HomeMy WebLinkAbout25I - AGMT - PARK LANDSCAPE MAINT
REQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY:
JUNE 4, 2012
TITLE: APPROVED
AGREEMENTS FOR PARK LANDSCAPE ? As Recommended
MAINTENANCE SERVICES El Amended
El Or dinance on 15t Reading
? Ordinance on 2"d Reading
? Implementing Resolution
? Set Public Hearing For
\ CONTINUED TO
FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
1. Authorize the City Manager and Clerk of the Council to execute the attached 19-month
agreement amendment, with Master Landscape & Maintenance, Inc. to provide park
landscape maintenance services in District 1 in an amount not to exceed $401,957 and
approve a 10% contingency for unanticipated work for a total amount not to exceed
$442,153, subject to non-substantive changes approved by the City Manager and City
Attorney.
2. Authorize the City Manager and Clerk of the Council to execute the attached 19-month
agreement amendment, with DMS Facility Services, LLC to provide park landscape
maintenance services in District 2, in an amount not to exceed $576,332, and approve a
10% contingency for unanticipated work for a total amount not to exceed $633,965, subject
to non-substantive changes approved by the City Manager and City Attorney.
3. Authorize the City Manager and Clerk of the Council to execute the attached one-year
agreement with Vista Del Verde to provide park landscape maintenance services in District
3, in an annual amount not to exceed $508,164 and approve a 10% contingency for
unanticipated work for a total annual amount not to exceed $558,980, subject to non-
substantive changes approved by the City Manager and City Attorney.
4. Authorize the City Manager and Clerk of the Council to execute the attached one-year
agreement amendment with Midori Landscape, Inc. to provide park landscape maintenance
services in District 4 and District A, in an annual amount not to exceed $931,608 and
approve a 14% contingency for unanticipated work for a total annual amount not to exceed
$1,062,544, subject to non-substantive changes approved by the City Manager and City
Attorney.
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Park Landscape Maintenance Agreements
June 4, 2012
Page 2
DISCUSSION
The Parks, Recreation and Community Services Agency (PRCSA) currently divides the City into
five separate park maintenance districts. Master Landscape (District 1), DMS Facility Services
(District 2), and Midori Gardens (District A) have agreed to renew their agreements for another
term. An RFP process was completed for District 3 and a new contractor is being proposed for
that district. PRCSA is recommending a temporary agreement in District 4 while the RFP process
is completed for that area. In order to improve operations, PRCA is also working on adjusting
contract start dates from July 1 to February 1. Two of the proposed agreements are for a 19-
month period, which will shift the contract start dates for future contractors to February 1. This will
allow new contractors to take over when things are growing the slowest and there are no major
field renovations scheduled.
In District 1, staff proposes to enter into a 19-month agreement with Master Landscape. District 1
is located in the northwest quadrant of the City and includes six properties, including El Salvador,
Riverview and Rosita parks. The 19-month base contract cost is $401,957. An additional 10%
contingency is included for unanticipated work, resulting in a total contract amount of $442,153.
Master Landscape requested a CPI increase and a 1.5% CPI increase is included in this cost.
Master Landscape has been providing landscape maintenance services for the City since 2007
and is performing satisfactorily.
Staff proposes to enter into a 19-month agreement with DMS Facility Services for the maintenance
of District 2. District 2 is located in the northeast quadrant of the City and includes 15 properties,
including Cabrillo, Morrison, Portola and Santiago parks. The 19-month base contract cost is
$576,332. An additional 10% contingency is included for unanticipated work, resulting in a total
contract amount of $633,965. DMS requested a CPI increase and a 1.5% CPI increase is included
in this cost. DMS has been providing landscape maintenance services for the City since 2010 and
is performing satisfactorily
On January 17, 2012, the City Council approved the release of an RFP for the maintenance of
District 3. On April 17, 2012 an RFP was issued and seven contractors submitted proposals.
Parkwood Landscape, Vista Del Verde Landscape, Mariposa Landscape, Pinnacle Landscape,
Marina Landscape, Midori Landscape and Mission Landscape each submitted proposals for
consideration. The RFP evaluation results are as follows:
Contractor Score*
Vista Del Verde 337
Mariposa 308
Parkwood 292
Midori 201
Mission 198
Marina 192
Pinnacle Non-Responsive
* Maximum 400 points possible
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Park Landscape Maintenance Agreements
June 4, 2012
Page 3
The City proposes to enter into a one-year agreement with Vista Del Verde for the maintenance of
District 3. District 3 is located in the southeast quadrant of the City and includes 10 properties,
including Delhi, Madison and Memorial parks. The annual base contract cost is $508,164. An
additional 10% contingency is included for unanticipated work, resulting in a total annual contract
amount of $558,980. Vista Del Verde has been performing well on the bike trails and the Santa
Ana Zoo for many years.
Marina Landscape was not interested in renewing their agreement for the maintenance of District
4. Staff is proposing a one-year agreement amendment with Midori Gardens while an RFP is
developed and issued. District 4 is located in the southwest quadrant of the City and includes 16
properties, including Centennial, Jerome, Santa Anita and Thornton parks. Midori currently
maintains PRCSA District A, which includes the Civic Center and the Stadium. Midori also
maintains street medians and the Regional Transportation Center under separate agreement with
the Public Works Agency. The annual base contract cost is $931,608. An additional 14%
contingency is included for unanticipated work, resulting in a total annual contract amount of
$1,062,544. Midori Gardens is a Santa Ana based business and has been performing well for
PRCSA and Public Works for many years.
FISCAL IMPACT
Funds for these agreements will be included in the FY 2012-13 and FY 2013-14 Park Services
M&R Buildings and Grounds account (no. 01113250 62320), Civic Center M&R Buildings and
Grounds account (no. 07413250 62320), Community Development Maintenance Contract
Services account (no. 40718842 62300), and OES Gang Prevention Contract Services account
(no. 15514412 62300).
APPROVED AS TO FUNDS AND ACCOUNT:
"1
Gerardo Moue, Francisco Gutierrez,
Executive Director Executive Director r'
Parks, Rec. and Ck m. Svcs. Finance and Mgt. Svcs. Agency
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SECOND AMENDMENT TO AGREEMENT
THIS SECOND AMENDMENT TO AGREEMENT is entered into on June 4, 2012, by
and between Master Landscape and Maintenance, Inc., a California corporation ("Contractor")
and the City of Santa Ana, a charter city and municipal corporation organized and existing under
the Constitution and laws of the State of California ("City").
RECITALS:
A. The parties entered into that certain Agreement A-2011-147, dated June 6, 2011, (hereinafter
,.said Agreement") by which Contractor has provided park landscape maintenance services
for Santa Ana Parks District 1.
B. The Parties amended said agreement on January 17, 2012, to allow Contractor to provide
services in another Park District on a temporary basis while the City bid those services for a
long term contract.
C. The parties wish to amend said Agreement to remove the additional Park District 3 from the
Scope of Services, extend the term for an additional nineteen months, and provide
compensation during the extended term.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all
the terms and conditions of said Agreement, except those amended in this Second Amendment to
Agreement, the parties agree as follows:
1. Section 1, SCOPE OF SERVICES, shall be deleted in its entirety and replaced with the
following:
"Contractor shall perform landscape maintenance services for Santa Ana Parks, District 1, as
set forth in City's Request for Proposal 11-004 (RFP), dated March 10, 2011, and the maps
included therein. Said RFP is on file at the Parks, Recreation and Community Services
administrative offices, and incorporated to said Agreement by reference. The parties agree
that District 1 shall be expanded to include Fairview Triangle and 17th Street Triangle parks,
as depicted in maps attached hereto as Attachments 1 and 2. Contractor shall specifically
comply with the Specification for Routine Maintenance, as amended by Addendum 1 and
Addendum 2, attached respectively to said Agreement as Exhibits A, A-1 and A-2, and
Contractor's Proposal dated April 12 2011, attached to said Agreement as Exhibit B."
2. Section 3.a., COMPENSATION, shall be deleted in its entirety and replaced with the
following:
"a. City agrees to pay, and Contractor agrees to accept as total payment for its services a
monthly fee of $21,156.00, which represents the rates set forth in Contractor's proposal
increased by a 1.5% CPI. The parties agree that Contractor will charge for Specialized
Services, Irrigation Specialist at the rate of $41 per hour rather than $85 per hour. The total
sum to be expended under this Agreement shall not exceed Four Hundred Forty-Two
Thousand, One Hundred Fifty-Three dollars ($442,153.00), which includes a ten percent
(10%) contingency for unanticipated work, during the 19 month term from July 1, 2012
through January 31, 2014.
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3. Section 4, TERM, shall be deleted in its entirety and replaced with the following:
"This Agreement shall commence on July 1, 2011 and terminate on January 31, 2014 unless
terminated earlier in accordance with Section 13, below. The City may terminate this
Agreement if the Santa Ana City Council fails to approve funding for the Agreement for any
fiscal year covered herein. This Agreement may be renewed for up to three additional one-
year terms on the mutual agreement of the parties.
4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in
full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Agreement on the date and year first written above.
ATTEST: CITY OF SANTA ANA
MARIA D. HUIZAR PAUL M. WALTERS
Clerk of the Council Interim City Manager
APPROVED AS TO FORM: MASTER LANDSCAPE &
MAINTENANCE, INC.
SONIA CARVALHO
City Attorney
By:
Laura Sheedy ROBERT WHITECOTTON
Assistant City Attorney President
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FIRST AMENDMENT TO AGREEMENT
THIS FIRST AMENDMENT TO AGREEMENT is entered into on June 4, 2012, by and
between DMS Facility Services, LLC, a California limited liability company ("Contractor") and
the City of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City").
RECITALS:
A. The parties entered into that certain Agreement A-2011-148, dated June 6, 2011, (hereinafter
"said Agreement") by which Contractor has provided park landscape maintenance services
for Santa Ana Parks District 1.
B. The parties wish to amend said Agreement to extend the term for an additional nineteen
months, and provide compensation for services provided during the extended term.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all
the terms and conditions of said Agreement, except those amended in this First Amendment to
Agreement, the parties agree as follows:
1. Section 1, SCOPE OF SERVICES, shall be deleted in its entirety and replaced with the
following:
"Contractor shall perform landscape maintenance services for Santa Ana Parks, District 2, as
set forth in City's Request for Proposal 11-004 (RFP), dated March 10, 2011, and the maps
included therein. Said RFP is on file at the Parks, Recreation and Community Services
administrative offices, and incorporated to said Agreement by reference. The parties agree
that District 2 shall be expanded to include the property at 312 N. Bush and the Santiago Bike
Trail, as depicted in maps attached hereto as Attachments 1 and 2. Contractor shall
specifically comply with the Specification for Routine Maintenance, as amended by
Addendum 1 and Addendum 2, attached respectively to said Agreement as Exhibits A, A-1
and A-2, and Contractor's Proposal dated April 12 2011, attached to said Agreement as
Exhibit B."
2. Section 3.a., COMPENSATION, shall be deleted in its entirety and replaced with the
following:
'`a. City agrees to pay, and Contractor agrees to accept as total payment for its services a
monthly fee of $30,333.26, which represents the rates set forth in Contractor's proposal
increased by a 1.5% CPI. The total sum to be expended under this Agreement shall not
exceed Six Hundred Thirty-Three, Nine Hundred Sixty-Five dollars ($633,965.00), which
includes a ten percent (10%) contingency for unanticipated work, during the 19 month term
from July 1, 2012 through January 31, 2014.
3. Section 4, TERM, shall be deleted in its entirety and replaced with the following:
"This Agreement shall commence on July 1, 2011 and terminate on January 31, 2014 unless
terminated earlier in accordance with Section 13, below. The City may terminate this
Agreement if the Santa Ana City Council fails to approve funding for the Agreement for any
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fiscal year covered herein. This Agreement may be renewed for up to three additional one-
year terms on the mutual agreement of the parties.
4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in
full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Agreement on the date and year first written above.
CITY OF SANTA ANA
ATTEST:
MARIA D. HUIZAR PAUL M. WALTERS
Clerk of the Council Interim City Manager
APPROVED AS TO FORM:
DMS FACILITY SERVICES, LLC
SONIA CARVALHO
City Attorney
By:
Laura Sheedy FRED GONZALES
Assistant City Attorney Vice President
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LANDSCAPE MAINTENANCE AGREEMENT
THIS AGREEMENT, made and entered into this 41h day of June, 2012 by Vista del
Verde Landscape, Inc., a California corporation (hereinafter "Contractor"), and the City of Santa
Ana, a charter city and municipal corporation organized and existing under the Constitution and
laws of the State of California (hereinafter "City").
RECITALS
A. The City desires to retain a Contractor having special skill and knowledge in the
provision of park landscape maintenance services comparable with "high-level"
industry practice.
B. Contractor represents that Contractor is able and willing to provide such services to the
city.
C. In undertaking the performance of this Agreement, Contractor represents that it is
knowledgeable in its field and that any services performed by Contractor under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Contractor shall perform landscape maintenance services for Santa Ana Parks, District 3,
as set forth in City's Request for Proposal 12-006 (RFP), dated April 17, 2012, and the maps
included therein. Said RFP is on file at the Parks, Recreation and Community Services
administrative offices, and incorporated to this Agreement by reference. Contractor shall
specifically comply with the Specification for Routine Maintenance, attached hereto as Exhibit A
and incorporated by reference.
2. CITY INSPECTION
The Executive Director of the Santa Ana Parks, Recreation and Community Services
Agency, or his designee, shall regularly inspect the parks, playgrounds, fields and other City
property subject to this Agreement. If said inspection results in discovery of work that is not
performed in the agreed manner, and to the professional degree set forth in the Specifications,
Contractor agrees that the City shall deduct from Contractor's next monthly payment, the City's
actual or estimated costs of performing the work to bring the property into conformance with the
Specifications. Additionally, City shall impose liquidated damages of up to $300.00 per
inspection, per day, per Park not meeting the Specifications during any such inspection.
3. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services,
the rates and charges identified in Contractor's fee schedule, attached hereto as Exhibit B, and
incorporated by reference. The total sum to be expended under this Agreement shall not exceed
five hundred eight thousand, one-hundred sixty four dollars ($508,164.00), plus a ten percent
(10%) contingency for unanticipated work required, for a total not to exceed amount of five
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hundred fifty-eight thousand, nine hundred eighty dollars ($558,980.00), during the term of this
Agreement.
b. Payment by City shall be made within thirty (30) days following receipt of proper
invoice evidencing work performed during the prior month, subject to City accounting
procedures. Payment need not be made for work which fails to meet the standards of
performance set forth in the Recitals which may reasonably be expected by City.
4. TERM
This Agreement shall commence on July 1, 2012 and terminate on June 30, 2013 unless
terminated earlier in accordance with Section 13, below. The City may terminate this Agreement
if the Santa Ana City Council fails to approve funding for the Agreement for any fiscal year
covered herein. This Agreement may be renewed for up to four additional one-year terms on the
mutual agreement of the parties.
5. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor
shall it be construed to create an employer-employee relationship, a joint venture relationship, or
to allow the City to exercise discretion or control over the professional manner in which
Contractor performs the services which are the subject matter of this Agreement; however, the
services to be provided by Contractor shall be provided in a manner consistent with all applicable
standards and regulations governing such services. Contractor shall pay all salaries and wages,
employer's social security taxes, unemployment insurance and similar taxes relating to employees
and shall be responsible for all applicable withholding taxes.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall
maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described
below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance which shall include, but not be limited to protection against claims
arising from bodily and personal injury, including death resulting therefrom and damage to
property, resulting from any act or occurrence arising out of Consultant's operations in the
performance of this Agreement, including, without limitation, acts involving vehicles. The
amounts of insurance shall be not less than the following: single limit coverage applying to bodily
and personal injury, including death resulting therefrom, and property damage, in the total
amount of $1,000,000 per occurrence. Such insurance shall (a) name the City, its officers,
employees, agents, volunteers and representatives as additional insured(s); (b) be primary and
not-contributory with respect to insurance or self-insurance programs maintained by the City; and
(c) contain standard separation of insureds provisions.
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for
owned, hired and non-owned automobiles.
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c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300
of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against
liability for worker's compensation or to undertake self-insurance. Prior to commencing the
performance of the work under this Agreement, Contractor agrees to obtain and maintain any
employer's liability insurance with limits not less than $1,000,000 per accident.
d. The following requirements apply to the insurance to be provided by Contractor
pursuant to this section:
(i) Contractor shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved in form by the City Attorney.
(iii) Certificates and policies shall state that the policies shall not be canceled
or reduced in coverage or changed in any other material aspect without
thirty (30) days prior written notice to the City.
e. If Contractor fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has been procured
and is in force and paid for, the City shall have the right, at the City's election, to forthwith
terminate this Agreement. Such termination shall not effect Contractor's right to be paid for its
time and materials expended prior to notification of termination. Contractor waives the right to
receive compensation and agrees to indemnify the City for any work performed prior to approval
of insurance by the City.
7. INDEMNIFICATION
Contractor agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, Contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims
for personal injury, including death, and claims for property damage, which may arise from the
direct or indirect operations of the Contractor or its contractors, subcontractors, agents,
employees, or other persons acting on their behalf which relates to the services provided by
Contractor under this Agreement; and (2) from any claim that personal injury, damages, just
compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects
arising from this Agreement. This indemnity and hold harmless agreement applies to all claims
for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have
been suffered, by reason of the events referred to in this Section or by reason of the terms of, or
effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless,
and pay all costs for the defense of the City, including fees and costs for special counsel to be
selected by the City, regarding any action by a third party challenging the validity of this
Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or
equitable relief due to personal or property rights arises by reason of the terms of, or effects
arising from this Agreement. City may make all reasonable decisions with respect to its
representation in any legal proceeding.
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8. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Contractor agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include
all nonpublic information. Confidential information includes not only written information, but
also information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to
any information that (a) has been disclosed in publicly available sources; (b) is, through no fault
of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the
Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of
law; or (e) is independently developed by the Contractor without reference to information
disclosed by the City.
9. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under this
Agreement.
10. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this
Agreement shall be in writing and shall be deemed to be properly given if delivered in person or
mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other
telegraphic communication in the manner provided in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax 714-647-6956
With courtesy copies to:
Executive Director of Parks, Recreation and Community Services
City of Santa Ana
26 Civic Center Plaza (M-75)
P.O. Box 1988
Santa Ana, California 92702
Fax 714-571-4211
and City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
Fax 714-647-6515
To Contractor: Vista Del Verde Landscape, Inc.
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Mr. Robert Johnson
250 Fischer Avenue
Costa Mesa, California 92626
Fax
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by telefacsimile, communication shall be effective or
deemed to have been given twenty-four (24) hours after the time set forth on the transmission
report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of
calculating these time frames, weekends, federal, state, County or City holidays shall be
excluded.
11. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any Exhibits or Attachments
hereto, the terms of this Agreement shall prevail, followed by the provisions of Exhibit A. This
Agreement may not be modified except by written instrument signed by the City and by an
authorized representative of Contractor. The parties agree that any terms or conditions of any
purchase order or other instrument that are inconsistent with, or in addition to, the terms and
conditions hereof, shall not bind or obligate Contractor nor the City. Each party to this Agreement
acknowledges that no representations, inducements, promises or agreements, orally or otherwise,
have been made by any party, or anyone acting on behalf of any party, which are not embodied
herein.
12. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other Contractors retained by City.
13. TERMINATION AND DAMAGES
This Agreement may be terminated by either party upon ninety (90) days written notice
of termination. In such event, Contractor shall be entitled to receive and the City shall pay
Contractor compensation for all services performed by Contractor prior to receipt of such notice of
termination, subject to the following conditions:
a. Payment need not be made for work which fails to meet the standard of performance
specified in the Recitals of this Agreement and the Specifications set forth in Exhibit A.
b. Material Breach: If the Executive Director determines the Contractor has failed in the
performance of its duties and/or schedule as provided, the Executive Director may consider the
Contractor in material breach. City may exercise all remedies in law or equity including but not
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limited to: 1) withholding all or a portion of payment owed relative to any such failure to perform
or for any delay in performance, and 2) directing the work be accomplished by either City
employees or another contractor at Contractor's expense, as determined by the Executive
Director. Contractor shall be responsible for all costs resulting from breach, including incidental
and consequential damages. In the event of a material breach, which remains uncured after five
(5) days notice to Contractor, City may terminate this Agreement upon thirty (30) days written
notice of termination.
14. DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital
status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by
applicable law, in the recruitment, selection, training, utilization, promotion, termination or other
employment related activities. Contractor affirms that it is an equal opportunity employer and
shall comply with all applicable federal, state and local laws and regulations.
15. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the
validity, interpretation, performance, and enforcement of any of the clauses of this Agreement
shall be determined and governed by the laws of the State of California. Both parties further
agree that Orange County, California, shall be the venue for any action or proceeding that may be
brought or arise out of, in connection with or by reason of this Agreement.
16. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and
in writing of her inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
17. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has the power,
authority and right to bind their respective parties to each of the terms of this Agreement, and shall
indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to
City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set
forth in the body of this Agreement.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year
first above written.
CITY OF SANTA ANA
ATTEST:
MARIA D. HUIZAR PAUL M. WALTERS
Clerk of the Council Interim City Manager
APPROVED AS TO FORM: VISTA DEL VERDE LANDSCAPE,
INC.
JOSEPH STRAKA
Interim City Attorney
By: ROBERT S. JOHNSON
Laura Sheedy President
Assistant City Attorney Tax ID#
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EXHIBIT A
SPECIFICATION FOR ROUTINE MAINTENANCE
L GENERAL CONDITIONS
A. FUNCTIONS AND RESPONSIBILITIES
1. City - Director's Authority
The Director is the only person authorized to direct changes in any of the
requirements under the Agreement and, not withstanding any provisions contained
elsewhere in the Agreement, and said authority remains solely in the Director. In the
event that the Contractor effects any such changes at the direction of any person other
than the Director, the changes will be considered to have been made without
authority and solely at the risk of the Contractor. In addition, the Director shall have
the authority to accept/reject materials, workmanship and to make changes in work or
schedule, when the City determines that no extra costs are involved.
The intent of these specifications is known by the City of Santa Ana. Any questions
relating to the interpretation of these specifications must be addressed, in writing,
prior to the start of work. When the performance of the work or completion per
schedule is determined to be sub-standard, the director may recommend that all or a
portion of payment be withheld. Payment to be withheld shall be deducted from the
next monthly payment due, or if the amount is insufficient to cover payment, the
Contractor shall be liable for said deficiency and will be billed accordingly.
The Director, or his authorized representative shall decide all questions, which may
arise as to the manner of performance and completion per schedule, acceptable
fulfillment of the Agreement by the Contractor, interpretation of the specifications,
and compensation, including completion of work by alternate sources.
2. Contractor
a) Local Office
The Contractor shall maintain a physical office within the 714 area code (local
office). The local office shall be open Monday through Friday 8:00 a.m. to 5:00 p.m.
with a company representative present at all times. Answering services or mobile
telephones will not be considered a local office.
b) Submittals
Prior to contract commencement, and by the first of every month thereafter,
Contractor shall submit to the Director for approval: 1) a detailed annual, monthly
and weekly work schedule consistent with task frequencies in Exhibit A; 2) time
sheets of employees assigned to the contract areas; 3) names and titles of all persons
working on the project and their qualifications; and 4) equipment, materials and/or
chemicals to be used on the project. The information contained in the above
referenced documents shall be updated with any new information as changes occur.
The Director shall be immediately notified of any changes to the above information.
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c) Uniforms and Vehicle Identification
The Contractor shall provide to all field personnel a standard uniform including but
not limited to uniform company hats, collared work shirts, pants, jackets, vests and
ANSI approved safety shoes. All uniforms will be marked with some form of
company logo or other form of identification.
All vehicles and equipment on the project site shall be in operable and working
condition, clean appearance without visible damage, dirt graffiti etc. In addition,
all vehicles shall have the company's name clearly identified on the right and left
side doors.
B. SAFETY REQUIREMENTS
All work performed under this contract shall be completed with maximum safety as
the priority above all other requirements. In the event unsafe work is observed by
City staff or otherwise reported, the Director may at his discretion order Contractor
to stop performing and pay all costs and or damages resulting from the delay.
C. SAFETY NOTIFICATION
If Contractor identifies a potential safety issue, Contractor shall:
I. Notify the public that potentially unsafe conditions exist by installing yellow
"Caution Tape" and "A" frame barricades or equal substitute around the
condition.
2. Notify the Director of the condition first by phone and then in writing (e-mail is
acceptable) including digital photographs of the potential safety concern. Once
the Contractor has notified the City and the public of the condition, as specified
above, Contractor shall have no further responsibility regarding the condition.
D. UNDERGROUND ALERT SYSTEMS
Underground Alert Systems (telephone number 1-800-422-4133) must be notified
48-hours in advance prior to any excavation work.
E. PROPERTY DAMAGE
Any damage to private property caused by Contractor shall be immediately reported to
the property owner. Contractors shall pay for any damage caused to private property in
performing this agreement.
F. ACCESS TO PRIVATE PROPERTY
Prior to any work involving private property, the Contractor shall notify the City of
the proposed work and obtain all necessary permits and/or consent required from
City and/or property owner.
G. PROTECTION AND RESTORATION OF EXISTING IMPROVEMENTS
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The Contractor shall protect City and/or private property adjacent to work areas
including sprinkler systems, drain pipes, lawns, brick work, plantings, masonry
work, fences, walls, sidewalks, street paving, etc., located on either public or private
property. Contractor shall, at its expense, replace any property that is removed or
damaged, other than property pre-approved for removal.
Contractor shall abide by the City's "Policy for Driving on Park Property" (See
Attachment 6).
H. TRAFFIC CONTROL
The Contractor will not interrupt traffic flow on City streets. In situations where it is
necessary to restrict traffic flow, the Contractor will contact the appropriate City
department and obtain all necessary permits and/or consent from the responsible
public agency.
1. MONTHLY REPORTS
Prior to the first day of each month the Contractor shall submit the following reports:
1) employees daily work schedule by location and crew/task(s); 2) pesticide use
report that was forwarded to the Agricultural Commissioner's Office; 3) irrigation
report; and, 4) "green waste" recycling report.
J. WATER COST
City will pay for water used by Contractor pursuant to this agreement up to a
specified amount detailed in a monthly Estimated Applied Water (EAW) report.
Should the amount of water applied exceed the monthly EAW then the Contractor
shall pay the cost of the excess water.
II. GROUNDS/LANDSCAPE MAINTENANCE SPECIFICATIONS
A. DEFINITIONS
1. "Director" shall mean the Executive Director of Parks, Recreation and
Community Services or designated representative.
2. "Pruning" shall mean the practice of removing lateral shrub or tree branches and
may also be referred to as "trimming."
3. "Weed" shall mean any undesirable or misplaced plant.
B. SCOPE OF WORK
It is the intent of this agreement to continually improve the quality of the facilities.
The Contractor shall provide all labor, training, materials, tools, equipment,
transportation, hauling, dumping, fertilizers, pesticides, chemicals and other items
needed to perform high quality grounds/landscape maintenance pursuant to the terms
defined herein. The Contractor shall provide all grounds/landscape maintenance at
work sites listed herein, including, but not limited to pruning/trimming, shaping and
training of trees, shrubs, and ground cover plants, removing and controlling weeds,
controlling plant diseases and pests; mowing turf, edging turf and ground cover;
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irrigating plant material; maintaining and repairing irrigation systems; removing
trash and debris; ball diamond maintenance; picnic area maintenance; tot-lot
maintenance; and, other services required to maintain the work sites in a safe,
attractive and useable condition.
The Contractor shall maintain all plant material in a healthy and beautiful condition
using the best industry/ horticultural accepted standards for growth, color, and
appearance as determined by the Director.
Contractor understands that it is assuming maintenance responsibility of the
parks/locations "as is" and is responsible for improving all aspects of the parks,
irrigation system, hardscape, turf, ground cover, plants and all other areas to the
quality described in these specifications.
C. EXTRA WORK
It is the City's intent to keep parks and other public recreational sites in a beautiful
and exceptionally well maintained condition. This specification is designed to
continuously improve parks and public recreational sites. It is with this intent in
mind that the Director may consider authorizing extra work. Extra work will not be
initiated without written authorization. In emergency situations, a not to exceed price
may be submitted by contractor via e-mail for review/approval by City.
The Director may request that the Contractor submit proposals for extra work in
order to improve the grounds-landscape in the contract sites. The Contractor shall
submit proposals using the City's Proposal for Extra Work Spreadsheet (see Exhibit
E). The Contractor shall complete the spreadsheet in its entirety using his/her
proposed extra work pricing (that is a part of this agreement) in order for the
proposal to be considered. City reserves the right to request materials/equipment
receipts with invoices. All labor shall be quoted on a "not to exceed" basis and City
will only pay for labor actually incurred.
D. OUTSIDE OF SCOPE
Damage or malfunction to plant material or irrigation system equipment (from valve
to water meter), with the exception of irrigation heads and lateral lines, by any of the
following may be considered outside the scope of this Agreement:
(1) Acts of God
(2) Civil Disorder
(3) Vehicle Collision (excluding Contractor and its employees and subs)
(4) Excavation or re-surfacing of the street
(5) Power failures
(6) Underground wiring damage
Contractor will not be considered responsible for replacement. Contractor must
prove to the satisfaction of Director that one of the above occurred in order to be
excused from performing under the Agreement.
1. Scheduling of Work - Routine Maintenance
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a) The Contractor shall provide landscape maintenance between the hours
of 6:00 a.m. and 6:00 p.m., Monday through Sunday. The schedule may be
modified only with the Director's consent. Landscape maintenance that
generates excess noise cannot begin before 8:00 a.m.
b) The Contractor shall establish schedules of "routine work" to be
followed in the performance of this contract. Schedules listing the name and
size of specific crews performing daily, weekly, monthly, annual and periodic
maintenance shall be submitted to the Director each month. A copy of these
schedules shall be provided to the Director prior the performance, and any
changes in scheduling shall be reported in writing and subject to the approval
of the Director. The schedule shall include days of the week and what
person/crew will be performing specific work in accordance with the
specification. Each person/crew will be identified and list the number of
employees by job classification. Once the initial schedule of "routine work"
is completed the Contractor shall notify the Director in writing before any
changes are made.
C) The Contractor shall establish a schedule of renovations,
pruning/trimming and other infrequent operations. A copy of this schedule
shall be provided to the Director prior to performance, and any changes in
scheduling shall be reported in writing and subject to the approval of the
Director. Contractor may be required to use schedule template provided by
City. Once the initial schedule is completed the Contractor shall notify the
Director in writing before any changes are made.
2. Work Force
a) Contractor's supervisory personnel (Supervisors) shall have a
combination of five years experience or education in Ornamental Horticulture,
Landscape Architecture, Irrigation Technology or related science.
Supervisors shall also possess landscape/grounds management skills required
to implement modern methods and newly developed horticultural and
arboriculture procedures and/or practices. Supervisors shall accompany the
Director on weekly inspection tours of the contract sites. During the tour the
Supervisor shall indicate the work completed the previous week, any changes
that were made or are being contemplated and the work scheduled for the
upcoming week and month.
b) The Contractor shall provide a Certified Irrigation Specialists in each
district who possess, at minimum, the qualifications described in Section
II.E.7. Irrigation Techs shall manage each site's irrigation controller
programming, performance and maintenance including, but not limited to,
performing all irrigation checks/report writing and performing repairs and/or,
modifications to the irrigation system. Your proposal will be evaluated on the
qualifications of this individual and the amount of FTE's you assign to each
district. Copy of certificate is required with proposal submittal.
C) Director may require Contractor to remove any employee from work
sites at his or her discretion.
3. Materials
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a) The Contractor shall submit to the Director a list of all materials and/or
chemicals that may be used pursuant to the terms of this Agreement.
The list shall include Material Safety Data Sheets and chemical analysis
where applicable, recommended usage and any other manufacturers data
that may be pertinent. The list must be submitted before any
materials/chemicals are used pursuant to this Agreement.
b) The materials and chemicals utilized in furtherance of this Agreement
shall comply with the following standards:
(1) All fertilizers shall be complete, furnishing the required percentage
of nitrogen, phosphoric acid and potash to keep lawns, trees,
shrubs and other plants in a healthy and vigorous growing
condition.
(2) Pesticides including but not limited to: Insecticides, fungicides,
herbicides, algaecides, aviacides, and rodenticides shall be of the
best quality obtainable and available on the market, properly
labeled with guaranteed analysis, and brought to the job site in the
manufacturer's original container.
(3) Tree stakes, tree ties and guy wires shall be of materials matching
those existing at the work site or as specified by the Director.
4. Trash Disposal and Recycling
All organic waste (including leaves, grass clippings, brush, branches, and tree
parts) resulting from work performed under this contract shall be disposed of
pursuant to the requirements of the Santa Ana Municipal Code (SAMC)
Chapter 16. Organic waste cannot be taken to a landfill. Every month, the
Contractor shall submit receipts from licensed composters/green waste
recycling facilities, to the Director listing the tons of organic waste recycled
and the names and addresses of the composting or processing companies.
As an alternative, the City will allow Contractor to dispose of green waste and
trash in bins provided by the City. The City will determine the amount of green
waste and trash allowed to be dumped in these bins based on historical
amounts. Any additional disposal fees must be paid by Contractor. At no time
will the contractor be allowed to dispose of trash or green waste that was not
collected as part of this contract. If the City finds that the contractor is
disposing of trash from other contracts, the City will discontinue this service
for the contractor and the contractor will be required to pay for their own trash
service.
E. ROUTINE MAINTENANCE
Routine maintenance shall include but not be limited to the following services
performed at the Work Sites listed in Exhibit F.
1. Turf Care
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Turf care shall be differentiated by the two types of turf - "Casual Turf' and
"Sport/Priority Turf (see site maps in Attachment 5 that identify the areas for each
type of turf). The Contractor shall maintain mowers that provide a smooth, even cut
without ridges or depressions and without tearing of the leaf blades (caused by
unsharpened mower blades). Mowing shall be performed at the speed the mowers
manufacturer specifies to maximize quality of cut. Mowing shall be performed with
straight and flowing patterns approved by the Director's Representative. The
emphasis will be on quality mowing vs. speed and unprofessional patterns. From
time to time the Director will direct the Contractor to change mowing pattern to
minimize rutting and compaction.
a) Casual Turf Mowing
All "casual" turf (non-sport/priority turf) shall be mowed: 1) weekly May
1 through October 31 and, 2) every other week November 1 through
April 30 . The Contractor shall use a tractor powered reverse flail mower
for the larger open turf areas, a 52" mower and a small walk behind
mower for areas between trees and other park amenities. The Director
shall determine height of cut. String trimmers are not allowed for
mowing turf. Any visible clippings shall be collected and disposed of
pursuant to SAMC Chapter 16.
b) Priority Turf Mowing
All "sport/priority" turf as described in Attachment No. 5 shall be
mowed once a week all year. Any visible clippings shall be collected
and disposed of pursuant to SAMC Chapter 16. The Contractor shall
mow the sport/priority turf areas at 3/4" to 1" using a power driven
fairway reel mower and a walk behind reel mower along skinned infield
brickdust areas, turf infields, turf infield foul areas, soccer/football fields,
soccer/football out of bound areas. The Director's Representative shall
direct the Contractor to mow the sport/priority turf lower than 3/4" to 1" if
necessary. Note that the ball diamond infield maintenance sub-
contractor shall be responsible for mowing turf infields and other
designated ball diamond turf areas. (see Attachment 1).
c) Edging and Detailing
All edging shall be performed with the use of a McClain's edger or
approved substitute. Stick edgers are not allowed. Contractor shall edge
all turf adjacent to all improved hard surfaces such as concrete,
decomposed granite, asphalted concrete paved areas. Edging/detailing
shall be performed at the same time mowing occurs. Chemical detailing
of turf may occur with the Director's approval. If chemical detailing is
performed, the Contractor shall use the string trimmer to remove the
treated turf within one (1) week after symptoms of phytotoxicity become
recognizable.
(1) The Contractor shall use the McClain's edger, or approved
substitute, to edge straight lines along fences, walls, or long
flowing arcs. The Director's Representative may require the
Contractor to use string lines to edge straight lines if the
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Contractor's staff fails to achieve this quality without this
method.
(2) The Contractor shall detail around trees, along walls/fences
and other park amenities first using a sharpened shovel cut to
establish a concentric round circle around trees, poles, etc. Once
the initial detailed circle is established a string trimmer may be
used to maintain the circle. Should the circle begin to deform
the Director shall direct the Contractor to repeat the detail
process.
(3) The Contractor shall detail turf not greater than 10" away
from walls or fences. Detail lines shall be made straight and
shall be maintained straight. The Contractor shall, at his own
cost, supply top soil and an approved turf seed to reduce any
existing bare soil areas along walls/fences that are greater than
1011.
d) Fertilization
(1) Casual Turf - Contractor shall apply fertilizer twice per year
(first week of January and July) per the City's agronomic plan
(see Attachment 4).
(2) Sport/Priority Turf - Contractor shall apply fertilizer four
times per year (first week of January, April, October and with
annual renovation) per the City's Agronomic Plan" (see
Attachment 4). If no summer renovation occurs, the application
shall be applied as determined by the Director.
e) Irrigation-all turf
(1) Contractor shall ensure irrigation schedules are continually
monitored to provide adequate moisture in the soil for healthy
turf, and avoid excess wet conditions.
(2) Contractor shall not schedule irrigation of sports fields at
least 24 hours prior to the mowing process. During cooler
periods of the year avoid irrigating 48 hours prior to the mow
procedures to ensure a quality cut of the turf.
(3) Under normal conditions the contractor shall not schedule
irrigation on Friday and Saturday nights to avoid wet conditions
during weekend usage. Prior approval will be required to irrigate
during weekends to coordinate with reservations.
(4) Turf areas shall be watered as required by weather
conditions to provide adequate moisture for optimum growth. At
no time shall turf areas show a lack of green color or a loss of
resilience due to lack of water. If Contractor estimates
additional water above and beyond the monthly Estimated
Applied Water (EAW) may be needed, he/she shall request
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approval from Park Services prior to exceeding the monthly
irrigation budget as detailed in the Monthly Water Conservation
Report Estimated Applied Water (EAW) requirements. Failure
to get approval from Park Services prior to exceeding the
monthly irrigation budget will result in the Contractor paying for
the excess water.
(5) When an irrigation system does not adequately provide
water to the turf area in which it is installed, due to any reason
including but not limited to controller failure, valve failure,
broken heads, poor system design, etc., the Contractor shall
provide supplemental irrigation at no extra cost to the City. The
Contractor may use any reasonable means necessary to
uniformly irrigate turf areas. Contractor may also submit AEWs
with engineered drawings to improve these areas of the system.
(6) Automatic irrigation shall be conducted between the hours of
10:00 p.m. and 4:00 a.m. and shall be programmed not to exceed
the EAW. In the event that Contractors water consumption
exceeds the EAW City may deduct said overages from the
Contractor's monthly invoice.
(7) Contractor shall ensure that all staff working on irrigation
possess one of the following certifications:
a. Fullerton College Certificate of Proficiency in Landscape
Irrigation
b. UC Riverside Certificate in Landscape Irrigation
c. Irrigator Tech Certificate Program (must possess all of the
following):
i. Certified Irrigation Repair Technician (GIRT)
ii. Certified Irrigation Auditor (CIA)
iii. Smart Water Certified (SWC)
iv. Certified Irrigation Installer (CII)
Note: If Contractor staff has not received certification
before March 1, 2013, Contractor shall contract with one
of the City's pre-qualified irrigation firms for all
irrigation work, including weekly visual inspections,
monthly reports and repairs.
(8) From time to time City staff will advise contractor of special
events occurring in contract areas and contractor will be required
to adjust irrigation scheduling to avoid negatively impacting the
event. Should the contractor fail to properly adjust irrigation or
otherwise prepare the area for the special event, a failure to
perform in the amount of $916 will be assessed for liquidated
damages.
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f) Weed Control-all turf
The Contractor shall keep all turf, casual and sport/priority turf, free of
all turf type weeds, especially Dallis Grass, Goose Grass, Poa Annua,
Neddle Grass and broadleaf weeds at all times. The Contractor shall,
along with the monthly Pesticide Use report, submit a written schedule
for weed abatement in turf specifying the method, day and location
where weed abatement will be performed. The Director's Representative
will review and approve written schedule taking into consideration the
park's use.
(1) Contractor shall apply approved pre-emergent herbicides to
all turf areas in order to control the germination of noxious
weeds i.e. Dallis Grass, Goose Grass, Crab Grass, Nutsedge,
Plantain, Oxalis, etc.
(2) Should turf type or broadleaf weeds germinate, the
Contractor shall control the weeds immediately upon recognition
by way of selective and/or broad-spectrum post emergent
herbicides approved by the Director.
g) Replanting-all turf
(1) Should turf begin to stress for any reason, Contractor shall
begin applying supplemental water and shall overseed these turf
areas using Stovers Seed Company Bermuda Dunes
(spring/summer) or Stover Seed Grand Slam perennial rye
(fall/winter) seed at the manufacturer's recommended rate and
process.
(2) Should turf die back to the point where soil is visible,
Contractor shall sod these turf areas using Greg Norman 1 hybrid
Bermuda.
(3) The Contractor understands and accepts that at the beginning
of the agreement there may be existing turf areas that are thin or
bare. The Contractor, by entering into the agreement, shall
routinely and at no extra cost to the City, repair thin or bare turf
areas by overseeding or sodding with approved seed or sod until
a thick healthy stand of turf is established.
(4) Contractor also understands and accepts that Santa Ana is a
very heavily used park system, including increased foot traffic,
athletic play, and other uses.
h) Aeration
The Contractor shall aerate all turf areas, casual and sport/priority turf
four (4) times per year in March, June, September, and December. An
aerator that will remove soil plugs and deposit the cores on the surface
of the turf shall perform aeration. Cores shall be pulled to a depth of 6".
i) Sport/Priori Turf
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(1) Renovation: Once (1) per year during the spring/summer or
the fall/winter (as determined by the Director) the Contractor
shall renovate sport/priority turf using:
(a) spring/summer - Stovers Seed Company Bermuda
Dunes seed at six (6) pounds per 1,000 square feet in
bare areas and four pounds per 1,000 square feet where
turf exists;
(b) fall/winter - Stover Seed Company Grand Slam seed
at eight pounds per 1,000 square feet
This shall be accomplished by mowing the existing turf down to
'/4" followed by verticutting (straight blades) to remove thatch.
Prior to seeding, the contractor shall eradicate all weeds and
have the irrigation system functioning properly and have a plan
to provide supplemental irrigation as necessary to germinate the
seed to 100%. The field shall be top dressed prior to seeding to
provide a 100% flat playing surface.
The Contractor shall guarantee 100% uniform germination
within 10 weeks from the time the first application of seed or
will sod any thin or bare areas with Pacific Sod Greg Norman 1
Hybrid Bermuda sod or Pacific Sod Greg Norman 1 Hybrid
Bermuda Sod that has been "cropped over" with perennial rye
grass. Renovation must be completed within three months of
field closure. Director shall determine sod based on
availability/season.
(2) Overseeding: Once per month the Contractor shall overseed
sport fields at a rate of one (1) pound per 1,000 square feet by
mowing the existing turf down to 3/4" followed by verticutting
(straight blades) to remove thatch. This overseeding occurs on
all priority sport turf regardless of whether or not a renovation
was completed.
2. Ground Cover Care
a) Edging and Detailing
(1) Ground cover beds shall be maintained within their intended
bounds and edged and/or detailed the first week of every month
to keep the beds looking manicured at all times.
(2) Ground cover shall not encroach into lawns, shrubs, adjacent
desirable bare areas, curbs, wall fixtures, furniture, beneath
and/or into other plants, etc. All sites shall be cleaned following
each edging/detailing, including streets.
b) Mulching of Bare Areas
In all groundcover areas where bare soil is visible or where the
groundcover is thin so the soil is visible, the Contractor shall apply AG
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Organics, Inc. AG203 Nutri Mulch 2"- 3" minus or approved equal, I/2"
thick minimum quarterly (every third week of January, April, July, and
October) and as necessary to maintain uniform and complete coverage.
Mulch is to be removed and completely replaced with fresh mulch every
July.
c) Fertilization
The Contractor shall fertilize all groundcover areas once per year (first
week in April) per the City's agronomic plan (Attachment 4).
d) Replanting
The Contractor shall be responsible for the complete removal and
replacement of ground cover lost due to normal attrition or due to
Contractor's failure to perform under the terms of this Agreement. City
is responsible for cost of replacing plants lost to vandalism; however,
Contractor must prove that it was vandalism that killed the plant. The
plants shall be planted at appropriate spacing so as to achieve complete
coverage once the plant is 2/3rds mature. Any plants planted by
City/others must be maintained by contractor. Contractor must notify
City within 30 days if plants planted by City/others begin to decline.
3. Shrub Care
a) Pruning/trimming
All shrubs growing in the work areas shall be pruned such that the plants
remain in a healthy growing condition. Plant growth shall be maintained
to prevent overgrowth into passageways, walks, streets, view of signs or
in any manner deemed objectionable by the Director. Dead or damaged
limbs shall be removed so that no projections or stubs remain.
Pruning/trimming shall be done by hand shears or loppers in a manner to
permit plants to grow naturally in accordance with their normal growth
characteristics. "Box hedging" may be required on some shrubs, as set
designated by the Director. Shear hedging or severe pruning/trimming
of plants, unless authorized by the Director, is not permitted. Topping of
plants whose natural growth stems from the base of the plant is not
permitted. Should the Contractor top, shear hedge or severely prune
plants and disfigure or damage the plants, the Contractor shall be
responsible for replacing those plants with like kind and size, subject to
approval by the Director.
The Contractor may be requested from time to time to raise the bottom
of the shrubs for security reasons.
b) Replanting
The Contractor shall be responsible for the complete removal and
replacement of shrubs lost due to normal attrition or due to Contractor's
failure to perform under the terms of this Agreement. City is responsible
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for cost of replacing plants lost to vandalism; however, Contractor must
prove that it was vandalism that killed the plant. The plans shall be
planted at appropriate spacing so as to achieve complete coverage once
the plant is 2/3rds mature. Any plants planted by City/others must be
maintained by contractor. Contractor must notify City within 30 days if
plants planted by City/others begin to decline.
C) Mulching of Bare Areas
In all groundcover areas where bare soil is visible or where the
groundcover is thin so the soil is visible, the Contractor shall apply AG
Organics, Inc. AG203 Nutri Mulch 2"-3" or approved equal, ''/z" thick
minimum quarterly (every third week of January, April, July, and
October) and as necessary to maintain uniform and complete coverage.
Mulch is to be removed and completely replaced with fresh mulch every
July.
d) Fertilization
The Contractor shall fertilize all shrub areas once per year (first week in
April) per the City's agronomic plan (Attachment 4).
4. Tree Care
a) Height/Quality of Pruning
In the first week of August of each year the Contractor shall routinely
Class 1 prune all trees up to a height of fifteen (15) feet. All trees within
the scope of work shall be maintained to keep the natural integrity and
shapes of the trees. Pruning shall be accomplished in a manner that will
ensure that each individual tree is Class I pruned as set forth in the City
of Santa Ana Tree Pruning/trimming and Stump Removal Specifications
(see Attachment 3). In addition, the Director may require the Contractor
to remove or prevent encroachment of trees into the public right of way
where the tree blocks vision or is considered undesirable. Low branches
overhanging sidewalks shall be trimmed to a height of nine (9) feet
above finish grade. Young trees needing pruning/trimming, training, and
shaping to develop caliper and a strong structural framework may have
low branching laterals and or appropriate sucker growth. Contractor
shall remove hangers under 15" and fallen limbs 80 lbs. or less.
b) Staking, Tying and Guying
All trees requiring staking shall be securely staked at all times with
stakes and rubber cinch ties approved by the Director. Rubber hoses and
wire are not permitted ties. All stakes shall be set perpendicular to
prevailing winds unless designated otherwise by the Director. Tree
stakes shall also be set a consistent distance away from the trunk of the
tree (minimum six (6) inches) to reduce abrasion and cell elongation.
The tops of all tree stakes shall be removed approximately three (3)
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inches above the highest tie to reduce abrasion of main or lateral
branches of the tree.
C) Mulching of Bare Areas
In designated tree ring areas where bare soil is visible the Contractor
shall apply AG Organics, Inc. AG203 Nutri Mulch 2"-3"or approved
equal ''/2" thick minimum quarterly (every third week of January, April,
July, and October) and as necessary to maintain uniform and complete
coverage. Mulch is to be removed and completely replaced with fresh
mulch every July.
d) Hazardous Tree Reporting
In the event the Contractor detects any tree displaying roots heaving or
girdling (either by roots or a foreign material), leaning, broken or
hanging limbs, or if Contractor determines that potential safety hazard
may exist Contractor shall notify the Director by phone within twenty-
four (24) hours.
e) Loss of Trees
The Contractor shall be responsible for the complete removal and
replacement of any and all trees lost due to the Contractor's failure to
perform under this agreement. Failure to perform includes but is not
limited to, girdling trees with string trimmers or tree ties, improper
planting of new trees, improper pruning/trimming techniques which
disfigure or destroy the trees natural integrity and shape, or failure to
detect and prevent treatable diseases and insect infestations.
All trees that exhibit the signs of disease or pests, or any other signs of
distress shall be inspected by a Certified Arborist approved by the
Director. Contractor shall provide an exact location and separate
evaluation/report for each tree in decline. Contractor shall treat any tree
in decline at no additional cost to City. Should the Certified Arborist
determine that the tree had a terminal disease that the Contractor could
not have treated or prevented, the Contractor shall not be responsible to
replace the tree. However, should the Certified Arborist determine that
the tree's unhealthy condition or death could have been prevented had
the Contractor treated the tree then Contractor shall be responsible for
the cost of treatment to restore the tree to a healthy condition or replace
the tree. The latest American Shade Tree Conference guidelines for
value determination will determine the value of the trees lost.
By entering into agreement with the City the Contractor acknowledges
that they accept the condition of each tree and should a tree go into
decline or expire the Contractor agrees to replace the tree with like
species and size or agree that the City shall withhold payment equal to
the value of the tree.
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5. Vine Planting, Establishment and Maintenance
a) Planting
Contractor shall continuously plant throughout the year at its own
expense 1 gallon Parthenocissus tricuspidata (Boston Ivy) vines at 15' on
center along property walls, building walls, and any other park owned
walls until the vines mature and cover the walls. Note that the
Contractor shall irrigate the vines and fertilize as necessary to promote
healthy and vigorous growth. The Contractor will immediately replace
any vine at the Contractor's expense that is lost for any reason including
but not limited to lack of water, vandalism, accidental post emergent
spraying, etc. Planting of vines shall not exceed 200 per year per district.
b) Contractor shall trim the vine once it reaches the top of the wall or at a
specific height on the wall, as determined by the Director. The
Contractor shall keep vines off telephone poles or other non-wall surfaces
at all times
6. Weeds, Disease and Pest Control
a) Weed Control
All hardscape and landscape areas shall be kept free of weeds at all times.
Weeds shall be removed by hand and/or approved mechanical or
chemical methods. Director may dispatch City staff to remove weeds that
reach two (2) inches or greater and are not removed immediately. In such
instance, the cost will be deducted from the Contractor's monthly invoice.
b) Disease and Pest Control
(1) The Contractor shall inspect on a daily continuous basis all
landscaped areas (turf, trees, shrubs, ground cover, and annual
color) for presence of disease, insect, rodent infestation or any
other pests. If any pests, such as but not limited to, disease,
insect, algae, birds, animals, such as rabbits, squirrels, or rodent
infestation (rodents including rats, gophers, moles, voles, etc.) is
discovered, it shall immediately be controlled by the Contractor
at his/her expense using the safest and most expedient method.
(2) The Contractor is responsible for inspecting all plant material on
a continuous basis and, as necessary, treating plant material to
maintain optimum health of the plants. If any plant material
(turf, groundcover, shrubs, trees) dies without the Contractor
diagnosing the plant and implementing efforts to restore the
plant to a healthy and attractive appearance, the City will assume
the Contractor caused the plant death. Contractor will be
required to replace the plant with like species and size at no
extra cost to the City. City is responsible for cost of replacing
plants lost to vandalism; however, Contractor must prove that it
was vandalism that killed the plant. In the case where turf is lost
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due to pest damage, the Contractors shall replace the area of turf
lost with Pacific Sod Greg Norman I Hybrid Bermuda (during
spring/summer) and Pacific Sod Greg Norman I Hybrid
Bermuda that has been cropped over with Perennial Rye grass
(during fall/winter).
7. Irrigation System Maintenance
a) General Responsibilities
(1) Contractor's Certified Irrigation Specialist shall use automatic or
mechanical irrigation systems to irrigate all landscape areas
detailed in this Agreement. In the event the existing irrigation
system fails to provide full and proper coverage, the Contractor
shall provide alternate irrigation with full and proper coverage to
all areas in the work site at no extra cost to the City.
(2) Newly planted trees, shrubs, ground cover and turf shall receive
adequate water to promote normal healthy growth. Proper berms
or basins shall be maintained during plant establishment period.
b) Operation of Automatic Irrigation Controllers
Where the operation of automatic irrigation controllers is required, the
Contractor shall:
(1) Not duplicate any coded City key furnished by the Parks,
Recreation and Community Services Agency for access and
operation of the controller.
(2) Surrender all keys furnished by the Parks, Recreation and
Community Services Agency at the end of the contract period or at
any time deemed necessary by the Director to prevent serious loss
to the City of Santa Ana.
(3) Protect the security of City property by keeping controller cabinet
and building doors locked at all times.
(4) Refrain from using locked premises for storage of materials,
supplies or tools, except as approved by the Director.
(5) Program normal irrigation between the hours of 10:00 p.m. and
4:00 a.m. unless alternative hours are approved by City.
c) Water Conservation
(1) The Contractors Certified Irrigation Specialist shall meet once a
month with Park Services to review the City's Monthly Water
Conservation Report to discuss water conservation strategies.
These discussions may include, but not be limited to, the
Contractor turning off irrigation systems during periods of rainfall
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and times when suspension of irrigation is desirable to conserve
water while remaining within the guidelines of the EAW.
(2) When Park Services determines that plant material (turf,
groundcover, shrubs, and trees) must be irrigated, all controllers
shall be activated within twenty-four (24) hours.
d) Inspection and Reporting
(1) The Contractor shall physically inspect the operation of all
irrigation systems once a month and prepare a written report
specifying park name, controller location/name, start times, run
times, program name, station number, and repairs needed. The
Contractor shall maintain all sprinkler systems using City standard
irrigation products and details. All repairs shall be to City
specifications and details. Repairs to irrigation heads shall be with
matching precipitation nozzles. Contractor shall ensure that
excessive over spray/runoff into street right-of-ways or other areas
not intended to receive irrigation is controlled. The Contractor
shall repair at his own expense any irrigation head and lateral line
rendered inoperable or malfunctioning due to attrition, vandalism,
etc.
(2) Contractor shall perform a visual inspection of all irrigated areas
once per week. All areas receiving marginal coverage shall
receive supplemental irrigation by being irrigated by a portable
irrigation method. The contractor shall furnish all portable hoses,
nozzles, sprinklers, etc., necessary to accomplish this additional
irrigation. Care shall be exercised to prevent a waste of water,
erosion, and/or detrimental seepage into existing underground
improvements or structures.
e) Repairs
The Contractor shall be responsible for repairs to all irrigation heads,
swing joints and lateral lines as a part of this agreement. The Director
will be responsible for repairs to the irrigation system from the valve to
the water meter.
8. Hardscape Maintenance
a) All paved areas, including but not limited to paved parking lots, curb
gutters, pool decks, stamped or other enriched hard surface areas, shall
be thoroughly cleaned once every other week between Monday and
Friday. Vacuums, blowers, sweepers or other approved equipment may
be used to clean hardscape areas. Debris shall not be blown or swept
onto adjacent planters, streets or property. All debris must be picked up
by the Contractor and removed from the site. Debris and litter that shall
be cleaned includes, but is not limited to, leaves, twigs, branches, and
trash. The City shall approve any equipment that is to be used for
cleaning hardscape. Large trash items in excess of five inches length or
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width, a muddle of smaller items, spills, and any material (including
tree/plant material) that creates a safety hazard shall be picked up daily.
b) Picnic facilities and park benches, including but not limited to picnic
tables, barbecues, benches, concrete pads and shelters shall be
continuously maintained in a safe and clean condition.
c) Pavement pressure washing - Contractor shall perform pressure washing
quarterly (second week of January, April, July and October) to remove
dirt, stains, gum, tar, etc. from all paved pedestrian surfaces including
sport courts, sidewalks, picnic pads, and paved areas around buildings.
d) Site amenity cleaning - Contractor shall perform pressure washing of site
amenities, such as but not limited to, picnic tables, park benches, skate
park, walls, planters, raised curbing, railing, exterior of buildings,
overhead shelters, etc.
(1) All picnic amenities (picnic tables, b.b.q.s, picnic shelters, etc.) and
park benches shall be wiped clean every day Monday through
Sunday to assure that all trash, stains, spills, debris, glass, staples,
nails, tape, wire, etc. is removed.
(2) All picnic concrete paved areas and b.b.q.'s, park bench areas,
patio areas, and areas adjacent building entrances shall be cleaned
once a month using high pressure cleaning equipment.
(3) All barbecues shall have ashes, charcoal or any other materials
removed once a week. Contractor shall paint the exterior of the
b.b.q.'s and the post with heat and rust resistant flat black paint
whenever rust appears.
e) All parks with flagpoles shall have an American flag displayed at all
times. The Contractor shall visually inspect the flag every day to assure
it is in good condition. Should, in the opinion of the Director, the flag
not be in good condition (faded, discolored, torn and/or having holes)
Contractor shall immediately request from the Director a new flag.
Contractor shall raise the new flag immediately upon receipt from the
Director.
f) Drinking fountains shall be cleaned, sanitized and unplugged on a
continuous basis. The Contractor shall use approved germicidal cleaner
and products to assure that drinking fountains are clean and polished.
The Contractor shall remove all mineral build up, algae, stains, etc. The
Contractor shall achieve this level of quality using a combination of
cleansers, metal polish product, hand and/or power tools. Should the
drinking fountain be so plugged that dismantling the fountain is required
the Contractor shall notify the Director immediately so City staff can
make the repair.
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9. Playground/Tot-Lot Areas
a) The Contractor shall provide maintenance of all playground/tot-lot sand
and rubberized areas once a week. Maintenance shall include, but not
limited to, loosening of compacted areas, re-grading sand/wood chips
areas to level condition (eliminating ruts, depressions, build up areas,
etc.), sifting of sand/wood chips to assure that debris and any other
foreign objects are removed, removal of weeds, removing sand/wood
chips on sidewalks surrounding the playground/tot-lot, eliminating
berms (including pre-existing) in the turf surrounding the
playground/tot-lots (high pressure water blasting or sod cutting, leveling
and re-sodding are approved methods), and trash and other undesirable
material. Rubberized fall areas shall be cleaned of sand/wood chips and
debris daily. Any sand/wood chips that accumulate on the rubberized
surface shall be reused. Sand/wood chips and debris on the playground
equipment shall be removed.
b) The City shall be responsible for all playground equipment and tot-lot
area safety inspections.
10. Ball Diamond Maintenance
The Contractor shall retain a sub-contractor to provide ball diamond infield
maintenance as set forth in Attachment 1.
a) Baseball Perimeter Maintenance
Ball diamond perimeter maintenance shall be performed daily. Ball
diamond perimeter maintenance shall be defined as all areas outside the
field of play and sideline/dugout areas where coaches, players and others
associated with the game gather. Ball diamond perimeter maintenance
areas shall include but is not limited to grandstands, areas around
concession stands, fence lines, warm-up areas, etc. The work that shall
be performed on a daily basis shall include picking up trash and debris,
blowing off areas/hosing down areas using a high pressure nozzle to
remove brick dust, stains and/or all other foreign material, such as
sunflower seeds or peanut shells, so that all areas, including pavement
and landscape areas, are 100% free and clean.
b) Daily Outfield Maintenance
(1) Irrigation checks and repairs to assure that irrigation heads are at
the proper grade to avoid injury to players who may fall on them
and that no "slippery" areas exist.
(2) Fill in of divots and depressions and all uneven areas with #20
white silica sand, organic compost mixed with Stovers Bermuda
Dunes grass seed during the spring/summer and Stover Grand
Slam perennial rye grass seed during the fall winter to re-establish
the areas.
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(3) Level fence line areas using a rock or leveling rake.
(4) Level and drag warning track areas using nail drag followed by
finishing drag mats. Contractor shall apply new brick dust to fence
lines and warning tracks as necessary to maintain consistent '/z"
layer of brick dust in these areas.
c) Weekly Maintenance
(1) Contractor will then edge the fence lines and warning track to
achieve crisp straight lines and a smooth crisp arc where the
brickdust warning track meets the sport turf.
d) Annual Maintenance
(1) Top dress outfield turf using Santa Ana mix or approved product.
Apply with an approved top dressing machine that will achieve a
level playing surface. (The "Santa Ana Mix" is sold by AG
Organic, Riverside. The specification is: AG Organic Company
Organigro Seed Topdress premixed w/California Organic
Fertilizer, Inc. Phyta Boost Plant Food 7-1-2 (33cy of Organigro
Seed Topdress +700#'s 7-1-2 Phyta Boost per Acre)).
e) Non-recurring maintenance:
(1) During inclement weather the Contractor shall work to reopen
baseball fields as soon as possible. The Contractor shall use
Diamond Dry or an approved equal to warning tracts and fence
lines. In addition, the Contractor shall use hand pumps or any
other reasonable method necessary to drain water off the field.
11. Soccer /Football Field Maintenance
a) All soccer/football fields shall be inspected every day, Monday through
Friday. Contractor shall look for divots, depressions, debris, and other
turf marring conditions. If discovered, the Contractor shall fill in divots
and depressions with #20 white silica sand mixed with Stovers Bermuda
Dunes grass seed during the spring/summer and Stovers Grand Slam
perennial rye grass seed during the fall winter to re-establish the areas.
b) Areas of the field where turf has been worn away due to play shall be
raked, dragged and leveled each day to provide a level-playing surface
free of divots, depressions and uneven surfaces. The Contractor shall
add approved topsoil to these areas as necessary to keep the areas level
and safe.
c) Annually, the Contractor shall top dress outfield turf using Santa Ana
mix or approved product. Apply with an approved top dressing machine
that will achieve a level playing surface.
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12. Sport Court Maintenance
a) All sport courts shall be blown off weekly. Courts and fence lines shall
be completely free of dirt, debris, etc.
b) All tennis courts shall be washed down every other week to remove dust,
gum and stains. The courts shall have water removed immediately
following the washing down.
c) All basketball and volleyball courts shall be washed down monthly to
remove dust, gum and stains. The courts shall have water removed
immediately following the washing down.
d) Contractor shall replace tennis and basketball nets when they become
worn. The City shall furnish nets.
13. General Maintenance and Clean-Up For All Parks and Contracted Sites
a) All trash and debris on the ground or in trash receptacles shall be
removed from all worksites each day Monday through Sunday before
12:00 p.m. This includes all parking lots, landscape areas, paved areas,
street curb gutters, flood control channels, etc. Trash shall consist of all
items 80 lbs. or less. All trash receptacles and lids shall be wiped clean
continuously as stains appear.
b) The contractor shall rake, hand remove, or vacuum leaves that are
not absorbed by planting. This shall be done as often as required to
maintain a neat appearance.
c) After heavy windstorms or other inclement weather that impacts sites
under this agreement, the Contractor shall bring in extra staff to clean all
parks areas within two (2) days at no cost to the City. Debris (80 lbs. or
less), such as but not limited to, litter, fallen branches, trash, limbs,
branches, soil erosion, etc., shall be removed from the worksites.
d) The Contractor shall keep sidewalks and all other paved areas swept
and free of any debris, dirt, glass, weeds, leaves, etc. at all times.
e) Drain inlets shall be checked and if necessary cleaned once per day
to avoid flooding of areas during inclement weather.
14. Other Requirements
a) Work Not Scheduled
The Director may delete a portion of or the entire work site from
contractual maintenance during a construction period or any period
where the Director determines that work cannot be scheduled. The
deletion of this portion of work will be reflected as a reduction in the
monthly payment to the Contractor. The amount of reduction will be
based on the percentage of area involved and will be determined by the
city.
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15. Special Maintenance
In addition to the standard Grounds-Landscape Specification the following
special maintenance shall be performed.
a) P.E. Bike Trail (Chestnut to Bristol). In addition to the standard
Grounds-Landscape Specification the following special maintenance
shall be performed.
(1) Adams to Bristol - The contractor shall keep the unimproved
areas immediately adjacent the improved bike trail free of
weeds, debris, and otherwise any objectionable item a
minimum of 4' from fence lines and/or to the wall of
adjacent buildings.
(2) Warner Ave. to Occidental - The unimproved land
immediately adjacent (east) of the improved bike trail is a
part of this agreement. The Contractor shall maintain all
plant material and keep unimproved areas free of weeds,
trash and debris.
(3) Flower west toward Bristol - This portion of the bike trail
has an unimproved portion of property from Flower St.
running west along the bike trail. This property shall
continuously be maintained free of weeds, trash and debris.
16. City Inspection
a) The Director or his designated representative shall regularly inspect
the parks, playgrounds, fields and all other City property subject to this
Agreement. If said inspection results in discovery of work that is not
performed in the manner, and to the professional degree set forth in the
Specifications, Contractor agrees that the City shall deduct from
Contractor's next monthly payment, the City's actual or estimated cost of
performing the work to bring the property into conformance with the
specifications. Additionally, City shall impose liquidated damages of up
to $300.00 per inspection, per park, per day not meeting the
specifications during any such inspection.
I
I
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ATTACHMENT NO. 1
SUB-CONTRACTOR
BALL DIAMOND IN-FIELD MAINTENANCE
1.0 Scope of Work
1.1 State of California Licensed C-27 Contractor specializing in Ball Diamond In-
Field Maintenance shall provide in-field brickdust maintenance for thirty two
(32) Baseball/Softball Diamonds per the specifications and conditions listed
below:
2.0 Ball Diamond Locations and Quantities/Types of Diamonds at Each Site
2.1 Delhi Park
2.1.1 One (1) 60' base path Little League diamond with skinned
brickdust infield.
2.2 Madison Park
2.2.1 One (1) 60' base path Major Little League diamond with skinned
brickdust infield.
2.2.2 One (1) T-Ball diamond with skinned brickdust infield.
2.3 Memorial Park
2.3.1 One (1) 80'/90' base path Little League Junior/Senior
diamond with skinned brickdust infield.
2.3.2 One (1) 60' base path Little League diamond with combination
turf/brickdust infield.
2.3.3 Two (2) 60' base path Little League diamonds with skinned
brickdust infields.
3.0 Schedule of Work to be Completed
3.1
Delhi Park: 1 day per wk Year round
Madison Park: 5 Days per wk , Feb 1St to July 15th
3 Day per wk, July 16th to Jan 31St
Memorial Park: 5 Days per wk, Feb 1St to July 15th
1 Day per wk July 16th to Jan 31St
4.0 Field Composition Mix (Brickdust) To Be Used When Maintaining In-fields.
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4.1 Field In General
4.1.1 When adding field composition mix (brickdust) to any City of
Santa Ana ball field, the specific type of material to be used is:
Pro Gold Infield Mix with stabilizer from Gail Materials (951)
279-1095.
4.2 Pitchers Mound/Home Plate/Basepath Areas
When adding a mix with a higher clay composition material to any pitcher's
mound/home plate/base-path area, the specific type of material to be used is: Hill
Topper Home Plate and Mound Mix.
5.0 Equipment
The contractor shall provide and have "on hand" at all times during the brickdust
maintenance operation the following equipment.
5.1 Utility Vehicle
Small tight turn radios (13') vehicle designed especially for this type of work.
This vehicle shall have the capability to make circle and figure eight patterns
completely within the skinned brickdust infield area and not trespass onto
adjacent turf areas. Vehicles manufactured by John Deere, Ryan, Toro and
Daihatsu may be acceptable.
5.2 Drags
5.2.1 Scarifying Drag: Used to scratch up or loosen up the skinned
area. The drag shall be made of heavy-duty steel capable of
carrying additional weight (`s). Digging teeth shall be hardened
and pointed and be 1/2" in diameter. Pull chain shall be included.
5.2.2 Cutting and Leveling Drag: Used to level and backfill low spots
in the skinned area. The leveling drag and cutting blades shall
be made of galvanized steel. This drag shall feature cutting
blades that are adjustable and capable of cutting down dirt build-
up (high spots) and depositing dirt into holes (low spots) creating
a smooth and level playing surface. Pull chain shall be included.
5.2.3 Grooming or Finish Drag: Used to complete dragging procedure
on a daily basis and lighter/gentle movement of brickdust. This
drag shall be galvanized metal "door-mat" link. Pull chain shall
be included. Drag shall be 6' in length by 6' in width.
5.3 Other Equipment
5.3.1 Hand Tamp: 20 lb. variety with 48" min. handle. Used to
compact worn areas around bases, home plate and pitching
mound.
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5.3.2 Plastic Sheeting and Duct Tape: Used to wrap hand tamp head
and help prevent wet clay from sticking.
5.3.3 Grade or Grooming Rake: Used to rake and fine level areas.
Shall be made of aluminum, 36" wide and a 6' handle.
5.3.4 Heavy Shovels: Used to move material. Round/Square
Point and Scoop shovels.
5.3.5 Heavy Duty Hose: Used to water down skinned area. Shall be
3/4" to 1" top quality construction with 225-psi working
pressure. Leaks of any kind are not permitted. Contractor shall
have a minimum of 175' of hose on hand at all times.
5.3.6 High Pressure Nozzle: Attached to hose. Use to spray down
brickdust and push excess brickdust off turf edges.
5.3.7 Industrial Push Broom: Used to remove excess brickdust from
turf edges. Shall be 24" min. wide with heavy-duty dual weight
bristles.
5.4 Wet Conditions Equipment" (Add to equipment above)
During periods of inclement weather or when the areas are wet the contractor
shall have "on-hand" during all brickdust maintenance operations the following
items:
5.4.1 Squeegee: Used to push/squeeze water off wet areas or into dry
areas or drains. Shall be 24" to 36" wide with neoprene blade
and magnesium/aluminum head.
5.4.2 "Super SopRer": Used to collect standing water in brickdust
areas. Shall be drum type with exterior sponge and arm holding
drum.
5.4.3 Diamond or Beckson Pump: Used to remove standing water in
brickdust areas. Shall be plastic with flexible piston and value.
5.4.4 Infield Sopper with Wringer and Bucket: Used to collect
standing water in brickdust areas. Sopper shall be geotextile-
covered sponge typical for absorbing chemical spills.
6.0 Meetings
6.1 Contractor shall provide City of Santa Ana staff with a contact person and a
phone number to reach the contact person from the hours of 6:30am - 5:00pm,
Monday - Saturday.
6.2 Contractor shall appoint and identify to City of Santa Ana staff a "site
supervisor". This site supervisor shall meet with staff as requested at time and
place agreed upon by both parties for as long as the contract is in effect to discuss
any problems/concerns that may arise and any goals for the week.
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6.3 In November of each year for as long as the contract is in effect, Contractor shall
personally meet with staff, along with the designated site supervisor, to discuss
and outline schedules for "Annual Renovations" (listed in Section 10.0).
7.0 Daily Infield Maintenance
7.1 General
7.1.1 Contractor shall remove all litter, broken glass and hazardous
debris from infield and dugout areas.
7.1.2 Contractor shall keep brickdust and dugout areas in a weed free
condition.
7.1.3 Contractor shall hose and/or sweep and hose out all dugouts so
they are 100% free of brickdust or any other debris.
7.2 Maintenance Procedure
7.2.1 Retain smooth and level playing surface, using the following
daily procedure. The contractor shall remove all bases before
beginning any work on in-field and re-install after all work on
in-field is completed.
7.2.2 After removing all bases, the contractor shall scrape/wire brush
all base post anchors and base inserts. This will help facilitate
the base removal and installation.
7.2.3 The Contractor shall rake/shovel loose material from high spots
back into low spots/worn areas on running paths, sliding zones,
and any other low spots/worn areas appearing on the field before
any watering or dragging shall take place
7.3 Home Plate Area/Batters Box Area Holes
7.3.1 Sweep/Rake away all loose brickdust.
7.3.2 Wet area until moist.
7.3.3 Scarify area (`s) [batters box hole(`s)] with shovel. This will
help the mix bind better.
7.3.4 In a 5 gallon bucket mix "mound mix" with water to desired
consistency. Do not use infield mix for this purpose.
7.3.5 Backfill "mound-mix" material into hole(`s).
7.3.6 Tamp the area firmly with steel tamp.
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Note: The tamp will be most effective if you cover the
bottom with plastic. Tape the plastic to the tamp
handle. The plastic keeps the clay from sticking
to the tamp's bottom.
7.3.7 After tamping and compacting the "mound mix" covers areas
with infield brick dust.
7.4 Pitcher's Mound
7.4.1 Follow same procedure for repair of home plate/batters box area
utilizing dry "mound mix" for this purpose. Do not cover with
infield mix.
7.4.2 Add to the above the following: Rake all loose material from
bottom to top and cover with "Mound Mix".
7.5 General Brickdust Skinned Infield Areas
7.5.1 After raking/shoveling loose material from high spots back into
low spots/worn areas on running paths, sliding zones, and any
other low spots/worn areas appearing on the field, the Contractor
shall fill all remaining low spots with new Gail Materials "Pro
Gold with Stabilizer" brickdust from stock and make level.
7.5.2 The contractor shall clean all excess brickdust beneath or next to
the backstop, dugout chain link fencing and/or infield chain link
fence lines so that the infield brickdust is level with the dugout
pavement and pavement outside the infield.
7.5.3 Lightly water entire infield before dragging.
Note: Watering shall penetrate brickdust to a minimum
depth of 1/8" deep min. This process is crucial
to keeping brickdust in place and not going air
borne.
7.5.4 Drag infield utilizing small utility vehicle as specified with
"grooming or finishing drag". Circular or figure eight drag
patterns shall be used (see details 1-A & 1-B). Alternate drag
patterns or reverse direction of drag patterns daily to avoid ruts
and high/low areas. Speed of drag procedure shall not exceed 7
mph.
7.5.5 When dragging the skinned infield, the contractor shall stay
away from all turf edges a minimum of 18". This will help in
avoiding lips at brickdust/turf edges. This 18' gap shall also
apply to all backstops and chain link fence areas.
7.5.6 Contractor shall hand rake all base paths on combination
turf/brickdust infields.
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7.5.7 When the dragging process is complete, the contractor shall stop
the drag in a different location daily. This will stop the
accumulation of brickdust in focused areas. At this time roll-up
the drag, place it on the vehicle and remove all debris
accumulated in the drag at this spot and rake out material
emptied from drag.
7.5.8 After dragging, hand rake the 18" edges using the "grade or
grooming rake". The rake shall be held at an angle as to not
push brickdust onto/into turf areas.
7.5.9 After raking the 18" edges, the contractor shall clean all excess
brickdust on the turf edges utilizing a high pressure water nozzle
or heavy duty broom. NO brickdust shall be permitted on the
turf edges at any time.If in the determination of City staff, an
unsafe lip situation exists (an unsafe lip is '/z" or greater) in any
turf/brickdust border area infield to brickdust, base-paths or
brickdust to outfield), contractor will be required to remove or
level the soil build-up with a sod cutter and re-establish the in-
field boundaries with a string line or suitable method and re-sod
up to the border to remedy the situation at contractors expense.
Pre-existing conditions shall be corrected during contract start-
up.
7.6 Final Watering
7.6.1 This is the most time consuming and a very important element of
the procedure.
7.6.2 The contractor shall final water the skinned brickdust to a depth
of/4" minimum.
8.0 Rainy Weather/Wet Field Procedure
8.1 On the next scheduled working day after a rainfall, the following procedure, in
the order listed, shall be adhered to:
8.1.1 Remove all standing water from low spots either by skimming
off excess water and spreading it out to dry areas or using a
pump/sopper system.
8.1.2 Rake out (scarify) wet areas.
8.1.3 Apply Dry Gail Materials "Pro Gold with Stabilizer" Brickdust
Materials from stock to all Wet Areas and Rake Out.
9.0 Work to be Completed "BI-MONTHLY"
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9.1 To maintain levelness of all fields, contractor shall, once every two months,
scarify drag built up amounts of materials at high spots and cut and level drag the
scarified material to low spots. The Contractor shall fill any remaining low spots
with new Gail Materials "Pro Gold with Stabilizer" brickdust from stock and
make level.
Note: Staff shall identify areas to scarify/cut and level
drag to the contractor at weekly meetings with
contractors appointed site supervisor (as per
section 6.2 of contract).
9.2 Heavy water scarified and cut and leveled areas to a '/2" min. depth and allow
settling in before play on field.
Note: Due to heavy watering and its need to settle
before play, staff shall provide a schedule of bi-
monthly scarify/cut and level drag dates to
contractor.
10.0 Work to be Completed "ANNUALLY"
10.1 Each year, the following renovation is to be done on all fields in conjunction with
the City's Annual Sports Turf Renovation Schedule. Fields renovated may
change from year to year.
10.1.1 Contractor shall laser grade each ball diamond. Contractor shall
scarify drag built up amounts of materials at high spots and cut
and level drag the scarified material to low spots. The
Contractor shall fill any remaining low spots with new Gail
Materials "Pro Gold with Stabilizer" brickdust from stock and
make level.
Note: Staff shall identify areas to scarify/cut and level
drag at the November meeting with contractor's
owner (as per section 6.3 of contract).
10.1.2 Contractor shall verify all base distances, pitching rubber
distances and pitching mound heights per the Little League,
Pony/Colt League specifications for each specific field.
Contractor shall repair any specifications not being met on any
field.
10.1.3 In addition, contractor shall install 1/2" new Gail Materials "Pro-
gold with Stabilizer" (brickdust) to in-fields at all diamonds
(minimum 26 tons per Girls Softball/Ma .or Little League Field
and minimum 40 tons per Junior/Senior Little League Field).
Also, the contractor shall install a minimum of 1 ton of Turface
calcite clay per Girls Softball/Major Little League Field and 2
tons of Turface calcite clay to Junior/Senior Little League Fields
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Responsibility for and purchase of necessary materials shall be at
contractor's expense.
Note: The City has the right to move brickdust and
Turface materials to other infields under this
agreement should they decide that an infield or
infields do not require additional materials a
particular year.
11.0 Work To Be Completed "AS DIRECTED"
11.1 Replace Base ANCHORS as directed.
Note: City of Santa Ana use's the Roger's Breakaway
base anchoring system. Contractor shall install
base anchors into the ground per manufacturer's
standards. Top of stake shall be approximately
2" below the surface grade so that the base sits
level and flush against the surface on all sides.
11.2 Replace Bases as directed.
Note: City of Santa Ana shall be responsible for
supplying all necessary base anchors and/or
bases to the contractor as needed.
11.3 Replace or Remove/Level/Re-Install home plates as directed.
11.4 Replace or Remove/Level/Re-Install pitching rubbers as directed.
Note: City of Santa Ana shall be responsible for
supplying all necessary home plates and/or
pitching rubbers to the contractor as needed.
11.5 When given direction to complete "as directed" work, contractor shall complete
the directed work on the next working day.
12.0 Infield Turf Maintenance
12.1 Infield turf shall mean all sport turf in the infield, the foul territory of the infield
and 36" beyond the infield brickdust skin line/arc. Infield turf shall be mowed
two (2) times per week on Monday and Friday.
12.1.1 Contractor shall use a "greens" reel mower to provide "putting
green" quality finish cut.
12.1.2 Infield turf shall be cut between '/2" and 3/4" per staff's direction.
12.1.3 All turf clippings shall be collected and disposed of.
12.1.4 Edging of infield arc shall be performed by infield sub.
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12.2 Infield turf shall be irrigated to maximize healthy growth of the turf while
conserving water. Over watering will not be acceptable.
12.2.1 Contractor shall check and program the automatic irrigation
controller minimum one time per week.
12.2.2 Contractor shall provide any areas of the turf supplemental
watering using a garden hose on an as needed basis to assure a
high quality turf infield.
12.2.3 Infield turf shall be fertilized two (2) times per year in the first
week of January and April per the agronomic plan.
12.2.4 Contractor shall distribute the fertilizer evenly using a
mechanical broadcaster. No hand distribution will be allowed.
12.2.5 Immediately following fertilization the Contractor shall water in
the fertilizer to avoid chemically "burning" the turf.
12.3 Infield turf shall be aerated using a walk behind piston type aerator as often as
deemed necessary by Staff.
12.4 Infield turf shall be kept weed free at all times.
12.4.1 Any grasses other than the original hybrid Bermuda installed in
the infield shall be eradicated immediately upon notice. The
Contractor may choose the method of eradication, however, may
not damage the turf.
12.4.2 Any broadleaf weeds shall be eradicated immediately upon
notice. The Contractor may choose the method of eradication,
however, may not damage the turf.
12.5 Infield turf shall be kept free of disease and rodents at all times.
12.5.1 The Contractor shall be responsible for identifying and treating
any diseases or rodents immediately upon notice.
12.6 Infield turf annual renovation
12.6.1 Each year the infield turf shall be renovated: 1) verticut using the greens
reel mowers straight blade reels; 2) mowed to t/4" high immediately
following verticutting; 3) overseeded with Stovers Seed Company
Sahara Dunes at a rate of 8 pounds of seed per 1,000 square feet; and, 4)
top dressed immediately following seeding by Materials using "Santa
Ana Top Dress Mix."
13.0 General Contract Provisions
13.1 Contractor shall provide and is responsible for all equipment necessary to carry
out the work outlined in the contract. There will be no available storage for
equipment. Contractor will be responsible for bringing in and then removing all
equipment necessary to carry out the work outlined in the contract.
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ATTACHMENT 2
ANNUAL COLOR PLANTING AND MAINTENANCE SPECIFICATION
Before each annual planting the area should be tilled 8 to 16 inches deep. Organic matter in the
form of nitrified redwood must be incorporated to a depth of 8" of the top soil. The contract
administrator may adjust this if adequate organic matter is already present in the soil but the
successful bidder must be prepared to incorporate this organic matter at every color rotation.
Organic matter must comprise 25% of the soil volume where the roots will be. This requires 2"
of nitrified redwood tilled to an 8" depth. Apply 1.5 pounds of nitrogen per 1000 sq. ft. as a
complete low nitrogen material with a ratio of 1:2:1, 1:1:1, 1:2:2 or similar. Do not use a higher
rate of nitrogen as this may result in excessive vegetative growth and a suppression of flowering.
After establishment, fertilize as necessary to maintain a robust appearance and maximum
flowering. After incorporating organic material and other supplements, the beds must be raked
smooth and slightly mounded. Sticks clods and other material must be removed from the bed.
During planting gently crush the root mass with the fingers to stimulate root growth in the
surrounding soil. Begin planting in the center of the bed and keep traffic in the worked soil to a
minimum. Make the hole slightly larger than the root ball and set the plant at the same depth or
slightly higher than it was growing in the container. Smooth out the soil around the plants after
planting, including footprints. Water plants to a depth of 5 inches immediately after planting for
4" plant material (deeper for larger pots).
Plants are to be rotated four times a year and are to be kept disease free and healthy on a
consistent basis. There must be no dead or missing plants at any time and the beds must be kept
in a weed free condition. Plants will be in 4" pots and will be planted in an 8" triangular spacing
pattern. Rows must be in a straight alignment at the time of planting. Plant species that may be
planted at different times of the year may include, but not be limited, to the following annual
bedding plants as approved by the Director:
• Spring/Summer - April through October 1
Alyssum, Lobelia, Salvia, Marigold, Gloriosa daisy, Penstemon, Cosmos, Dahlia, Impatiens,
Begonias, Double Impatiens, Petunia, Verbena, Vinca rosea (periwinkle) Zinnias
• Fall/Winter
Iceland poppies, Pansies, Viola, Stock, Snapdragons, Primroses, Ranunculus
Vandalism
Contractor shall check annual color beds daily (Monday through Friday). If plants are
missing or vandalized, the Contractor shall provide the City's representative with a
proposal to replace missing/damaged plants. After the City's Representative signs the
proposal, the Contractor shall then replant/replace missing/damaged plants within 48
hours.
The City's contract administrator shall be the sole judge of whether the above
specifications are met. The contract administrator shall also approve the types and
combinations of color bedding plants prior to installation.
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ATTACHMENT 3
TREE PRUNING SPECIFICATIONS
1.0 INTRODUCTION
Trees and other woody plants respond in specific and predictable ways to pruning and
other maintenance practices. Careful study of these responses, has led to pruning
practices, which best preserve and enhance the beauty, structural integrity, and functional
values of trees.
In an effort to promote practices, which encourage the preservation of tree structure and
health, the following policies have been established. These specifications are presented
as working guidelines, recognizing that trees are individually unique in form and
structure, and that their pruning needs may not always fit strict rules.
1.01 OVERVIEW OF SPECIFICATIONS
Any tree work performed in the City of Santa Ana Park and Recreation Facilities
(SAPRF) must be done according to the SAPRF specifications. There are different
criteria for pruning depending on the purpose for the pruning.
a. Complete Prune Specifications are used when circumstances deem the entire tree
needs to be fully pruned.
b. Safety Prune Specifications require less pruning and are used when specific,
possibly hazardous (dead/dying) limbs need removal to eliminate all safety
concerns. Safety pruning may be recommended in some circumstances instead of a
complete prune. Safety pruning specifications are used for "as needed" pruning as
outlined above and address only safety concerns. Safety pruning includes only the
basic requirements and does not include the fine pruning detail work outlined in a
complete prune.
c. Power Line Clearance Prune (PLC) Specifications are used for private tree power
line clearance work and for street tree (PLC) pruning when the tree is pruned
between its periodic complete pruning cycles.
d. Palm Pruning Specifications are used when pruning any type of palm.
All specifications are based on International Society of Arboriculture, National Arborist
Association and American National Standards Institute criteria. This guarantees that
SAPRF trees receive the best possible care.
1.02 GENERAL REQUIREMENTS
The following requirements shall be used during any pruning work to be performed on
SAPRF trees:
a. Proper disposal of all tree debris generated.
b. Assuring good traffic control and minimize disruption of the public.
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c. Assuring adequate safety of employees and the public.
Prior to starting any tree work on an SAPRF tree, the Contractor must contact an
authorized SAPRF representative. Contact Mike Lopez, Sr. Park Services Supervisor at
(714)571-4212 Office or (714) 231-6112 cell phone.
1.03 CERTIFIED ARBORIST
The Contractor shall employee a full-time, permanently certified arborist, as accredited
by the International Society of Arboriculture. This person is responsible for ensuring that
the Contractor's crews are performing work according to SAPRF specifications.
1.04 SPECIFIC TREE PRUNING SPECIFICATIONS
a. All persons performing tree work on SAPRF trees must be trained according to tree
care standards accepted by the International Society of Arboriculture.
b. All persons performing tree work on SAPRF trees in or around primary electrical
lines must be trained to do so according to the "Electrical Safety Orders" of the State
of California, including all amendments and revisions.
C. When tree pruning cuts are made to a side limb, such remaining limb must possess a
basal thickness of at least one third (1/3) of the diameter of the wound so affected.
Such cuts shall be considered proper only when such remaining limb is vigorous
enough to maintain adequate foliage to produce wood growth capable of callusing
the pruning cut so affected within a reasonable amount of time.
d. All final tree pruning cuts shall be made in such a manner so as to favor the earliest
possible covering of the wound by natural callus growth. Flush cuts, which produce
large wounds or weaken the tree at the cut, shall not be made. The branch collar
shall not be removed.
e. Tree limbs shall be removed and controlled in such a manner as to cause no damage
to other parts of the tree, or to other plants or property.
f. All tools used on a tree known to contain an infectious tree disease shall be properly
disinfected immediately before and after completing work on such tree. All major
diseases and/or pest problems shall be promptly reported to an authorized SAPRF
representative.
g. All cutting tools and saws used in tree pruning shall be kept sharpened to result in
final cuts with smooth wood surface and secure bark remaining intact. All trees six
(6) inches in diameter or less shall be pruned with hand tools only. Chain saws will
not be permitted on any trees six (6) inches in diameter or less. This is to prevent
any unnecessary abrasions to cambial tissue that may predispose a tree to insect
and/or disease problems.
h. Whenever pruning cuts are to be made, while removing limbs too large to hold
securely in one hand during the cutting operation, the limbs shall be cut off first, one
(1) to two (2) feet beyond the intended final cut. Then the final cut shall be made in
a manner to prevent unnecessary tearing back of the bark and wood. Such cutting
back shall not include the removal of any live, healthy limbs in excess of six (6)
inches in diameter without prior approval from an authorized SAPRF representative.
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i. No more than twenty five (25) percent of the live wood may be removed from the
crown of any tree, without approval of an authorized SAPRF representative,
excepting live oaks, which are limited to no more than ten (10) percent. Resulting
in keeping as much of the crown of the tree as possible.
j. Any extraneous metal, wire, rubber or other material (i.e. stakes, ties) interfering
with tree growth shall be removed immediately.
k. Any defective or weakened trees shall be reported to an authorized SAPRF
representative. Specifically, any structural weakness of a tree, decayed trunk or
branches, shall be reported in writing, noting the location of the tree by street
address and a description of the hazard found in the tree.
1. The use of climbing spurs or spike shoes in the act of pruning trees is prohibited,
except palms that are more than sixty-five (65) feet in height.
in. Beneficial animal, bird nests, nesting cavities or other wildlife habitat shall be
preserved and protected whenever feasible, unless doing so would create a hazard.
1.05 COMPLETE TREE PRUNING SPECIFICATIONS
Complete tree pruning shall consist of the total removal of dead or living branches that
may threaten the future health, strength and attractiveness of trees. Specifically, trees
shall be pruned in such a manner as to:
a. Prevent branch and foliage interference with requirements of safe public passage.
Over street clearance shall be kept to a minimum of sixteen (16) feet above the
paved surface of the street, fifteen (15) feet above the curb and eight (8) feet above
the surface of a public sidewalk or pedestrian way. Exceptions are allowed for
young trees, which would be irreparably damaged by such pruning action.
b. Remove all dead and dying branches and branch stubs that are one half (1/2) inch
diameter or larger.
c. Remove all broken or loose branches.
d. Remove any live branches, which interfere with the tree's structural strength, and
healthful development, which will include the following:
1) Branches of weak structure, which are not important to the framework of the
tree.
2) Branches, which if allowed to grow, would wedge apart the junction of more
important branches.
3) Branches forming multiple leaders in a single leader type tree.
4) Branches near the end of a limb, which will produce more weight or offer
more resistance to wind than the limbs are likely to support.
5) Selective removal of undesirable sucker and sprout growth paying specific
attention not to nick or damage the sprout "burl".
6) Selective removal of one or more developing leaders where multiple branch
growth exists near the end of broken or stubbed limbs.
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7) Selective removal of limbs obstructing buildings or other structures or traffic
signs. Generally, limbs closer than five (5) feet to a building or other structure
should be removed unless doing so would severely damage a tree.
8) Removal of branches, which project too far outward beyond an otherwise
symmetrical form.
e. Cut back ends of branches and reduce weight where excessive overburden appears
likely to result in breakage of supporting limbs.
f. Clear trees of sprout or sucker growth to a minimum height of eight (8) feet above
ground level. Exceptions are allowed for young trees, which would be irreparably
damaged by such pruning action.
g. Obtain a balanced appearance when viewed from the opposite side of the street
immediately opposite the tree, unless authorized by an SAPRF representative to do
otherwise.
h. Remove all vines entwined in trees and on tree trunks. Vine tendrils shall be
removed without injury to said trees.
i. Clear all branches and foliage within ten (10) feet of primary electrical lines and
three (3) to five (5) feet of secondary electrical lines.
j. Clear all branches that interfere with telephone, cable and other utility lines within
one (1) foot of lines, wherever feasible.
1.06 SAFETY TREE PRUNING SPECIFICATIONS
Safety tree pruning shall consist of the total removal of dead or living branches that may
menace the future health, strength and attractiveness of trees. Specifically, trees shall be
pruned in such a manner to:
a. Prevent branch and foliage interference with requirements of safe public passage.
Over street clearance shall be kept to a minimum of sixteen (16) feet above the
paved surface of the street, fifteen (15) feet above the curb and eight (8) feet above
the surface of a public sidewalk or pedestrian way. Exceptions are allowed for
young trees, which would be irreparably damaged by such pruning action.
b. Remove dead and dying branches and branch stubs that are two (2) inches in
diameter or more.
C. Remove all broken or loose branches.
d. Removing any live branches, which interfere with the tree's structural strength and
healthful development, will include the following:
1) Limbs of weak structure or otherwise hazardous.
2) Selective removal of limbs obstructing buildings or other structures or traffic
signs. Generally, limbs closer than five (5) feet to a building or other structure
should be removed unless doing so would severely damage a tree.
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3) Clear trees of sprout or sucker growth to a minimum height of eight (8) feet
above ground level. Exceptions are allowed for young trees, which would be
irreparably damaged by such pruning action.
1.07 POWER LINE CLEARANCE (PLC) PRUNING SPECIFICATIONS
When trees are in the proximity of overhead energized lines and equipment, reliability of
service, safety, and governmental standards require a reasonable amount of tree pruning
to avoid conductor contacts and grounding of circuits through the trees. Power line
clearance pruning, therefore, shall consist of the removal of tree branches for proper
electric line clearance in order to minimize the likelihood of power outages and improve
safety.
Specifically, trees shall be pruned in such a manner as to:
a. Clear all branches and foliage within ten (10) feet of primary electrical lines.
b. Clear all branches that interfere with secondary electric lines within three (3) to five
(5) feet.
c. Protect current tree health, condition and symmetry using Dr. Alex Shigo's book,
Pruning Trees Near Electric Utility Lines as a guide.
During the tree pruning process, all safe minimum working distances for energized
conductors shall be observed. These clearances are defined under ANSI Z133.1-1994.
Current ANSI specifications will supersede these requirements when they take effect.
Any contact with energized lines shall be promptly reported to an authorized SAPRF
representative.
Access to backyards must be closely coordinated with the property owner, whenever
feasible. Spikes may be used for PLC pruning on palms or other trees only when needed
for proper safety reasons.
1.08 PALM PRUNING SPECIFICATIONS
Palm pruning shall include, but not be limited to, the pruning of the following palms
(Syagrus romanzoffianum (queen palm), Archontophoenix cunninghamiana (king palm),
Phoenix Canariensis (Canary Island date palm), Phoenix Dactylifera (date palm),
Washingtonia filifera (California fan palm); and Washingtonia Robusta (Mexican fan
palm) per these specifications.
a. The removal of all dead fronds and other dead plant parts from the trunk. All loose
frond sheaths shall be removed along the entire length of the palm trunk.
b. The removal of all flowers and fruit parts whether dead or alive.
c. The use of climbing spurs or spike shoes in the act of pruning trees is prohibited,
excepting palms that are more than sixty-five (65) feet in height.
d. Canary Island date palm (Phoenix Canariensis) trunks shall be cleaned of any weed
species. The immediate area below the green fronds shall be trimmed to a
symmetrical (pineapple) appearance. The shape shall not exceed a minimum of
forty-eight (48) inches or a maximum of sixty- (60) inches length below the green
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fronds. The trunk when pruning operations are complete shall be left in a clean,
unscathed appearance throughout the entire length of the palm trunk. Canary Island
date palms shall be pruned using a sterilized handsaw. The handsaw must be cleaned
and sterilized before and after pruning each tree.
e. All volunteer palm seedlings must be removed that are growing within the streets,
parkways, or setback dedicated areas.
1.09 UNACCEPTABLE PRUNING
The following procedures, or others that will result in tree decline, are not allowed (storm
damage and other extenuating circumstances exempted):
a. Severe cutting back of all growing tips usually referred to as topping, pollarding, or
hat racking.
b. Flush cutting where a cut is made even with the surface of the trunk or limb,
removing the branch collar and branch bark ridge.
c. Stub cutting where branch removal results in the base of branch removed protruding
more than approximately one fourth (1/4) inch beyond the zone of branch collar and
branch bark ridge.
d. Removal of a healthy main leader, for reasons other than power line clearance.
e. Excessive cutting or lifting that exceeds the International Society of Arboriculture or
SAPRF standards.
1.10 DAMAGE TO PUBLIC OR PRNATE PROPERTY
Should any structure or property be damaged during the tree pruning operations, the
persons conducting the work shall immediately notify the proper owners and an
authorized SAPRF representative. Repairs to property damaged by the responsible party
shall be made within forty-eight (48) hours, except utility lines, which shall be repaired
the same working day. Repairs on private property shall be made in accordance with the
appropriate building code under permits issued by the City of Santa Ana. Any damage
caused by the Contractors employees shall be repaired or restored by them at their
expense to a condition similar or equal to that existing before such damage or injury, or
they shall repair such damage in a manner acceptable to the City of Santa Ana and/or
SAPRF. Special attention is drawn to sprinkler systems in City landscapes and the need
to avoid damage. All damage to irrigation systems shall be repaired as soon as possible
at Contractors expense.
1.11 WORK PERFORMED ON PRIVATE PROPERTY
No SAPRF contracted tree worker shall perform work upon private property without the
written consent of the property owner and an authorized SAPRF representative.
1.12 PUBLIC SAFETY AND COOPERATION
All tree work shall be conducted in a manner as to cause the least possible interference
with, or annoyance to others. Pedestrian and vehicular traffic shall be allowed to pass
through the work areas only under conditions of safety and with as little inconvenience
and delay as possible. Unless the work area is totally barricaded or otherwise kept safe,
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at least one worker shall serve to coordinate safe operations on the ground at all times
when work operations are in progress.
a. Whenever larger tree sections are being cut in a treetop, which may endanger persons
or property, such sections shall be secured by ropes and lowered safely to the ground
in a controlled manner.
b. All fire hydrants, meter vaults, water and gas shut off valves, backflow devices,
irrigation field controllers and similar facilities must remain accessible during the
course of work.
c. Noise levels, resulting from tree work operations, must be kept to a minimum at all
times. All tree work operations are subject to compliance with all local Noise
Restrictions. Operation of tree work equipment shall not take place between the
hours of 9:00 p.m. and 7:00 a.m. weekdays, or between 9:00 pm and 8:00 am on
weekends (Saturday and Sunday). Emergencies are exempt from any time
restrictions.
d. All tree work done to SAPRF trees must comply with all tree related safety
requirements as stated in the safety standards ANSI Z133.1-1994 of the American
National Standards Institute, Inc. 1430 Broadway, New York, NY 10018.
1.13 SITE CLEANUP
Cleanup of any debris resulting from any tree pruning operations shall be promptly and
properly accomplished. The work area shall be kept safe at all times until all operations
are completed. Under no circumstances shall the accumulation of debris be allowed in
such a manner as to result in a hazard to the public. All debris from tree operations shall
be cleaned up each day before the work crew leaves the site, unless permission is given
by an authorized SAPRF representative to do otherwise. All lawn areas, parkways,
streets and sidewalks shall be raked and/or blown clean, and all brush, branches, or other
debris shall be removed from the site. Areas are to be left in a condition equal to or better
than that which existed prior to the commencement of tree pruning operations.
All cuttings, branches, wood chips and other debris shall be cleared from the site and
disposed of by the Contractor. The Contractor shall obtain permits required for this
purpose. Disposal expenses will be the Contractor's responsibility. Debris, such as wood
chips, shall be left on property only at the direct and specific request of the owner and an
authorized SAPRF representative. Firewood four (4) inches diameter or larger will be
left at the work location in a safe manner, unless the wood is not usable as firewood. All
firewood to be removed (wood four (4) inches of diameter or larger) must be authorized
by an SAPRF representative.
1.14 TIME FOR COMPLETION
If awarded this project, the Contractor agrees to complete the work within the time
parameters jointly agreed upon by the City, SAPRF, and the Contractor prior to work
commencement, unless specific time deadlines are specified elsewhere in these
specifications. Once the work has commenced, the Contractor shall diligently prosecute
the same to completion.
1.15 SUBCONTRACTORS
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Subcontractors used in the performance of this project shall be listed in the Contractors
Bid Proposal. Subcontractors shall be properly licensed by the State of California as a
contractor to perform work of this specialty and hold a valid business permit and
certificate of insurance with the City of Santa Ana. Should any subcontractor fail to
perform the work undertaken by him to the satisfaction of the SAPRF, said subcontractor
shall be removed immediately from the project upon the request of the SAPRF and shall
not again be employed on the project. The Contractor shall be held liable for the
correction of any deficient work.
1.16 ADDITIONS AND/OR DELETIONS OF WORK
The SAPRF representative reserves the right to add and/or delete tree work on this
project as deemed necessary and in the best interest of the SAPRF. Additions and/or
deletions shall be made at the unit price accepted by SAPRF upon award of contract.
1.17 INSPECTIONS
An authorized SAPRF representative will inspect the work performed by the contractor to
insure completion of the pruning in accordance with SAPRF Pruning specifications.
Should more than two (2) inspections be required on trees needing additional work, the
contractor will be billed for SAPRF staff time.
1.18 BILLING
Contractor shall submit a fully itemized bill listing each tree noting:
a. Address (each tree).
b. Type of tree.
c. Date completed.
d. Person completing the job.
e. Location of tree (front, side right, side left, rear)
2.00 CONTRACTOR QUALIFICATIONS
All contractors are required to have a valid appropriate state contractor's license, current
City of Santa Ana business license, City Attorney approved certificate of insurance and
be knowledgeable in tree pruning and tree care prior to the commencement of any and all
work.
2.01 STANDARD SPECIFICATIONS FOR PUBLIC WORKS CONSTRUCTION
The current edition of the "Green Book", Standard Specifications for Public Works
Construction and it's updates, supplements and local addendums, shall be included as part
of these specifications, unless otherwise directed in these specifications.
2.02 PROTECTION OF EXISTING FACILITIES AND STRUCTURES
The Contractor shall exercise due care in protecting from damage all existing facilities,
structures, and utilities, both above surface and underground on the City's property. Any
damage to City, SAPRF, or private property caused by the Contractor's neglect shall be
corrected and paid for by the Contractor at no cost to the City of Santa Ana or SAPRF.
The City of Santa Ana and/or SAPRF shall make the determination of fault. The SAPRF
representative reserves the right to issue a Stop Work Notice if the Contractor does not
promptly repair any damage, within twenty-four (24) hours of the damage incurred.
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If the SAPRF representative requests or directs the Contractor to perform work in a given
area, it will be the Contractor's responsibility to verify and locate any underground
systems (i.e. utility lines) and take responsibility for taking reasonable precaution when
working in these areas.
Contractor shall call Underground Alert (800) 422-4133) at least two working days prior
to digging for line locations. Any damage or problems shall be reported immediately to
the SAPRF representative and the City of Santa Ana. If the Contractor discovers
something unexpected or a unique problem occurs, he should stop work and immediately
contact an authorized SAPRF representative for a timely resolution of the problem.
2.03 CONTRACTOR'S STAFF
The Contractor shall provide sufficient personnel to perform all work in accordance with
the specifications set forth herein. A qualified, English speaking supervisor in the
employ of the Contractor shall supervise all of the Contractor's personnel. The
supervisor shall be available at all times to the SAPRF representative during work
operations. The responsibility for all work performed will remain with the full-time
certified arborist.
The Contractor shall furnish the necessary competent and key personnel to properly
supervise and direct the work of fully equipped, competent and experienced crews as well
as all safety equipment, including but not limited to, all equipment and work procedures
required by ANSI Z133.1-1994. The Contractor shall secure all timekeeping,
bookkeeping and other necessary clerical and office work required in the performance of
the contract.
The Contractor shall be responsible for the supervision of all of his crews. He shall
check all of his crews regularly for proper quantity and quality of work, proper
maintenance of tools and equipment, and safety.
2.04 SUBSTITUTIONS
Whenever a specific type of material is specified, no substitutions shall be allowed
without written consent of the SAPRF representative.
2.05 CERTIFICATION OF MATERIALS
All materials shall be delivered on the site in original containers. Materials shall be
subject to inspection by the ARMD representative. The SAPRF representative will not
approve materials not meeting the SAPRF standards, and Contractor shall return any such
non-satisfactory items at his/her cost.
2.06 CONTRACTOR NEGLECT
Any damage to the City of Santa Ana, SAPRF, or private property, which has been
determined to be due to the Contractor's neglect, shall be corrected at no additional cost
to the City of Santa Ana or the SAPRF.
2.07 HOURS OF OPERATION
The Contractor shall perform all work between the hours of 7:00 a.m. and 4:00 p.m.,
Monday through Friday. No work shall be performed on weekends or on City recognized
holidays without written SAPRF approval.
2.08 SPECIFICATIONS AND PLANS
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The work performed shall be done in accordance with the Standard Specifications for
Public Works Construction, latest edition, hereinafter referred to as Standard
Specifications. In case of conflict between the Standard Specifications and this
Specification, this Specification shall take precedence over and be used in lieu of such
conflicting portions.
Where the plans or specifications describe portions of work in general terms, but not
complete detail, it is understood that workmanship of the finest quality is to be used.
Unless otherwise specified, the Contractor shall furnish all labor, materials, tools,
equipment and incidentals and do all the work involved in executing the contract.
2.09 CONSTRUCTION EQUIPMENT
The Contractor shall take all necessary precautions for safe operation of his equipment
and the protection of the public from injury and damage from such equipment.
2.10 SOUND CONTROL REQUIREMENTS
The Contractor shall comply with all local sound control and noise level rules,
regulations and ordinances that apply to any work performed pursuant to the Contract.
Each internal combustion engine used for any purpose on the job or related to the job
shall be equipped with a muffler of a type recommended by the manufacturer of such
equipment. No internal combustion engine shall be operated on the project without said
muffler. Full compensation for conforming to the requirements of this section shall be
considered as included in the prices paid for the various contract items of work involved
and no additional compensation will be allowed therefore. Sounds, such as loud music,
that are not related to the project, shall be kept at levels so as to not disturb the general
public.
2.11 TRAFFIC CONTROL
The Contractor shall notify the SAPRF representative of intent to begin the contract work
at least five (5) days before work is begun. The Contractor shall cooperate with local
authorities relative to handling traffic through the areas and shall make arrangements
relative to keeping the working area safe and clear of vehicles.
When entering or leaving roadways carrying public traffic, the Contractor's equipment,
whether empty or loaded, shall in all cases yield to public traffic. All traffic delineation
and work area protection shall conform to the Work Area Traffic Control Handbook
(W.A.T.C.H.) 2000 Edition.
The Contractor shall make every effort to keep commercial driveways open during
working hours. Should this not be possible, Contractor shall coordinate with the property
owners affected to insure that designated times of ingress and egress is available. After
working hours, all driveways shall be accessible with smooth and safe crossings through
any construction area (State of California Traffic Manual).
2.12 INQUIRIES AND COMPLAINTS
The Contractor shall maintain an office at some fixed place and shall maintain a
telephone thereat, listed in the telephone directory in his own name or in the firm name
by which he is most commonly known. Furthermore, the Contractor shall, at all times,
have some responsible person(s), employed by the Contractor, to take the necessary
49
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action regarding all inquiries and complaints that may be received from the City of Santa
Ana, SAPRF, and/or private citizens during normal working hours.
Whenever immediate action is required to prevent impending injury, death or property
damage to the facilities being maintained, the SAPRF representative may, after
reasonable attempt to notify the Contractor cause such action to be taken by the SAPRF
work force. All costs of any such action shall be charged against the Contractor, or the
SAPRF may deduct such cost from any amount due to Contractor from SAPRF.
All complaints shall be abated as soon as possible after notification, to the satisfaction of
the City of Santa Ana and/or SAPRF. If any complaint is not abated within a reasonable
time, the SAPRF representative shall be notified immediately of the reason for not
abating the complaint followed by a written report to the SAPRF representative within
five (5) days. If the complaints are not abated within the time specified or to the
satisfaction of the SAPRF representative , the SAPRF representative may correct the
specific complaint and the total cost incurred by the SAPRF will be deducted and forfeit
from the payments owing to the Contractor from the SAPRF. Such cost shall include all
SAPRF staff time required to resolve the problem and appropriate overhead charges.
2.13 NOTIFICATION OF LOCATIONS OF WORK
The Contractor shall notify the SAPRF representative when the contractor's crews will be
working within the SAPRF. Said notifications will be made on a daily basis by
telephone, cell phone, fax, or by weekly written schedules which specify the entire weeks
work locations.
50
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ATTACHMENT 4
AGRONOMIC PLAN
FERTILIZATION PROGRAM
Priorit Application Maintenance Description Material Units/Measur
y Turf dates (unit of measure) e
1 January Fertilize turf-use CA Organic 7-1-2 Phyta Boost Plant 16#/1,000s.f.
Phyta Boost Plant Food 7-1-2 Food
(33c +700#'s/Ac)
2 April Fertilize priotity turf using one Lesco 39-0-0 14N/1,000 s.f.
pount nitrogen per 1,000 s.f.
with Lesco 39-0-0
3 W/Annual Turf Renovate turf-use AG Organic- AG Organic'Santa Ana' 164/1,000s.f.
Renovation Organigro Seed Topdress+CA Seed Topdress Mix
Organic Phyta Boost Plant
Food 7-1-2 (33c +700#'s/Ac)
4 October Fertilize priotity turf using one Nitro King 19-4-4 1#N/1,000 s.f.
pound nitrogen per 1,000 s.f.
with Nitro King 19-4-4
Casual Application Maintenance Description Material Units/Measur
Turf dates (unit of measure) e
I January CA Organic Phyta Boost Plant 7-1-2 Phyta Boost Plant 16#/1,000s.£
Food 7-1-2 (33cy+700#'s/Ac) Food
2 July CA Organic Phyta Boost Plant 7-1-2 Phyta Boost Plant 164/1,000s.f.
Food 7-1-2 (33cy+700#'s/Ac) Food
GUS Application Maintenance Description Material Units/Measur
dates (unit of measure) e
1 April Fertilize 8-3-6 Sanctuary Horticulture 12.5
groundcover/shrub/color areas Application
using Santuary 8-3-6
(12.54/1,000s.£)
Color Application
dates
1 At color change Fertilization of seasonal color 19-6-12 Osmocote 25#/1,000s.f.
51
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ATTACHMENT 5
MAPS
52
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ATTACHMENT 6
City of Santa Ana
Parks, Recreation, and Community Services Agency
Policy for Driving on Park Property
Purpose: The purpose of this document is to establish a policy for when it is appropriate for City
employees, contractors, and other organization employees to drive on park turf, paved areas and
other surfaces.
Policy: Driving on park turf is allowed only when necessary to perform an official City
maintenance or business function, and under the following circumstances:
A. When delivering over 30 lbs. of equipment or supplies to a job site
B. When there is no improved surface within 40 yards of the worksite
C. When emergency personnel are responding to an emergency, or performing other City
business
When driving on park turf, employees and contractors must, to the best of their ability, avoid
damage to sprinkler heads, valve boxes, other irrigation systems components, trees, ground cover
and other park amenities.
D. Vehicles weighing in excess of 8,000 lbs. are not allowed on park turf without prior
approval of the Park Services Supervisor. If approved, the Park Services Supervisor or
his designee will meet with the employee or contractor and designate the path in and out
of the park that will be the least likely to cause damage.
E. Employees and contractors must avoid driving on turf any time damage is likely. This
includes periods after rain and heavy watering.
F. Driving on designated DG pathways and other improved pathways is acceptable when
performing visual inspection of park, park projects, and amenities. Driving on turf is not
acceptable in these situations.
53
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EXHIBIT B
FEESCHEDULE
54
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FIRST AMENDMENT TO AGREEMENT
THIS FIRST AMENDMENT TO AGREEMENT is entered into on June 4, 2012, by and
between Midori Gardens, a California corporation ("Contractor") and the City of Santa Ana, a
charter city and municipal corporation organized and existing under the Constitution and laws of
the State of California ("City").
RECITALS:
A. The parties entered into that certain Agreement A-2011-151, dated June 6, 2011, (hereinafter
"said Agreement") by which Contractor has provided park landscape maintenance services
for Santa Ana Parks District A.
B. The City requires maintenance of parks in District 4 while it seeks competitive bids to
provide those services for an extended term, and Contractor has agreed to provide such
maintenance through June 30, 2013.
C. The parties wish to amend said Agreement to increase the Scope of Services to include an
additional park district, extend the term and provide compensation for services provided
during the extended term.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all
the terms and conditions of said Agreement, except those amended in this First Amendment to
Agreement, the parties agree as follows:
1. Section 1, SCOPE OF SERVICES, shall be deleted in its entirety and replaced with the
following:
"Contractor shall perform landscape maintenance services for Santa Ana Parks, District A,
and District 4, as set forth in City's Request for Proposal 11-004 (RFP), dated March 10,
2011, and the maps included therein. However, Contractor will not be responsible under this
Agreement for providing landscape maintenance services to the Santa Ana Regional
Transportation Center ("SARTC"). Said RFP is on file at the Parks, Recreation and
Community Services administrative offices, and incorporated to this Agreement by reference.
Contractor shall specifically comply with the Specification for Routine Maintenance, as
amended by Addendum 1 and Addendum 2, attached respectively to said Agreement as
Exhibits A, A-1 and A-2, and Contractor's Proposal dated April 12 2011, attached to said
Agreement as Exhibit B.
The parties acknowledge that Contractor holds a contract to provide median landscape and
SARTC landscape maintenance services which is managed by the Santa Ana Public Works
Agency. Contractor agrees that it will provide the Park Landscape Maintenance services that
are the subject of this Agreement utilizing supervisors and staff which are separate and
independent of staff utilized in the median maintenance services."
2. Section 3.a., COMPENSATION, shall be deleted in its entirety and replaced with the
following:
"a. City agrees to pay, and Contractor agrees to accept as total payment for its services, the
rates and charges identified in Contractor's fee schedule, attached hereto as Exhibit C, and
251-68
incorporated by reference. The total sum to be expended under said Agreement shall not
exceed One Million, Sixty-Two Thousand, Five Hundred Forty-Four ($1,062,544.00) during
the term of said Agreement. Said total expenditure includes $709,356.00 plus a ten percent
(10%) contingency for unanticipated work required in Park District 4, and $222,252.00 plus a
ten percent (14%) contingency for unanticipated work required in Park District A."
3. Section 4, TERM, shall be deleted in its entirety and replaced with the following:
"This Agreement shall commence on July 1, 2011 and terminate on June 30, 2013, unless
terminated earlier in accordance with Section 13, below. The City may terminate this
Agreement if the Santa Ana City Council fails to approve funding for the Agreement for any
fiscal year covered herein. This Agreement may be renewed for up to three additional one-
year terms on the mutual agreement of the parties.
4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in
full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement
on the date and year first written above.
ATTEST: CITY OF SANTA ANA
MARIA D. HUIZAR PAUL M WALTERS
Clerk of the Council Interim City Manager
APPROVED AS TO FORM:
SONIA CARVALHO MIDORI GARDENS
City Attorney
By:
Laura Sheedy NAGA 14AMAMOTO
Assistant City Attorney President
I
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EXHIBIT C
FEE PROPOSAL
PARK MAINTENANCE SERVICES
DISTRICT 4 AND
DISTRICT A
251-70
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