park
Ramos Park
Rinconada Park
Robles Park
Scott Park
Seale Park
Ventura School grounds
Werry Park
Note: The contractor must provide all General Maintenance and Clean-up and
Playground and Playground Equipment Maintenance at the above sites on these
following holidays and specific holiday weekend days:
Memorial Day Weekend (Sunday and Monday)
Fourth of July Weekend
Labor Day Weekend (Sunday and Monday)
The Friday after Thanksgiving
VI. SEASONAL AND AS NEEDED
BYXBEE PARK
(Services to begin July 1, 2011).
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XV. SITE LOCATIONS AND SPECIAL INSTRUCTIONS
Site names, locations, address (when applicable) are listed below. Special
maintenance instructions are listed, when applicable, for each site and,
must be adhered to, in addition to, all other maintenance requirements
listed in these specifications. Maps of the various site locations are
available on the City's Website (www/cityofpaloalto.org) under Other
Resources-Purchasing and Current Solicitations.
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SECTION A
MEDIAN AND ROADSIDE STRIPS
A. MEDIAN AND ROADSIDE STRIPS
Item 1 -Alma St. -Eastside of street from San Antonjo Rd. to E. Meadow Dr.
Includes cement medians at the intersection of Meadow Dr.
Re-seed wildflower patch on planting strip on the eastside between Green
Meadow and Ely. Wildflower seed will be provided by the City.
Manual watering, utilizing existing manual irrigation valves, shall be done twice
per week March through November.
Trim ground cover 2 feet away from fence. Trim ground cover off fence upon
resident request.
Item lA -Alma 8t. West
Item 2 -Charleston Rd. (east and west)-
Includes cement/landscaped median at Louis Rd.
Sidewalks and planting strips from Carlson Ct. to Alma St.
Manual watering, utilizing existing manual irrigation valves, shall be done twice
per week March through November.
Trim ground cover 2 feet away from fence. Trim ground cover off fences upon
resident request.
Item 3 -California Avenue --medians and sidewalk planting strips on California
Avenue from EI Camino Real to Caltrain Property
Contractor is responsible for maintaining the ornamental water fountain at the
east end of California Ave. at Park Blvd. The contractor must perform the
following routine/regular maintenance:
A. Fountain
1. Wash down once per week with water and scrub to remove
algae and debris. Use a biodegradable cleaner, as needed,
to remove algae and debris.
2. Refill/top-off water level twice a week.
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3. Keep filters clean of debris once a week. One filter is inside
fountain. Other is inside pump station; must remove and
replace 8 bolts.
4. Keep pump area clean of debris weekly,
5. Empty, clean, and refill fountain every 2 months.
Top dish does not have a drain outlet; Contractor must pump
out water.
B. Bench, Walkway Area
1. Wash down with water weekly.
Replant median island at EI Camino Real/California with: 20 flats of 4" Cyclamen
and 5 flats of Jumbo Pack annuals in the fall; 15 flats of Jumbo Pack annuals in
the spring. Color and variety as requested by the Project Manager.
Add annual/periennial plants to hanging flower baskets as needed for color and
variety as requested by the Project Manager.
Manual water hanging flower baskets as needed. Water deeply and slowly to
establish moisture to the root zones. Watering shall be done to avoid excessive
run off, erosion, or puddles.
Item 3A--California Avenue Business District Tree Wells -Any and all tree wells
within the California Avenue business corridor between Cambridge Ave. and
Sherman Ave.
Item 4 -Birch St. Medians -center medians from California Ave. to Oregon Expressway.
Item 5 -Embarcadero Rd. Islands/Underpass -medians/planter strips located
on the south side of Embarcadero Rd. at the following intersections: Kingsley
Ave., Bryant St., Churchill Ave., Middlefield Rd., Guinda St., Seale Ave., N.
California Ave.; north side of Embarcadero Rd. at the following intersections:
Emerson St., Kingsley Ave., Melville Ave., Primrose Way., St. Francis Dr.;
Underpass east of EI Camino Real: landscaped slopes on the north side from
shopping center to High St. and south side from high School to Kingsley Ave.
All walkways along the underpass must be cleaned twice a week.
Item 6 -Oregon Expressway -Medians and planter strips from West Bayshore
Rd. to Alma St.
Height and side trimming of shrubs shall be completed twice a year in April and
October. Height trimming shall be at current level, about 12 feet.
Manual watering shall be done 2 times a week between March and November.
Includes sidewalks on south side.
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Includes keeping ivy and shrubs off of fence line on south side.
Includes cUl-de-sacs: High St., Emerson St., Ramona St., South Ct., Tasso St.
(off Marion Ave.), Warren Way.
Item 7 -San Antonio Rd. Medians/lnterchange/Right-of-way -medians just west
of highway 101 to Alma St. /Central Expressway interchange at the City of
Mountain View City limits. Center median from east of E. Charleston Rd. to Alma
St., Median/parking strip on north side from E. Charleston to Mackay Dr.; hedge
barrier on south side along San Antonio Rd. near Transport St.; right-of-ways on
north side of San Antonio Rd. leading to Highway 101 off/on ramps.
Mow all ivy, once a year during winter months, as directed by Project Manager
Alma to San Antonio Road keep all cement medians free of weeds.
Manual watering of underpass shall be done 2 times a week between March and
November.
Item 8 -University Ave. -EI Camino Real to Woodland Ave. Medians island
from EI Camino Real on-ramp to High St. Tree wells from Alma St. to Webster
St. Landscaped corners (28) between Emerson St. and Cowper St. Lytton Plaza
at the corner of Lytton Ave. and University Ave. Landscaping on the North side
of University Ave. and Woodland Ave. (City of Palo Alto sign)
Litter and debris shall be removed daily from all landscaped areas and walkways.
University Ave. has 66 tree wells that require a fall and spring color rotation.
Plant tree wells with a total of: 25 flats 4" Cyclamen (red and white) and 28
Jumbo Packs of annual color in the fall. Jumbo Pack plant species to be
determined by the Project Manager. Plant tree wells with a total of 50 Jumbo
Packs of annual color in the spring. Jumbo Pack plant species to be determined
by the Project Manager.
Replant 1 newspaper stand at Lytton Plaza with 164" annuals twice a year.
University Ave. median island at High Street: Replant with 1 0 flats 4" cyclamen
(red and white) and 5 flats of Jumbo Pack annuals in fall, and 15 flats Jumbo
Pack of annuals in spring. Jumbo Pack plant species to be determined by the
Project Manager.
University Ave. median island at EI Camino Real: The area behind the Red
Cross Building is considered part of the University Underpass and must be
thoroughly cleaned.
Item 9 -Downtown Tree Wells -Lytton St. to Forest Ave. (north to south
boundary) and from Alma St. to Webster St. (east to west boundary)
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Remove litter weekly. Remove tree suckers monthly.
Item 10 -Page Mill Rd. -Alma St. to Coyote Hill Rd.
Includes landscaped medians and slopes between Alma St. and EI Camino Real
Includes ivy/vines along guardrails, fence lines, and bridge railings in the
proximity of the Alma St. on/off ramps between Sheridan Ave. and Sherman Ave.
Keep ivy/vines trimmed away from signage attached to all overpass~s
Keep all hardscaped areas along on/off ramps from Page Mill Rd. to Alma St.
free of weeds
Clean drainage outlets and gutters clear of weeds along the north side of the
underpass from the Alma St. ramp to the California Ave. turn off.
Includes weed control on all cement traffic light medians at the intersection of
Page Mill Rd. and EI Camino Real.
Includes cement and landscaped center medians from EI Camino Real to Coyote
Hill Rd. Mow weeds on center medians between Foothill Expwy. and Coyote Hill
Rd. twice per year as requested by the Project Manager. Mow weeds along
fence lines and sidewalk strips from the four corners intersection of the Foothill
Exp. /Page Mill Rd. /Junipero Serra Blvd. out to approximately 500', twice per
year as requested by the Project Manager.
Includes pathway on the west side of Page Mill Rd. from Peter Couts Way to
Foothill Expwy.
Item 11 -EI Camino Real -Medians and planter strips on EI Camino Real from
the intersection of Alma St. to Dinahs Ct. All Manzanita on islands, do not trim
tops. Keep growing naturally, only thin to keep behind curb.
Includes triangular planter at the intersection of Alma St.
Does not include center medians and sidewalk planter strips from Sand Hill Rd.
to Quarry Rd.
Includes medians and landscaped areas on EI Camino Way
Item 12 -Forest Ave. -Center median (turf) between Lincoln Ave. and Boyce
Ave.
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Item 13 -N. California Ave. -Landscaped right-of-way on the north side of street
between Middlefield Rd. and Louis Rd.
Item 14 - Arastradero Rd. -Hubbartt Dr. to east of Deer Creek Rd.
Includes sidewalks, fence lines, and sidewalk strips on the west side from
Hubbartt Dr. to the Arastradero West driveway
Includes cement medians on the east and west side of the intersection at the
Foothill Expwy.
Includes the cement and landscaped medians west of Foothill Expwy. to Deer
Creek Rd.
Item 15 -Evergreen Park Closures/Park Blvd.Medians -Landscaped and cement
street closures (13 locations) located between Park Blvd. and EI Camino Real at
or near the following intersections: W. Meadow, Margarita Ave., Chestnut Ave.,
Mariposa St., Park Ave., College St., Oxford St., College St., Birch St., Ash St.,
and Leland St.
Item 16 -Quarry Rd. -Median west of Welch Rd.
Item 17 -Miranda Avenue -Medians along east road shoulder from Arastradero
Rd. to Arroyo Ct.
Includes landscaped on southeast corner near backflow
Includes bike path (under construction)
Includes planter strip on Arroyo Ct.
Item 18 -101IWest Bayshore Rd. Soundwalls -North soundwalls from
Embarcadero Rd. to City Limits; South soundwalls from Oregon Expwy. to
Colorado Ave.
Includes area from gutter to soundwall
Keep vines trimmed behind curb line
Thin vines as needed to prevent top heaviness
Item 19 -Bryant/Addison Circle -Landscaped traffic round a bout at the
intersection of Addison Ave. and Bryant St.
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Item 20 -Lytton/Guinda Circle -Landscaped traffic round a bout at the
intersection of Lytton Ave. and Fulton St. and the landscaped median at Lytton
Ave. and Guinda St.
.Item 21 -E. & W.Greenwich St. CuI de Sacs -Landscaped/turfed, medians
located on the east and west side of Newell Rd.
Item 22 -Eleanor Park Area CuI de Sacs -Landscaped medians (7) in the
Eleanor Pardee Park area located on Arcadia Pl., Island Dr., Kent Pl., Tevi~ Pl.,
Kirby Pl., Somerset Pl., and Regent PI.
Item 23 -Melville Island -Landscaped median at Greenwood Ave.
Requires weekly manual watering March through November.
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SECTION B
PARKING LOTS and PARKING GARAGES
B. PARKING LOTS and PARKING GARAGES
Item 1 -California Avenue Business District Lots and Garages --
Landscape and hardscape maintenance. This includes litter removal from the
entire parking lot, not just islands; and includes blowing the sidewalks.
Item 1A -Parking Lot 1 off Cambridge Ave.
Item 1 B -Parking Lot 2 off Cambridge Ave.
Item 1 C-Parking Lot 3fTed Thompson Garage Cambridge Ave. & Birch St.
Train camellias to espalier. Keep shrubs pruned at corners for visibility. Remove
dead buds from camellias and pinch back. Fertilize camellias with acidic fertilizer
following budding period.
Item 1 D -Parking Lot 4 off Cambridge Ave.
Item 1 E -Parking Lot 5 (Garage) off Cambridge Ave. at Mimosa Ln.
Item 1 F -Parking Lot 6 off Birch St. and Sherman Ave.
Item 1 G -Parking Lot 7 off Sherman Ave. at Ash St.
Item 1 H -Parking Lot 8 off Sherman Ave. and EI Camino Real
Item 11 -Parking Lot 9 off Cambridge Ave. at Birch St.
Item 2 -University Avenue Business District Parking Lots and Garages
Landscape and hardscape maintenance. This includes litter removal from the
entire parking lot, not just islands; and includes blowing the sidewalks.
Item 2A -Parking Lot A -400 block of Emerson St.
Item 2B -Parking Lot C -400 block of Ramona St.
Item 2C -Parking Lot D -Hamilton Ave. at Waverly St.
Item 2D -Parking Lot E -Gilman St. at Bryant St.
Item 2E -Parking Lot F -Florence St. at Waverly St.
Item 2F -Parking Lot G -Gilman St. at Waverly St.
Item 2G -Parking Lot H -Cowper St. at Hamilton Ave.
Item 2H Parking Lot J-Cowper-Webster
Routine Maintenance
Report any safety issues or vandalism during your site visit.
Report any irrigations problems
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Remove litter and debris from site MondayJWednesday/Friday.
Replace plant material as needed-plants to be approved by City.
Prune shrubs and perennial's, and vines according to City contract
specifications.
Weed removal chemical or mechanically in accordance wi"th contract
specifications.
Item 21 -Parking Lot K -Lytton Ave. at Waverly St.
Parking Lot L -Bryant Sf. at Lytton Ave. (See Bid Item 2N)
Item 2J -Parking Lot N -500 block of Emerson St.
Item 2K -Parking LotO -400 block of High St.
Item 2L -Parking Lot P -500 block of High St.
Item 2M -Parking Lot R -500 block of High St. at Alma St.
Item 2N -Parking Lot S -400 block of Bryant St. (Includes Parking Lots L & S)
Item 20 -Parking Lot T -Corner of Lytton Ave. at Kipling St.
Item 3 -Midtown Shopping District -Middlefield Rd. between Colorado Ave. and
Moreno Ave.
Includes parking lot and landscaping only
Includes planters on Middlefield Rd.
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C. PARKS
SECTION C
PARKS
Item 1 -Bol Park -Laguna Ave. between Matadero Ave. and Barron Ave.
South boundary extends to the north side of the Matadero Creek bridge
Open space/native plant areas to the west of turf: Ivy must be kept 2 feet from
trees.
Mow open space/native plant area once a year after wild flowers have bloomed
upon request of project manager.
Oaks along creek: Do not trim any oak branches except for edging along path as
currently done.
This park has decomposed/granite pathways that cannot be cleaned w/ a leaf
blower
Item 2 -Boulware Park ,..-Between Fernando Ave. and Chestnut Ave.
Includes pump station on the south west side of park. Keep vines off building
and fence lines clear to 3 feet.
Basketball court shall be cleaned twice monthly in accordance with posted
schedule. Specifications are included in the tennis court/basketball court
specifications section.
Item 3 -Bowden Park -High St. at N. California Ave.
Item 4 -Briones Park -Arastradero Rd. at Clemo Ave.
Includes traffic barrier at the north side of Clemo Ave. at Maybell Ave.
This park has decomposed granite pathways that cannot be cleaned w/ a leaf
blower
Includes fence line at west side of park from Arastradero Rd. to Maybell Ave.
Mowing to be done on scheduled day, Thursday. Mowing must be done by 10:00
A.M.
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Basketball courts shall be cleaned twice monthly in accordance with posted
schedule. Specifications are included in the tennis court! basketball court
specifications section.
Item 5 -Cameron Park -Wellesley St. between Stanford Ave. and College Ave.
Item 6 -Cogswell Plaza -Lytton Ave. between Ramona St. and Bryant St.
Due to homeless people in this area, shrubs must be kept raised.
Replant sign areas with 12 flats Jumbo Cell Pack annuals three times a year.
Item 7 -EI Palo Alto Park -Palo Alto Ave. at Alma St.
Manually water native meadow area 3 times a week between March and
November.
Reseed and top-dress native meadow twice a year in April and October after
thoroughly weeding. The City will provide seed.
Item 8 -Eleanor Park -Channing Ave. at Center Dr.
Eucalyptus pods and debris must be raked three times a week to remove slipping
hazards.
Mowing must be done on scheduled day, Monday. Must be done by 10:00 AM.
Item 9 -Hale Well Park Area -Palo Alto Ave. at Hale Ave.
Turf and landscape on the west side of the Hale Well Site
Keep 3-foot clearance area behind creek side fence line
Item 10-Heritage Park-Corner of Waverly and Homer.
Mowing must be done on scheduled day, Wednesday.
Item 11 -Hoover Park -Cowper St. between Colorado Ave. and Loma Verde
Ave.
Includes storage, bench, bleacher, and warm-up areas around Little League field.
Little League drags the infield and mows their infield turf.
Clean tennis courts twice per month as directed by the Project ManagerTennis
courts and basketball/handball courts shall be cleaned twice monthly in
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accordance with posted schedule. Specifications are included in the tennis
court/basketball court specifications section.
Includes Dog Run located at the south east side of park. Decomposed granite
area must be inspected for holes three times per week and filled as needed. Fill
low spots with decomposed granite as needed. Water and compact loose d.g. as
needed.
Mowing to be done on scheduled day, Thursday by 2:00 P.M.
Includes walkway to Middlefield Rd.
Item 12 -Johnson Park -Hawthorne Ave. at Waverly St.
Does not include Community Garden
Sand volleyball court shall be kept raked and clean of debris. Sand volleyball
court shall be kept rot tilled to relieve compaction and filled with approved sand
as needed and as requested by Project Manager.
Item 13 -Lytton Plaza -Corner of Emerson and University Avenue
Remove litter and debris, empty garbage cans. Rake decompose granite
pathway to eliminate litter, debris and to eliminate low spots and pot holes. (do
not use blowers on decomposed granite pathways). Keep fountain filter clean
and free of litter and debris. Keep screens around fountain free of any litter and
debris.
Item 14 -Mayfield Park/College Terrace Library -Wellesley St. between College
Ave. and California Ave. (Mayfield Park and Mayfield Library is closed and will
open again at the end of November, 2010).
Area must be blown before 11 :00 a.m. when library is open.
Area also includes plant material on side of road around day care center.
Item 15-Monroe Park -Monroe Dr. at Miller Ave.
Item 16 -Peer's Park -Park Blvd. between Stanford Ave. and Sequoia Ave
Area also includes pump station and driveway at the south east corner of park.
Keep ivy off building. Keep fence lines clear to 3 feet.
Fence line at the east side of park, along the railroad tracks, must be inspected
daily for vandalism. Contractor must enclose holes in fence with yellow caution
tape immediately if a hole is found. Contact Project Manager immediately.
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Clean tennis courts twice per month as directed by the Project Manager
Tennis courts and basketball courts shall be cleaned twice monthly in
accordance with posted schedule. Specifications are included .n the tennis
courts/basketball court section.
Mowing must be done on scheduled day, Monday. Must be done by 1:00 P.M.
Item 17 -Ramos Park -800 East Meadow Ave.
Mowing must be done on scheduled day, Wednesday. Mowing must be done by
3:30. P. M.
Item 18 -Robles Park -4116 Park Blvd.
This park has decomposed granite pathways that cannot be cleaned w/ a leaf
blower
Mowing must be done on scheduled day, Thursday. Mowing must be done by
1:00 P.M.
Item 19-Sarah Wallis Park -202 Ash St.
In fall, de-thatch, aerate, overseed with annual rye, and top dress. Do Not Use
any chemicals. This is a pesticide free park.
Item 20-Scott Park -Channing Ave. at Scott St.
Leaf blowers are permitted only for clean up after turf maintenance or heavy leaf
drop. Hand sweep during regular daily cleaning.
Item 21 -Seale Park -Maddux Dr. at Stockton Place
This park has decomposed granite pathways that cannot be cleaned w/ a leaf
blower
Mowing must be done on scheduled day, Thursday. Mowing must be done by
1:00 P.M.
Item 22-Timothy Hopkins Creekside Parks
CowperlWebster parkettes. Palo Ave/Middlefield Landscaping
Includes 6 feet behind fence lines-maintain as directed by Project Manager
Item 23-Ventura School Grounds -Between Ventura Ct. and 2nd Ave.
Includes north parking lot
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Item 24 -Weisshaar Park -2298 Dartmouth St. between College Ave. and
California Ave.
Clean tennis courts twice per month as directed by the Project Manager
Tennis courts and basketball courts shall be cleaned twice monthly in
accordance with posted schedule. Specifications are included in the tennis
court/basketball court specifications section.
Item 25-Werry Park -2100 Dartmouth St. between College Ave. and Stanford
Ave.
C2. Fields
Item 27-Bowling Green-474 Embarcadero road at Cowper
Internal Turf Care
The contractor shall begin by having a Soil Fertility and Agricultural suitability
test, ( A04), by the Soil and Plant Laboratory, in Santa Clara. This test shall be
performed annually.
Mowat a maximum height of 1/8 inch with a greens mower MWF during the
months of March -November. Mowing to be done in diagonal directions
Remove clippings.
Activate groomer 4x monthly in opposite directions.
Thatch the green to % inch every 5 weeks June -October
Mow 2x1weekly in December, remove clippings
Clean the green of debris 2x weekly annually (Tuesday and Thursday)
Manually supplement watering of green edges as needed. Especially east edge
beneath Oak trees. (Usually 3x /weekly)
Manually edge green twice monthly
Rake and clean sand bunkers 2x monthly
Clean asphalt and walkway areas around the clubhouse and green 3x1week,
MWF
Manually aerate dry spots, and edges of the green as needed (edges need to
done 3x annually as a minimum).Remove cores
Aerate the entire green with 3/8 tines in July and October
Apply fungicide to the green annually as needed
Control weeds outside of green once monthly.
Mulch the length of the west side of the green 6 feet from the edge December
February
Check the irrigation system for any malfunctions and adjustments weekly.
Report immediately the valve number and the irrigation problem.
Fertilize with ammonium sulfate once every 5 weeks June -October
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Apply iron sulfate November -February once per month to aid in the control of
moss.
Report any hazards and secure until they can be repaired.
Empty cans, litter removal 2x weekly
Mow bluegrass lawn once weekly.
Remove ivy from the trees around the green monthly
Trim ivy along thee fence line 4x annually
Clean needles behind the clubhouse annually -December
Green Renovation
Each May, aerate the green with 5/8 inch tines. Remove cores, Topdress the
green with Kiln dry sand (usually about 8 yards). Drag green to level. Broad
cast seed - a hybrid Bermuda seed along edges and other bare areas. Keep
moist through the grow in period (approx. 4-5weeks) Fertilize with a fine grain
slow release fertilizer May and November.
External Landscape/Turf
Mow turf once/weekly - 2 hour time window
Edge monthly
Clean leaves from turf as needed (weekly November -December)
Weed walkway landscaping -weekly
Trim landscaping 3x annually
Clean walkways weekly after mowing
Fertilize turf 3x annually
Aerate turf 3x annually to a depth of four inches
Thatch turf 2x annually, remove thatch
Check the irrigation system for any malfunctions and adjustments weekly.
Report immediately the valve number and the irrigation problem
Litter removal 2xweekly, Empty cans
Mowing:
All mowing to be done on the green 3x a week
Monday/Wednesday and Friday March through November. Once per week
December through February. Outside turf on Wednesday.
Item 30-Mitchell Park-3800 Middlefield Road
Routine Maintenance
Report any safety or vandalism issues each day
Report any irrigation problems
Clean and groom play areas, skate rinks, and sand boxes daily
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Paddle ball courts and Tennis courts should be cleaned twice monthly in
accordance with the posted schedule. Specifications are included in the tennis
court /basketball court specifications section.
Utilize an electric blower once weekly to clean hardscape and pathway areas.
Remove litter/debris from site daily.
Clean BBQ areas and grills twice weekly Monday/Friday
Edge turf area· monthly
Mow turf weekly on Tuesday within a five hour window
Remove grass clippings from pathways and clumps of grass from turf after
mowing cycles. ~
Leaves should be removed from turf each week prior to mowing as needed
(Especially Fall Season) A lawn sweeper is recommended.
Prune shrubs zones 3x annually
Mow ivy once year during March.
Chemical and mechanical control of weeds once monthly
Aerate 3 xs annually to a depth of 5 inches
Fertilize 3 xs annually Clean hardscape areas after fertilizing
Replace landscaping as needed -Plants to be approved by the City.
Mulch with clean wood chips (3inch deep) all landscape beds once annually in
November.
Eradicate evasive pests causing turf or plant damage in a method approved by
the City.
Level areas in the turf on an as needed basis to prevent tripping hazards and
to prevent muddy or areas of standing water.
Maintain trees up to 15 feet in height. Includes staking, raising limbs, mulching
rings around trees, etc.
Dog Run Renovation
Annually renovate the decomposed granite area for a minimum amount of time
to rototill and level the site. Area should be wet and rolled until packed before
opening. Advance notice of closure must be posted a week in advance.
Trim shrubs and remove weeds along west fence line 3x annually. Add
decomposed granite if needed to level the area.
Turf Renovation
The turf areas west of the parking lot restroom must be renovated annually
beginning in March and opened in May. The area should be fenced and signed
with closure dates. Aerate the turf to a depth of five inches after flagging
irrigation rotors, valves, etc. Topdress with a minimum of 25 tons of fairway
sand, and 25 tons of T Mix. The goal is to level the turf areas and eliminate low
spots, holes, and bumpy areas. The field should not have any areas that allow
for standing water or depressions greater than % inch. Drill seed field with a
sport field blend of 80% rye and 20% bluegrass at a rate of 5 Ibs/1000sq. ft.
Broadcast seed over bare soil areas. Mulch with a minimum of 25 yards of
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nitrified sawdust in order to cover seeded area at a depth of % inch. The grass
should be dense and support sport activities upon opening.
Mowing:
All mowing must be completed on the scheduled day. The scheduled day is
Wednesday. No later than 3:30 P.M.
Item-31-Rinconada Park-777Embarcadero Road
Includes two sub-stations on the Hopkins St. side of Park.
Includes the Girl Scout Building.
Includes pool turf and hardscape area. Maintenance schedule with pool area
must be coordinated with the recreation department seasonally around
scheduled events.
Routine Maintenance
Report any safety or vandalism issues each day
Report any irrigation problems
Clean and groom play areas, skate rinks, and sand boxes daily
Tennis courts to be cleaned twice monthly in accordance with the posted
Schedule. Specifications are included in the tennis courts/basketball court
specifications.
Utilize an electric blower once weekly to clean hard cape and pathway
areas.
Remove litter/debris from site daily.
Clean BBQ areas and grills twice weekly Monday/Friday
Edge turf area monthly
Mow large turf weekly on Tuesday within a five hour window
Mow courtyard turf each week by Thursday
Remove grass clippings from pathways and clumps of grass from turf after
mowing cycles.
Leaves should be removed from turf each week prior to mowing as needed
(Especially Fall Season) A lawn sweeper is recommended.
Prune shrubs zones 3x annually
Mow ivy once year during March.
Chemical and mechanical control of weeds as needed
Aerate 3 xs annually to a depth of 3" to 4"
Fertilize 3xs annually, clean hard cape areas after fertilizing
Replace landscaping as needed -Plants to be approved by the City.
Mulch with clean wood chips (3inch deep) all landscape beds once annually in
November.
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Eradicate evasive pests causing turf or plant damage in a method approved by
the City.
Level areas in the turf on an as needed basis to prevent tripping hazards and
to prevent muddy or areas of standing water.
Maintain trees up to 15 feet in height. Includes staking, raising limbs, mulching
rings around trees, etc.
Turf Renovation
The turf areas west of the restroom must be renovated annually in the
beginning of March and be opened by May. The area should be fenced and
signed indicating closure dates.
Aerate the turf to a depth of 3" to 4" after flagging irrigation rotors, valves, etc.
Topdress with a minimum of 25 tons of fairway sand, and 25 tons of T Mix. The
goal is to level the turf areas and eliminate low spots, holes, and bumpy areas.
The field should not have any areas that allow for standing water or
depressions greater than % inch.
Drill seed field with a sport field blend of 80% rye and 20% bluegrass at a rate
of 5 Ibs/1000sq. ft. Broadcast seed over bare soil areas. Mulch with a minimum
of 25 yards of nitrified sawdust in order to cover seeded area at a depth of Yt
inch. The grass should be dense and support sport activities upon opening.
Mowing:
All mowing must be done on the scheduled day. The scheduled day is Tuesday.
Mowing to be done no later than 3:30 P.M.
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D. CITY FACILITIES
SECTION D
CITY FACILITIES
Item 1 -Alma Fire Station -301 Alma St.
Item 2 -Animal Shelter --3281 East 8ayshore Rd.
Includes front and rear (employee) parking lots
Includes front landscaping
Includes patios and hardscaped areas, maintenance routine may require
adjusting due to unforeseen circumstances with sheltered animals. No power
equipment permitted except mower. Mowing to be done on Tuesdays only.
Includes turf area in from of kennels
Includes emptying one garbage can.
Includes fence lines along exercise area and on the north side of complex
Item 3 -Arastradero Fire Station -600 Arastradero Rd.
Activate 7 manual valves once a week.
In the courtyard, do not prune fruit trees.
Clean wash rack weekly.
Item 4 -Art Center -1313 Newell Rd.
Leaf blower use is restricted in certain areas of property. Do not use leaf blowers
at or around open windows. Area cannot be blown after 9:00 am.
Contractor mows interior lawns and small lawns on the north side of bldg,
Wash ferns and entrance twice a month. Fertilize ferns three times per year with
fish emulsion type liquid fertilizer. Remove dead/dying fronds.
Manually water area next to main door in sculpture garden and against building
twice a week. Neaten flowerbeds weekly. Prune azaleas, hydrangeas, roses
and camellias as directed by Project Manager. Mow lawns and prep courtyards
for special events as requested. Established trees and shrubs require deep
fertilizing twice a year with approved fertilizer. Enclosed patio on west side
requires washing monthly. Refill fountain twice per week or as needed. Clean
fountain 4 times a year. Manually water container plants. Contractor must be
prepared to change schedule around special events planned at the Cultural
Center.
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Mowing: Outside lawns mowed on scheduled day, Tuesday. Mowing must be
done by 3:30 P.M.
Item 5 -Bike Paths -Locations varied (see below)
Locations: 1. Wilke Ave. to Monroe Dr.
2. 1048 Loma Verde Ave.
3. Greer Bike Paths 3142 Greer Rd. to Morris Dr. to Stockton PI.
4. 300 Manzanita Ave.
5. 1500 Portola Ave.
6. 200 Sequoia Ave.
7. 443 Ferne Ave.
8. Duncan PI.
9. 1445 Hamilton Ave.
10. 101 Freeway Bridge to East Bayshore Rd.
11. Matadero Bike Path
12. Homer Bike Path
, Item 6 -Bowling Green Spraying -474 Embarcadero Rd.
Insect and disease control shall be done in accordance with City specifications.
The applicator shall be requires to apply material supplied by the City such as
Pace, Fore, Dursban, Eagle, Kerb or any other material deemed necessary to
eradicate the presence of any pest or disease. All materials shall be applied
according to label rates at intervals specified by the Project Manager.
Application of materials shall commence before 7:00 am and shall be completed
prior to 9:00 am unless the Project Manager specifies a change.
Applications must be performed within 48 hours of request.
Item 7 -Children's Library -1276 Harriet St.
Includes both front and rear landscaping and secret garden
This area also includes both driveways, with dumpsters and shrubs.
Item 8 -Children's Theatre -1305 Middlefield Rd.
Prune Xylosma hedges three times per year, maintain current shape
Prune redbud trees once per year as directed by Project Manager
Mow turf area once per week. Adjust mower height as directed by Project
Manager
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Prune roses around wishing well on ,a regular basis throughout the growing
season and perform winter pruning
Manually water container plants as needed
Maintenance schedule must be ~djusted to accommodate special events
Item 9 -City Hall -250 Hamilton Ave.
Aerification, overseed and top-dress turf two times a year in spring and fall.
Clean plaza daily before 8:00 am, including stairways and sidewalk around
building. Clean slippery areas where moss, mud and other debris make
walkways hazardous.
Wash plaza once a week between May and November. Empty garbage cans
daily.
Use of blowers to be restricted in certain areas near the air ventilator intake.
Manually water containers and raised planters. Careful watering of camellias is
required to prevent leaking to floors below and to prevent standing water.
Keep drains cleared during rainy season.
Keep park furniture in place.
Replant Plaza Hamilton entrance in fall and spring with 6 flats of Jumbo Cell
Pack annuals.
Water two indoor container plants, main entrance lobby.
Item 10 -Downtown Library -270 Forest Ave.
Wash entrance and patios twice per month.
Clean parking lot and dumpster area tWice per month.
Item 11 -Embarcadero Fire Station -799 Embarcadero Rd.
This area includes parking lot and extends up to oleander hedge along
Rinconada Park.
Item 12 -Flood Basin -East Bayshore Rd. between Animal Shelter and EI Well
Court.
There will be no chemical application of pesticides in the Flood Basin.
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Mow 3 feet on east side of path.
Remove dead plants and report any pest problems to project manager.
Item 13 -Hanover Fire Station -2675 Hanover St.
Item 14 -Junior Museum -1451 Middlefield Rd.
Ramp and entrance must be blown and kept free of debris to avoid slip hazard.
Includes parking lot.
Item 15 -Lucie Stern Community Center -1305 Middlefield Rd.
Includes parking lot and landscaped medians
Includes all parking lot area landscaping
Includes all exterior landscaping
Contractor mows small lawns in open courtyard and interior courtyard
Includes landscaping around air conditioner building
Includes interior courtyard/fire ring at the Boy Scout area
Brick pathways must be kept weed-free and free of moss/mold
Wash brick pathways and open courtyard once per week when Olive tree sheds
fruit.
Includes stairway on west side of building
Re-plant flagpole annual bed in spring and fall with 14 Jumbo Cell packs
annuals. The Project Manager shall determine plant species.
Maintenance schedule must be adjusted to accommodate special events
Mowing outside lawns must be done on scheduled day, Tuesday. Mowing must
be done by 3:30. P.M.
Item 16 -Main Library -1213 Newell Rd.
Blowers at this site may be restricted and shall be used only before the library is
open.
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Established trees and shrubs require deep fertilizing 2 times a year.
Prune hydrangeas and roses in winter.
Trim vines away from building and roof.
Clean and manually water patios weekly.
Walkways must be cleaned three times a week.
Rock area around library must be kept clean and free of weeds at all times.
Prune crabapple in parking lot strip as needed per Project Manager.
Remove debris in parking lot and clean along fire lane.
Keep area around parking shed clean on all sides.
Mowing must be done on scheduled day, Tuesday. Mowing must be done by
3:30 P.M.
Item 17 -Mitchell Community Center -3800 Middlefield Rd.
(The Mitchell Park Library and Community Center will be closed June 1st,
2010 and will be closed for two yeats).
Includes parking lot and medians
Includes all patios
Wash patios and walkways twice per month
Manual water planters near entrance
Item 18 -Mitchell Library -3700 Middlefield Rd.
(The Mitchell Park Library and Community Center will be closed June 1st,
2010 and will be closed for two years).
Includes parking lot and medians
Includes all patios
Wash patios and walkways twice per month
Includes saucer planters
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Item 19-Mitchell Fire Station -3600 Middlefield Rd.
Area includes driveway along church: trim back and spray weeds.
Mow Ivy once a year.
Item 20 -Municipal Service Center -3201 East Bayshore Rd.
North boundary extends to bridge north of parking lot
Area includes weed and litter control inside facility, picnic area, along all edges,
around gas station, parking lots, and fence lines.
All exterior fence lines must maintain a minimum 3-foot clearance
Oleanders in front of parking lot and suckers on poplar must be trimmed for
visibility. The sidewalk strip must be continually free of weeds.
The area around the "A" building, including the warehouse exterior storage area
must be cleaned and debris blown out away from building for the sweeper to
remove.
Includes all exterior garbage cans, including aggregate containers.
Item 21-Roth Building -Homer St. at Bryant St.
Includes manually watering 5 building valves (turf and landscape), and watering
camellias in patios/entry with hoses twice a week March through November.
Areas protected from rainfall must be watered year round.
Item 22-Tower Well Site -Alma St. at Hawthorne Ave.
Includes sidewalk strips on Alma St. and on Hawthorne Ave.
Trim vines on back of structure as directed by the Project Manager
Wash benches and informational signs once per month
Item 23-Sterling Canal
Service to begin at 8:30 am
Keep pathways free of weeds / Keep pathway level and free of potholes.
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Weed parkway area beginning at the Lorna Verde entrance. The area should
include fence to fence boundaries, until the end of the decomposed granite
pathways.
Remove litter and empty trash receptacles.
Prune treed that are less than fifteen feet in height
Mow ivy and vines once annually.
Prune vegetation 3x annually
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SECTION E
UTILITY SUB-STATIONS and WELL SITES
E. UTILITY SUB-STATIONS AND WELL SITES
All substations need to be cleaned twice a year inside fenced areas with the
project manager or inspector present for safety. Fence lines must be kept free
of plant material. Includes all landscaping surrounding these sites.
Item 1 -Adobe Creek Substation and Pumpstation -1157 East Meadow Ave.
Includes electric station on east side of street and the pump station on the west
side of street
Item 2 -Colorado Substation -1040 Colorado Ave.
Area includes booster station across the street on the east side of W. 8ayshore
Rd.
Mow Turf once per week on scheduled day, Wednesday.
Item 3 -Gas Recovery Station 4 -Oak Rd. and Searsville Rd. (Stanford)
Item 4 -Hale Well Site -999 Hale Ave.
Interior access provided by Project Manager
Manual watering should be done weekly between March and November.
Maintain a 3-foot clearance along fence lines
Item 5 -Hanover Substation -3350 Hanover St.
Manual watering should be done weekly between March and November.
Item 6 -Hansen Substation -950 Hansen Way.
Item 7 -Middlefield Sub Station -1150 Middlefield Rd.
Item 8 -Mitchell Substation -3600 block of Middlefield
Item 9 -Page Mill Substation -Page Mill Rd. at Old Page Mill Rd.
Item 10 -Park Blvd Substation -3291 Park Blvd.
Item 11 -PG&E Substation -West Bayshore Rd. south of Colorado Ave.
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It is necessary to control dry annual grasses by flail mowing twice a year during
the spring and fall.
Item 12 -Quarry Electric Station -281 Quarry Rd. (Stanford)
Item 13 -SCAADA Building Grounds -3201 East Bayshore Rd.
This area includes parking lot and parking lot landscaping.
Vines must be kept trimmed for visibility.
Parking lot maintenance must be performed on Fridays or Saturdays when
parking lot is less full.
Item 14 -Water Quality Control Plant -2501 Embarcadero Rd.
Mow all weeds and grass along Embarcadero Road four times a year. The
area shall be serviced 15 feet in from the edge of the road, from the Pollution
Plant entrance to the Landfill Entrance. Weeds around buildings shall also be
eliminated.
Pesticide use is restricted in many areas as designated by the Project Manager
Mow turf once per week on scheduled day, Wednesday.
Item 15-Geng Road Substation -Embarcadero Rd. at Geng Rd.
Includes turf strip from Embarcadero Rd. to Baylands parking area
Mow turf once per week on scheduled day, Wednesday.
Item 16 -Matadero Well-Site -635 Matadero Ave. near Whitsell St.
Keep ivy off building and fence lines clearto 3 feet,
Item 17 -Alma Electric Substation -Alma St. south of Homer St.
Item 18 -Maybell Substation -527 Maybell Ave.
Item 19 -Arastradero Rd. Fluoride Station -694 Arastradero Rd.
Includes strips across from Cemetery entrance
Item 20 -SF Creek and Substation -East Bayshore Road
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Contractor is responsible for overall weed control throughout the site. Particular
attention paid to keeping weeds removed from all plant basins. Also, monthly
control of all weeds on slopes with string trimmer to a height of 2". Contractor
will be required to provide manual watering of plant material on a as needed
basis on a frequency sufficient to ensure the plantings do not show any sides of
drought stress. Immediately remove all Lepidium latifolium (Pepperweed plants
by hand especially along the lower banks of the mitigation area).
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SECTION G
TENNIS AND BASKETBALL COURT CLEANING
G. Tennis and Basketball Court Cleaning
Specifications for the services of Tennis and Basketball Court Cleaning of City
of Palo Alto. and Palo Alto Unified School District tennis courts.
GENERAL PROVISIONS
The following provisions, where individually applicable, apply for maintenance
standards not limited to Tennis Court cleaning, and any and all other items
selected as part of this proposal.
Locations
Contractor shall clean 22 various courts at City parks, and 31 various courts at
school facilities twice a month. The scheduled dates shall be agreed upon a
month before the commencement of the contract. The work is to be performed
at the locations listed below. The Contractor shall provide all cleaning
equipment, materials and. labor necessary' to perform the required service.
Contractors are highly encouraged to visit each individual property
independently in addition to the mandatory Pre-Bid Site Tour.
Scope of Work
1) During the months of March through November (9 months), the courts
shall be water broomed to remove all debris. Power washing using a
flooding type nozzle must be used in areas with low water pressure.
During the months of December through February (3 months), the courts
shall be blown to remove all debris.
2) Litter shall be picked up on each court every time a court is cleaned.
Litter cannot be blown out of the court and onto adjacent paths and park
areas. Litter must be picked up with a 3-foot perimeter of the courts.
Litter is to include not only man-made objects, but also debris from
plants.
3) Garbage receptacles located within or adjacent to the tennis courts shall
be emptied during each cleaning.
4) Litter is to be removed from under the bleachers ea9h time the court is
cleaned at Mitchell Park and at Gunn High School.
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5) Courts are not to be cleaned when it rains, but as soon after rain as
possible.
6) Monthly reports and invoices shall be submitted on the 5th of each
month indicating the condition of the tennis nets, windscreens, and court
cleanliness.
Park Courts
Item 1 --Peers Park, 1899 Park Blvd
Courts: 2
Trash receptacles: 1
Item 2 --Rinconada Park, 777 Embarcadero Rd. and 1415 Hopkins
Courts: 9
Trash receptacles: 5
Item 3 --Weisshaar Park, 2298 Dartmouth
Courts: 2
Trash receptacles: 2
Item 4 --Hoover Park, 2855 Cowper
Courts: 2
Trash receptacles: 2
Item 5 --Mitchell Park, 600 E. Meadow
Courts: 7 tennis courts and 2 Paddle tennis courts
Trash receptacles: 3
Item 6 --Terman Park, Arastradero Rd
Courts: 2
Trash receptacles: 2
Item 7 -Briones Park, Arastradero Rd. at Clemo Ave.
Basketball Courts: 2
Trash receptacles: 2
Item 8 -Boulevard Park, Between Fernando Ave. and Chestnut Ave.
Basketball Courts: 2
Trash receptacles: 2
Item 9 -Greer Park, Greer Rd
Basketball Courts: 2
Trash receptacles: 2
School Courts
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Item 10 --Palo Alto High School, 50 Embarcadero
Courts: 7
Trash receptacles: 2
Item 11 --Gunn High School, 780 Arastradero
Courts: 6
Trash receptacles: 2
Bleachers
Item 12 --JLS, 480 E. Meadow
Courts: 6
Trash receptacles: 1
Item 13 -Jordan Junior High, 750 N. California
Courts: 6
Trash receptacles: 1
These courts cannot be washed with water, MUST BE air broomed and
swept.
Price per year on bid sheet shall be for 12 months of blowing
It~m 10 --Terman School, 610 Arastradero
Courts: 6
Trash receptacles: 3
Park Courts
1st and 3rd Tuesday of each month-Rinconada, Hopkins, Peers, Weisshaar
1 st and 3rd Wednesday of each month-Mitchell and Hoover.
School Courts
2nd and 4th Tuesday of each month -JIS, Jordan, Terman and Terman
Basketball
2nd and 4th Wednesday of each month-Palo Alto High School and Gunn High
School.
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SECTION H
BYXBEE PARK -VEGETATION MANAGEMENT
PROJECT
(Services to begin July 1, 2011).
BYXBEEPARK -VEGETATION MANAGEMENT PROJECT
Scope of Work:
Vegetation Management in Palo Alto's Byxbee Park.
Background:
Byxbee park is a 25 acre park built on a closed portion of the Palo Alto Landfill. The
park consists of rolling terrain and a number of artistic forms.
The Public Arts Commission took a lead role . in the design of the park and the
Commission has determined a look for the park. The Open Space and Sciences section
has the responsibility for implementing the Commissions' plans and for general upkeep
of the park.
General Structure:
The park has been divided into three areas (Marked A, B & C --see attached map). The
contract will be implemented according to the schedule shown below. The City may, at
its discretion, decide to eliminate one or more of the following task for any given year.
Tasks:
(1) Mowing Maintenance:
Mowing will occur in late spring to reduce annual weedy bio-mass and
provide sunlight to emerging perennial natives. The entire seeded area
will be mowed to a height of 4 - 6 inches. The mowing shall be repeated
as needed to meet the height specifications. Mowing will be done with a
wheeled tractor and flail or rotary mower.
(2) Restoration of Renegade Trails or Paths:
Formal walking and bicycle trail routes have been constructed at Byxbee Park of
six-foot or eight-foot widths. The ground oystershell tread paths are lined with
2"x4"wooden bender boards. On a regular basis the contractor shall remove all
vegetation from the tread of the trail between the bender boards and maintain a
smooth and unobstructed tread surface.
Because cyclists and hikers will from time to time create "renegade" trails or
paths, the contractor will be responsible for restoring these areas by chisel and
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hillocks
rototilling these areas, and then reseeding the area with the seed mix indicated
below (see prescribed seed mix below). This work will be performed on an as
needed basis. The contractor will submit a proposal for specific restoration
projects that will be reviewed and approved by the City's Project Manager. The
City will pay CONTRACTOR for each of these projects on a "change order"
basis to the approved contract amount.
(3) Soil Preparation:
After the first 2 - 4 inches of rain in the fall or early winter, chisel and rototill
the areas to be seeded to a depth of 6 to 8 inches. The areas to be seeded will be
tilled in two directions and then harrowed or ring-rolled to provide an even,
smooth, bed.
(4) Fertilization of newly seeded areas:
A balanced fertilizer (18-18-18) to be applied at 50 pounds per acre, and
shall be tilled into the soil to an even depth of 12 inches. Two inches of
composed provided by the City's landfill operation shall also be tilled
into the soil.
(5) Seeding:
The following plant species will be used in the seeding of Byxbee Park:
California brorne
Blue Wild rye
Pacific hair grass
California Poppy
Creeping Rye
Bromus carinatus
Elymus glaucus
Deschampsia holciformus
Eschscholzia californica
Leymus triticoides
10 pounds/acre
10 pounds/acre
5 pounds/acre
4 pounds/acre
grass plugs for the
Native wild grasses are to be used to replenish renegade paths.
(6) Coyote Brush Removal:
Pursuant to State law, Coyote Brush and other non-native, invasive
species (whose roots exceed one foot in depth) must be removed on an
ongoing basis. Under this contract, this task must be done at least twice a
year.
(7) Maintenance of Mounds and Other Artistic Features:
Within each of the areas specified above, the contractor shall be
responsible for the maintenance of the vegetation on the artistic mounds,
berms and other artistic features. This will include the removal of
existing weeds and other tall vegetation and weed-whipping of the
mounds and surrounding areas to keep a neat appearance.
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Herbicide Use:
While herbicides are not preferred for the control of weeds, herbicides may be used
with the express, written permission of the Superintendent of Open Space and Sciences.
Herbicides may be used only for specific designated areas and and may only be applied
within a designated time frame. Should Contractor wish to use herbicides, they must
submit a written request to the City's Superintendent of Open Space and Sciences prior
to such usage.
Additional Services Required::
1. Contractor will be responsible for everything from the levee up to the hills. This
includes both sides of the drainage ditch and the benches. They will also weed whip
around the art structures.
2. Contractor will also clear all of the hillocks free of weeds.
3. Contractor will mow as often as is needed to keep the weeds and grasses at the 406
inch level.
4. Contractor will repair reengage trails by seeding them with native grass seed in the
winter.
5. Contractor will phone the CITY (Daren Anderson) prior to coming out to work in the
area. Contractor will phone 2 days in advance when they are scheduled to spray
herbicides.
6. Contractor will be out to monitor the weed and grass height, and in the event the City
feels it is too high, the City, (Daren Anderson) will contact Contractor for service as
needed.
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EXHIBITB
SCHEDULE OF PERFORMANCE
CONTRACTOR shall perform the Services according to the following schedule of
Services:
SERVICE LEVELS-Service frequencies are listed below unless delineated
otherwise in Section A-H.
I. DAILY SERVICE-( Monday through Friday)
The following sites require daily service.
City Facilities
City Hall
Parks
Baylands Athletic Center
Bol Park
Boulware Park
Bowden Park
Bowling Green
Briones Park
Cameron Park
Cogswell Park
EI Camino Park (Includes area south of park between the park fence line
and the Red Cross building) (EI Camino Park will be closed August, 2010 and
will be closed until August, 2012).
Eleanor Pardee Park
Greer Park (Greer Park is closed and will be opened again at the end of October,
2010).
Heritage Park
Hoover Park
Johnson Park
Lytton Plaza
Mitchell Park
Monroe Park
Peers Park
Ramos Park
Rinconada Park
Robles Park
Scott Park
Seale Park
Stanford Palo Alto Playing Fields (7 days a week)
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Terman Park
Ventura School grounds
Werry Park
Schools
JLS
Jordan
Median & Roadside Strips
University Ave.
California Ave.
California Ave/Birch Medians
University Islands/Underpass
V. MONDAY, WEDNESDAY, FRIDAY SERVICE
open
The following sites require service on every Monday, Wednesday, and
Friday:
Parks
EI Palo Alto Park
Hale Well Park
Mayfield Park (Mayfield Park and Mayfield Library is closed and will
again at the end of November, 2010)
Sarah Wallis Park
Terman Park
Timothy Hopkins Creekside Parks
Weisshaar Park
City Facilities
Lucie Stern Community Center
Parking Lots
University Ave Business District
California Ave Business District
Midtown Parking Lots
CowperlWebster
Ted Thompson Garage
Schools
Escondido
Walter Hayes
Hoover
EI Carmela
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Briones
Addison
Duveneck
Nixon
Palo Verde
Ohlone
Fairmeadow
Greendell
Barron
VI. SEMI-WEEKLY SERVICE
The following sites require service twice per week. Actual days to be
determined by Project Manager.
Median & Roadside Strips
Alma St.
Charleston Rd.
Oregon Expressway
San Antonio Rd.
City Facilities
Art Center
Children's Theatre
Children's Library
Downtown Library
Main Library
Mitchell Community Center (The Mitchell Park Library and Community
Center will be closed June 1st, 2010 and will be closed for two years).
Mitchell Library (The Mitchell Park Library and Community Center will
be closed June 1st, 2010 and will be closed for two years).
Junior Museum
Roth Building
Tower Well
Sterling Canal
Palo Alto Municipal Golf Course
VII. WEEKLY SERVICE
The following sites require service once per week. Actual day to be .
determined by the Project Manager.
Median & Roadside Strips
California Avenue Business District Tree Wells
Downtown Tree Wells
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Page Mill Islands
EI Camino Real Islands
Embarcadero Islands/Underpass
Forest Lawn Parkway
E. & W. Greenwich Cui de Sacs
Homer Street Underpass
City Facilities
Arastradero Fire Station
Alma Fire Station
Animal Shelter
Embarcadero Fire Station
Flood Basin
Hanover Fire Station
Mitchell Fire Station
Municipal Service Center
Utility Sub-Stations & Well-Sites
Colorado Substation
Water Quality Plant
Geng Rd. Substation
S.F. Creek Substation
v. MONTHLY
Median & Roadside Strips
Alma S1. West
N. Calif/Jordan
Evergreen Park Closures/Park Blvd. Medians
Quarry Islands
Miranda Islands
101 Sound walls
Bryant/Addison Circle
Lytton/Guinda Circle
Eleanor Park Area Cui de Sacs
Island Drive
Melville Island
Arastradero Islands
City Facilities
Bike Paths
Bowling Green Spraying (monthly or as needed not to exceed 12
applications per year)
Utility Sub-Stations & Well-Sites
Adobe Creek Substation and Pump Station
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Arastradero Rd. Fluoride Station
Gas Recovery Station 4
Hale Well Site
Hanover Substation
Hansen Substation
Page Mill Substation
Matadero Substation
Middlefield Substation
Alma Electric Substation
Maybell Substation
Mitchell Substation
PG&E Substation
Quarry Substation
SCAADA Substation
Holiday Service
Bol Park
Boulware Park
Briones Park
Cameron Park
Cogswell Park
Eleanor Pardee Park
Hoover Park
Johnson Park
Mitchell Park
Monroe Park
Peers Park
Ramos Park
Rinconada Park
Robles Park
Scott Park
Seale Park
Ventura School grounds
Werry Park
Note: The contractor must provide all General Maintenance and Clean;..up and
Playground and Playground Equipment Maintenance at the above sites on
these following holidays and specific holiday weekend days:
Memorial Day Weekend (Sunday and Monday)
Fourth of July Weekend
Labor Day Weekend (Sunday and Monday)
The Friday after Thanksgiving
VI. SEASONAL AND AS NEEDED: BYXBEE PARK
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(Services to begin July 1, 2011).
. .EXHIBITC
COMPENSATION
All Payments are based upon City's acceptance of Contractor's performance of
the Services. The maximum amount of compensation to be paid to Contractor,
over the three year Term of this Agreement, including both payment for services
and reimbursable expenses, shall not exceed One Million Seven Hundred
Ninety Two Thousand Nine Hundred Fifty Dollars ($1,792,950.00). Any hours
worked for which payment would result in a total exceeding the maximum
amount of compensation set forth herein shall be at no cost to City.
Compensation for the Three Year Term, payable in Monthly allotments, will be
paid out per as follows:
Year 1 (July 1,2010 through June 30,2011) = $577,796
Year 2 (July 1, 2011 through June 30, 2012) = $596,261
Year 3 (July 1,2012 through June 30, 2013) = $618,893
Total = $1,792,950.00
Specific areas awarded are included in Exhibit C1.
The City will compensate Contractor for Services performed pursuant to the
terms and conditions of this contract and accepted by the City.
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Project Title:
Exhibit Cl
Contract Award
Landscape Maintenance Services
A: Medians and Roadside Strips: Work of installing complete work in accordance
with the General Requirements and specifications detailed within this Attachment
A, herein:
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual Annual Annual
ITEM Site WORDS COST Per COST Per COST Per
# (PRICE IS INCLUSIVE OF ALL SITE SITE SITE
(if APPLICABLE TAXES) For Year 1 For Year 2 For Year 3
applicable). Per Year
for All
Services
1 1.0 Per Year Labor, equipment, material, and $38.31 $38.31 $39.24
for All transportation to provide Services landscape maintenance for Alma
Street
1A Per Year Labor, eqUipment, material, and $6.58 $6.58 $6.74
for All transportation to provide Services landscape maintenance for Alma
Street West
2 0.2 Per Year Labor, equipment, material, and $2,014 $2,014 $2,063
for All transportation to provide Services landscape maintenance for
Charleston Road
3 1.7 Per Year . Labor, equipment, material, and $12,302 $12,302 $12,600
for All transportation to provide Services landscape maintenance for
California Avenue
3A Per Year Labor, equipment, material, and $2,138 $2,138 $2,189
for All transportation to provide Services landscape maintenance for
California Ave. Business Dist.
Tree Wells
4 Per Year Labor, equipment, material, and $4,234 $4,234 $4,337
for All transportation to provide Services landscape maintenance for Birch
Street Medians
5 1.5 Per Year Labor, equipment, material, and $6,030 $6,030 $6,175
for All transportation to provide Services landscape maintenance for
Embarcadero Rd.
Islands/Underpass
6 8.9 Per Year Labor, equipment, material, and $16,417 $16,418 $16,814
for All transportation to provide
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Total Cost for
Services for
ALL 3 Years
$11,586
$1,990
$6,092
$37,205
"
$6,465
$12,806
$18,235
$49,649
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual Annual Annual
ITEM Site WORDS COST Per COST Per COST Per
# (PRICE IS INCLUSIVE OF ALL SITE SITE SITE
(if APPLICABLE TAXES) For Year 1 For Year 2 For Year 3
applicable). Per Year
for All
Services
Services landscape maintenance for
Oregon Expressway
7 2.7 Per Year Labor, equipment, material, and $11,380 $11,380 $11,655
for All transportation to provide Services landscape maintenance for San
Antonio Road
8 3.3 Per Year Labor, equipment, material, and $18,319 $18,321 $18,762
.-forAIl transportation to provide Services landscape maintenance for
University Avenue
9 0.2 Per Year Labor, equipment, material, and ,$2,713 $2,714 $2,779
for All transportation to provide Services landscape maintenance for
Downtown Tree Wells
10 2.5 Per Year Labor, equipment, material, and $6,222 $6,222 $6,372
for All transportation to provide Services landscape maintenance for Page
Mill Rd.
11 1.0 Per Year Labor, equipment, material, and $11,319 $11,320 $11,593
for All transportation to provide Services landscape maintenance for EI
Camino Real
12 0.2 Per Year Labor, equipment, material, and $904 $905 $926
forAIl transportation to provide Services landscape maintenance for
Forest Avenue
13 0.5 Per Year Labor, equipment, material, and $2,028 $2,028 $2,077
for All transportation to provide Services landscape maintenance for N.
California Avenue
14 0.1 Per Year Labor, equipment, material, and $2,686 $2,686 $2,751
for All transportation to provide Services landscape maintenance for
Arastradero Rd.
15 0.5 Per Year Labor, equipment, material, and $2,960 $2,960 $3,032
for All transportation to provide Services landscape maintenance for
Evergreen Park/Park Blvd.
Medians
16 0.5 Per Year Labor, equipment, material, and $1,316 $1,316 $1,347
for All transportation to provide Services landscape maintenance for
Quarry Road
17 0.1 Per Year Labor, equipment, material, and $1,699 $1,699 $1,740
for All
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Total Cost for
Services for
ALL 3 Years
,
$34,415
$55,402
$8,206
$18,816
$34,232
$2,735 "
$6,133
$8,123
$8,952
$3,979
$5,138
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual Annual Annual
ITEM Site WORDS COST Per COST Per COST Per
# (PRICE IS INCLUSIVE OF ALL SITE SITE SITE
(if APPLICABLE TAXES) For Year 1 For Year 2 For Year 3
applicable). Per Year
for All
Services
Services transportation to provide
landscape maintenance for
Miranda Ave.
18 0.6 Per Year Labor, equipment, material, and $3,947 $3,947 $4,042
for All transportation to provide Services landscape maintenance for
101IWest Bayshore Soundwalls
19 0.01 Per Year Labor, equipment, material, and $329 $329 $337
for All transportation to provide Services landscape maintenance for
Bryant/Addison Circle
20 0.01 Per Year Labor, equipment, material, and $247 $247 $253
for All transportation to provide Services landscape maintenance for
Lytton/Guinda Circle
21 0.02 Per Year Labor, equipment, material, and $603 $603 $618
for All transportation to provide Services landscape maintenance for E. &
W. Greenwich St. cui de sacs (
22 0.1 Per Year Labor, equipment, material, and $2,302 $2,302 $2,358
for All transportation to provide Services landscape maintenance for
Eleanor Park Area cui de sacs
23 0.01 Per Year Labor, equipment, material, and $315 $315 $323
for All transportation to provide Services landscape maintenance for
Melville Island
$116,913 $116,924 $119,742
Total for A. Median and
Roadside Strips
(Items 1 through
23)
B. Parking Lots and Parking Garages: Work of installing complete work in
accordance with the General Requirements and specifications detailed within this
Attachment A, herein:
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual COST Annual Annual
ITEM Site WORDS Per SITE COST Per COST Per
# (if (PRICE IS INCLUSIVE OF ALL For Year 1 SITE SITE
applicable) APPLICABLE TAXES) For Year 2 For Year 3
Per Year
for All
Services
1 California Avenue Business
District Parking Lots and
Garages
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Total Cost for
Services for
ALL 3 Years
$11,936
$995
$747
$1,824
$6,962
$953
$353,579
Total Cost
per site for
3 Years
$0
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual COST Annual Annual
ITEM Site WORDS Per SITE COST Per COST Per
# (if (PRICE IS INCLUSIVE OF ALL For Year 1 SITE SITE
applicable) APPLICABLE TAXES) For Year 2 For Year 3
Per Year
for All
Services
1A 0.4 Per Year Labor, equipment, material, and $233 $233 $239
for All transportation to provide Service landscape maintenance for
California Ave. Business ~ District -Parking Lot 1
18 0.4 Per Year Labor, equipment, material, and $223 $223 $229
for All transportation to provide Services landscape maintenance for
California Ave. Business
District -Parking Lot 2
Ie 0.4 Per Year Labor, equipment, material, and $981 $981 $1,005
for All transportation to provide Services landscape maintenance for
California Ave. Business
District -Parking Lot 3
1D 0.4 Per Year Labor, equipment, material, and $578 $578 $592
for All transportation to provide Services landscape maintenance for
California Ave. Business
District -Parking Lot 4
1E 0.4 Per Year Labor, equipment, material, and $1,216 $1,216 $1,245
for All transportation to provide Services landscape maintenance for
California Ave. Business
District -Parking Lot 5
1F 0.4 Per Year Labor, eqUipment, material, and $814 $814 $834
for All transportation to provide Services landscape maintenance for
California Ave. Business ,
District -Parking Lot 6
1G 0.4 Per Year Labor, equipment, material, and $904 $905 $926
for All transportation to provide Services landscape maintenance for
California Ave. Business
District -Parking Lot 7
1H 0.4 Per Year Labor, equipment, material, and $953 $953 $976
for All transportation to provide Services landscape maintenance for
California Ave. Business
District -Parking Lot 8
11 0.4 Per Year
for All
Labor, equipment, material, and $863 $863 $884
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Total Cost
per site for
3 Years
$705
$675
$2,967
$1}48
$3,677
$2,462
$2,735
$2,882
$2,610
BID Acreage of UNIT DE~CRIPTION, WITH UNIT PRICE IN Annual COST Annual Annual
ITEM Site WORDS Per SITE COST Per COST Per
# (if (PRICE IS INCLUSIVE OF ALL For Year 1 SITE SITE
applicable) APPLICABLE TAXES) For Year 2 For Year 3
Per Year
for All
Services
Services transportation to provide
landscape maintenance for
California Ave. Business ,
District -Parking Lot 9
2 University Avenue Business
District Parking Lots and
Garages
2A 0.04 Per Year Labor, equipment, material, and $633 $633 $648
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -P.arking Lot A
2B 0.04 Per Year Labor, eqUipment, material, and $538 $538 $551
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot C
2C 0.04 Per Year Labor, equipment, material, and $535 $535 $548
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot D
20 0.04 Per Year Labor, eqUipment, material, and $957 $957 $980
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot E
2E 0.04 Per Year Labor, equipment, material, and $479 $479 $491
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot F
2F 0.04 Per Year Labor, eqUipment, material, and $662 $662 $678
for All transportation to provide Services landscape maintenance for
University Ave. Business
District ~ Parking Lot G
2G 0.04 Per Year Labor, equipment, material, and $597 $597 $611
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot H
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Total Cost
per site for
3 Years
$0
$1,914
$1,627
$1,618
$2,894
$1,449
$2,002
$1,805
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual COST Annual Annual
ITEM Site WORDS Per SITE COST Per COST Per
# (if (PRICE IS INCLUSIVE OF ALL For Year 1 SITE SITE
applicable) APPLICABLE TAXES) For Year 2 For Year 3
Per Year
for All
Services
2H 0.04 Per Year Labor, equipment, material, and $1,162 $1,162 $1,190
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot K
21 ·0.04 Per Year Labor, equipment, material, and $669 $669 $685
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot N
2J 0.04 Per Year Labor, equipment, material, and $1,212 $1,212 $1,241
for All transportation to provide Services landscape maintenance for
Parkina Lot J
2K 0.04 Per Year Labor, equipment, material, and $533 $533 .$547
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot P
2L 0.04 Per Year Labor, equipment, material, and $651 $651 $667
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot R
2M 0.04 Per Year Labor, equipment, material, and $1,176 $1,176 $1,204
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot S/L
2N 0.04 Per Year Labor, equipment, material, and $1,176 $1,176 $1,204
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot S
20 0.04 Per Year Labor, equipment, material, and $1,122 $1,122 $1,149
for All transportation to provide Services landscape maintenance for
University Ave. Business
District -Parking Lot T
3 0.1 Per Year Labor, equipment, material, and $592 $592 $607
for All transportation to provide Services
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Total Cost
per site for
3 Years
$3,514
$2,023
$3,665
$1,613
$1,969
$3,556
$3,556
$3,393
$1,791
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual COST Annual Annual
ITEM Site WORDS Per SITE COST Per COST Per
# (if (PRICE IS INCLUSIVE OF ALL For Year 1 SITE SITE
applicable) APPLICABLE TAXES) For Year 2 For Year 3
Per Year
for All
Services
landscape maintenance for
Midtown Shopping District
Per Year $19,461 $19,464 $19,933
for All Total for B. Parking Services Lots/Garages (Items 1 A-11,
2A-20N AND Item 3)
c. Parks: Work of installing complete work in accordance with the General
Requirements and specifications detailed within this Attachment A, herein:
DO NOT INCLUDE COST FOR TENNIS COURT AND BASKETBALL COURT MAINTENANCE
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE Annual. Annual COST Annual
ITEM Site IN WORDS COST Per Per SITE COST Per
# (PRICE IS INCLUSIVE OF ALL SITE For Year 2 SITE
(if APPLICABLE TAXES) For Year 1 For Year 3
applicable) Per Year for
All Services
1 3.0 Per Year for Labor, equipment, material, $14,686 $14,687 $15,041
All Services and transportation to provide
landscape maintenance for
Bol Park
2 1.5 Per Year for Labor, equipment, material, $14,252 $14,253 $14,597
All Services and transportation to provide
landscape maintenance for
Boulware Park
3 2.0 Per Year for Labor, equipment, material, $14,677 $14,678 $15,032
All Services and transportation to provide
landscape maintenance for
Bowden Park
4 3.7 Per Year for Labor, equipment, material, $11,909 $11,910 $12,197
All Services and transportation to provide
landscape maintenance for
Briones Park
5 1.1 Per Year for Labor, equipment, material, $6,213 $6,214 $6,364
All Services and transportation to provide
landscape maintenance for
Cameron Park
6 .6 Per Year for Labor, equipment, material, $8,652 $8,652 $8,861
All Services and transportation to provide
landscape maintenance for
Cogswell Plaza
7 .5 Per Year for Labor, equipment, material, $3,289 $3,289 $3,368
All Services and transportation to provide
landscape maintenance for EI
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Total Cost
per site for
3 Years
$58,858
Total Cost per
site for 3
Years
$44,414
$43,101
$44,387
$36,016
$18,791
..
$26,165
$9,946
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE Annual Annual COST Annual
ITEM Site IN WORDS COST Per Per SITE COST Per
# (PRICE IS INCLUSIVE OF ALL SITE For Year 2 SITE
(if APPLICABLE TAXES) For Year 1 For Year 3
applicable) Per Year for
All Services
Palo Alto Park
8 9.6 Per Year for Labor, equipment, material, $11,840 $11,841 $12,126
All Services and transportation to provide
landscape maintenance for
Eleanor Park
9 0.5 Per Year for Labor, equipment, material, $3,700 $3,700 $3,790
All Services and transportation to provide
landscape maintenance for
Hale Well Park
10 2.0 Per Year for Labor, equipment, material, $10,031 $10,032 $10,274
All Services and transportation to provide
landscape maintenance for
Heritage Park
11 4.2 Per Year for Labor, equipment, material, $17,541 $17,542 $17,965
All Services and transportation to provide
landscape maintenance for
Hoover Park
12 2.5 Per Year for Labor, equipment, material, $9,593 $9,593 $9,825
All Services and transportation to provide
landscape maintenance for
Johnson Park
13 Per Year for Labor, equipment, material, $7,290 $7,291 $7,467
All Services and transportation to provide
landscape maintenance for
Lytton Plaza
14 1.7 Per Year for Labor, equipment, material, $3,357 $5,756 $5,895
All Services and transportation to provide
landscape maintenance for Library
Mayfield Park! College will only
Terrace Library (Mayfield be
Park and Mayfield opened
Library is closed and will for 7
months
open again at the end of in Year 1
November, 2010, Quote
for 7 months in Year 1).
15 .55 Per Year for Labor, equipment, material, $6,304 $6,304 $6,456
All Services and transportation to provide
landscape maintenance for
Monroe Park
16 4.7 Per Year for Labor, equipment, material, $7,838 $7,839 $8,028
All Services and transportation to provide
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Total Cost per
site for 3
Years
$35,807
$11,190
$30,337
$53,047
$29,011
$22,048
$15,008
$19,064
$23,705
BID Acreage of UNIT DESCRIPTION, WITH L!NIT PRICE Annual Annual COST Annual
ITEM Site IN WORDS COST Per Per SITE COST Per
# (PRICE IS INCLUSIVE OF ALL SITE For Year 2 SITE
(if APPLICABLE TAXES) For Year 1 For Year 3
applicable) Per Year for
All Services
landscape maintenance for
Peers Park
17 4.4 Per Year for Labor, equipment, material, $7,893 $7,894 $8,084
All Services and transportation to provide
landscape maintenance for
Ramos Park
18 4.7 Per Year for Labor, equipment, material, $8,250 $8,250 $8,449
All Services and transportation to provide
landscape maintenance for
Robles Park
19 .3 Per Year for Labor, equipment, material, $7,400 $7,401 $7,579
All Services and transportation to provide
landscape maintenance for
Sarah Wallis Park
20 .3 Per Year for Labor, equipment, material, $6,304 $6,304 $6,456
All Services and transportation to provide
landscape maintenance for
Scott Park
21 3.6 Per Year for Labor, equipment, material, $8,661 $8,661 $8,870
All Services and transportation to provide
landscape maintenance for
Seale Park
22 12.4 Per Year for Labor, equipment, material, $3,289 $3,289 $3,368
All Services and transportation to provide
landscape maintenance for T.
Hopkins Creekside Parks
23 1.3 Per Year for Labor, equipment, material, $10,223 $10,224 $10,470
Ali Services and transportation to provide
landscape maintenance for
Ventura School Grounds
24 1.1 Per Year for Labor, equipment, material, $10,963 $10,963 $11,228
All Services and transportation to provide
landscape maintenance for
Weisshaar Park
25 1.1 Per Year for Labor, equipment, material, $12,333 $12,334 $12,632
All Services and transportation to provide
landscape maintenance for
Werry Park
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Total Cost per
site for 3
Years
$29,949
$29,949
$22,380
$19,064
$26,192
$9,946
$30,917
$33,154
..
$37,298
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE Annual Annual COST Annual
ITEM Site IN WORDS COST Per Per SITE COST Per
# (PRICE IS INCLUSIVE OF ALL SITE For Year 2 SITE
(if APPLICABLE TAXES) For Year 1 For Year 3
applicable) Per Year for
All Services
26 Item No. 26 Not to Be Awarded
27 1.9 Per Year for Labor, equipment, material, $21,474 $21,476 $21,994
All Services and transportation to provide
landscape maintenance for
Bowling Green
28 Item No. 26 Not to Be Awarded
29 Item No. 26 Not to Be Awarded
30 21.4 Per Year for Labor, equipment, material, $39,250 $39,263 $40,209
All Services and transportation to provide
landscape maintenance for
Mitchell Park
31 19.0 Per Year for Labor, equipment, material, $37,165 $37,168 $38,063
All Services and transportation to provide
landscape maintenance for
Rinconada Park )
32 Item No. 26 Not to Be Awarded
Total for C. Parks (Items 1 $324,388 $326,811 $334,688
through 32)
D. City Facilities: Work of installing complete work in a'ccordance with the Gen.eral
Requirements and specifications detailed within this Attachment A, herein:
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual Annual Annual
ITEM Site WORDS COST Per COST Per COST Per
# (PRICE IS INCLUSIVE OF ALL SITE SITE SITE
(if APPLICABLE TAXES) For Year 1 For Year 2 For Year 3
applicable) Per
Year for
All
Service
s
1 0.2 Per Year Labor, equipment, material, and $1,864 $1,864 $1,908
for All transportation to provide Services landscape maintenance for
Alma Fire Station
2 0.5 Per Year Labor, equipment, material, and $3,478 $3,478 $3,562
for All transportation to provide Services landscape maintenance for
Animal Shelter
3 0.5 Per Year Labor, equipment, material, and $1,831 $1,831 $1,875
81 Rev. January 11,2010
Total Cost per
site for 3
Years
$64,944
$118,732
$112,396
$985,887
Total Cost per
site for 3 Years
$5,636
$10,518
$5,537
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BID Acreage of UNIT DESCRIPTION, WITH UNIT.PRICE IN Annual Annual Annual Total Cost per
ITEM Site WORDS COST Per COST Per COST Per site for 3 Years
# (PRICE IS INCLUSIVE OF ALL SITE SITE SITE
(if APPLICABLE TAXES) For Year 1 For Year 2 For Year 3
applicable) Per
Year for
All
Service
s
for All transportation to provide
Services landscape maintenance for
Arastradero Fire Station
4 4.4 Per Year Labor, equipment, material, and $9,508 $9,508 $9,738 $28,754
for All transportation to provide Services landscape maintenance for Art
Center
5 1.0 Per Year Labor, equipment, material, and $6,696 $6,696 $6,858 $20,250
for All transportation to provide Services landscape maintenance for
Bike Paths
6 1.9 Per Year Labor, equipment, material, and $658 $658 $674 $1,990
for All transportation to provide Services landscape maintenance for
Bowling Green Spraying
7 1.1 Per Year Labor, equipment, material, and $1,431 $1,431 $1,465 $4,327
for All transportation to provide Services landscape maintenance for
Children's Library
8 0.2 Per Year Labor, equipment, material, and $1,431 $1,431 $1,465 $4,327
for All transportation to provide Services landscape maintenance for
Children's Theatre
9 2.3 Per Year Labor, equipment, material, and $9,907 $9,907 $10,146 $29,960
, for All transportation to provide Services landscape maintenance for City
Hall
10 0.2 Per Year Labor, equipment, material, and $3,086 $3,086 $3,161 $9,333
for All transportation to provide Services landscape maintenance for -
Downtown Library
11 0.7 Per Year Labor, equipment, material, and $1,033 $1,033 $1,058 $3,124
for All transportation to provide Services
. ,
landscape maintenance for
Embarcadero Fire Station
12 0.8 Per Year Labor, equipment, material, and $274 $274 $281 $829
for All transportation to provide Services landscape maintenance for
Flood Basin
13 0.8 Per Year Labor, equipment, material, and $1,425 $1,425 $1,460 $4,310
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BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual Annual Annual Total Cost per
ITEM Site WORDS COST Per COST Per COST Per site for 3 Years
# (PRICE IS INCLUSIVE OF ALL SITE SITE SITE
(if APPLICABLE TAXES) For Year 1 For Year 2 For Year 3
applicable) Per
Year for
All
Service
s
for All transportation to provide
Services landscape maintenance for
Hanover Fire Station
14 0.6 Per Year Labor, equipment, material, and $1,080 $1,080 $1,106 $3,266
for All transportation to provide Services landscape maintenance for
Junior Museum
15 3.0 Per Year Labor, equipment, material, and $12,246 $12,247 $12,542 $37,035
for All transportation to provide Services landscape maintenance for
Lucie Stern Community
Center
16 1.9 Per Year Labor, equipment, material, and $7,707 $7,708 $7,893 $23,308
for All transportation to provide Services landscape maintenance for
Main Library
17 2.7 Per Year Labor, equipment, material, and $ $ $5,322 $5,322
for All transportation to provide Services landscape maintenance for Park Park
Mitchell Community Center Closed Closed
(The Mitchell Park Library
and Community Center will
be closed June 1st, 2010 and
will be closed for two years.
Quote Cost for Year 3 Only).
18 3.0 Per Year Labor, equipment, material, and $ $ $2,939 $2,939
for All transportation to provide Park Park Services landscape maintenance for Closed Closed
Mitchell Library
19 1.3 Per Year Labor, equipment, material, and $1,910 $1,910 $1,957 $5,777
for All transportation to provide Services landscape maintenance for
Mitchell Fire Station
20 0.5 Per Year Labor, equipment, material, and $6,671 $6,672 $6,832 $20,175
for All transportation to provide Services landscape maintenance for
Municipal Service Center
21 Per Year Labor, equipment, material, and $1,442 $1,442 $1,447 $4,361
for All transportation to provide Services landscape maintenance for
Roth Building
22 0.2 Per Year Labor, equipment, material, and $1,274 $1,275 $1,305 $3,853
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BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual Annual Annual Total Cost per
ITEM Site WORDS COST Per COST Per COST Per site for 3 Years
# (PRICE IS INCLUSIVE OF ALL SITE SITE SITE
(if APPLICABLE TAXES) For Year 1 For Year 2 For Year 3
applicable) Per
Year for
All
Service
s
for All transportation to provide
Services landscape maintenance for
Tower Well Site
23 .50 Per Year Labor, equipment, material, and $1,971 $1,971 $2,018 $5,960
for All transportation to provide Services landscape maintenance for
Sterling Canal
$76,421 $76,926 $87,042 $240,889
Total for D. City Facilities
(Items 1 -23)
E. Utility Substations and Wellsites: Work of installing complete work in
accordance with the General Requirements and specifications detailed within this
Attachment A, herein: .
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual Annual Annual Total Cost per
ITEM Site WORDS COST Per COST Per COST Per site for 3 Years
# (PRICE IS INCLUSIVE OF ALL SITE SITE SITE
(if APPLICABLE TAXES) For Year 1 For Year 2 For Year 3
applicable) Per Year
for All
Services
1 0.4 Per Year Labor, equipment, material, and $767 $767 $786 $19,114
for All transportation to provide Services landscape maintenance for
Adobe Creek
Substation/Pumpstation
2 2.0 Per Year Labor, equipment, material, and $4,788 $4,788 $4,904 $14,480
for All transportation to provide Services landscape maintenance for
Colorado Substation
3 0.3 Per Year Labor, equipment, material, and $576 $576 $589 $1,741
for All transportation to provide Services landscape maintenance for Gas
Recovery Station No.4
4 0.5 Per Year Labor, equipment, material, and $767 $767· $786 $2,320
for All transportation to provide Services landscape maintenance for
Hale Well Site
5 0.4 Per Year Labor, equipment, material, and
for All
$493 $493 $505 $1,491
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BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual Annual Annual Total Cost per
ITEM Site WORDS COST Per COST Per COST Per site for 3 Years
# (PRICE IS INCLUSIVE OF ALL SITE SITE SITE
(if APPLICABLE TAXES) For Year 1 For Year 2 For Year 3
applicable) Per Year
for All
Services
Services transportation to provide
landscape maintenance for
Hanover Substation
6 0.2 Per Year Labor, equipment, material, and $767 $767 $786 $2.320
for All transportation to provide Services landscape maintenance for
Hansen Substation
7 0.2 Per Year Labor, equipment, material, and $850 $850 $870 $2,570
for all transportation to provide Service landscape maintenance for
Middlefield Substation
8 0.2 Per Year Labor, equipment, material, and $795 $795 $814 $2.404
for All transportation to provide Services landscape. maintenance for
Mitchell Substation
9 0.9 Per Year Labor, equipment, material, and $274 $274 $281 $829
for All transportation to provide Services landscape maintenance for
Page Mill Substation
10 0.1 Per Year Labor, equipment, material, and $1,370 $1,370 $1,403 $4,143
for All transportation to provide Services landscape maintenance for
Park Blvd. Substation (
11 0.9 Per Year Labor, equipment, material, and $1,864 $1,864 $1,909 $5,637
for All transportation to provide Services landscape maintenance for
PG&E Substation
12 0.7 Per Year Labor, equipment, material, and $439 $439 $449 $1,327
for All transportation to provide Services landscape maintenance for
Quarry Electric Station
13 0.1 Per Year Labor, equipment, material, and $877 $877 $898 $2,652
for All transportation to provide Services landscape maintenance for
SCAADA Building Grounds
14 2.6 Per Year Labor, equipment, material, and $7,055 $7,055 $7,225 $21,335
for All transportation to provide Services landscape maintenance for
Water Quality Control Plant
15 0.3 Per Year Labor, equipment, material, and $1,743 $1,743 $1,785 $5,271
for All transportation to provide Services landscape maintenance for
Geng Road Substation
16 0.4 Per Year Labor, equipment, material, and $356 $357 $365 $1,077
for All transportation to provide Services landscape maintenance for
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BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual Annual
ITEM Site WORDS COST Per COST Per
# (PRICE IS INCLUSIVE OF ALL SITE SITE
(if APPLICABLE TAXES) For Year 1 ForYear 2
applicable) Per Year
for All
Services
Matadero Well Site
17 0.2 Per Year Labor, equipment, material, and $439 $439
for All transportation to provide Services landscape maintenance for
Alma Electric Substation
18 0.3 Per Year Labor, equipment, material, and $356 $356
for All transpor,tation to provide Services landscape maintenance for
Maybell Substation
19 Per Year Labor, equipment, material, and $329 $329
for All transportation to provide Services landscape maintenance for
Arastradero Road Flouride
Station
20 Per Year Labor, equipment, material, and $4,122 $4,122
for All transportation to provide Services landscape maintenance for S.F.
Creekside SubStation (
$29,027 $29,028
Total for E. Utility Sites
(Items 1 -20)
F. Palo Alto Unified School District (PAUSD) School Sites:
Not to Be Awarded
G. Tennis Court/Basketball Court Maintenance -Work of installing
complete work in accordance with the General requirements and
specifications detailed within this Attachment A, herein:
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual Annual
ITEM Site WORDS COST Per COST Per
# (PRICE IS INCLUSIVE OF ALL SITE SITE
(if APPLICABLE TAXES) For Year 1 For Year 2
applicable). Per Year
for All
Services
PAUSD COUrts
1 NA Per Year Labor, equipment and $2,250 $2,250
for All transportation to provide Court Services Cleaning Maintenance for Palo
Alto High School (7 courts)
Annual
COST Per
SITE
For Year 3
$449
$365
$337
$4,222
$29,729
Annual
COST Per
SITE
For Year 3
$2,305
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Total Cost per
site for 3 Years
$1,327
$1,077
$995
$12,466
$87,786
Total Cost per
site for 3 Years
. ,
$6,805
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2 NA Per Year Labor, equipment and $2,086 $2,086 $2,136
for All transportation to provide Court Services Cleaning Maintenance for
Gunn High School (7 courts)
3 NA Per Year Labor, equipment and $1,921 $1,921 $1,968
for All transportation to provide Court Services Cleaning Maintenance for JLS
(6 courts)
4 NA Per Year Labor, equipment and $3,072 $3,072 $3,147
for All transportation to provide Court Seniices Cleaning Maintenance for
Jordan Middle School (6
courts)
5 NA Per Year Labor, equipment and $1,757 $1,757 $1,799
for All transportation to provide Court Services Cleaning Maintenance for
Terman School (6 courts)
Total for G -Tennis Court $11,086 $11,086 $11,354
Cleaning Maintenance
(Items 1 -5)
H. Byxbee Park Vegetation Management Project Site: Work of installing
complete work in accordance with the General Requirements and specifications
detailed within this Attachment A herein" ,
BID Acreage of UNIT DESCRIPTION, WITH UNIT PRICE IN Annual Annual Annual
ITEM Site WORDS (PRICE IS INCLUSIVE OF ALL COST Per COST Per COST Per
# (if Per APPLICABLE TAXES) SITE SITE SITE
applicable). Year for For Year 1 For Year 2 For Year. 3
All
Services
1 Per Labor, equipment, material, and No $16,019 $16,405
25 Year for transportation to provide Services All
Services landscape maintenance and Required
vegetation management for Year 1
Byxbee Park. Services to
begin July 1, 2011. Quote costs
for year 2 and Year 3 only.
Total for H -Byxbee Park $ 0.0 $16,019 $16,405
Vegetation Management
Project (Item 1)
87 Rev. January 11,2010
$6,308
$5,810
$9,291
$5,313
$33,527
Total Cost per
site for 3 Years
$32,424
$32,424
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EXHIBITD
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF
THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED
BELOW, AFFORDED BY COMPANIES WITH AM BEST'S KEY RATING OF A-:Vn, OR HIGHER, LICENSED
OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY'S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW'
MINIMUM LIMITS
REQUIRED TYPE OF COVERAGE REQUIREMENT EACH
YES
YES
YES
YES
YES
YES
OCCURRENCE AGGREGATE
WORKER'S COMPENSATION STATUTORY
EMPLOYER'S LIABILITY STATUTORY
BODILY INJURY $1,000,000 $1,000,000
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE $1,000,000 $1,000,000
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL BODILY INJURY & PROPERTY $1,000,000 $1,000,000
LIABILITY DAMAGE COMBINED.
BODILY INJURY $1,000,000 $1,000,000
-EACH PERSON $1,000,000 $1,000,000
AUTOMOBILE LIABILITY, -EACH OCCURRENCE $1,000,000 $1,000,000
INCLUDING ALL OWNED, HIRED, PROPERTY DAMAGE $1,000,000 $1,000,000 NON-OWNED
BODILY INJURY AND PROPERTY $1,000,000 $1,000,000
DAMAGE, COMBINED
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE ALL DAMAGES $1,000,000
THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT
ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND
EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE
INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND
ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS'
COMPENSATION, EMPLOYER'S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS
ADDITIONAL INSUREDS CITY~ ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE IN
COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR
CONTRACTOR'S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY'S PRIOR APPROVAL.
II. CONT ACTOR MUST SUBMITCERTIFICA TES(S) OF INSURANCE EVIDENCING REQUIRED
COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO
"ADDITIONAL INSUREDS"
88 Rev. January 11,2010
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A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE
ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL
NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON
OTHER THAN THE NON-PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL
PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE
EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON
PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT
LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND
CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
89 Rev. January 11,2010
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EXHIBIT E
Contractor's Performance Surety Bond
WHEREAS, the City Council of the City of Palo Alto, State of California ("City") and
, ("Principal") have entered into an agreement dated , and identified as
TBD . , which is hereby referred to and made a part here of whereby Principal agrees
to install and complete certain designated public improvements; and
WHEREAS, Principal is required under the terms of said agreement to furnish a surety
bond for the faithful performance of said agreement.
NOW, THEREFORE, Principal and
_____________________ , as Surety, incorporated under
the Laws of the State of , and duly authorized to
transact business as an admitted surety, under the Laws of the State of California, are
held and firmly bound unto City in the penal sum of __________ _
($ ), for the payment whereof Principal and Surety bind themselves, their heirs,
executors, administrators, successors, and assigns, jointly and severally, firmly by these
presents.
The condition of this obligation is such that if the Principal, Principal's heirs, executors,
administrators, successors, or assigns shall promptly and faithfully keep and perform the
covenants, conditions, and provisions of the above-mentioned agreement and any
alteration thereof, with or without notice to the Surety, and if Principal shall satisfy all
claims and demands incurred under such agreement and shall fully protect, indemnify,
defend, and hold harmless City, its officers, agents, and employees from all claims,
demands, or liabilities which may arise by reason of Principal's failure to do so, and shall
reimburse and repay City all outlay and expenses which City may incur in making good
any default,. then this obligation shall be null and void; otherwise, it shall remain in full
force and effect.
As part of the obligations secured hereto, and in addition to the face amount specified
therefore, there shall be included costs and reasonable expenses and fees, including
reasonable attorney's fees incurred by City in successfully enforcing such obligations, all
to be ~ed as costs and included in any judgment rendered. Surety shall be liable for any
liquidated damages for which the Principal may be liable under its agreement with the
City, and such liquidated damages shall be part of the obligations secured hereto, and in
addition to the face amount specified therefore.
The Surety hereby stipulates and agrees that no change, extension of time, alteration, or
addition to the terms of the agreement or to the work to be performed thereunder or the
specifications accompanying the same, shall in any way affect its obligations on this bid
security, and it does hereby waive notice of any such change, extension oftime,
alteration, or addition to the terms of the agreement or to the work or to the
specifications.
90 Rev. January 11,2010
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IN WITNESS WHEREOF, this instrument has been duly executed by the Surety
above named on ,2010.
SURETy, ______________ __ PHONE NUMBER: _____________ _
By: _______________ Its: ____________ _
Contractor: ----------------
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF ______ --J)
COUNTY OF ______ -J)
On , before me, , a notary public in
and for said County, personally appeared _______________ _
___ , personally known to me (or proved to me on the basis of ~atisfa.ctory
evidence) to be the person(s) whose name(s) is/are subscribed to the within
instrument and acknowledged to me that he/she/they executed the same in
hislher/their authorized capacity(ies), and that by hislher/their signature(s) on the
instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
WITNESS my h~lBd and official seal.
Signature _________________ (Seal)
91 Rev. January 11,2010
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EXHISIT E-!
Contractor's Payment (Labor and Materials) SURETY BOND
WHEREAS, the City Council of the City of Palo Alto State of California
("City") and , ("Principal"), have entered into an agreement
dated , and identified as TBD , which is hereby referred to
and made a part here of, whereby Principal agrees to install and complete certain
designated public improvements; and
WHEREAS, under the terms of said agreement, Principal is required before entering
upon the performance of the work to file a good and sufficient payment surety bond with
the City of Palo Alto to secure the claims to which reference is made in Title 15
(commencing with Section 3082) of Park 4 of Division 3 of the Civil Code of the State of
California.
NOW, THEREFORE, Principal and
_____________________ , as Surety, incorporated
under the laws of the State of , and duly
authorized to transact business as an admitted surety, under the Laws of the State
of California, are held and firmly bound unto City in the penal sum of
___________ ($ ), for the payment whereof Principal
and Surety bind themselves, their heirs, executors, administrators, successors, and
assigns; jointly and severally, firmly by these presents.
The condition of this obligation is such that if Principal, Principal's subcontractors, heirs,
executors, administrators, successors, or assigns shall fail to pay any of the persons,
companies, or corporations, referred to in Section 3181 of the California Civil Code, as
amended, with respect to any work of labor performed or materials supplied by any such
persons, companies, or corporations, which work, labor, or materials are covered by the
above-mentioned agreement and any amendments, changes, change order, additions,
alterations, or modifications thereof, or any amounts due under the California
Unemployment Insurance Code with respect to such work or labor, or for any amounts
required to be deducted, withheld, and paid over to the ~mployment Development
Department from the wages of employees of the contractor and his subcontractors
pursuant to Section 13020 of the Unemployment Insurance Code, as amended, with
respect to such work and labor, the Surety will pay for the same, in an amount not
exceeding the sum herein above specified, and also, in case suit is brought upon this bid
security, the Surety will pay a reasonable attorney's fee to be fixed in court.
It is hereby expressly stipulated and agreed that this surety bond shall inure to the benefit
of any and all persons, companies, and corporations entitled named in Section 3181 of the
California Civil Code, as amended, so as to give a right of action to them or their assigns
in any suit brought upon this surety bond.
92 Rev. January lJ, 2010
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The Surety hereby stipulates and agrees that no amendment, change, order, addition,
alteration, or modification to the terms of the agreement of to the work to be performed
thereunder or the specifications accompanying the same, shall in any way affect its
obligations on this surety bond, and it does hereby waive notice of any such amendment,
change, change order, addition, alteration, or modification to the terms of the agreement
or to the work performed thereunder or to the specifications accompanying the same.
IN WITNESS WHEREOF, this instrument has been duly executed by the Surety
above named on ,2010.
SURETY, PHONE NUMBER:
BY:, ________________ Its:
Contractor:
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF ______ -J)
COUNTY OF ______ -J)
On , before me, , a notary public in
and for said County, personally appeared ________________ _
___ , personally known to me (or proved to me on the basis of satisfactory
evidence) to be the person(s) whose name(s) is/are subscribed to the within
instrument and acknowledged to me that he/she/they executed the same in
his/her/their authorized capacity(ies), and that by hislher/their signature(s) on the
instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
WITNESS my hand and official seal.
Signature, ___________________ _ (Seal)
93 Rev. January 11,2010
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CSD Attachment C
Analysis of Savings Generated From Contracting out Mitchell and Rinconada Park and Bowling Green
FY 2011
FY 2011 Budget
Mitchell and I Lawn Bowling I Mitchell and
Rinconada Park Green Total Rinconada Park
4.0 FTE Park Maintenance Person
1.0 FTE Park Maintenance Person
Contract Services
Estimated savings
Actual Bid received and to be awarded
Additional services added to contract
that were not included in budget
1) Tennis Court maintenance ( budget of
this was removed in FY 2006 but FC
insist that work would still be needed.)
2) Foothills Park Maintenance of invasive
plant removal ( Services were provided
by the Friends of the Foothill Park.
Friends indicated that they will no longer
provide this service.
3) Lucie Stern contract
Total bids to be awarded
Savings
Difference between FY 2011 and CSD computations
Difference as accounted:
368,612 368,612
92,153 92,153
368,612 I 92,153 I 460,765
127,000 20,000 147,000
241,612 I 72,153 I 313,765
Difference in FTE cost FY 2011= $92,1543 while CSD has $95,747; difference of $3,594(muptiply by 5 FTEs)
Difference between the contract amount budgeted and awarded FY 2011 has $147,000 while CSD has $157,305
As accounted
382,988
382,988
77,043
95,747
95,747
22,312
Total
382,988
95,747
478,735
99,355
11,086
34,618
12,246
157,305
321,430
7,665
17,970
(10,305)
7,665
Attachment D
III. Summary of Savings if All Work is Awarded to lowest Bidder per Section.
SECTION Descripti~n 3 Year Total Name of 3 Year Total wlLowest Percentage of Dollar
Current Rate Lowest Bidder Bidder Savings Savings
A Medians and $502,836.00 Gachina $353,579 30%; $154,096.
Roadside Strips: Landscape
B Parking Lots and $65,238.00 Gachina $58,858 21%; $6,380.
Parking Garages Landscape
C Parks $1,796,316. Gachina $985,887 60%; $810,429
Landscape
D City Facilities $746,484 Gachina $240,889 65%; $505,559
Landscape
E Utility $107,877 Gachina $87,786 19% $20,096.
Substations and
Wellsites Landscape
G Tennis $106,053 Gachina $33,527 68% $72,526.
Court/Basketball
Court Landscape
Maintenance
H Byxbee Park $59,040 Gachina $32,424 18% $26,616
Vegetation
Landscape Management
Project Site
I Cubberley $170,244 Loral $78,000 1% $92,244.
Community
Center GENERAL Landscape
SITE AND
ATHLETIC FIELD
M Foothills Park $108,000 Loral $103,854 4% $ 4,146
Maintenance of
Invasive Plant Landscape
Removal Sites
TOTAL $3,662,088. ********** $1,974,804. 46% $1,683,284.00