CONTRACT 4096B Amendment CLOSEDAgreement No. 40966
SECOND AMENDMENT TO
AGREEMENT NO. 4096 BETWEEN
THE CITY OF EL SEGUNDO AND
TRUGREEN LANDCARE
THIS SECOND AMENDMENT ("Amendment") is made and entered into this 17a` day of
September, 2013, by and between the CITY OF EL SEGUNDO, a general law city and municipal
corporation existing under the laws of California ( "CITY"), and TRUGREEN LANDCARE, a
California General Partnership ( "CONTRACTOR ").
1. Pursuant to Section 18 of Agreement No. 4096 ( "Agreement "), Section 2 of the
Agreement is amended to read as follows:
"The term of this Agreement will be from October 1, 2010 to September 30, 2014. The
Agreement may be renewed upon mutual consent of the parties."
2. Pursuant to Section 18 of Agreement No. 4096 ("Agreement "), Section 3A of the
Agreement is amended to read as follows:
"CONTRACTOR agrees to performs additional work as outlined in attached Exhibit
"A," which is incorporated by reference."
3. This Amendment may be executed in any number or counterparts, each of which will be
an original, but all of which together constitutes one instrument executed on the same
date.
4. Except as modified by this Amendment, all other terms and conditions of Agreement
No. 4096 remain the same.
[SIGNATURES ON NEXT PAGE]
Agreement No. 40966
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
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APPROVED AS TO FORM:
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MARK D. HENSLEY, City Attorney
By. Karl I- Berger, Assistant City Atto y�
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Agreement No. 40966
CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
RFP Scope of Services Contents
1.0 General Specifications
2.0 Area Assignments
3.0 Change Orders
4.0 Change in minimum number of weekly routine hours
5.0 Contract Administrators
6.0 Obligations, Workmanship, Supervision and Damage
7.0 Irrigation System
8.0 Fertilization Schedule and Rates
9.0 Pruning
10.0 Roses and Annual Bedding Plants
11.0 Aeration and Thatch Removal
12.0 Mowing and Edging
13.0 Mowing and Edging Only
14.0 Disease and Pest Control
15.0 Replacement of Plant Materials
16.0 General Maintenance, Inspection and Litter Control
17.0 Runoff Mitigation Controls
18.0 Additional Work
19.0 Contract and Cancellation Clause
20.0 Area of Work and Responsibility
21.0 Contract Pricing and Adjustments
22.0 RFP Proposal Sheet
23.0 Vendor Questionnaire
24.0 City of El Segundo Maintenance Agreement (Contract)
SPECIFICATIONS
GENERAL
1.1 Additions /Deletions
The City reserves the right to add or delete properties at any time during the life of the
contract or resulting extensions, with ten (10) days' written notice to the contractor.
Additions shall be added at the contract rate for comparable properties under contract. If
there are no comparable properties, the price shall be negotiated by the City with the
contractor. If the request for additional work begins during a billing cycle, the payment
shall be prorated for the month in which work commenced.
1.2 Hourly Rate /Certified Payroll
The bid document must reflect all charges for labor, materials, tools, transportation and
must include overhead and profit. A breakdown of hourly rates for landscape maintenance
personnel or supervisor(s) is not required.
1.3 Progress Payments
a. The contractor will be paid only for each location maintained as verified by the City.
070313 Scope of Services RFP for Landscape Maintenance Services for Rec Parks_Final PRINTED ON RECYCLED PAPER
Agreement No. 40966
CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
b. The contractor is required to perform scheduled maintenance operations specified in
the contract document. Failure on the part of the contractor to perform any such
maintenance operations will result in the progress payment deductions equivalent to
the product resulting from the multiplication of the units (or subunits) by property site
quoted by the contractor times the number of working days of failed performance.
c. The City's contract administrators will notify the contractor's crew supervisor of failure to
perform any required operation. This notification will be in writing and will indicate the
operation not performed, along with the location, time, dates, property site, square
footage, and amount to be deducted from the upcoming progress payment.
d. All progress payments will be for work performed as adjusted to reflect deductions for
failure to perform as specified.
1.4 Landscape Crew Personnel - Rejection /Replacement
The City reserves the right to reject any landscape crew personnel or supervisor of the
contractor's work force. It shall be the contractor's responsibility to replace such rejected
workers in a manner that will not affect the execution of the contract responsibilities as
specified in the contract document.
1.5 Work Force/Sched u le/S h ift/M an power
a. The work force shall consist of company skilled landscape maintenance personnel and
include any subcontractors. The contractor's crew(s) shall be under the supervision of
a contractor - designated Landscape Maintenance Leadworker. The designated
Leadworker shall have the ability to communicate with City staff in English. In the event
of the absence of the regular Leadworker, it will be the responsibility of the contractor to
designate an acting Leadworker to oversee the crew while performing the maintenance
operations specified by the contract. The contractor must notify the City of any such
designation before the beginning of any shift by contacting the City's contract
administrator at (310) 524 -2716 or cell (310) 863 -2875.
b. The City reserves the right to change the work hours and shift schedule. The
contractor shall be notified at least one (1) full week prior to such changes.
c. The City will not recognize any holidays as paid holidays for the contractor employees.
d. Identification of Vehicles
All vehicles and equipment utilized in connection with the contract shall be visibly
marked with company identification.
e. All employees must be at least eighteen (18) years of age thoroughly trained and
qualified in the work assigned to them. All employees must be able to follow directions.
Employees must also be physically capable of the duties assigned to them, including
lifting /moving heavy items, climbing ladders, etc.
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CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
f. Contractor shall provide uniforms to the employees who are assigned to do the work on
the contract, so that the contractor's employees may be easily identified. Uniforms
shall bear the employee's name and the company's name and /or logo and shall present
a professional appearance.
g. Contractor(s) may not allow on City premises any person who is not an employee or
principal with the company and currently on duty.
1.6 Landscape Maintenance Program - Level of Service
a. The City shall regulate precisely the service level desired.
b. The City shall have absolute control over landscape maintenance program direction
and execution.
1.7 Labor Strike
a. The contractor shall be responsible for its own labor relations with any trade or union
representative among its employees and shall negotiate and be responsible for
adjusting all of the disputes between itself and its employees or any union representing
such employees. Whenever the contractor has knowledge that any actual or potential
labor dispute is delaying or threatens to delay the timely performance of the services,
the contractor shall immediately give written notice thereof to the City.
b. It shall be the contractor's responsibility to provide continuous maintenance services,
without interruption, to all locations specified herein. In the event of a labor strike, the
contractor shall provide other means, at contractor's cost, to provide continuous and
comparable service. Failure to do so will cause the City to take whatever action is
necessary to provide the service, with any cost above and beyond the contractor
normal rates (which will be deducted from the contractor's progress payment) to the
City being borne by the contractor.
1.8 Subcontractor /Assignment of Contract
The contractor shall not subcontract any portion of this contract or any additions made to
the contract without first receiving approval from the City. All persons engaged in
landscape maintenance work shall be considered employees of the contractor, with the
supervisor being directly responsible for their work. The contract may not be assigned to
another owner or entity without City approval.
1.9 Duties and Responsibilities
a. The City's Recreation & Parks Director or its designated representative(s) will act as the
contract administrator and will manage, coordinate, and administer the contract and
verify completion of all maintenance operations specified in the contract document.
He /She will also provide written. notice of failure to perform the contract and indicate the
amount to be deducted from the forthcoming progress payment.
b. The contractor's Leadworker /supervisor is responsible for the execution of the
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REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
maintenance operations specified herein. He /She represents the contractor and is
responsible for the supervision of the contractor's employees while they are performing
the landscape maintenance service.
1.10 Quality of Work
All work shall be performed in accordance with the best maintenance, safety practices and
standards of cleanliness. The City shall inspect the work performed by the contractor and
approve or reject the work and materials used. Failure on the part of the contractor to
correct poor workmanship or substandard performance will result in the initiation of a
written notice of failure to perform and /or cancellation of contract.
1.11 Scope
It is the intent of the following scope of work to provide all maintenance services, materials,
supplies, tools, and equipment and transportation necessary to maintain all portions of the
property specified in the contract. It is understood and agreed that only the highest
possible industry standards of landscape maintenance will be accepted and shall be
consistently maintained.
1.12 Disclosure of Information
a. The contractor agrees that it will not during or after the term of this contract disclose
any proprietary information or confidential business information of the City, including but
not limited to its costs, charges, operating procedures, or methods of doing business to
any person, firm, corporation, association, or other entity or to the general public for any
reason or purpose whatsoever, without the prior written consent of the City. Such
confidential or proprietary information received by the contractor shall be used by it
exclusively in connection with the performance of the services.
b. The contractor shall not issue or release for publication any articles, advertising or
publicity matters relating to the services performed by the contractor hereunder or
mentioning or implying the name of the City or its respective personnel, without the
prior written consent of the City.
1.13 Energy Conservation /Recycled Goods Usage
The contractor shall comply with all energy conservation and recycling practices of the City..
1.14 Employee Food Service
The contractor shall not be allowed to bring on to the City's property any food or beverage
catering trucks, vending machines, or other serving facilities without prior written
authorization from the contract administrator.
1.15 Key Control
a. The contractor shall adequately secure the keys, other entry devices, and codes
provided by the City. The contractor shall maintain a record of the key numbers issued
to its employees.
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REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
b. The contractor shall not duplicate and shall not allow such items to be duplicated or
removed from the site of the services.
c. The contractor shall immediately report any such item, which becomes lost, missing,
broken, or stolen to the contract administrator. Should the contractor lose or have
stolen any keys issued to the contractor by the City, the cost of changing locks, keys, or
other devices will be deducted from the contractor's invoice to the City for work
performed under this contract.
The contractor shall physically present all keys and other entry-devices for verification upon
request of the contract administrators.
2. AREA ASSIGNMENTS
2.1 The contractor shall assign to each location the employees necessary to complete all
services detailed in sections 7 through 21 for Recreation & Parks of these specifications.
2.2 Each employee shall be in their assigned area or station, properly equipped, uniformed and
ready to begin work at the beginning of the work shift and will remain in their work area
during the entire work shift except for the break periods described below.
2.3 All employees of the contractor performing the services shall be paid by the contractor and
take, for each four hours worked, a break period of fifteen (15) minutes from the time of
discontinuing performance of the services until the time of resuming performance of the
services. Such break times will take place at times scheduled by the contractor and
approved by the contract administrator.
3. CHANGE ORDERS
31 The City may, on occasion, without invalidating the contract, modify the contract by adding,
deleting or changing areas to the contract; by adding, deleting or changing usage or space;
by adding, deleting or changing routine services; by deleting or changing specifications. All
such changes shall be ordered by means of a written change order. The City and the
contractor shall agree upon any changes in the compensation to the contractor resulting
from such change orders.
4. CHANGE IN MINIMUM NUMBER OF WEEKLY ROUTINE SERVICE HOURS
4.1 The contract administrator shall have the right to increase or decrease the required
minimum number of weekly routine service hours by providing written notification to the
contractor.
4.2 No change shall be made in fixed charges for overhead due to any increase or decrease in
the minimum number of weekly hours required for routine services.
5. CONTRACT ADMINISTRATORS
5.1 The City shall designate the Recreation & Parks Director or their designee as contract
administrator who shall act on behalf of the City with respect to all aspects of this contract.
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CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
5.2 The administration of this contract is vested wholly in the contract administrator. The
contract administrator shall have complete authority to require the contractor to comply with
all provisions of this contract. The contractor shall strictly and promptly follow the
instructions of the contract administrator in every case. The contract administrator's
decision upon all questions, claims, and disputes will be final and conclusive upon the
parties of the contract. The contract administrator shall exercise any discretionary authority
in a reasonable manner.
5.3 The contractor shall provide the contract administrator free and easy access to inspect and
measure the manner and progress of the services at all times and to inspect the types and
quantities of tools, equipment, chemicals, supplies and all other materials used in the
performance of the services. It is agreed that such inspection and measurement is not for
the purpose of controlling or directing the services or employees of the contractor, but to
assure that all services meet the requirements of the contract.
5.4 The contract administrator shall decide any and all questions which may arise as to
conformance of and acceptability of tools, equipment, chemicals, supplies, and all other
materials and methods and procedures used in the performance of the services with regard
to the requirements included herein. The contract administrators shall decide all questions
which may arise as to the interpretation of the contract documents relative to the services
and the fulfillment of the contract on the part of the contractor.
5.5 The contract administrator will determine the amount and quality of the several kinds of
services performed and material furnished which are to be paid for under this contract.
5.6 The contract administrator shall have the authority to require the contractor to make
temporary changes in the assignment of routine services, tasks and task frequencies if
such changes do not affect the unit prices. Such temporary changes shall not affect the
amount of payment to the contractor.
6.0 OBLIGATIONS WORKMANSHIP SUPERVISION AND DAMAGE
6.1 Contractors must provide and /or currently possess the following prior to submitting bid
Proposal: Contractors' State License, 24 -hour answering service, central office /yard,
two -way radio or cell phone communication and excellent references from completing
extensive work on similar type projects. Including at least three years' experience in
park and median landscape maintenance.
6.2 All contractors' maintenance workers must wear company uniform. Uniforms
(including orange shirts) must clearly identify the company's name. Exception: All
employees working on median strips must wear 0.S.H.A.- approved vests with
Scotchlite reflective striping.
6.3 The contractor shall give his personal supervision to the work or have a competent
supervisor on the job site at all times during progress of the work, with authority to act
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CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
for him, be responsible for adherence to specifications and be available for consultation
with the City's representative.
6.4 All work shall meet with the approval of the City of El Segundo Recreation & Parks
Department. There shall be a weekly written report of completion of work at each site,
submitted to the City representative at the end of each week.
Any specific problem area which does not meet the conditions of the specifications set
forth herein shall be called to the attention of the contractor; and if not corrected,
payments to the contractor will not be made or will be prorated until condition is
corrected in a satisfactory manner as set forth in the specifications. The contractor will
not receive payment when work is not performed.
6.5 The contractor shall provide a work force, vehicles and equipment sufficient to complete
the work as it is specified.
6.6 The contractor shall provide proper traffic control at all times while working on public
right of ways as prescribed in the WATCH handbook (Work Area Traffic Control
Handbook) latest edition and as approved by the Director of Public Works.
6.7 The contractor will report without delay and damage to City equipment or property and
shall be held responsible for the replacement of any said damage caused by his act
hereunder.
6.8 Plant materials that are destroyed by vandalism, private construction or by City forces
shall be the responsibility of the City of El Segundo.
6.9 All workmanship and craftsmanship must be of high quality and meet with the approval
of the representatives assigned by the City of El Segundo.
7.0 IRRIGATION SYSTEM
7.1 The Contractor or their designee is responsible for programming the automatic irrigation
controllers. The contractor is responsible for turning controllers off during periods of
rain.
7.2 The City of El Segundo shall repair all automatic controller clocks when they
malfunction, and pay for all necessary irrigation materials, excluding tools.
7.3 The contractor shall repair any damaged sprinkler heads and risers resulting from
routine wear, defective parts, mower damage, etc, and shall routinely clean out
sprinkler heads and lines to keep them in good operating condition at all times.
7.4 Repairs to the irrigation system pipes and valves resulting from normal wear, vandalism
or damage by other means shall be the responsibility of the Contractor.
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Agreement No. 4096B
CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
7.5 Irrigation water shall be carefully applied and in quantities required by the different plant
species, time of the year, and other basic environmental factors. The effect of the
watering program shall be checked once a week by the contractor.
7.6 Automatic irrigation shall take place at night or early morning hours only. Any irrigation
system using reclaimed water must be operated between the hours of 10:00 p.m. and
6:00 a.m., if unsupervised.
7.7 Sprinkler heads must be unobstructed from grass, soil or other matter that prohibits the
proper water spray; proper herbicides may be used around heads to prohibit grass
growth.
7.8 Where the installed sprinkler system does not cover or water an area adequately, the
contractor shall provide his own sprinklers and hoses to adequately water the area.
7.9 Watering shall be controlled to avoid excessive drainage on sidewalks, streets and play
areas, creating a hazard and wasted water.
7.10 All irrigation systems must be operationally checked a minimum of once a week.
7.11 Any areas that have manual watering systems must be watered as needed to keep
plant material in healthy condition.
7.12 If irrigation system is inoperative for whatever reason, the contractor MUST water the
areas with manual sprinklers and hoses.
8.0 FERTILIZATION SCHEDULE AND RATES
8.1 A (21 -3 -5) fertilizer or equivalent with at least 50% nitrogen in the ammoniacal form.
The application rate is one pound of actual nitrogen per 1,000 square feet.
8.2 APPLICATION SCHEDULE
a. The following areas are fertilized in March, May, September and November,.
- HILLTOP PARK
- LIBRARY PARK
- SYCAMORE PARK
- CANDY CANE PARK
b. The following areas are fertilized one time per year.
- WASHINGTON PARK
CONSTITUTION PARK
- IMPERIAL PARKWAY (includes Dog Park)
FREEDOM PARK
INDEPENDENCE PARK
c. The following areas are fertilized three times per year in April, June and September.
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Agreement No. 40968
CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
EL SEGUNDO MEDIAN
ROSECRANS MEDIAN
HUGHES WAY
d. Fertilizer shall be applied uniformly by a commercial spreader and watered into the
soil immediately after application.
e. Contact the Park Maintenance Division prior to fertilizing.
9.0 PRUNING
9.1 The contractor shall be responsible for pruning of all plant material including shrubs and
trees from ground level, including 13 feet and 6 inches over streets and 9 feet over
sidewalk.
9.2 Pruning shall be done according to the natural growth of each individual plant to
maintain proper plant health by cutting out dead, diseased or injured wood; to control
growth when an unshapely shrub or tree might result; and to increase the quality of
flowers.
9.3 Ground covers are edged as needed to prevent growth from interfering with other plant
material and from growing over curbs and sidewalks.
9.4 Trim, shape and prune trees to maintain a safe, reasonable appearance. Public safety
shall be a prime consideration in trimming trees.
9.5 Oleanders and other shrubs and trees shall be kept trimmed as necessary to keep all
City signs clearly visible by traffic at all times
10.0 ROSES AND ANNUAL BEDDING PLANTS
10.1 ROSES AT LIBRARY PARK
a. Prune roses in early February to promote 3 strong canes. Cut these above the
third or fourth bud.
b. Remove spent flowers and sucker growth.
c. Fertilize with a (10 -6 -4) fertilizer in February and May.
10.2 BEDDING PLANTS AT IMPERIAL HIGHWAY AND MAIN STREET
a. Plant and change annual bedding plants in both islands in October, March and July.
b. Annual bedding plants can be planted from flats.
c. Fertilize and irrigate to obtain maximum performance
d. Area must be kept weed free.
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Agreement No. 4096B
CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
11.0 AERATION AND THATCH REMOVAL
11.1 The contractor shall be responsible for turf aeration and thatch removal once a year,
occurring between the months of March and May.
11.2 Soil aeration shall be done with a power- driven or tractor - pulled aerafier, using W tines,
removing 2" cores of soil. Contactor must provide a schedule to City's designee two
weeks in advance.
11.3 Thatch removal of warm season turf shall be performed with a power- driven verticutter
or other slicing machine.
11.4 AERATION AREAS
THATCH REMOVAL AREAS
ACACIA PARK
ACACIA PARK
HILLTOP PARK
KANSAS PARK
KANSAS PARK
EL SEGUNDO MEDIAN
LIBRARY PARK
ROSECRANS MEDIAN
SYCAMORE PARK
HUGHES WAY
WASHINGTON PARK
LIBRARY PARK
CONSTITUTION PARK
CANDY CANE PARK
EL SEGUNDO MEDIAN
ROSECRANS MEDIAN
HUGHES WAY MEDIAN
FREEDOM PARK
INDEPENDENCE PARK
RECREATION PARK (times to be determined)
ATHLETIC FIELDS (times to
be determined)
12.0 MOWING AND EDGING
12.1 Grass clippings from mowers are left on the turfgrass and not collected. All rotary
mowers must be mulching mowers. Trim around trees, sprinkler heads, planters,
mowing strips, walkways and fences. Tree trunks are not to be struck by mowers,
string trimmers, weed eaters, or other equipment.
12.2 MOW TO THE FOLLOWING HEIGHTS:
Hybrid Bermuda
1/4"
to 5/8"
Common Bermuda
3/4"
to 1"
Kikuygrass
3/4"
to 1"
Hybrid fescue
1 Y
to 2 Y2 "
Perennial rye
1 Y2
" to 2 Y2 "
12.3 All Athletic Fields must be mowed with reel type mowers.
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REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
12.4 Mowers shall be kept in proper adjustment. Mower blades must be kept sharp in order
to obtain a clean, sharp cut and not damage the grass. Shredding or rough cutting of
grass will not be permitted.
12.5 Mowing and edging must be accomplished Monday through Friday, between the hours
of 7:00 a.m. and 3:00 p.m.
12.6 If holidays or weather conditions interfere with the regular mowing schedule, mowing
and edging MUST be accomplished on the following day or as soon as conditions
permit.
12.7 After mowing and edging, all trimmings and debris shall be swept, vacuumed, or blown
off sidewalks and paved areas and disposed of. Blowing or sweeping of trimmings and
debris into the street will not be permitted.
13.0 MOWING AND EDGING ONLY
13.1 In areas where only the mowing and edging are to be contracted, the contractor shall
conform and abide by Section 12 of these specifications.
13.2 All mowing and edging at Recreation Park must be completed by Thursday between the
hours of 7:00 a.m. and 2:00 p.m., unless directed otherwise by the Park Maintenance
Superintendent or their designee.
13.3 MOWING AND EDGING FREQUENCY:
All areas are mowed and edged bi- weekly except for Recreation Park. Additional
exception is every other week mowing and edging schedule between January 1 to
February 15, for the following areas:
Acacia Park Kansas Park Freedom Park
Sycamore Park Washington Park Independence Park
Constitution Park Imperial Parkway El Segundo Median
Rosecrans Median Hughes Way Richmond School Field
14.0 DISEASE AND PEST CONTROL
14.1 The contractor shall be responsible for the control and eradication of all diseases and
insects affecting all plant material.
14.2 Correct horticultural practices in methods of control shall be used; care must be taken
in following label directions and in applications.
14.3 All safety regulations in handling and applying pesticides shall be adhered to, according
to the regulations set forth by the State of California Department of Food and
Agriculture.
14.4 The contractor with use of baits and /or traps are responsible to properly control
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LANDSCAPE MAINTENANCE SERVICES
gophers, moles, field mice and other such rodent pests, whenever such rodents
appear.
14.5 The contractor shall control plant diseases caused by bacteria, viruses, or fungi.
14.6 Control snails with the use of baits as needed to provide a healthy environment for
plants and public.
14.7 All pesticides to be applied by a licensed applicator only. Contracting company must
have all necessary licenses in order to apply pesticides. Prior to any pesticide
application, submit a copy of a APest Control Recommendations to the Park
Superintendent.
15.0 REPLACEMENT OF PLANT MATERIALS
15.1 The contractor shall replace all plant material that has died because of lack of proper
maintenance. This material includes turf, ground cover, shrubs and trees.
15.2 Any plant having had one -half or more of its foliage die back shall be considered dead;
the Park Superintendent shall determine if a plant is dead, what plant replacement if
any should be made, and shall notify the contractor of such. -
16.0 GENERAL MAINTENANCE INSPECTION AND LITTER CONTROL
16.1 All trimmings, woodcuttings, trash, rubbish and debris shall be promptly removed and
disposed by Contractor from the site during regular work schedule. All areas shall
remain free of trash and debris.
16.2 Areas shall be policed and cleaned of debris and litter daily by the contractor. All
hazards, potential hazards and damaged areas must be reported to the Park
Superintendent immediately.
16.3 Trash receptacles provided by the City and located at various sites shall be emptied
daily.
16.4 All lawns, ground cover areas, areas around shrubs and trees next to buildings, fences,
benches, sidewalks, tot lots, playgrounds, sandboxes, curbs and gutters shall be kept
free from weeds, litter, rocks, glass and debris. Sand in play areas shall be raked level
on Monday, Wednesday, and Friday. Sand must be raked and moved under all
playground equipment to provide a safe and soft landing in all fall zones. Sand shall be
inspected daily for the purpose of eliminating any broken pieces of glass, nails and
other harmful debris. City supplies supplemental sand where thinning occurs.
16.5 All cracks in sidewalks, curbs, street gutters and other areas shall be kept weeded.
16.6 Sidewalks and paved areas shall be swept and cleaned of any dirt or soil that might be
washed from adjacent slope or planted areas.
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16.7 Any eroded places shall be repaired by the replacement of topsoil or decomposed
granite to bring them back to original grade by the contractor.
17.0 RUNOFF MITIGATION CONTROLS
17.1 Runoff containing sediment, vegetation, construction waste, and other pollutants from
landscape sites, public right of ways and parking areas shall be retained and controlled
on site to the maximum extent practicable.
17.2 Any sediment or other materials, which are released from the site, shall be removed
and properly disposed of the same day or as soon as practicable. Where determined
necessary by the Director of Public Works or his or her designated representative, a
temporary sediment barrier shall be installed.
17.3 Excavated soil shall be located on the site in a manner that minimizes the amount of
sediment running into the street or adjoining properties.
17.4 Wash downs of trucks or other equipment is prohibited.
18.0 ADDITIONAL WORK
18.1 In the event that the City of El Segundo should require additional work beyond the
demands of these specifications, the contractor shall perform all work at a competitive
price.
18.2 The contractor must be willing to provide a competitive price for additional areas that
may be developed and clearly demonstrate the ability to properly maintain the
expanded project.
18.3 The contractor should be prepared to provide extra manpower, trucks and equipment
upon request of City representatives. Contractor must have the ability to receive and
respond to emergency situations and must respond to call -outs within ninety (90)
minutes.
18.4 The City of El Segundo shall have the right to inspect all books and records pertaining
to the contractor's charges to the City of El Segundo.
19.0 CONTRACT AND CANCELLATION CLAUSE
19.1 The contractor will be responsible to meet monthly with representatives from the
Recreation & Parks Department as assigned.
19.2 This contract shall be subject to a thirty -day (30) cancellation in writing by the City of El
Segundo or one hundred twenty -day (120) cancellation in writing by the contractor.
19.3 Each bidder in bidding shall state its California license number of such bidder, as no bid
will be accepted from a contractor who has not been licensed in accordance with the
070313 Scope of Services RFP for Landscape Maintenance Services for Rec Parks—Final PRINTED ON RECYCLED PAPER 13
Agreement No. 40968
CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
provisions of the laws of the State of California relating to licensing of contractors.
Contractor must have valid California C -27 Contractor's License.
19.4 The City of El Segundo reserves the right to eliminate, at any time, contractual bid items
which include landscaped area or areas. Annual elimination of items will not exceed
more than 15% of the total annual contract payment per year.
20.0 AREA OF WORK AND RESPONSIBILITY
(Please see BID FORM sheet for area of work and responsibility).
21.0 CONTRACT PRICING AND ADJUSTMENTS
21.1 When due to weather, oversight or any other reason, a section(s) is not maintained as
agreed to, the City will deduct the amount bid for this section(s) from the regular
payment. For this reason the contractor is encouraged to be careful when quoting each
section on the bid form.
21.2 The City reserves the right to reject any itemized bid in total if, in the opinion of the
Director of Recreation & Parks, the price bid on any one or more individual section(s)
appears to be in error, unreasonably out of line with the amount of work to be
performed or may not be required.
070313 Scope of Services RFP for Landscape Maintenance Services for Rec Parks—Final PRINTED ON RECYCLED PAPER 14
Agreement No. 40968
4j U e c y
CITY OF EL SEaUNDO EXHIBIT A
REQUEST FOR PROPOSAL 0 70-07
LANDSCAPE MAINTENANCE SERVICES
22.0 BFP PRQPOSAL SHEET
I, the undersigned, have read and understand the attached specifications for Landscape
Maintenance Services. Further, I attended the Pre -bid Conference and Site Inspection, as
required by the specification. If awarded the contract, I agree to perform the work in accordance
with the terms and conditions of the bid.
Bid Amounts:
For landscape maintenance services, by focation, as outlined In the specifications:
AREA OF WORK RESPONSIBILITY
WEEKLY
BI-WEEKLY
FREEDOM PARK
$ 230
$•190 /week
INDEPENDENCE PARK
$ so
$ 65 /week
ACACIA PARK
$ 80
$_7o/week
HILLTOP PARK
$ 180
$150 /week
KANSAS-PARK
$ 70iweek
LIBRARY PARK
$ 250
$210 week
SYCAMORE PARK
80
$ 70/week
WASHINGTON PARK
$_130
$190/week
CONSTITUTION PARK
$180
$150 /week
CANDY CANE PARK
$ 20
$ 17 week
RICHMOND SCHOOL FIELD
$ 50
$ 40 /week
IMPERIAL STRIP (includes Dog Park)
$ 380
$300 /week
EL SEGUNDO BLVD. MEDIAN STRIP
$170
$' 150 /week
HILLTOP RESERVOIR
$_ 20
$ 20 /week
SEPULVEDA BLVD. MEDIAN STRIP
$180
$180/week
ROSECRANS BLVD. MEDIAN STRIP
(East of Sepulveda Boulevard) •
$ 90
$ 80 /week
HUGHES WAY
$ 50
$ 40 /week
RECREATION PARK (Weekly)
(Mowing and edging only) $_L7 2 $280 /week
FIRE STATION #2 $ 40 $ 40 /week
2010 -MIO scope of Serft" RFP for landscape Maintenance Sw4ces for Rec Paft.doc PRWTED ON RECYCLED PAPER � rJ
CITY OF EL SEGUNDO
REQUEST FOR PROPOSAL 0 10 -07
LANDSCAPE MAINTENANCE SERVI
AREA OF WORK RESP NSIBILITY cont:
DOUGLAS UNDERPASS
CAMPUS EL SEGUNDO
CITY MAINTENANCE FACILITY
GOLF COURSE PARKING LOT and
FRONTAGE
ALL AREAS SUBTOTAL WEEKLY:
ALL AREAS TOTAL MONTHY:
ICES
WEEKLY
30
$ 60
$ 20
$.80 -
2j952
$12,792
Agreement No. 40968
r ® V-
EXHIBIT A
-W K:Y.
$ 30 /week
$__6O /week
$ 17 /week
$.80 /week
GRAND TOTAL ANUALLY: $153,504
The undersigned agrees to fumish above service in accordance with Notice Inviting Bids,
Specification and Bid Form, which are intended to be read and interpreted as a whole.
CONTRACTOR'S STATE LICENSE NUMBER
Bid submitted by (complete all blanks:
774548
In order to fully evaluate service levels for each location against pricing quoted above, please
provide in writing staffing levels for each site and total hours per day that you plan to provide
each class of worker, i.e., crew and Leadworker /supervisor.
201 o -o8 -to Scope of seMoee RFP Ior Landwap® mahtenanca somm for Rec Parks.doc PRINTED ON RECYCLED PAPER 16
Agreement No. 40966
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Agreement No. 40968
CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
Organization: Describe your firm's qualifications to provide the service specified in this RFP. Be
sure to include: founding date (month and year) and brief history of firm; facility /office location,
current number of employees (full -time and part- time); special equipment acquired for the work;
firm's vision and mission statements, and key services offered.
References: List three or more clients for whom you have been providing landscape maintenance
services. List references that are current and similar in size and scope of work. For each of these
references, include organization name, address, and the name and telephone number of the contact
person.
Quality Control Program: Describe your firm's established "proactive" Quality Control program that
you will be providing to the City to ensure a high level of performance is maintained on a consistent
basis. Include any examples of forms currently being utilized and their particular functions /uses.
Contract administrator: Indicate the name, title, telephone number, and years of experience of the
individual who will be administering the contract, if awarded to your firm.
070313 Scope of Services RFP for Landscape Maintenance Services for Rec Parks—Final PRINTED ON RECYCLED PAPER 17
Agreement No. 40966
CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
Firm name must appear here —i
VENDOR QUESTIONNAIRE
(Continued)
Emergency information: List names and telephone numbers of persons that the City may need to
contact in case of an emergency after hours, on weekends or holidays.
Employees: How many employees do you plan to hire or retain to provide the services specified in
this RFP? Are they going to be permanent full -time or part-time employees? How long must a part-
time employee work in your firm to become a permanent full -time employee? What percentage of
your staff is currently employed full -time on a permanent basis?
Employee benefits: What kind of employee benefits does your firm have to offer to employees?
Are your part-time employees going to be paid on an hourly basis plus benefits?
Employment practices: Include with your submittal a summary of your firm's employment policies
and procedures, as well as any equal employment opportunity and affirmative action polices. In
addition, include a summary of your firm's training and injury/illness prevention programs.
070313 Scope of Services RFP for Landscape Maintenance Services for Rec Parks.-Final PRINTED ON RECYCLED PAPER 18
Agreement No. 40968
CITY OF EL SEGUNDO EXHIBIT A
REQUEST FOR PROPOSAL # 10 -07
LANDSCAPE MAINTENANCE SERVICES
irm name must appear here -->
VENDOR QUESTIONNAIRE
(Continued) K�W�)
Affiliations and accreditation's: What are some of your firm's professional affiliations and
accreditation's?
Business License: Include with your submittal a copy of your firm's current business license. (Be
sure to include a copy of same for any subcontractor listed above.)
Certificate of Insurance: The Contractor must have insurance meeting the minimum insurance
requirements set forth herein (see Bidder Requirements On -Site Services). Include a copy of your
firm's insurance certificate or a letter from surety stating that your firm is insurable for the limits
required if awarded the contract. A certificate of insurance must be furnished to the City within
fourteen (14) days after notification of award.
Performance Bond: The successful contractor will be required to furnish a performance bond equal
to 100% of the amount bid. Include a copy of bond endorsement affecting such coverage from
another account or provide a letter from surety stating that your firm is bondable for the limit required
if awarded the contract. Said bond must be furnished to the City Clerk within fourteen (14) days
after notification of award.
Clarification, Exception or Deviation: Each bidder may clarify or describe any exception or deviation
from the requirements as set forth herein. Each clarification, exception or deviation must be clearly
identified and submitted with your Proposal response. If there is no clarification, exception or
deviation indicated, it will be considered that none exists.
Contractor's State License: Include with your submittal a copy of your firm's current contractor's
state license.
070313 Scope of Services RFP for Landscape Maintenance Services for Rec Parks—Final PRINTED ON RECYCLED PAPER 19
Agreement No. 40966
gait s
TRWREEN LandCare-
Work Introduction (Section 1)
TruGreen LandCare, Branch 6245, a California General Partnership, founded September 1,
1999 through the successful acquisition of many top landscape companies, has over 40 years
of experience and knowledge to serve our customers. We provide professional landscape
maintenance to many city and public work projects. Our contractor's license number is
774548.
TruGreen LandCare is qualified to provide landscape maintenance Services to the City of El
Segundo with the most up -to -date horticultural practices keeping within the scope of work
listed in the statement of work.
Our fleet of trucks and equipment includes small pickups, mowing equipment, carrier trucks,
utility trucks, aerial towers and refuse trucks. In addition, we have several tractors as well as
various other pieces of large equipment to provide for related services.
We have an on -site shop supervised by a Shop Manager whose employees maintain
approximately 195 company vehicles and miscellaneous equipment. The company employs
licensed Pest Control Advisors, Pest Control Applicators, Certified Arborists, and Certified Tree
Trimmers.
Our branch currently employs 264 field staff employees and is able to fully staff this project
with crewmembers and equipment.
Our Supervisory Staff has both technical knowledge and practical experience in all phases of
landscape services. We also provide continuing education through various seminars and
classes in field related subjects.
Approximately 99% of all contracts are handled by our staff. The majority of our contracts are
performed with little assistance from subcontractors.
0
Agreement No. 40966
EXIBIT A
DUGREEN LandCare"
Objective, Scope, Nature of Proposed Program (Section 3)
Describe the overall approach to the challenges, Induding the objective and scope of work to
be preformed by the contractor.•
Contract will be adequately staffed with experienoed landscape maintenance management and
crew members. Additionally, TruGreen staff will be equipped with the proper amounts of tools,
equipment, and vehicles to perform all work as described in contract specifications. Work
activities such as, irrigation system maintenance and repair, fertilization, pruning, Rose care,
annual bedding installation and care, turf aeration and thatch removal, mowing and edging,
disease and pest control, plant removal and installation, debris and' litter control, trash removal
and liner replacement, and sweeping of sidewalks and paved areas shall be performed by
TruGreen staff as per contract specifications.
9
Agreement No. 40968
4 0 9 6 ..+ .:A
MMUSIT A
TRWREEN LandCare-
Work Program (Section 4), and Methodology (Section 5)
I. Staffina
A. Area Manager/Field Supervisor (English speaking) equipped with Sprint/Nextel Direct
Conned as well as Blackberry functionality to allow for quick communication.
B. One part-time experienced Irrigation Technician.
C. Three full -time crew members dedicated to basic landscape maintenance functions as
per specifications contained within RFP ( #10 -07) of City of El Segundo.
D. Two man mow crew equipped with large area mowing equipment shall be utilized to
mow the turf in large parks and open areas.
E. Tree Crew available for required trimming, enhancement, and emergency response
work.
F. Project Crew available for support tasks (i.e. aeration, dethatching, tractor, etc.,) or
enhancement work.
G. Operations Manager is a Certified Arborist and Horticulturist with 25 years of
experience in the management of municipal contracts.
H. Spray Technician has a registered Qualified Applicator's License (QAL).
I. Branch Safety Coordinator oversees branch safety program, and is OSHA certified.
Provides training and does periodic "Field Safety Reviews" to ensure compliance (i.e.
proper coning, sign placements, proper PPE usage, driver training, etc).
II. Vehicles / EauhDment
A. TruGreen LandCare — Branch 6245 has a fleet 195 vehicles which Includes pick up
trucks, mow carriers, irrigation utility veh ides, roll off tracks, chipper trucks, and boom
trucks. When possible, TruGreen LandCare will utilize their lowest noise polluting
small equipment (string trimmers, hedge trimmers, etc.) available. Exceptions to this
will be made if the quality of the product isn't sufficient.
Ill. T ainin
A. All employees at time of hire are given a basic safety training as far as PPE
requirements, and proper small equipment training. An extensive video program is
also provided on various safety related issues.
B. All prospective drivers are subject to a DMV check, field driving test and certification.
Re- certification is done every 2 years.
6
Agreement No. 40968
4096.,,,..
EX91 IT A
C. Safety tailgate meetings are done weekly with all crews on a variety of subjects &
topics. In addition, "Red Flag" training are done if need arises, or following
injudes/aocidents or near accidents.
D. For employees that will be applying pesticides, all are given Annual Worker Safety
Training Program. Employees will also be trained on our IPM plan for the City.
E. Crews are also trained by Area Manager for special issues pertaining to their contract
and designated areas and reviewed as necessary.
F. Management personnel (Branch Manager, Operations Manager, and Area Manager)
receive annual trainings on workplace diversity, harassment, discrimination, equal
employment opportunity, and more.
IV. Quality Control
A. Staff
1. New employees are required to undergo E -Verify process.
2. All employees are verified with names on shirts to present a neat, professional
appearance. Name badges or ID cards may be provided if requested.
3. Weekly safety tailgate meetings are conducted on a variety of crucial topics.
B. I nspections/Meetings
1. Field supervisor will be available to meet daily (as required) with contract
administrator.
2. Irrigation inspection reports shall be submitted to city staff on a weekly basis.
3. Safety hazard notification reports will be submitted to city whenever hazardous
conditions are discovered.
V. Customer Service
A. We will provide namesof all employees assigned to contract and phone numbers of
key personnel.
B. We will provide an emergency contact list in case of emergency.
C. A Landscape Quality Audit (LQA) will be done once per month. This report evaluates
the current maintenance levels and possible areas of need.
D. We will be happy to provide proposals for any work outside of contract to include:
1. Landscape enhancements
2. Irrigation improvements
3. Tree care /removals/stump grinding
4. Additional personnel for Special Events
E. Public Works/Municipal Landscape Maintenance is our specialty. We are one of the
largest providers in the nation with over 40 years of experience.
Z
Agreement No. 40966
UHISIT A
VI. Maintenance Procedures
A. Disease and Pest Control
1. A Licensed (QAL) Spray Tech shall be utilized to apply all pesticides and
restricted chemicals to all locations.
B. Arbor Care
1. Tree crews with boom trucks/hi- rangers and chippers are available, if needed.
2. All work done per ISA standards and per ANSI A301) Tree Care Operations.
3. Trees shall be raised for pedestrian and traffic clearance. Additionally, trees
shall be trimmed for traffic sign clearance.
C. Special Turf Projects
TruGreen LandCare shall provide labor and heavy equipment (tractors) for turf
aeration, dethatching, renovation, and fertilization per RFP specifications.
D. Irrigation
The irrigation staff provided is already familiar with the City of El Segundo's irrigation
systems. Controllers to be turned off during periods of rain. Broken sprinkler heads,
risers, pipes, valves, etc., shall be maintained and repaired as needed. Watering
programs shall be closely monitored to ensure that all plant material is receiving
adequate moisture. Sprinkler heads to be kept dear of obstructions such as soil,
grass, or tall shrubs. Manual watering will be done on an as needed basis. Systems
shall be inspected on a weekly basis for repairs and adjustments.
E. Tun` Maintenance
All turf area to be mowed on a weekly basis with appropriate equipment as specified.
Detailed mow schedules will be presented for day and time for specific sites. All
mowers used within the City of El Segundo shall be mulching mowers. Athletic fields
shall be mowed with a large reel mower. Mowing heights described in RFP
specifications shall be adhered to.
F. Shrub and Ground Cover Maintenance
Plant material will be pruned and maintained as needed to stay confined to planter
areas and not encroach adjacent property, walls, poles, fences, trees, etc.
G. Play Equipment, Park Fumiture and Accessories
Play equipment and park furniture shall be inspected daily for hazards. Hazards or
equipment malfunction shall be reported immediately to the City.
Play areas will be kept neat and clean and checked for hazards on a
daily basis. Sand areas shall be inspected daily, and will be cleaned, raked and
graded three times per week.
H. Roses shall be maintained on a weekly basis. Spent flowers and sucker growth shall
be removed on a weekly basis. Roses will be heavily pruned in early February per
RFP Specifications.
Vi
Agreement No. 40966
EMBIT A
I. Annual Color
Annual color will be changed out three times per year, flats, of 4" color will be utilized.
Planters shall be serviced on a weekly basis to cultivate soil and remove weeds.
Debris and trash removal shall be performed on a daily basis.
J. Litter, Trash, and Debris Removal
All areas will be serviced on a daily basis to police litter and to empty trash cans.
Sidewalks shall be sweptlblown on a weekly basis or as often as needed.
V
:I 4: .
TRUGREEN LandCare-
Schedule (Section 8)
Schedule of Activities
1. Mowing and Edging:
2. Litter and Trash Removal:
3. Playground Maintenance
4. Shrub and Groundcover Maintenance:
5. Hardscape Maintenance:
6. Pesticide Applications:
7. Site Inspections:
48 hours per week
24 hours per week
24 hours per week
32 hours per week
16 hours per week
32 hours per year
12 hours per week
Agreement No. 40966
1"All
M
Agreement No. 40968
4u y =-
EMsir s
TRWREEH LandCare-
Program Monitoring (Section 9)
Quality Control Plan
TruGreen LandCare will conduct daily, weeldy, and monthly inspections of all the sites to
ensure that contract specifications are followed. On a daily basis the Supervisor will walk the
site and note any deficiency. The necessary work tasks will be scheduled for completion as
soon as possible with consideration to contract specified guidelines. The Area Manger will
conduct weekly Inspections of all sites and shall meet with City Staff as often as required. The
Operations Manager will conduct inspections monthly to ensure that contract guidelines are
being followed and that quality horticultural practices are being followed. The inspections will
be filed in our office at 1323 West 134t' Street, Gardena, CA 90247.
A Landscape Quality Audit (LQA) System can also be utilized if desirable to the City of El
Segundo. The LQA System is TruGreen's first nationwide release of a program that will
standardize the audit process. Implementing the LQA system will allow us to perform
Landscape Quality Audits with efficiency and integrity while providing our customers and
management a tool to monitor our performance. The LOA system will set the standards for the
Landscaping Industry, The Landscape Quality Audit process has proven to be a very effective
tool to:
• Monitor and improve performance.
• Gain additional business from customers.
• Improve proactive communication with customers.
• Create greater customer loyalty.
• Even out the peaks and valleys in our service.
A copy of the audit form shall be provided to the customer. The Landscape Quality Audit
(LQA) system was created with six key elements in mind:
• To communicate with customers on a regular basis, monthly, bimonthly, quarterly, or
yearly, based on customer preferences and the size of the account.
• To provide proactive suggestions for improvement through corrective actions and
enhancements proposals.
• To continuously measure the performance of our team on the job site.
• To provide a tool for the Branch Manager to use to assess the status of all maintenance
accounts throughout the year.
• To better gauge the probability of retention of business year to year.
• To provide a tool to measure customer satisfaction on a regular basis.
An Initial Landscape Audit (ILA) is the first evaluation of a job site. The ILA is used to show
problem areas to the client before TruGreen begins work. The ILA acts as a baseline
assessment for the Landscape Quality Audits (LQAs) that follow. Comparing the LQA to the
ILA is an easy way to show improvements of the client's job site.
A
Agreement No. 40966
SKBIT A
TRUGREEN LandCau¢'
City Resources (Section 1 Q)
Describe any City Services and staff resouroes needed to supplement contractor activities to
achieve identified objectives:
City Staff can supply TruGreen LandCare with such items as City padlock keys, irrigation
partsimaterials, blueprints (i.e. may be needed for irrigation repairs), access to City trash bins,
access to Public Works yard, and access to other facilities to perform maintenance.
1Z
Agreement No. 40968
EXazsir A
CITY OF EL SEGUNDO
REQUEST FOR PROPOSAL
PROPOSAL # 10 -07
PROPOSALS ARE DUE: NOT LATER THAN 11:00 A.M. Tuesday, September 21,
2010.
The City of El Segundo Invites sealed proposals for Landscape Maintenance Services
The City of El Segundo is seeking proposals from qualified firms to provide Landscape
Maintenance services.
1. Return original of Proposal to:
City of El Segundo
City Clerk
350 Main Street, Room 5
E( Segundo, CA 90245 -3813
2. Proposer must -honor proposal prices for sixty (601 c ays.
3. Proposals must include this Proposal form and be signed by the vendoes authorized
representative.
5. Award of a contract will be made by the City Council based upon the criteria set
forth in this RFP and will be made based upon the best qualified proposer rather
than lowest price.
PROPOSER TO READ
I have, read, understood, and agree to the terms and conditions on all pages of this
proposal. The undersigned agrees to furnish the commodity or service stipulated on this
proposal as stated above. .
TruGreen LandCare 1323 ;hest 130th St,,, Gardena, CA 90247
Company Address
Kevin L. Watts
Name (Print) Signature
3101354-1520 Branch Manager
Company Phone No. Title of Person Signing Bid