4424 Airport Landscape Enhancements FINAL.pdf

CITY OF CHANDLER

NOTICE OF REQUEST FOR PROPOSAL CM2-988-4424

SOLICITATION TITLE: AIRPORT LANDSCAPE ENHANCEMENTS

SOLICITATION NO.: CM2-988-4424

PROPOSAL DUE DATE: December 23, 2021

PROPOSAL DUE TIME: 4:00 pm local Arizona time

SUBMIT TO: Via email to:

raquel.mcmahon@chandleraz.gov Email and attachments may not exceed 50 MB

PRE-PROPOSAL CONFERENCE: December 7, 2021

10:00 AM local Arizona time City of Chandler Airport Conference Room 2380 S. Stinson Way Chandler, AZ 85286

CONTACT: Raquel McMahon, CPPB Procurement Officer Phone: (480) 782-2407 Email: raquel.mcmahon@chandleraz.gov

ISSUE DATE: November 24, 2021

Proposals for the commodity or service specified will be received by the Purchasing Division, City of Chandler, via email to raquel.mcmahon@chandleraz.gov, until the time and date cited above.

Proposals must be received in the email inbox of the responsible Procurement Officer on or prior to the exact time and date indicated above.

Instructions for preparing proposals are provided on the following pages.

RFP Summary: The City is requesting proposals from qualified offerors to provide the City with landscape enhancements pursuant to the attached agreement.

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Vendor Registration. Proposers must register via the on-line vendor registration system to automatically receive notification of addenda to this solicitation or notice of other solicitation opportunities. Visit https://www.chandleraz.gov/business/vendor-services/purchasing, select Vendor Registration and Management.

2. Addendum. This RFP may only be modified by a written addendum. Proposers are responsible for obtaining all addenda. A Proposer must not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the solicitation.

3. Late Proposals. Late proposals will not be accepted. It is the sole responsibility of the

Proposer to ensure that its proposal is received at or prior to the exact date and time indicated on the Notice Page. The time stamp of the City’s email system will govern timeliness of submission.

4. Cost of Proposal Preparation. The City will not reimburse any Proposer the cost of responding to a solicitation.

5. Duty to Examine. It is the responsibility of each Proposer to examine the entire solicitation, seek clarification and make inquiries, and examine its proposal for accuracy before submitting it. Lack of care in preparing a proposal will not be grounds for modifying or withdrawing the proposal after the due date and time, nor will it give rise to any claim.

6. Inquiries. Any inquiry related to this solicitation, including any requests for or inquiries regarding standards referenced in the solicitation must be directed solely to the Procurement Officer listed on the cover page of the solicitation. Proposers will not contact or direct inquiries concerning this solicitation to any other City employee unless the solicitation specifically identifies a person other than the Procurement Officer as a contact.

All inquiries, except those at the Pre-Proposal Conference, should be submitted in writing and refer to the appropriate solicitation number, page and paragraph. The City will consider the relevancy of all inquiries but is not required to respond in writing.

Any inquiry must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the inquiry not being addressed in a solicitation addendum.

7. Remote Attendance at Pre-Proposal Conference. The City may offer remote attendance at the Pre-Proposal Conference via a City-hosted dial-in meeting. If remote attendance is offered, meeting details will be provided on the Notice Page. Interested Offerors attending remotely may be required to register and provide, at a minimum, attendee name and company name.

Remote attendance is provided as a courtesy. Attendees are responsible for all aspects of their attendance. The City will not provide technical support for remote attendance.

https://www.chandleraz.gov/business/vendor-services/purchasing https://www.chandleraz.gov/business/vendor-services/purchasing

8. Exceptions to the Solicitation. Any exception to the solicitation must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the exception not being addressed in a solicitation addendum.

9. Proposal Amendment or Withdrawal. A proposal may be withdrawn at any time before the due date and time. A proposal may not be amended or withdrawn after the due date and time except as otherwise provided by applicable law.

10. Unit Price Prevails. In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate will govern.

11. Non-Collusion and Non-Discrimination. By signing and submitting the proposal, the

Proposer certifies that the Proposer did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its proposal; and the Proposer does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, age, sex, national origin, or disability, and that it complies with all applicable Federal, state and local laws and executive orders regarding employment.

12. Waiver and Rejection Rights. The City reserves the right to waive any immaterial defect or informality; or reject any or all proposals, or portions thereof; or reissue the Request for Proposal; and will be the sole judge of the merits of the proposals received.

13. Proposal Opening. Proposals will be opened as indicated on the Notice Page, unless amended in writing by the Procurement Officer issuing the solicitation. The name of each Proposer will be public information following the proposal opening. No other information will be publicly disclosed at that time.

14. Public Record. All proposals submitted in response to this solicitation and all evaluation related records will become property of City and will become a matter of public record for review, subsequent to publication by the City of the proposed award in the agenda for the City Council Meeting, or upon award by the appropriate approving authority or as otherwise required by law.

15. Confidential Information. A request for nondisclosure of data such as trade secrets or other proprietary information must be submitted with the proposal and must contain the basis for the request. Any information included in the request must be submitted as a separate file. Price is not confidential and will not be withheld. A blanket statement of confidentiality will not be considered. It is the Proposer’s responsibility to identify and segregate the information in the proposal provided to the City.

The City will review all requests for confidentiality and may approve or deny all or portions of the request. Information denied confidentiality will be released as public information. In the event of a public records request for information granted confidentiality, the City will endeavor provide 48-hours’ notice before releasing materials in order for the Proposer to apply for a court order blocking the release of the information.

16. Proposal Acceptance Period. All proposals will remain valid for 120 days after the day of the opening of proposals. The City may, at its sole discretion, release any proposal and return any security (as applicable) prior to that date. No Proposer may withdraw a proposal during this period without written permission from the City. Should any Proposer refuse to enter into an agreement, under the terms and conditions of the procurement, the City may retain any security (as applicable) as liquidated damages.

17. Discussions with Proposers and Revisions to Proposals. Discussions and additional investigations may be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final proposals.

In conducting discussions, there will be no disclosure of any information derived from proposals submitted by competing Proposers. The purposes of such discussions will be to:

determine in greater detail such Proposer’s qualifications; explore with the Proposer the scope and nature of the project, the Proposer’s proposed method of performance, and the relative utility of alternate methods of approach; determine that the Proposer will make available the necessary personnel and facilities to perform within the required time;

agreeing upon compensation, which is fair and reasonable, taking into account the estimated value of the required services, and the scope, complexity and nature of such services.

18. Clarifications. City reserves the right to obtain Proposer clarifications where necessary to arrive at full and complete understanding of Proposer’s product, service, and solicitation response. Clarification means a communication with a Proposer for the purpose of eliminating ambiguities in the proposal and does not give Proposer an opportunity to revise or modify its proposal.

19. Agreement Negotiations. City reserves the right to conduct exclusive or concurrent negotiations with responsible Proposer(s) for the purpose of agreeing to the conditions, terms and price of the proposed agreement unless prohibited. Proposers will be accorded fair and equal treatment in conducting negotiations and there will be no disclosure of any information derived from proposals submitted by competing Proposers. Exclusive or concurrent negotiations will not constitute an agreement award nor will it confer any property rights to the successful Proposer. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into subsequent concurrent or exclusive negotiations with the next most qualified Proposer(s).

20. Payment. Proposers may agree to accept the City Procurement Card (Mastercard) for payment. Proposers should indicate on the Proposer Information and Offer Section of this RFP, their willingness to accept City Procurement Card payments. The inability to accept payment by City Procurement Card will not disqualify a Proposer’s response.

Proposers may also agree to accept other traditional payment methods, including automated clearinghouse (ACH). Payment terms for traditional payment methods are Net 30 upon receipt of an accurate invoice. Proposers may propose additional discounts for early payment within their proposal.

21. Local Business Consideration. Where the Chandler Administrative Regulation MS-16 Local Business Consideration is applicable, any applicable Chandler Transaction Privilege Tax will be deducted from the net cost for the purpose of evaluation.

22. Protests. A protest must be in writing and be filed with the Purchasing Division. To be considered filed, a protest must be submitted via email to the Procurement Officer identified on the Notice Page.

A protest of a solicitation must be received not less than five days before the solicitation opening date.

A protest of a proposed award requiring City Council approval must be filed within five calendar days of the first posting of the award recommendation. Award recommendations are posted on the Purchasing web site at www.chandleraz.gov/purchasing and/or the City Clerk web site at http://www.chandleraz.gov/default.aspx?pageid=1007 If the protest due date occurs on a weekend or holiday, the protest must be filed the next business day.

A protest of an award not requiring City Council approval (less than $50,000 or $30,000 for Consultants) must be submitted within ten calendar days of the date the protester knows or should have known the basis of the protest.

A protest must include:

• The name, address and telephone number of the protester;

• The signature of the protester or its representative;

• Identification of the project and the solicitation or agreement number;

• A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and the form of relief requested.

The City will review the protest and may issue a written response.

23. Award. Unless otherwise provided in this solicitation, the City reserves the right to make multiple awards, award by item, group or as a total, as is deemed most advantageous to the City.

24. Execution of Agreement. Within ten days of notice that Proposer is the recommended awardee, Proposer will execute and return the Agreement to Purchasing.

25. Persons with Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Procurement Officer. Requests must be made as early as possible to allow time to arrange the accommodation.

http://www.chandleraz.gov/purchasing http://www.chandleraz.gov/default.aspx?pageid=1007

PROPOSAL CONTENT

Proposers must submit one copy of the proposal via email to the responsible Procurement Officer. The REQUEST FOR PROPOSAL TITLE, NUMBER AND OFFEROR NAME should be in the subject line of the email. Emails and attachments may not exceed 50 MB in size. Attachments should be in .pdf format and named with the RFP number and Offeror name. A single email is preferred, however multiple emails are permissible provided that all are received prior to the due date and time.

Proposals should include the following information in the order listed:

1. Completed Proposer Information and Offer Section. Complete and submit the Proposer Information and Offer Section in the format provided in this solicitation. Failure to do so may result in the proposal being rejected as non-responsive. The Proposer Information and Offer Section within the solicitation must include a signature by a person authorized to sign the proposal. The signature must signify the Proposer’s intent to be bound by its Proposal and the terms of the solicitation and that the information provided is true, accurate and complete.

2. Responses to Proposal Evaluation Criteria. Submit information requested in the Evaluation Criteria Section provided in this solicitation. Forms, such as pricing forms, must be completed in the format provided in the solicitation. Failure to do so may result in the proposal being rejected as non-responsive.

3. Exceptions to Agreement. The City’s standard Agreement is included as a part of this solicitation. By submitting a proposal, the Proposer acknowledges having reviewed the Agreement. Any exceptions to the Scope of Work or Specifications or to Agreement terms and conditions must be included with the proposal and be clearly identified. Exceptions not included in the proposal may not be introduced in the future. Any exceptions to the Scope of Work, Specifications or the Agreement language will be considered and included in City’s evaluation of the proposal. A proposal that takes exception to a material requirement of any part of the Scope of Work, Specifications or Agreement language may be rejected as non-responsive.

4. Disclosure. If the Proposer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any Federal, state or local government, or if any such preclusion is currently pending, the Proposer must make disclosure. In the proposal, the Proposer must include information including the name and address of the governmental entity, the effective date and duration of this suspension or debarment, and the relevant circumstances. The City reserves the right to reject a proposal received from a Proposer, including each of its principals, who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity.

PROPOSER INFORMATION AND OFFER SECTION

Company Name

Business Type (Corporation, Partnership, etc.)

State of Incorporation (if applicable)

Federal Tax I.D. No.

Address

City, State, Zip

Authorized Signature

Name and Title

Contact Name

Title

Telephone

E-mail

Chandler Transaction Privilege Tax (TPT) No. (if applicable) Date of issue:

Is proposed purchase subject to TPT? _______yes _______no

Will you accept a City Procurement Card (MasterCard) for payment of invoices? _______yes _______no

If you accept a MasterCard for payment, do you charge a fee?

_______yes _______no If yes, what is the fee?______

Will you accept automated clearinghouse (ACH) for payment of invoices? _______yes _______no

Prompt Payment Terms Offered _______% Net _________ days

Disclosure of Debarment or Suspension

_______yes _______no

(If yes, please attach description of the circumstances)

Exceptions Taken

_______yes _______no

(If yes, please attach a clearly identified section)

Date Addendum #1 Acknowledged/Received

Date Addendum #2 Acknowledged/Received

Date Addendum #3 Acknowledged/Received

EXHIBIT A

SCOPE OF WORK

BACKGROUND

Maintaining the health and appearance of the City’s landscape is a high priority for the City of Chandler’s Airport (COC Airport). The Contractor will provide refurbishment/enhancement services to existing landscape as specified herein. Due to weather events and other factors, the success of these assets are often at risk of failure. The need to replace missing or dead vegetation and upgrade irrigation systems is a high priority.

Any referenced brand names/models identified herein are for identification and performance level purposes only and are in no way intended to limit competition. Requests for approved alternates will be carefully reviewed and seriously considered for this application, by the Contract Administrator.

GENERAL VENDOR QUALIFICATIONS

The Contractor shall be in compliance with all applicable Federal, State, Local, ANSI and OSHA laws, rules and regulations and all other applicable regulations for the term of this contract.

The Contractor, without additional expense to the City, shall be responsible for obtaining and maintaining any necessary licenses and permits required in connection with the completion of the required services herein.

The Bidder must hold a valid license issued by the State of Arizona Registrar of Contractors prior to submission of a bid and must maintain same throughout the duration of the contract term and any subsequent contract extensions. Failure to maintain said license may be grounds for default of the contract and subsequent termination.

The Contractor may not subcontract any segment or services covered herein, without prior approval of the Contract Administrator. All subcontractors used under the scope of this contract shall meet all requirements, terms and conditions set forth herein. All subcontracted services shall be warranted by and be the responsibility of the Contractor.

The Contractor MUST have and maintain full time Company representation located in the Phoenix, Arizona metropolitan area, with the ability and authority to address all Contract issues that may develop. The Contractor shall provide to the Contract Administrator, the individual’s name and contact information, including cellular phone, pager, and off-hours phone numbers.

SCOPE OF WORK: Qualified Contractor will provide the City of Chandler with landscape installation and refurbishment services at the COC Airport, located at 2380 S. Stinson Way, Chandler, AZ. The contract will be inclusive of all labor, equipment, installation and material costs.

Prior to the start of the project, the awarded Contractor shall attend a site walk with the City Representative. After the site walk has been completed the Contractor will be required to submit a project schedule and design/drawing indicating where all new plants/trees will be installed, old plants/shrub removal. Once approved by the City, the Contractor will be issued the NTP (notice to proceed). The work will be completed within a predetermined timeframe and accepted by the City in turnkey condition. All work shall be in accordance with the most current adopted MAG specifications and standard details as modified by the City of Chandler. The Contractor shall maintain the area for 90 days after conditional acceptance by the City Representative. After 90 days, the City representative will be contacted for final acceptance and assumption of maintenance

Site Work: Contractor will provide all labor, equipment, & material required for clearing and grubbing, soil preparation and grading of selected areas. Contractor must contact Blue Stake Services for locating utilities prior to any excavation. Contractor is responsible for maintaining a secure & safe worksite at all times.

Clearing, Grubbing and Grading: Areas indicated by project maps shall be grubbed and cleared of grass, shrubs, brush, weeds and all other unwanted material. All vegetation noted to be left in place must be protected by the contractor or will be replaced at contractor’s expense. Cavities resulting from the removal of vegetation or other materials shall be backfilled with material approved by the City Representative. After clearing and grubbing has been completed, grading and soil preparation will proceed.

Tree Removal: All tree and tree debris marked for removal will be felled in such a way as to control branches, limbs and other debris to not create a hazard or cause damage to surrounding structures or plant material. Tree removal includes grinding of stumps and visible buttress roots three (3) inches or over in diameter. All work shall be supervised by an ISA Certified Arborist. All tree work shall conform to ANSI Z133, the American National Standard for Arboricultural Operations-Safety Requirements.

Rejuvenation of Existing Plant Material: Some plants and trees will remain, contractor will provide a rejuvenating cut/pruning per standard practices.

Stump Removal: All stumps and visible buttress roots marked for removal shall be grubbed and cavities backfilled with clean dirt. All work shall be performed per MAG Standards.

Irrigation System: The City of Chandler is committed to responsible water management practices through low water use landscape projects. The Contractor shall use the Irrigation Association (IA) Standards for Landscape Best Management Practices to deliver a fully functional irrigation system. All components should be cleaned, adjusted and set to provide the appropriate amount of water to all vegetation. The City will supply the power and water source to irrigate plant material. All irrigation and backflow installations shall be warrantied for one (1) year from the time of acceptance. All work shall be in accordance with current standard practices.

Contractor must use parts on Standard List of Preferred parts or approved equal. See Attachment.

Irrigation Sleeves: Sleeves for irrigation lines (up to 4“) may require boring under roadways. The Contractor shall be required to secure all required permits and encumber associated costs. The contractor shall obtain a permit from the City of Chandler Development Services prior to starting work in the public-right-of-way if necessary.

Quick Coupler Valve: Contractor will install a quick coupler valve after the Reduced Pressure Principal Backflow Preventer (RPPBP). Pricing to include boxes, fittings and components (up to lateral or main line connection).

Irrigation with Flow Control: The City may direct the Contractor to supply and install a new controller as part of a landscape project. All controllers will be installed per manufacturers specifications.

Gate Valve Assembly: The Contractor shall supply and install gate valve assembly. Pricing to include boxes, fittings and components (up to lateral or main line connection point).

Remote Control Valve Assembly: Remote control valves should be installed in planter beds or turf areas whenever possible. Valve boxes shall be large enough to allow for ease of access.

Pricing to include boxes, fittings and components (up to lateral or main line connection point).

Drip Assembly Valve: The Contractor shall supply and install a Drip Valve Assembly with a pressure regulator and “Y” filter. Pricing to include boxes, fittings and components (up to lateral or main line connection point).

Irrigation Pipe, Fittings and All Components: Main Line pipes shall be PVC schedule 40 pipe (Up to 2”). Size shall be dependent on GPM (gallons per minute) flow, static pressure and distance from POC (point of connection) to last zone. Lateral line pipes shall be PVC schedule 40 sized per zone. Wires shall be 12,14, or 18-gage. 12 and 14-gauge wires shall be single strand and 18-gauge wire shall be multiple strand. All wires should be UL underground approved (UL direct burial coated wire). Pipe and control wires shall be installed in common trenches whenever possible. The Contractor shall follow the typical trenching detail when installing main, lateral and wiring.

Drip System-Emitter: Drip tubing shall be installed below finished grade. Drip irrigation should typically have two emitters per shrub, three emitters per tree (dependent on plant size at planting and water needs, spaced at the perimeter of the root ball or edge of planting area. If plants are on a slope, emitters shall be located on uphill side of root ball. The cost will not be considered a pay line item and shall be included as part of the linear foot price of Irrigation Pipe, Fittings and All Components.

Drip System-Flush End Cap: The Contractor shall install a manual flush end cap at the end of all PVC lines. The cost will not be considered a pay line item and shall be included as part of the linear foot price of Irrigation Pipe, Fittings and All Components.

Landscape Material Installation: Contractor will provide all labor, material and equipment for the installation of trees, shrubs, groundcover and landscape curbing. All native or amended planting backfill mix and fertilizer tablets shall be subject to inspection and acceptance by the City Representative. All plants will be subject to City inspection prior to installation. Unaccepted plants are to be removed from the site immediately and replaced with new plants at the Contractor’s expense. The City reserves the right to reject entire lots of plants represented by defective samples. Under no condition will there be any substitution of plants or sizes for those listed, except with the expressed written consent of the City Representative. No plant or other substitutions or quantity deviations shall be made without consent of the City representative.

Shrub and Ground Cover Installation: Locations for plants and outlines of areas to be planted shall be marked on the ground by the Contractor and reviewed by the City Representative before any plant pits are dug. All such locations shall be reviewed by the City. No more plants shall be distributed in the planting area on any day than can be planted and watered on that day. Any plants which settle deeper than specified above shall be raised back to the correct level. All plant material is to meet the standards as set forth by the American Standards for Nursery Stock most current edition.

Tree Installation: Tree installation will be performed under the supervision of a Certified Arborist.

Contractor shall be responsible for staking trees, watering throughout the project. Overwatering or lack of from irrigation system source is the responsibility of Contractor. Any trees which settle deeper than specified above shall be raised back to the correct level. All plant material is to be unconditionally guaranteed for one year after installation.

Decorative Rock: The City will provide ¾” screened Madison Gold Granite (or similar) for the Contractor to spread.

Miscellaneous: Labor Rate: The miscellaneous labor rate will be used by the City for unanticipated or unusual work that falls within the general scope of this agreement but is not specifically covered by a particular bid item. This includes but is not limited to various landscape work done by hand tools or small portable machinery. The hourly rate bid for this line item should include crew, truck and suitable equipment. Miscellaneous work shall be discussed and agreed to by the City Representative prior to the start of work

Temporary Traffic Control: It shall be the responsibility of the Contractor to comply with the City of Chandler Traffic Barricade Manual (latest revision) and, where noted, the Manual on Uniform Traffic Control Devices (MUTCD) (Latest revision). The Contractor is responsible for furnishing all required temporary traffic control devices (i.e. signs, barricades, cones, etc.) for any planned restrictions to facilitate the work under this agreement. All costs for temporary traffic control used for any work under this agreement shall be included in the bid price. No additional payments will be made to the Contractor for temporary traffic control other than what is provided in this document or as approved by the Contract Specialist.

Temporary Traffic Control (TTC) Permit: The contractor shall obtain a Temporary Traffic Control (TTC) Permit from the City of Chandler Transportation Department prior to restricting or closing any street, sidewalk, pedestrian pathway or alley within the City of Chandler. This can be done with multiple Traffic Control Permits or with one permit which multiple configurations are defined and approved.

TECHNICAL SPECIFICATIONS:

Landscape Practices: All landscape work will be conducted under the supervision of an Arizona Certified Landscape Professional or equivalent certification as determined by a City Representative. Landscape crews will exercise care to prevent damage to existing or newly installed vegetation. The Field Supervisor shall oversee all landscape earthwork and installation.

All tree maintenance shall conform to ANSI A300, the American National Standard for Tree Care Operations- Tree, Shrub and other Woody Plant Maintenance Standard Practices and be performed in such a manner as to encourage and maintain the healthy growth and vigor of the plant.

Equipment: The Contractor will provide and maintain, during the term of the contract, vehicles and equipment sufficient in number, condition and capacity to efficiently perform the work and render the services required by this contract. The City reserves the right to inspect the Contractor's equipment at any time to ascertain said condition. The City does not provide areas for staging or storage. The Contractor is responsible for securing and storing all vehicles, materials, supplies and/or equipment.

The City Representative will have the right to stop Contractor’s work immediately, if the City Representative deems any vehicle to be unsafe or unsatisfactory while performing work under this contract. Work will not resume until the conditions are corrected and Contractor receives approval from the City Representative.

Identification on Contractor’s vehicle will consist of (at minimum) equipment identification number, company name, and local telephone number.

Equipment will be in compliance with all applicable federal, state and local rules and regulations.

Work Area: Contractor will keep the work area safe for all residents, bicyclists, motorists, and pedestrians during the assigned project. Contractor will, upon completion of the work, leave the public right of way/worksite in a neat and clean condition. Contractor shall wear Safety vest or high visibility clothing that meets ANSI Class II or better shall be worn by Contractor employees at all times while working on site. The Contractor’s staff shall be required to wear safety apparel (i.e.

eye, ear, face protection, etc.) when using equipment such as, but not limited to blowers, chippers, chain saws, etc.

Dust Control: Contractor is responsible for all dust control during operations and shall be in compliance with all laws and regulations for dust control. The Contractor is responsible for obtaining a Maricopa County Dust Control permit, if required. Contractor will be responsible for obtaining and purchasing any water used for operation under this contract. Contractor is responsible for obtaining all necessary permits, fittings and water meters that may be required by the City. Contractor will obtain a City water meter if water is to be acquired from a City fire hydrant.

Debris Disposal: Contractor will transport and dispose of all debris from construction in accordance with all City, County, State, and Federal requirements. Green waste and other materials are not to be off loaded at temporary storage sites within the public right-of-way and the City will not provide a location for temporary storage. Contractor will be solely responsible for any dumping/disposal fees and liability thereof.

STANDARD LIST OF PREFERRED PARTS FOR COMPATIBILITY

1. Y-Strainer – Wilkens or approved equal.

2. Quick Coupler – Rain Bird 44LRC locking rubber cover 2PC Body Rain Bird (44) Key.

3. Gate Valves - Brass.

4. Ball Valve – Brass stainless steel handle or approved equal.

5. Turf Remote Valves Rain Bird EFB-CP or approved equal.

6. Drip Remote Valve – Rain Bird or approved equal.

7. Quick Coupler Valve Assembly – Rain Bird or approved equal.

8. Emitters – Bowsmith ML.

9. Main Supply line, Lateral Pipe and Fittings - PVC Schedule 40.

10. Valve Boxes – Tan in DG

11. Emitter Boxes – Black Round 6x9.

12. Bowsmith Multi Port – two gallon for trees, one gallon for plants

EVALUATION CRITERIA

Qualifications and Experience 40%

• Provide a brief history of the company including number of years in business, primary business focus and number of years providing the services described in the Scope of Work

• Provide the qualifications of the company and its leadership relative to the services described in the Scope of Work

• Provide resumes or statements of qualifications for company leadership

• Provide 3 references relative to the services described in the Scope of Work

• Provide resumes or statements of qualifications for all proposed key personnel. Identify the role of each individual and describe the reporting structure for oversight ensuring quality services

Method of Approach 35%

• Provide a narrative that describes the approach to the Scope of Work including a project timeline, milestones, deliverables, personnel responsible for milestones and deliverables;

number of hours each team member will expend in each phase of the project

• Provide an overview of proposed solution’s

• Describe implementation of proposed solution including estimated timeframe, overview of deliverables, assumptions and assumed responsibilities of all parties

• Indicate any third parties, and/or subcontractors that will be used in the implementation of the proposed solution and what their specific roles and functions will be

Price Proposal 25% Complete the Price Proposal Page.

EXHIBIT B

PRICE PROPOSAL PAGE

BID LOT ONE: Curtis Way and Granite Install at designated areas per Maps Exhibit E/F # Description Estimated

Quantity Unit of

Measure Unit Price Total

1 Provide labor and equipment to install ¾” screened Madison gold granite. City will provide rock.

700 TON $ $

2 Acacia Mulga 24” Box Tree Installed on Curtis Way Median

1 EA $ $

3 Furnish/Install 5-gallon deer grass or approved alternate

12 EA $ $

4 Furnish/Install Octopus Agave or approved alternate

6 EA $ $

5 Demo old and unwanted shrubs, approximately less than 5 shrubs.

1 LS $

SUBTOTAL $

TAX $

TOTAL $

BID LOT TWO: Renovation of landscape areas around the main building and parking lot islands per Exhibit G # Description Estimated

Quantity Unit of

Measure Unit Price Total

1 Demo old and unwanted shrubs, approximately 60 shrubs.

1 LS $

2 Install new irrigation system to include new valves, new pvc pipe

¾” schedule 40 and multi port emitter to water new and existing plant material.

1 LS $

3 5 Gallon Shrubs* 225 EA $ $ 4 24 “ Box Trees* 20 EA $ $ 5 Provide labor and equipment to install ¾” screened Madison gold granite. City will provide rock.

145 Tons $ $

6 Install Rip Rap 3” to 6”* 15 Tons $ $

SUBTOTAL $

TAX $

TOTAL $

* 5 Gallon Shrub varieties to include a variety of red and yellow yuccas, valentine bush, blue bells, blue elf aloes, golden barrels, torch glow bougainvillea, yellow and red lantana, Red Bird of Paradise and Desert Ruellia or approved alternates.

*24” Box Trees varieties to include a variety of Red Push Pistache, Acacia Mulga and Southern Live Oak trees.

City Clerk Document No.

City Council Meeting Date:

SAMPLE

CITY OF CHANDLER SERVICES AGREEMENT

AIRPORT LANDSCAPE ENHANCEMENTS

CITY OF CHANDLER AGREEMENT NO. CM2-988-4424

THIS AGREEMENT (Agreement) is made and entered into by and between the City of Chandler, an Arizona municipal corporation (City), and [INSERT NAME OF SERVICE PROVIDER], [INSERT JURISDICTION AND BUSINESS ORGANIZATION] (Contractor), (City and Contractor may individually be referred to as Party and collectively referred to as Parties) and made , 20 (Effective Date).

RECITALS

A. City proposes to provide landscape enhancements as more fully described in Exhibit A, which is attached to and made a part of this Agreement by this reference.

B. Contractor is ready, willing, and able to provide the services described in Exhibit A for the compensation and fees set forth and as described in Exhibit B, which is attached to and made a part of this Agreement by this reference.

C. City desires to contract with the Contractor to provide these services under the terms and conditions set forth in this Agreement.

AGREEMENT

NOW, THEREFORE, in consideration of the premises and the mutual promises contained in this Agreement, City and Contractor agree as follows:

SECTION I: DEFINITIONS

For purposes of this Agreement, the following definitions apply:

Agreement means the legal agreement executed between the City and the Contractor City means the City of Chandler, Arizona Contractor means the individual, partnership, or corporation named in the Agreement Days means calendar days May, Should means something that is not mandatory but permissible Shall, Will, Must means a mandatory requirement

SECTION II: CONTRACTOR’S SERVICES

Contractor must perform the services described in Exhibit A to the City’s satisfaction within the terms and conditions of this Agreement and within the care and skill that a person who provides similar services in Chandler, Arizona exercises under similar conditions. All work or services furnished by Contractor under this Agreement must be performed in a skilled and workmanlike manner. Unless authorized by the City in writing, all fixtures, furnishings, and equipment furnished by Contractor as part of the work or services under this Agreement must be new, or the latest model, and of the most suitable grade and quality for the intended purpose of the work or service.

SECTION III: COMPLETION TIME

Contractor must perform the services described in Exhibit A for the term of this Agreement.

Following execution of this Agreement by City, the Contractor will immediately commence work and will complete all services described within 90 calendar days from the date the Contractor is notified to proceed.

SECTION lV: PAYMENT OF COMPENSATION AND FEES

Unless amended in writing by the Parties, Contractor's compensation and fees as more fully described in Exhibit B for performance of the services approved and accepted by the City under this Agreement must not exceed [INSERT NUMERICAL FULL AGREEMENT AMOUNT]. Contractor must submit requests for payment for services approved and accepted during the previous billing period and must include, as applicable, detailed invoices and receipts, a narrative description of the tasks accomplished during the billing period, a list of any deliverables submitted, and any subcontractor’s or supplier’s actual requests for payment plus similar narrative and listing of their work. Payment for those services negotiated as a lump sum will be made in accordance with the percentage of the work completed during the preceding billing period. Services negotiated as a not-to-exceed fee will be paid in accordance with the work completed on the service during the preceding month. All requests for payment must be submitted to the City for review and approval.

The City will make payment for approved and accepted services within 30 days of the City’s receipt of the request for payment. Contractor bears all responsibility and liability for any and all tax obligations that result from Contractor’s performance under this Agreement.

SECTION V: GENERAL CONDITIONS

5.1 Records/Audit. Records of the Contractor's direct personnel payroll, reimbursable expenses pertaining to this Agreement and records of accounts between the City and Contractor must be kept on the basis of generally accepted accounting principles and must be made available to the City and its auditors for up to three years following the City’s final acceptance of the services under this Agreement. The City, its authorized representative, or any federal agency, reserves the right to audit Contractor's records to verify the accuracy and appropriateness of all cost and pricing data, including data used to negotiate this Agreement and any amendments. The City reserves the right to decrease the total amount of Agreement price or payments made under this Agreement or request reimbursement from the Contractor following final contract payment on this Agreement if, upon audit of the Contractor's records, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data. The Contractor will include a similar provision in all of its contracts with subcontractors providing services under the Agreement Documents to ensure that the City, its authorized representative, or the appropriate federal agency, has access to the subcontractors’ records to verify the accuracy of all cost and pricing data. The City reserves the right to decrease Contract price or payments made on this Agreement or request reimbursement from the Contractor following final payment on this Agreement if the above provision is not included in subcontractor agreements, and one or more subcontractors refuse to allow the City to audit their records to verify the accuracy and appropriateness of all cost and pricing data. If, following an audit of this Agreement, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data, and the cost discrepancies exceed 1% of the total Agreement billings, the Contractor will be liable for reimbursement of the reasonable, actual cost of the audit.

5.2 Alteration in Character of Work. Whenever an alteration in the character of work results in a substantial change in this Agreement, thereby materially increasing or decreasing the scope of services, cost of performance, or Project schedule, the work will be performed as directed by the City. However, before any modified work is started, a written amendment must be approved and executed by the City and the Contractor. Such amendment must not be effective until approved by the City. Additions to, modifications, or deletions from this Agreement as provided herein may be made, and the compensation to be paid to the Contractor may accordingly be adjusted by mutual agreement of the Parties. It is distinctly understood and agreed that no claim for extra work done or materials furnished by the Contractor will be allowed by the City except as provided herein, nor must the Contractor do any work or furnish any materials not covered by this Agreement unless such work is first authorized in writing. Any such work or materials furnished by the Contractor without prior written authorization will be at Contractor's own risk, cost, and expense, and Contractor hereby agrees that without written authorization Contractor will make no claim for compensation for such work or materials furnished.

5.3 Termination for Convenience. The City and the Contractor hereby agree to the full performance of the covenants contained herein, except that the City reserves the right, at its discretion and without cause, to terminate or abandon any service provided for in this Agreement, or abandon any portion of the Project for which services have been performed by the Contractor. In the event the City abandons or suspends the services, or any part of the services as provided in this Agreement, the City will notify the Contractor in writing and immediately after receiving such notice, the Contractor must discontinue advancing the work specified under this Agreement. Upon such termination, abandonment, or suspension, the Contractor must deliver to the City all drawings, plans, specifications, special provisions, estimates and other work entirely or partially completed, together with all unused materials supplied by the City. The Contractor must appraise the work Contractor has completed and submit Contractor's appraisal to the City for evaluation. The City may inspect the Contractor's work to appraise the work completed. The Contractor will receive compensation in full for services performed to the date of such termination. The fee shall be paid in accordance with Section IV of this Agreement, and as mutually agreed upon by the Contractor and the City. If there is no mutual agreement on payment, the final determination will be made in accordance with the Disputes provision in this Agreement. However, in no event may the payment exceed the payment set forth in this Agreement nor as amended in accordance with Alteration in Character of Work. The City will make the final payment within 60 days after the Contractor has delivered the last of the partially completed items and the Parties agree on the final payment. If the City is found to have improperly terminated the Agreement for cause or default, the termination will be converted to a termination for convenience in accordance with the provisions of this Agreement.

5.4 Termination for Cause. The City may terminate this Agreement for Cause upon the occurrence of any one or more of the following events: in the event that (a) the Contractor fails to perform pursuant to the terms of this Agreement, (b) the Contractor is adjudged a bankrupt or insolvent,

(c) the Contractor makes a general assignment for the benefit of creditors, (d) a trustee or receiver is appointed for Contractor or for any of Contractor’s property (e) the Contractor files a petition to take advantage of any debtor's act, or to reorganize under the bankruptcy or similar laws, (f) the Contractor disregards laws, ordinances, rules, regulations or orders of any public body having jurisdiction, or (g) the Contractor fails to cure default within the time requested. Where Agreement has been so terminated by City, the termination will not affect any rights of City against Contractor then existing or which may thereafter accrue.

5.5 Indemnification. The Contractor (lndemnitor) must indemnify, defend, save and hold harmless the City and its officers, officials, agents and employees (lndemnitee) from any and all claims, actions, liabilities, damages, losses or expenses (including court costs, attorneys' fees and costs of claim processing, investigation and litigation) (Claims) caused or alleged to be caused, in whole or in part, by the wrongful, negligent or willful acts, or errors or omissions of the Contractor or any of its owners, officers, directors, agents, employees, or subcontractors in connection with this Agreement. This indemnity includes any claim or amount arising out of or recovered under workers' compensation law or on account of the failure of the Contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. The Contractor must indemnify lndemnitee from and against any and all Claims, except those arising solely from lndemnitee's own negligent or willful acts or omissions. The Contractor is responsible for primary loss investigation, defense and judgment costs where this indemnification applies. In consideration of the award of this Agreement, the Contractor agrees to waive all rights of subrogation against lndemnitee for losses arising from or related to this Agreement. The obligations of the Contractor under this provision survive the termination or expiration of this Agreement.

5.6 Insurance Requirements. Contractor must procure insurance under the terms and conditions and for the amounts of coverage set forth in Exhibit C against claims that may arise from or relate to performance of the work under this Agreement by Contractor and its agents, representatives, employees, and subcontractors. Contractor and any subcontractors must maintain this insurance until all of their obligations have been discharged, including any warranty periods under this Agreement. These insurance requirements are minimum requirements for this Agreement and in no way limit the indemnity covenants contained in this Agreement. The City in no way warrants that the minimum limits stated in Exhibit C are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this Agreement by the Contractor, the Contractor’s agents, representatives, employees, or subcontractors. Contractor is free to purchase such additional insurance as may be determined necessary.

5.7 Cooperation and Further Documentation. The Contractor agrees to provide the City such other duly executed documents as may be reasonably requested by the City to implement the intent of this Agreement.

5.8 Notices. Unless otherwise provided, notice under this Agreement must be in writing and will be deemed to have been duly given and received either (a) on the date of service if personally served on the party to whom notice is to be given, or (b) on the date notice is sent if by electronic mail, or (c) on the third day after the date of the postmark of deposit by first class United States…