RFP for Parks and Landscape Maintenance Services Page 1 of 11 Attachment D – Maintenance Standards

Attachment D Maintenance Standards

1. Overview

These maintenance standards have been established to ensure all park, facility, and street median landscapes are maintained for the aesthetic, safety, fire safety, and use by the public.

The selected Contractor is expected to perform all required and requested services in Attachment C – Scope of Servies in accordance with the maintenance standards detailed here.

2. Turf

2.1. General Requirements

2.1.1. All turf areas will support their designed uses.

2.1.2. Turf areas shall be maintained to ensure they are clean, green and vigorous, and safe for the public throughout the year.

2.1.3. Turf will be healthy with an even and uniform surface, color, and soil moisture that benefits the plant without impacts to aesthetics. Turf will not exhibit bare spots and should be pest free

2.2. Maintenance

2.2.1. Mowing

2.2.1.1. Mowing shall take place once a week or as necessary to maintain a neat, trim appearance with mulching mowers.

2.2.1.2. Mow height is based on time of year.

a. Programmed turf shall be mowed to a height of 2.5” to 3” inches, all year round.

b. Passive turf shall be cut to a height of 3” to 3.5” inches from November through February, and 2.5” to 3” from March through our October.

2.2.1.3. All turf cuttings shall be mulched into the site.

2.2.1.4. The "1/3" rule (no more than one-third of the total length of the leaf blade shall be removed with any single mowing) shall be followed as closely as possible to minimize mowing stress to the turf grass.

2.2.1.5. Care shall be exercised during the mowing operation to prevent damage to trees and other obstacles located within the turf areas such as irrigation heads, irrigation valve boxes, quick couplers/boxes, electrical boxes or fixtures.

2.2.1.6. Turf should not be mowed when wet to prevent damage.

2.2.1.7. All mowing missed due to inclement weather or ground conditions shall be rescheduled and completed within three working days.

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2.2.1.8. Alternate mowing patterns whenever possible to prevent wheel ruts.

2.2.1.9. Bruising, scalping or rough cutting of turf will not be permitted.

2.2.1.10. Mowing of the Dog Park must occur between the hours of 8:00 a.m. and

12:00 p.m. on Thursdays to minimize impact to park users.

2.2.2. Edging

2.2.2.1. All turf grass borders shall be neatly and uniformly edged or trimmed on the same schedule as the mowing operations to maintain a neat, trim appearance.

2.2.2.2. Trimming shall include cutting all grasses along walls, fences, poles, guy wires and edging all grasses along curbs, sidewalks, mowing strips or any other objects within or immediately adjacent to turf areas.

2.2.2.3. Care shall be taken to avoid damage to tree trunks, shrubs, sprinklers, walkways, sports field equipment, valve boxes, electrical boxes and other structures while trimming.

2.2.2.4. All portable obstructions, such as picnic tables and trash containers shall be moved to mow all portions of turf.

2.2.2.5. Mechanical methods shall be used except where physically impossible, impractical, or around trees.

2.2.2.6. All edging is to be completed with a fixed blade edger. String trimmers will not be permitted.

2.2.2.7. Prior to application of chemicals, all areas shall be trimmed to the proper mow heights.

2.2.2.8. Only use of non-restricted chemicals to perform chemical edging.

2.2.3. Aeration

2.2.3.1. Turf shall be aerated four (4) times per year for Programmed Turf to a minimum depth of three (3) inches. Once aeration has been completed, turf shall be fertilized.

2.2.3.2. Winter over seeding and top dressing shall also occur after the last aeration of the season.

2.2.3.3. Aeration shall be accomplished by removing 3/4" diameter by three (3) inch deep cores at a maximum spacing of six (6) inches by use of a mechanical aeration machine.

2.2.3.4. Aeration shall be completed first in one direction (east to west), then repeat the operation in the opposing direction (north to south). All cores shall be removed from the turf and disposed of off-site the same day.

2.2.3.5. Marking of all irrigation heads, valve boxes, quick coupling boxes, electrical boxes and any other in ground equipment to prevent damage to equipment.

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2.2.4. Top-Dressing and Winter/Spring Overseeding

2.2.4.1. Top-dressing is for leveling the surface of the turf and adding more organics to the soil. Top-dressing is to occur annually immediately after the last aeration typically from September – October after all programmed play has been completed. Overseeding is to occur after top-dressing. Some locations, due to Recreation programming, may require overseeding / top-dressing to occur in the Spring instead of Winter.

2.2.4.2. During top dressing, overseeding activities and the seed establishment period, Contractor is responsible to keep turf areas closed to the public

2.2.4.3. Top-Dressing Application Rate

a. First year and second year use 1/2” of top dressing over entire turf area.

b. Third year use 1/4” of top dressing.

c. Fourth and fifth year (if authorized) use 1/8” of top dressing.

2.2.4.4. Top-Dressing Products

a. Top-dressing mix shall be 80% sand and 20% of the compost as specified below.

2.2.4.5. Sand Amendment:

a. Shall be #2 washed concrete sand with 99% passing a #4 screen and less than 5% passing a #200 screen.

2.2.4.6. Organic Composted Soil Amendment:

a. PH of less than 8.5

b. Double screened to 3/8” minus

c. Soluble salts EC less than 3

d. Carbon to nitrogen ratio 25/1 or less

e. Organic content above 25% as received by the lab

f. Free of glass, metal, and visible plastics

g. Odor shall be soil-like (musty or moldy) not sour, ammonia-like or putrid

h. Contains no nitrogenized wood product in it – especially redwood or fir

2.2.4.7. Dragging of Top-Dressing Products

a. Dragging of top dressing into aeration holes and low spots shall be with a minimum 15’ wide drag that mixes material as it moves forward.

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2.2.4.8. Order of Amending:

a. Spread 1/8” – 1/2” of top-dressing sand/compost mix evenly over the fields.

b. Spread gypsum and any other dry amendments evenly over the fields.

c. Drag the site with the 15’ drag until everything is level.

d. Slit seed the entire field areas

e. Grass shall be kept at 3”-3 ½” during growing time

2.2.4.9. Overseed Mix

a. Winter seed mix shall be slit seeded with perennial rye grass in fall months at an application rate of 16lbs. per 1,000 square feet (8 lb. in each of two directions).

b. Spring seed mix shall be slit seeded with LaPrima XD Hybrid Bermuda grass seed at an application rate of 2lbs. per 1,000 square ft. (1 lb. in each of two directions).

2.2.5. De-thatching

2.2.5.1. Turf shall be dethatched once per year between September 15th and October

15th.

2.2.5.2. Dethatching shall be accomplished by use of "vertical cut type" dethatch machine. The vertical cutting machine shall be set at a depth to penetrate ¼” below thatch layer into the soil. All thatch and debris shall be picked up and disposed of off-site prior to the end of the workday.

2.2.5.3. After clean-up, mow turf at regular cutting height. All walkways, roadways, trails, landscaped areas, or other areas soiled by dethatching operations shall be cleaned and all debris disposed of off-site prior to the completion of this operation or the end of the day, whichever occurs first.

2.2.5.4. During de-thatching activities, the turf areas shall be closed to the public.

2.2.6. Maintenance – Synthetic Turf

2.2.6.1. Synthetic turf shall be maintained in accordance with the manufacturers' synthetic turf maintenance guidelines (Attachment J). These guidelines demonstrate procedures, equipment usage, general maintenance guidelines, cleaning products, and frequently asked questions.

2.2.6.2. During periods of inclement weather that hinders normal operations, work activities should be adjusted to not damage to synthetic surface and/or subgrade.

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3. Irrigation

3.1. The City’s existing irrigation system is a combination of LXME2P Rainbird and

DX2/DX3 Rainmaster controllers with central control irrigation systems located at 1265 N Milpitas Blvd. LXME2P Rainbird controllers are replacing current DX2/DX3 controllers as park renovations or controller failures occur.

3.2. Any repairs will be in accordance with the original details and is compatible with other supporting irrigation parts and equipment. Repairs should be made within 24 hours of the reported issue to reduce water waste and prevent damage to turf and landscape.

3.3. The following requirements is to ensure an effective, water efficient irrigation program:

3.3.1. Maintaining a regular, deep watering program.

3.3.2. Not allowing turf to dry beyond 50% of the soil water holding field capacity between watering.

3.3.3. Adjusting irrigation controllers to comply with designated watering windows.

3.3.4. Active monitoring of the requirements of the plant material, soil conditions, seasonal temperature variations, wind conditions and rainfall, and shall recommend appropriate changes in duration of watering cycles.

3.3.5. Adjusting irrigation frequency by the evaporative demand and rainfall.

3.3.6. Adjusting irrigation duration for each valve to apply the appropriate amount of water required to wet the root zone of the plants within that irrigation zone.

Irrigation duration shall consider the following:

3.3.7. Precipitation rate (inches per hour) of the specific sprinkler operated by that valve.

3.3.8. Infiltration rate of the soil.

3.4. Water holding capacity of the soil (inches of available water per foot of soil).

Table 1 Rooting depth of plan material:

Turf 8 inches Ground Cover 12 inches Shrubs 24 inches Trees 36 inches

3.5. Irrigation adjustments required for seeding, fertilization, periods of extreme dryness or heat, or during manual irrigation cycles shall be conducted in accordance with the following criteria:

3.5.1. Minimize Drift: Ensure minimal water drift onto private property or roadways caused by wind conditions.

3.5.2. Avoid Interference: There shall be no interference with sports field activities or other special activities.

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3.5.3. One-Site Supervision: Irrigation personnel must be present at each location until watering cycle is completed to ensure uniform coverage, proper function of sprinkler heads and to be able to troubleshoot high, low and no flow conditions.

3.6. Irrigation systems are to be adjusted to:

3.6.1. Provide adequate coverage of all landscape areas

3.6.2. Prevent runoff and/or erosion

3.6.3. Prevent watering roadways, walkways, trails, fences, and private property and minimize water usage

3.6.4. Limit evapotranspiration loss

3.6.5. Limit hazardous conditions

4. Shrubs, Vines & Groundcover

4.1. General Requirements

4.1.1. All shrubs and hedges shall be pruned in such a manner that they present a pleasing and natural appearance and do not obstruct the vision from building windows or the vision of vehicle drivers.

4.1.2. All shrubs, hedges, and ground vegetation shall be maintained so the vegetation does not overgrow its designated growth perimeter. Along all walks, overgrowth shall not be over four (4) inches at any time.

4.1.3. Formally sheared shrub hedges shall be continually maintained in their formal design by shearing and trimming.

4.1.4. Shrubs designed to be grown full size shall not be sheared or trimmed.

4.1.5. All shrubs shall be pruned to prevent encroachment onto private property.

4.2. Shrub Pruning Procedures

4.2.1. All cuts shall be made sufficiently close to the parent stem so that healing can readily start under normal conditions.

4.2.2. All limbs one (1) inch or greater in diameter shall be "under cut" to prevent splitting and tearing.

4.2.3. All equipment utilized shall be clean, sharp, and expressly designed for shrub pruning.

4.2.4. Avoid pruning plants when seasonal bloom is present

4.3. Vines

4.3.1. Vines and espalier plants shall be checked and retied as required. Secure vines with appropriate ties to promote directional growth on supports.

4.3.2. Nails shall not be used to secure vines on masonry walls.

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4.3.3. Vines should be watered in pockets without sprinklers to promote optimum growth.

4.4. Ground Cover

4.4.1. Ground cover areas shall be maintained in a manner which will promote the healthy growth of the plant material in a primarily natural state while removing weed infestations.

4.4.2. Ground cover adjacent to all pathways, walls, and/or fences shall remain four inches maximum from vertical surfaces and six (6) inches back from walk/trail edges, and curbs.

4.4.3. Prevent soil compaction by regularly cultivating bare spots in all ground cover areas monthly or more often as needed.

4.4.4. Ground cover should be trimmed back four (4) inches from all controller units, valve boxes, quick couplers, structures or walls, and private property.

4.4.5. Ground covers shall not be allowed to grow up trees, into shrubs, or mix in with vines on walls.

4.4.6. Planter areas shall be mulched at a depth of three (3) inches to prevent erosion and weed growth. Mulch shall be Mahogany Pro-Chip Mulch as produced by Republic Services Newby Island Compost Facility.

4.4.7. All ground cover areas shall be maintained to minimize infestation by ground squirrels and rats to the extent possible.

5. Fertilization

5.1. General

5.1.1. After fertilizer application, monitor watering schedule to eliminate runoff or leaching of fertilizer materials.

5.1.2. In making application of fertilizer granules, take precaution to contain these materials in the planting areas. Any fertilizer that is applied to non-target areas such as a roadway, sidewalk, parking lot, etc., shall be removed immediately.

5.1.3. No fertilizer can enter the storm drain system.

5.2. Turf

5.2.1. During winter (October through March) use of a commercial fertilizer with 16-

16-16 formulation or approved equal applied at the manufacturer's recommended rate for plant material or follow soil sample analysis recommendations. Fertilizer is to be applied according to the manufacturer’s recommendations of the number of pounds per acre.

5.2.2. During spring and summer (April through September) Contractor shall use a commercial fertilizer for turf areas, 25-4-8 slow-release fertilizer with I.B.D.U.

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(isobutylidene diurea) / slow-release nitrogen fertilizer product or approved equal). Fertilizer is to be applied according to the manufacturer’s recommendations of the number of pounds per acre.

5.2.3. Fertilizers shall be inorganic, dry, pelletized formulation. Application shall be in accordance with manufacturer specifications.

5.2.4. All proposed changes in formulation shall be submitted to the City Program Manager or designee for review prior to use.

5.2.5. Turf shall be fertilized four (4) times per year after completion of aeration.

5.2.6. Turf shall be free of moisture at the time of fertilizer application. Application of the fertilizer shall be done in sections.

5.2.7. Fertilizer shall be removed from hardscape, equipment, and park amenities, before beginning irrigation. All areas fertilized shall be thoroughly soaked immediately after the fertilizer is broadcast.

5.2.8. Ensure the fertilizer remains in the planting areas only

5.3. Landscape Areas

5.3.1. Shrubs, vines, and groundcovers shall be fertilized with a 16-16-16 fertilizer formulation or approved equal applied at the manufacturer's recommended rate for plant material or follow soil sample analysis recommendations.

6. Paved Surfaces

6.1. Paved surfaces include concrete/asphalt park pathways, sports courts, and parking lots.

6.2. All areas shall be inspected and maintained in a neat, clean, and safe condition.

6.3. All areas shall be blown or swept to remove all deposits of silt and/or sand or spills.

6.4. Hazardous materials and substances shall be removed immediately.

6.5. Offsets greater than ¾" shall be marked with fluorescent orange paint and create a work order in the CMMS for correction within 2 days of issue being reported.

7. Unpaved Walkways, Other Planted Areas

7.1. Quarterly raking to level for uniform consistency of grade.

7.2. Quarterly refill of new decomposed granite (DG) and use of stabilization products similar or equal to TechniSoil G3 - Pathway Stabilizer to reduce erosion on areas with rilling or slopes greater than 2%.

7.3. Add new decomposed granite (DG) Contractor is responsible to quarterly, and prior to the raining season, rake, level for uniform consistency of grade and add new decomposed granite material and use stabilization products similar or equal to

7.4. Raking or depositing of loose decomposed granite into low areas shall be finished with the addition of moisture and either machine or hand tamping for optimal compaction.

7.5. Application of stabilization products shall be per manufacturers’ recommendations.

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8. Pest/Disease Control

8.1. Pest control practices and process shall be in accordance with the Integrated Pest Management policy (Attachment K).

8.2. Controls shall include necessary use of integrated pest management systems involving the use of life history information and extensive monitoring. Control shall be through prevention, cultural practices, pesticide applications, exclusion, natural enemies, biological control, and host resistance. Toxic pesticides to control pests when predatory or parasitic insects are present is not to occur.

8.3. All material used shall be in strict accordance and applied within the most current EPA and Santa Clara County Department of Agriculture regulations.

8.4. The State of California Agricultural Code requires that toxic pest control chemicals may be used only after a written recommendation by a State of California licensed Pest Control Advisor is obtained.

8.5. The Contractor shall be responsible for the selection of materials that characteristically have the lowest residual persistence. Use of emulsifiable concentrates shall be used, when possible, to limit windblown particles. The use of adjuvants will be used to increase pesticide efficiency thereby reducing the total amount of technical material required to gain control.

8.6. All materials shall be delivered on the site in original unopened containers. Materials shall be subject to inspection by the City Program Manager or designee or designee.

8.7. Contractor shall take care in transferring and mixing pesticides to prevent contaminating areas outside the target area. Application methods shall be used which ensure that materials are confined to the target area. Spray tanks containing leftover materials shall not be drained on the site to prevent any contamination. Disposal of pesticides and tank rinsing materials shall be within all applicable regulations.

8.8. Spray equipment shall be in good operating conditions, quality, and design to efficiently apply materials to the target area. Contractor shall take measures to minimize drift by avoiding high pressure applications and using water soluble drift agents.

8.9. The Contractor shall apply pesticides at times which minimize the possibility of contamination from climatic or other factors and at the proper life cycle of the pests.

Early morning application shall be used, when possible, to avoid contamination from drift. The Contractor’s Applicator shall monitor forecast weather conditions to avoid making application prior to inclement weather to eliminate potential runoff of treated areas.

8.10. Contractor shall minimize the use of irrigation water after pesticide treatment to avoid runoff as much as possible. When water is required to increase pesticide efficiency, it shall be applied only in quantities which each area can receive without excessive runoff.

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9. Weed Abatement

9.1. Weed abatement is the removal of plant debris to reduce or eliminate fire hazards from overgrown vegetation and collection of debris. A monthly program of herbicide application shall be used to prevent, or control weed growth, supplemented by hand removal of noxious weeds or grasses as necessary. Weeds allowed to grow taller than two inches in landscape areas will be removed by hand and not sprayed. Manual weed control shall not be substituted for herbicide applications.

9.2. General Requirements

9.2.1. Herbicides/chemicals shall be applied only by persons possessing a valid

California Pest Control Operator's License or Qualified Applicators Certificate (“Pest Control Operator”).

9.2.2. Use of glyphosate-based herbicides is prohibited.

9.2.3. Posting notices shall be in accordance with the Santa Clara County Municipal

Code (Chapter II. – PESTICIDE MANAGEMENT Sec. B28-7. – Posting of pesticide use).

9.2.4. Records shall be retained in accordance with Santa Clara County Department of Agriculture regulations.

9.2.5. Irrigation systems shall not be operated for a minimum of 24 hours after chemicals have been applied. Operator shall spray all target plants to wet. No herbicides shall be applied within the drip line of any ornamental shrubs or trees.

9.2.6. Upon completion of any herbicide application, the area treated should not be re-entered until the spray has dried. Posting of on-site signage is required and monitoring of area during the herbicide drying period.

9.2.7. Weeds in the landscape areas must be removed by hand and not by herbicide.

9.2.8. Use of glyphosate-based herbicides is prohibited.

9.2.9. Use of herbicide in the Dog Park is strictly prohibited. Weed abatement must be done manually or removed by hand.

10. Street Landscape Areas

10.1. General Requirements

10.1.1. All landscape areas will support their designed uses.

10.1.2. Maintenance of the City’s street medians includes routine and preventative maintenance tasks for turf, irrigation, weed abatement, trees, shrubs, vines, and groundcover.

10.1.3. Landscape areas shall be maintained to ensure they are clean of debris, green and vigorous, and safe for the public throughout the year.

https://library.municode.com/ca/santa_clara_county/codes/code_of_ordinances?nodeId=TITBRE_DIVB28INPEMAPEUS_CHIIPEMA_SB28-7POPEUS https://library.municode.com/ca/santa_clara_county/codes/code_of_ordinances?nodeId=TITBRE_DIVB28INPEMAPEUS_CHIIPEMA_SB28-7POPEUS

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10.1.4. Turf will be healthy with an even and uniform surface, color, and soil moisture that benefits the plant without impacts to aesthetics. Turf will not exhibit bare spots. Turf will be pest-free.

10.1.5. As an additional form of weed control, mulching of landscape areas shall be performed annually in the Fall.

10.1.6. All landscape areas that are not covered with shrubs, vines or groundcovers are to be mulched by the Contractor within first four (4) months of the Agreement with three (3) inches of mulch.

10.1.7. All mulch shall be Mahogany Pro-Chip Mulch (SB1383 complaint) as produced by Republic Services Newby Island Compost Facility.

10.1.8. After the initial mulching, mulch is to be refreshed semi-annually to maintain three (3) inches depth.