CITY OF MIDLAND | FY2027 LANDSCAPE AND VEGETATION MAINTENANCE

FY2027 Landscape and Vegetation Maintenance Services Project

GENERAL NOTES AND TECHNICAL PROVISIONS

SCOPE OF WORK

The City requests unit-price quotations and intends to award one contract to a single COMPANY responsible for providing all services identified in these specifications throughout the contract term. The COMPANY shall provide pricing for all required items and may use qualified subcontractors as permitted by the Contract. The COMPANY remains responsible for all work performed. Submission of a quotation does not authorize work or guarantee an award.

The COMPANY shall furnish all labor, supervision, equipment, tools, materials, licenses, transportation, traffic control, disposal, and incidentals necessary to provide drainage-system mowing, landscape maintenance, vegetation management, irrigation-system services, tree and shrub pruning, and tree removal at locations designated by the City of Midland.

Work locations may include detention and retention basins, drainage channels, outfalls, rights-of-way, traffic circles, roundabouts, medians, islands, concrete hardscape, decorative aggregate areas, xeriscape areas, planting beds, City properties, and other designated locations. Services include mowing, line trimming, edging, litter and debris removal, weed control, herbicide application, shrub and ornamental-grass maintenance, irrigation inspection and repair, pruning, tree removal, stump grinding, and related restoration.

The COMPANY shall perform recurring maintenance at the locations and frequencies established in the approved site inventory and maintenance schedule. The approved schedule constitutes authorization for recurring services. Additional services, repairs, tree removals, and changes to scheduled work require separate City authorization before work begins, except emergency protective action expressly permitted by these provisions. The COMPANY shall not exceed authorized quantities or costs without written approval.

Mowing – 3 Cycles – 911.01 Acres (3 Cycles Totaled)

Tree Trimming – 400 Crew Hours

No Mow Area (Xeriscape and Beds) – 12 Cycles – 5,752,152 SQ FT (12 Cycles Totaled)

No Mow Area (Hardscape) – 12 Cycles – 2,725,032 SQ FT (12 Cycles Totaled)

Irrigation Maintenance – 480 Crew Hours

Irrigation Installation/Renovation – 160 Crew Hours

Tree Removal Type A – 35 Trees (Estimate)

Tree Removal Type B – 10 Trees (Estimate)

CONTRACT TERM PRICING AND RENEWAL

1. Initial Term. The initial term of the Contract shall begin on the date of award and continue through

September 30, 2027.

2. Renewal Options. Subject to appropriation of funds, satisfactory Contractor performance, and required City approvals, the City shall have the option to renew the Contract for up to four additional one-year terms. The City may exercise each renewal option by providing written notice to the COMPANY not less than thirty (30) days before expiration of the then-current term. No further agreement by the COMPANY shall be required to exercise a renewal option. Each renewal shall remain subject to the terms established in the original Contract, including the applicable expenditure ceiling and unit-price adjustment provisions stated below.

3. Payment and Expenditure Limits. Payment shall be based on the applicable contract unit prices and the quantities of work authorized by the City, satisfactorily completed, and accepted. Total compensation for work performed during each term shall not exceed the following amounts:

Contract Term Dates Maximum Expenditure

Initial Term Date of award through September 30, 2027 $1,500,000.00

First Renewal October 1, 2027 through September 30, 2028 $1,750,000.00

Second Renewal October 1, 2028 through September 30, 2029 $2,000,000.00

Third Renewal October 1, 2029 through September 30, 2030 $2,250,000.00

Fourth Renewal October 1, 2030 through September 30, 2031 $2,500,000.00

These amounts are expenditure ceilings only. Actual expenditures remain subject to available appropriations, required City approvals, and City authorization of work within the Contract scope. An increase in an expenditure ceiling does not increase any unit price. Unit-price adjustments shall not increase these expenditure ceilings. Unused expenditure authority shall not carry forward to a subsequent term.

4. Unit Prices and Renewal Adjustments. Unit prices shall remain firm throughout the initial contract term. For each renewal term, unit prices shall be adjusted by the percentage increase in the Consumer Price Index, All Items, Dallas–Fort Worth SMA, measured from the first date of the Contract to the date of the request for adjustment. No adjusted unit price shall exceed the corresponding original bid unit price by more than fifteen percent (15%). This limitation is cumulative over the Contract and all renewal terms and is not a separate annual increase allowance. Adjustments shall apply beginning with the applicable renewal term, and adjusted unit prices shall remain firm throughout that term. No separately negotiated markup or other renewal price adjustment shall be permitted.

5. Estimated Quantities and Work Authorization. The City does not guarantee a minimum quantity of work or expenditure under this Contract. Estimated quantities and extended totals are provided for bid evaluation and do not constitute guaranteed quantities or expenditures. The COMPANY shall perform all work properly authorized within the Contract scope and shall not exceed authorized quantities or costs without prior written City approval.

DEFINITIONS AND MAINTENANCE CLASSIFICATIONS

1. City: The City of Midland, Texas.

2. Project Manager: The City employee designated to administer the Contract, issue work, approve schedules, inspect work, and authorize payment.

3. Inspector: The City representative assigned to observe and document COMPANY performance.

4. Maintenance Cycle: One complete performance of all required services at a designated location, followed by City inspection and acceptance.

5. Drainage/Rough-Mow Area: A basin, channel, outfall, undeveloped right-of-way, or similar location maintained primarily through periodic mowing, line trimming, and debris removal.

6. Full Landscape Area: A traffic circle, roundabout, median, island, planting bed, or other area containing intentionally installed turf, trees, shrubs, ornamental grasses, mulch, decorative aggregate, irrigation, or similar landscape improvements.

7. Hardscape Weed-Control Area: Concrete, pavers, curb joints, pavement joints, riprap, gravel, decomposed granite, or other surfaces intended to remain free of vegetation and not requiring routine plant or irrigation maintenance.

8. Emergency Condition: An uncontrolled irrigation discharge, fallen or unstable tree or limb, blocked drainage feature, roadway obstruction, or other condition determined by the City to present an immediate risk to the public, property, or infrastructure.

GENERAL NOTES

1. All traffic-control devices and operations shall conform to the current edition of the Texas Manual on

Uniform Traffic Control Devices adopted by the State of Texas, presently the 2025 TMUTCD, and any applicable revisions in effect at the time the work is performed.

2. Traffic control is the sole responsibility of the COMPANY. The COMPANY shall provide, install, maintain, and remove all traffic control necessary for safe performance of the work.

3. When a traffic control plan is required, the COMPANY shall submit the plan to the Project Manager for approval at least forty-eight (48) hours before beginning work. Work requiring traffic control shall not begin until the plan has been approved and all required traffic control devices are properly installed. All labor, equipment, materials, devices, and other costs associated with traffic control shall be considered incidental to the applicable pay item, and no separate payment will be made.

4. Before submitting a quotation, the COMPANY shall examine representative project locations and become familiar with the nature, access, traffic exposure, terrain, slopes, vegetation, irrigation, utilities, and other conditions affecting the work. No additional compensation will be allowed for conditions readily apparent during a reasonable site inspection.

5. The COMPANY shall comply with all applicable federal, state, and local laws, ordinances, rules, permits, and regulations, including OSHA requirements and environmental requirements.

6. The COMPANY shall obtain and maintain all licenses, registrations, certifications, insurance, and permits required to perform the work. Copies shall be provided to the City before work begins and upon renewal.

7. The COMPANY shall comply with all applicable requirements for handling, transporting, and disposing of waste, green waste, excess material, pesticide containers, and other materials generated by the work.

8. Work shall be conducted in a manner that protects employees, motorists, pedestrians, bicyclists, adjacent property, utilities, City infrastructure, and the general public.

9. Any pavement, curb, gutter, sidewalk, irrigation component, utility appurtenance, sign, light, landscaping, fence, structure, vehicle, or other property damaged by the COMPANY shall be immediately reported and restored to at least its preexisting condition at the COMPANY’s expense.

10. The COMPANY shall protect existing drainage facilities and shall not place clippings, soil, mulch, rock, branches, litter, chemicals, or other material into an inlet, manhole, channel flow line, gutter, or storm-drain system.

11. Work areas shall be kept neat and orderly. Cleanup shall be completed daily, and all debris generated by the work shall be removed from the site unless otherwise directed by the City.

12. Equipment and materials stored on City property or right-of-way shall be secured, located outside public access and required clear zones, and approved by the Project Manager. No equipment may be stored overnight within a median or traffic circle.

13. The COMPANY shall not use private property, private water, private trash receptacles, or other private facilities without written permission from the property owner and approval by the City.

14. The COMPANY shall not place spoils, debris, mulch, soil, rock, or other material on private property without a written agreement furnished to the City.

15. The COMPANY shall provide equipment suitable for an urban environment, including work near traffic, overhead and underground utilities, signs, lighting, irrigation, trees, buildings, and pedestrians.

16. All services shall be performed courteously and with minimum inconvenience to residents, businesses, tenants, and City operations.

17. Employees shall wear appropriate personal protective equipment and high-visibility garments when working within or adjacent to a roadway. Employees shall remain professionally and appropriately dressed while performing work in public view.

18. Personnel shall be competent, trained, experienced, and properly supervised. The COMPANY shall provide an English-speaking supervisor authorized to receive instructions and make decisions for the COMPANY whenever work is underway.

19. The COMPANY may use subcontractors only as permitted by the Contract. Subcontracting does not relieve the COMPANY of responsibility for compliance, quality, schedule, safety, or payment obligations.

20. The COMPANY shall maintain current contact information for at least two representatives who can be reached during work and for emergency callouts.

21. The COMPANY shall coordinate work with the City and other contractors when multiple operations occur at the same location.

22. The City may suspend work because of unsafe conditions, weather, saturated soil, excessive wind, traffic conditions, special events, emergency operations, or potential damage to City property.

Suspension does not relieve the COMPANY of responsibility to complete the work within an adjusted schedule approved by the City.

23. The COMPANY shall notify the Project Manager immediately of hazardous conditions, damaged infrastructure, irrigation leaks, blocked drainage, dead or unstable trees, vandalism, or other conditions requiring City attention.

24. Unless otherwise authorized, the COMPANY shall perform work during daylight hours and shall comply with applicable noise restrictions. Normal working hours are from 7:00AM until 7:00PM.

SUBMITTALS AND RECORDS

1. Before beginning work, the COMPANY shall submit current certificates, licenses, registrations, insurance documents, emergency contacts, and a list of proposed equipment and subcontractors.

2. Before each scheduled cycle, the COMPANY shall submit a proposed sequence and schedule showing anticipated start and completion dates by location or group of locations.

3. For each completed cycle, the COMPANY shall submit a service log identifying the location, date, crew, services performed, issues observed, and corrective work required. The City may require date-stamped photographs of completed work.

4. Herbicide and pesticide records shall be submitted as specified in these provisions and with the applicable invoice.

5. Irrigation repairs shall be documented with the location, problem, work performed, labor hours, parts used, and photographs when requested.

MOWING NOTES

1. Equipment: The COMPANY shall use equipment appropriate for the size, grade, access, and finish requirements of each site. High-production tractors with rotary mowers may be used in drainage and rough-mow areas. Zero-turn mowers, slope mowers, walk-behind mowers, and hand equipment may be used where appropriate.

2. All tractors and self-propelled mowing equipment operating within or adjacent to the right-of-way shall display a slow-moving vehicle emblem when applicable.

3. Rotary mowers shall be equipped with manufacturer-required guards, chains, chutes, deflectors, or other safety devices sufficient to minimize thrown debris. Equipment shall be maintained in safe operating condition and shall produce a clean, uniform cut.

4. All equipment is subject to approval by the Project Manager. Approval does not relieve the COMPANY of responsibility for safe and satisfactory performance.

5. Travel Time: Travel to, from, and between mowing sites shall be included in the applicable unit price and will not be paid separately.

6. Litter and Debris: Before mowing, the COMPANY shall collect and dispose of litter, loose debris, and movable objects that could be struck, scattered, or damaged. Failure to perform pre-mowing cleanup may result in rejection of the cycle or a payment deduction of twenty-five percent (25%) for the affected location.

7. Obstructions: Before mowing, the COMPANY shall inspect for holes, washouts, pipes, wires, conduits, poles, valves, irrigation components, meter boxes, manholes, signs, fences, and other obstructions.

The COMPANY shall protect all appurtenances and report unsafe or damaged conditions.

8. If an obstruction cannot be safely removed or worked around, the COMPANY shall notify the Inspector and leave the immediate area uncut until the City provides direction.

9. Large Items: The COMPANY shall remove and properly dispose of movable large objects encountered before mowing. If an item is too large or unsafe to remove, the COMPANY shall notify the Inspector and mow around it as closely as practical.

10. Line Trimming: Mowing includes neat trimming around trees, shrubs, fences, posts, signs, lights, guardrails, paths, curbs, riprap, drainage structures, manholes, and other appurtenances. String trimmers shall not damage tree bark, shrubs, irrigation components, posts, or structures.

11. Mowing Adjacent to Traffic: When operating within four (4) feet of an uncurbed travel lane, equipment shall move in the direction of traffic unless the adjacent lane is closed under approved traffic control.

Equipment behind a curb may operate in either direction if it does not encroach into traffic.

12. Cut Height: Unless otherwise directed, vegetation shall be uniformly cut to six (6) inches, plus or minus one (1) inch. Areas exceeding the required height after the initial pass shall be re-cut at no additional cost.

13. Scalping is prohibited. The COMPANY shall select equipment and mowing patterns that avoid soil disturbance, rutting, erosion, and damage to established vegetation.

14. Mowing shall not occur when soil or weather conditions would cause rutting, erosion, loss of control, unacceptable finish, or damage to drainage facilities. The COMPANY shall promptly propose a revised schedule.

15. Clippings shall not be discharged or left on streets, sidewalks, parking lots, driveways, gutters, drainage structures, or adjacent property. Any discharged material shall be removed immediately.

16. Cuttings shall not be piled or accumulated at a site, including during equipment cleaning. Basins, channels, and outfalls shall remain free-draining after the work.

17. At the end of each workday, the COMPANY shall remove temporary traffic-control devices unless their continued use is approved, clean paved surfaces, and leave the site safe and orderly.

18. Steep Slopes: The COMPANY shall provide suitable equipment and trained operators for slopes shown or reasonably evident in the solicitation documents. If a previously unknown condition creates an undue risk, the COMPANY shall stop work in the affected area and request direction from the City;

the COMPANY may not permanently omit the area without written authorization.

MOWING SCHEDULE

1. The estimated annual quantity includes three (3) complete mowing cycles, generally during April, June/July, and September, subject to the approved maintenance schedule and City-directed adjustments.

2. Each requested mowing cycle shall begin within fourteen (14) calendar days after City notice and shall be completed within twenty-one (21) calendar days after commencement unless the City approves a different schedule.

3. The City may add, remove, defer, or reschedule individual locations during any cycle.

4. The COMPANY shall provide sufficient personnel and equipment to meet the approved schedule and shall promptly notify the City of weather or other conditions affecting performance.

5. Payment will be based on accepted acres actually mowed during the cycle. Partial acres may be measured to the nearest half-acre.

XERISCAPE AND BEDS—FULL LANDSCAPE MAINTENANCE

This section applies to landscaped traffic circles, roundabouts, medians, islands, planting beds, and other designated Full Landscape Areas.

1. Each cycle shall include collection and disposal of litter and debris; applying herbicide; removal of live and dead weeds; edging and trimming; maintenance pruning of shrubs and ornamental grasses;

removal of volunteer growth, suckers, and dead plant material; redistribution of displaced mulch or decorative aggregate; cleaning of curbs, gutters, sidewalks, and drainage openings; and visual inspection of irrigation components.

2. The COMPANY shall maintain a neat, intentional, and uniform appearance appropriate to each planting type. Plants shall not be sheared into unnatural forms unless specifically directed by the City.

3. Vegetation shall be maintained so it does not obstruct traffic signs, pavement markings, lighting, pedestrian routes, motorists’ sight distance, or visibility of approaching traffic. Vegetation shall not overhang the traveled way or interfere with curb-and-gutter drainage.

4. The COMPANY shall remove weeds by the roots when practical. Dead vegetation resulting from herbicide treatment shall be removed during the same cycle or within the correction period directed by the City.

5. The COMPANY shall remove dead flowers, broken stems, dead foliage, and seasonal growth when appropriate for the plant species. Ornamental grasses shall be cut back at the season and height approved by the City.

6. Tree and shrub pruning shall comply with the Tree Trimming Notes in these provisions. Routine minor pruning within a landscape cycle is incidental; substantial pruning requiring a dedicated pruning crew shall be authorized and paid separately.

7. Dead, damaged, diseased, or missing plants shall be documented and reported to the City.

Replacement plants, mulch, rock, soil amendments, and other materials shall be installed only when authorized.

8. Decorative rock, mulch, and soil displaced onto pavement or outside the bed shall be returned to the designated area. The COMPANY shall not bury curb faces, irrigation components, or drainage openings.

9. Irrigation leaks, broken heads, damaged emitters, clogged nozzles, overspray, runoff, erosion, and apparent controller issues shall be reported. Routine visual inspection is incidental to the landscape-maintenance cycle; repairs are paid under the applicable irrigation item.

10. No vehicle, trailer, or equipment shall occupy a travel lane or circulating roadway without approved traffic control. Work within traffic circles shall be scheduled during off-peak periods when directed by the City.

11. Tools, bags, clippings, branches, and materials shall not be staged in a travel lane or where they obstruct sight distance. The work area shall be continuously maintained in a safe condition.

12. The COMPANY shall not remove, relocate, or alter landscape edging, signs, lighting, monuments, decorative features, public art, or irrigation components without written authorization.

13. Unless a higher service level is listed in the site inventory, Full Landscape Areas shall receive one complete cycle per month.

HARDSCAPE AND CONCRETE WEED CONTROL

This section applies to designated concrete medians and islands, curb and pavement joints, pavers, gravel, decomposed granite, riprap, and other Hardscape Weed-Control Areas intended to remain free of vegetation.

1. The COMPANY shall inspect and maintain the entire designated area so it remains free of visible live weeds, volunteer vegetation, and unsightly dead vegetation.

2. Vegetation may be controlled manually, mechanically, or through targeted herbicide application performed in accordance with these provisions. Treatment method shall be selected to avoid damage, staining, drift, erosion, and disturbance of adjacent desirable vegetation.

3. Herbicide application alone does not constitute an acceptable completed cycle when dead, tall, or conspicuous vegetation remains visible. Dead vegetation shall be removed and disposed of.

4. Weeds shall be removed from expansion joints, cracks, curb joints, around sign bases, around light poles, at the edge of decorative aggregate, and other locations within the designated area.

5. Each cycle includes litter and loose-debris removal within the designated area and cleaning of the immediately adjacent curb and gutter.

6. Concrete-only and hardscape locations shall not be paid under the Full Landscape Maintenance item unless the City specifically reclassifies the site in writing.

7. Unless a different frequency is listed in the site inventory, Hardscape Weed-Control Areas shall receive one complete cycle per month.

HERBICIDE AND PESTICIDE APPLICATION

1. The COMPANY and applicator business shall maintain all Texas Department of Agriculture licenses, business registrations, insurance, and applicator categories required for the work. Applicable categories may include Category 3A, Landscape Maintenance, and Category 5, Vegetation Management.

2. Only properly licensed or supervised personnel may mix, transport, or apply regulated products. The COMPANY shall provide copies of current credentials before the first application and upon request.

3. All applications shall comply with the product label, Safety Data Sheet, federal and state law, and manufacturer instructions. The label shall control whenever it is more restrictive than these provisions.

4. Before use, the COMPANY shall submit the proposed product name, EPA registration number, label, Safety Data Sheet, and intended application rate for City review. City review does not transfer responsibility for legal or proper use.

5. The COMPANY shall use targeted application methods and shall prevent drift, overspray, runoff, staining, tracking, and contact with desirable vegetation, vehicles, people, animals, private property, water, and drainage facilities.

6. Applications shall not occur under wind, temperature, precipitation, or site conditions prohibited by the label or likely to result in drift, runoff, or ineffective treatment.

7. The COMPANY shall provide any posting, notification, re-entry control, or site restriction required by law or product label.

8. For each application, the COMPANY shall record the date, location, target vegetation, product name, EPA registration number, application rate, approximate quantity used, weather conditions, applicator name, and license number. Records shall be submitted with the invoice and retained for the period required by law.

9. Any misapplication, spill, drift incident, damage, complaint, or exposure shall be immediately reported to the City and handled in accordance with law and the product label. Remediation and damages resulting from COMPANY error are the contractor’s responsibility.

10. Broadcast herbicide application in a Full Landscape Area is prohibited unless specifically authorized.

Spot treatment shall be the default method near desirable plants.

IRRIGATION SYSTEM MAINTENANCE REPAIR AND INSTALLATION

1. The COMPANY shall employ or subcontract with a current TCEQ Licensed Landscape Irrigator responsible for irrigation work performed under this Contract. Irrigation Technicians shall be licensed and supervised as required by applicable law.

2. Routine visual inspection during a Full Landscape Maintenance cycle shall include observation for broken heads, damaged emitters, leaks, overspray, ponding, runoff, clogged nozzles, exposed wiring, damaged valve boxes, and obvious controller problems.

3. The COMPANY shall not alter controller programming, watering schedules, valve assignments, nozzle types, system pressure, or system layout without authorization, except when necessary to stop an emergency leak.

4. Emergency conditions involving uncontrolled water discharge, flooding, pavement icing risk, erosion, or a public-safety hazard shall receive an initial response within two (2) hours after notification. Routine repair requests shall receive an initial response within thirty-six (36) hours.

5. The COMPANY shall take reasonable action to stop uncontrolled water loss when it can be done safely, including isolation of the affected zone or system. The City shall be promptly notified of any system shutdown.

6. Routine maintenance and adjustment work shall be paid by the authorized crew-hour. The crew-hour shall include all labor, supervision, ordinary hand tools, testing equipment, travel, and incidentals necessary for the work.

7. Installation or renovation work shall be authorized by work order and paid under the applicable crew-hour and material items. The COMPANY shall obtain required permits and provide record drawings or marked-up plans when requested.

8. Parts and materials shall be new, commercial grade, compatible with the existing system, and approved by the City.

9. No repair exceeding $1,000.00 in labor and materials may proceed without written approval, except emergency action necessary to stop damage or protect the public.

10. Backflow prevention devices may be installed, repaired, or tested only by persons holding the licenses required for that work. Test reports and certifications shall be provided when applicable.

11. The COMPANY shall protect potable water systems and comply with TCEQ landscape-irrigation requirements and all applicable City standards.

TREE AND SHRUB TRIMMING NOTES

1. Tree-care operations shall comply with ANSI A300-2023 Tree Care Standards, or the current adopted edition, and applicable arboricultural safety requirements.

2. The COMPANY shall have an ISA Certified Arborist or ISA Board Certified Master Arborist employed by or under contract with the COMPANY and available to review work, advise crews, and address technical concerns.

3. Crews shall be trained and competent in proper pruning practices. Topping, flush cuts, excessive lion-tailing, indiscriminate heading, and other damaging practices are prohibited.

4. Commercial-grade equipment shall be maintained in safe operating condition. Aerial equipment and climbing operations shall be used only by trained personnel and in accordance with applicable safety requirements.

5. The COMPANY shall use extreme care near traffic, private property, buildings, lighting, irrigation, and utilities. Damage shall be restored at the COMPANY’s expense.

6. The COMPANY is responsible for coordinating with the applicable utility owner when utility proximity prevents safe performance. The COMPANY shall not perform work within restricted utility clearances unless properly qualified and authorized.

7. All branches, wood, chips, and debris generated by tree work shall be removed and legally disposed of unless the City directs otherwise. The site shall be swept and raked to a finished appearance each day.

8. Fresh pruning wounds on oak species susceptible to oak wilt shall be painted immediately with an appropriate wound dressing. Wound dressing shall not be used on other species unless directed by the City or recommended for a specific condition by the Certified Arborist.

9. For road-maintenance projects, the COMPANY shall prune branches to provide a minimum vertical clearance of fourteen (14) feet above the pavement where directed. Pruning shall also provide adequate horizontal clearance for authorized paving equipment.

10. The COMPANY shall prune only portions of trees located within or extending over City-owned right-of-way unless the City has obtained separate authorization. The COMPANY shall not enter private property without permission.

11. Large branches six (6) inches or greater in diameter shall not be removed solely to achieve clearance when the City determines that equipment can safely work around the branch or that removal would unreasonably damage the tree.

12. Before planned neighborhood pruning, the COMPANY shall distribute two notices to affected residents and businesses: an initial notice approximately thirty (30) days before work and a second notice at least seventy-two (72) hours before work.

13. Notices shall identify anticipated work dates, contact information, parking or access restrictions, and a general description of pruning methods. If the schedule changes, the COMPANY shall provide an updated notice.

14. Routine shrub and minor tree pruning included in a Full Landscape Maintenance cycle shall be limited to work safely performed from the ground with ordinary hand tools. Dedicated manual or aerial crews shall be paid under separate price schedule items.

TREE REMOVAL NOTES

1. Only trees tagged or otherwise identified in writing by the City may be removed.

2. Before removal, the COMPANY shall verify the tree, work limits, access, utilities, traffic control, disposal method, and required restoration with the Project Manager.

3. Tree Measurement: Single-stem trees shall be measured by diameter at breast height (DBH), four and one-half (4.5) feet above adjacent grade, measured from the uphill side on sloping ground. For trees with multiple trunks originating from a common base and separating below DBH, each trunk shall be measured separately at DBH. The diameter used for payment classification shall equal the diameter of the largest trunk plus one-half (½) the diameter of each additional trunk. A multi-stem tree shall constitute one tree for payment. Separately rooted trees shall be measured and paid individually.

Where a fork, swelling, or other irregularity prevents a representative measurement at DBH, the Project Manager shall approve and document an alternate measurement location before removal. The City shall verify measurements and approve the payment classification before work begins.

4. Type A Tree Removal shall include trees twenty-four (24) inches DBH and smaller. Type B Tree Removal shall include trees larger than twenty-four (24) inches DBH.

5. Unless otherwise directed, stumps shall be ground at least twelve (12) inches below surrounding grade and all visible surface roots within the immediate work area shall be removed.

6. Stump holes shall be cleared of grindings, filled with approved clean soil, compacted to prevent settlement, and finished flush with surrounding grade. In maintained turf, the City may authorize sod or seed as a separate item.

7. For trees located on steep drainage-channel slopes where grinding would cause instability or unsafe conditions, the City may direct the stump to be cut flush with grade and left in place.

8. The COMPANY shall remove all logs, branches, chips, grindings, leaves, and debris and shall leave pavement, curb, sidewalk, and landscape surfaces clean and restored.

9. Tree removal includes all labor, equipment, traffic control, rigging, loading, hauling, disposal, stump work, backfill, and incidentals unless a separate price schedule item expressly applies.

10. When a tree presents an immediate hazard, the City may issue an emergency work order. Emergency response and after-hours premiums will be paid only when expressly authorized.

WORK ORDERS SITE INVENTORY AND QUANTITY CHANGES

1. The City will provide an initial site inventory or schedule identifying the maintenance classification and estimated service quantity for each location. Maps, photographs, or GIS references may be included.

2. The COMPANY shall verify apparent discrepancies in size, classification, access, or site condition before beginning the affected work.

3. The City may add, remove, suspend, or reclassify locations during the Contract. Work at an added location will be paid at the applicable contract unit price when the location reasonably fits an existing classification.

4. If an added location or authorized service does not reasonably fit an existing price schedule item, the COMPANY shall submit a written price proposal. Work shall not begin until the City approves the pricing and issues written authorization in accordance with applicable purchasing requirements.

5. Estimated quantities are provided for quotation evaluation and do not guarantee actual quantities.

Payment will be based on accepted work actually authorized and performed.

6. Each work order shall identify the location, authorized services, applicable price schedule items, estimated quantities, approved pricing, required completion dates, and any special requirements. The COMPANY shall obtain written City approval before exceeding the authorized scope, quantities, or spending limit. Recurring services may be authorized through the approved maintenance schedule without a separate work order for each visit.

INSPECTION ACCEPTANCE AND CORRECTIVE WORK

1. The City will inspect work for completeness, appearance, safety, compliance, and protection of property.

Inspection does not relieve the COMPANY of responsibility for defects or damage.

2. A maintenance cycle is complete only when all required work, cleanup, reporting, and corrective work for the location have been completed and accepted.

3. Unsatisfactory mowing, trimming, landscape maintenance, weed control, cleanup, or reporting shall be corrected at the COMPANY’s expense within three (3) business days after notice, or sooner when the City identifies a safety or operational concern.

4. The City may reject or withhold payment for missed, incomplete, late, unsafe, damaged, or unsatisfactory work. Payment may be reduced in proportion to the unperformed work when approved by the Project Manager.

5. If the COMPANY fails to correct work within the required time, the City may perform or procure corrective work and deduct the documented cost from amounts due, subject to the Contract terms.

6. Repeated failure to meet the schedule or quality requirements may be considered default or grounds for non-renewal.

7. The COMPANY shall promptly repair damage and shall coordinate directly with affected property owners only as directed by the City. City inspection of repairs does not make the City an agent of a private owner or release the COMPANY from liability.

PAY ITEM NOTES

Respondents shall provide pricing for every required item. The bid schedule shall include estimated quantities and extended prices so the City can evaluate the total estimated cost of the full scope for award to one COMPANY, subject to the evaluation and award requirements stated in the solicitation. The following provisions describe the principal FY2027 pay items. Supplemental items shall address separately payable materials, major equipment, aerial tree-pruning services, and authorized emergency or after-hours premiums, as applicable to the scope.

1. Drainage/Rough Mowing – Acre per Cycle Payment includes all labor, equipment, supervision, travel, pre-mowing litter and debris removal, mowing, line trimming, cleanup, hauling, disposal, reporting, and incidentals necessary to complete one accepted mowing cycle. Payment will be based on accepted acres actually mowed.

2. Manual Tree-Pruning Crew – Crew-Hour Payment includes a standard three-person ground crew, supervision, hand and power tools, notices when required, routine traffic control, wound dressing when required, loading, hauling, disposal, cleanup, and incidentals. Aerial equipment is not included.

3. Xeriscape—Full Landscape Maintenance, Including Landscaped Traffic Circles and Roundabouts

– Square Feet per Cycle

This pay item applies to all designated landscaped areas, including landscaped medians, islands, traffic circles, roundabouts, planting beds, and similar locations. Payment includes litter and debris removal;

weeding; herbicide application; edging; trimming; routine pruning of shrubs and ornamental grasses;

removal of dead plant material; redistribution of existing mulch or decorative aggregate; cleaning of adjacent curbs and gutters; routine visual inspection of irrigation systems; required reporting; traffic control;

and all labor, equipment, materials, and incidentals necessary to complete one accepted maintenance cycle.

Substantial tree pruning, plant replacement, irrigation-system repairs, and replacement mulch, decorative aggregate, plants, irrigation components, or other materials are not included and will be paid under the applicable price schedule item when authorized by the City.

4. Hardscape/Concrete Weed Control – Square Feet per Cycle Payment includes litter and debris removal, targeted herbicide and mechanical weed control, removal of dead vegetation, cleaning of curb and gutter, application records, and all incidentals necessary to leave the designated hardscape free of visible vegetation.

5. Licensed Irrigation Maintenance Crew – Crew-Hour Payment includes an authorized standard crew, supervision by a licensed Landscape Irrigator as required, ordinary tools, testing equipment, travel, adjustments, minor maintenance, documentation, and incidentals.

6. Licensed Irrigation Installation/Renovation Crew – Crew-Hour Payment includes an authorized standard crew, ordinary equipment and tools, layout, excavation, installation labor, testing, cleanup, documentation, and incidentals. Major equipment and materials are paid separately when authorized.

7. Type A Tree Removal – Each Payment includes removal of one tree twenty-four (24) inches DBH (4.5’ above the ground) or smaller, stump grinding, removal of grindings and debris, approved backfill, cleanup, traffic control, hauling, disposal, and incidentals.

8. Type B Tree Removal – Each Payment includes removal of one tree larger than twenty-four (24) inches DBH, stump grinding, removal of grindings and debris, approved backfill, cleanup, traffic control, hauling, disposal, and incidentals.