RFP 26-27-02 Landscape Maintenance Services_ Page 1 of 30

REQUEST FOR PROPOSALS

RFP NO. 26-27-02

LANDSCAPE MAINTENANCE SERVICES

PROPOSAL DUE DATE: December 17, 2026 - 4:00 P.M.

LAST QUESTIONS: December 10, 2026 - 4:00 P.M.

PROPOSAL CONFERENCE: November 19, 2026 – 1:00 P.M.

PURCHASING AND MATERIALS DIVISION

5019 IMHOFF PLACE

MARTINEZ, CA 94553

RFP 26-27-02 Landscape Maintenance Services_ Page 2 of 30

RFP NO. 26-27-02 – LANDSCAPE MAINTENANCE SERVICES

TABLE OF CONTENTS

INSTRUCTIONS TO OFFERORS 4

1. INTENT 4

2. INFORMATION 4

3. SUBMISSION OF PROPOSALS 5

4. PRE-PROPOSAL CONFERENCE 5

5. QUESTIONS AND COMMENTS 6

6. ADDENDA TO THE REQUEST FOR PROPOSAL 6

7. ADDENDA EXAMINATION & ACCEPTANCE OF PROPOSAL REQUIREMENTS 6

8. OFFEROR’S EXPERIENCE AND COMPETENCY 7

9. PROPRIETARY INFORMATION 8

10. MODIFICATION OF PROPOSALS 8

11. WITHDRAWAL OF PROPOSALS 8

12. CANCELLATION AND MODIFICATION OF PROPOSAL SOLICITATION 8

13. EVALUATION AND AWARD OF AGREEMENT 8

14. ADDITIONAL TERMS AND CONDITIONS 10

15. CONTRACT REQUIREMENTS 10

16. CONTRACT ADMINISTRATION AND AUTHORITY OF THE CENTRAL SAN 10

17. EXECUTION OF CONTRACT 11

18. PERMITS, CERTIFICATES AND LICENSES 11

19. INSURANCE REQUIREMENTS 11

20. POST-AWARD MEETING 12

21. ETHICS IN PUBLIC CONTRACTING 12

22. EQUAL EMPLOYMENT OPPORTUNITY 12

23. AMERICANS WITH DISABILITIES ACT 13

24. IMMIGRATION REFORM AND CONTROL ACT OF 1986 13

25. LOBBYING EFFORTS 13

26. NON-ENDORSEMENT 13

27. INCURRING COSTS 13

SECTION 2 15

SCOPE OF WORK, GENERAL REQUIREMENTS & CONTRACT QUALIFICATION 15

1. BACKGROUND Error! Bookmark not defined.

2. SCOPE OF WORK, GENERAL REQUIREMENTS & CONTRACTOR QUALIFICATIONS 17

SECTION 3 16

PROPOSAL INSTRUCTIONS, RESPONSE ITEMS AND EVALUATION CRITERIA 16

1. PROPOSAL INSTRUCTIONS 16

2. GENERAL PROPOSAL FORMAT 16

3. PROPOSAL RESPONSE ITEMS 16

4. PROPOSAL EVALUATION AND SELECTION PROCESS 18

SECTION 4 21

FORMS 21

VENDOR FORM 40

VENDOR CONTACT INFORMATION 40

FORM 1 41

COST PROPOSAL FORM 23

FORM 2 25

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BROKERS, SURETIES & SUBCONTRACTORS 25

FORM 3 26

REFERENCES OF FIRM RELATIVE TO CENTRAL SAN NEEDS 26

FORM 4 27

OFFEROR CERTIFICATION REGARDING DEBARMENT 27

FORM 5 28

WORKERS COMPENSATION INSURANCE CERTIFICATE 28

FORM 6 29

CONFIDENTIALITY AGREEMENT 296

FORM 7 30

NON-COLLUSION AFFIDAVIT 30

RFP 26-27-02 Landscape Maintenance Services_ Page 4 of 30

SECTION 1

INSTRUCTIONS TO OFFERORS

RFP NO. 26-27-02 LANDSCAPE MAINTENANCE SERVICES

1. INTENT

The Central San is seeking proposals from qualified and experienced firm to provide Landscape Maintenance Services for the work generally described in this Request For Proposals.

This Request for Proposals (RFP) describes the project, the required scope of services, the selection process, and the minimum information that must be included in the proposal.

Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. Award of the contract, if any, will be to the firm whose professional qualifications, experience, and cost demonstrate that it will competently satisfy the requirements described in this RFP within the Central San’s budget. This RFP does not commit the Central San to award a contract, defray any costs incurred in the preparation of a proposal pursuant to this RFP, or in any resulting negotiations, or to procure a contract for work.

The proposal may include subcontractors, suppliers and equipment manufacturers;

however, Central San will recognize the party legally signing the proposal, and any ensuing contract, as having ultimate responsibility for ensuring compliance with the specifications, terms and conditions of the Request for Proposals.

Note: For purposes of this Request for Proposals, “Offeror” is defined as any entity, individual, or firm submitting a proposal in response to the Request for Proposals solicitation. “Successful Offeror” and “Contractor” refer to the firm to which an contract is awarded.

2. INFORMATION

To ensure fair consideration for all Offerors, the Purchasing Division is issuing this Request for Proposals and is the sole point of contact. Unless otherwise directed, all communications regarding this request should be directed to:

Amy Farizell, Contracts and Procurement Specialist II Central Contra Costa Sanitary Central San 5019 Imhoff Place Martinez, CA 94553-4392 Telephone (925) 229-7306 Email: afarizell@centralsan.org

Offerors are prohibited from communicating directly with any other Central San employee except as specified in this RFP. Failure to adhere to this policy may be grounds for rejection of proposals.

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3. SUBMISSION OF PROPOSALS

Electronic Submittal Only: Bidders shall upload the quotation submittal Forms and all other required forms and data via the BidNet website at www.bidnetdirect.com. This Request for Quotations is available only from the BidNet e-Procurement system and may be downloaded at www.bidnetdirect.com. Bidders may register online at BidNet at no cost via the “Try for Free” link. If assistance is needed, contact BidNet Contractor Support at 1-800-835-4603.

This solicitation has a firm due date and time as specified herein and/or on BidNet. It is the sole responsibility of the bidder to ensure that their quotation is received, in accordance with the solicitation requirements, at the place and time specified. Central San shall not be responsible for quotations received late due to Bidder’s failure to identify the proposal as required.

4. PRE-PROPOSAL CONFERENCE

The Central San will conduct a non-mandatory online video pre-proposal conference.

Prospective Offerors and interested parties can join by selecting the link below at the time indicated on the BidSync cover page under Pre-Bid Conference. Participants do not need the Microsoft Teams program or a Microsoft account to link to the conference. An audio-only phone number is also provided for those without browser access. Attendees shall join the Microsoft Teams meeting at the designated time and wait in the virtual Lobby with cameras turned off until the meeting is started. It is expected that the conference will take approximately 1hour.

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/2717532759865731?p=XOXkbaPtUbeyYontun Meeting ID: 271 753 275 986 573 1 Passcode: jt3Fx2tc

Need help? | System reference Dial in by phone +1 209-425-2026,,61232927# United States, Stockton Find a local number Phone conference ID: 612 329 27# For organizers: Meeting options | Reset dial-in PIN

The purpose of this video conference is to review and discuss with prospective Offeror’s the administrative aspects of this request and the work to be performed. Questions will be allowed at the designated time and in the designated manner. Any questions raised and responded to during the course of this conference that in any way change or add to this Request for Proposals scope of work or to the proposal submittal requirements or process shall be transcribed and added Request for Proposals.

Although not mandatory the Central San considers the pre-proposal conference to be critical to the understanding of the requirements of the Request for Proposals so

RFP 26-27-02 Landscape Maintenance Services_ Page 6 of 30 attendance is encouraged. It is not anticipated that any additional pre-proposal conferences will be scheduled. However, the Central San reserves the right to schedule additional conferences when deemed to be in its best interest.

Note: Due to the current environment and COVID-19 restrictions a pre-proposal jobwalk / orientation is not anticipated. Therefore, is it strongly encouraged that all participants of the pre-proposal Video Conference are familiar with the Request for Proposal document, the attachments, and all aerial/plan and photo documentation that represents the whole of the required services.

5. QUESTIONS AND COMMENTS

Offerors should carefully review this solicitation for defects and questionable or objectionable matter. All questions and comments regarding this solicitation must be submitted via www.bidnetdirect.com in the “Questions and Answers” section no later than the deadline indicated in the above Critical Dates page. Answers shall be posted on BidNet to all prospective Offerors. The name of offerors submitting questions will not be disclosed.

6. ADDENDA TO THE REQUEST FOR PROPOSAL

Important Notice - All addenda and notices related to this Request for Proposals will be posted by the Central San on BidNet at www.bidnetdirect.com. No paper copies will be distributed by the Central San. It is the offeror’s responsibility to ensure that they have the most up to date information from BidNet related to this Request for Proposals. In the event that this Request for Proposals or any addenda is obtained through any means other than BidNet, the Central San will not be responsible for the completeness, accuracy, or timeliness of the final Request for Proposals document. It is the offeror’s sole responsibility to assure that all addenda have been reviewed and, if need be, signed and returned or noted in the proposal.

Any revisions to the Request for Proposals will be issued as addenda. The Central San will not be responsible for oral interpretations given by any Central San employee, representative, or others. Offerors are cautioned that any statements made that materially change any portion of the proposal documents shall not be relied upon unless subsequently ratified by an addendum to the Request for Proposals document. The issuance of an addendum is the only official method whereby interpretation, clarification, or additional information can be given.

When and if issued, Offerors shall acknowledge receipt of any addenda to the solicitation by signing the addenda and returning it with the proposal and by identifying the addenda numbers and dates in the space provided for this purpose on the quotation form. Any addenda or bulletins issued shall constitute a part of the contract documents.

7. ADDENDA EXAMINATION & ACCEPTANCE OF PROPOSAL REQUIREMENTS

Before submitting a proposal, Offerors must satisfy themselves by personal examination of the proposal documents, and by any other means as they may believe necessary, as to the actual conditions, requirements, and difficulties under which the work must be

RFP 26-27-02 Landscape Maintenance Services_ Page 7 of 30 performed and to verify any representations made by the Central San, upon which the Offeror will rely.

The submission of a proposal shall be considered conclusive evidence that the Offeror has carefully investigated all conditions that affect, or may at some future date affect, the performance of services covered by this solicitation, and is satisfied as to the character, quality, and quantities of work to be performed and as to the requirements of the Request for Proposal. Submission of a proposal shall also be evidence that the Offeror is familiar with directives that in any way affect prosecution of the work or persons engaged or employed in the work. The Central San shall not be responsible for any error or omission in any proposal.

No Offeror shall at any time after submission of a proposal make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for satisfactory performance under the contract. If the Offeror receives an award as a result of this Request for Proposal, failure to have made such investigations and examinations will in no way relieve the Offeror from its obligations to comply in every detail with all provisions and requirements of the contract documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for claim whatsoever by the Offeror for additional compensation. Any errors, omissions, or discrepancies found in the specifications or other contract documents shall be called to the attention of the Central San and clarified prior to the submission of proposals.

Should the Offeror feel there has been a supplemental or oral modification, it shall be his/her responsibility to verify said modification in writing through BidNet prior to submission of the proposal.

Upon submission of RFP documents, all such documents shall become the property of the Central San. The contents of the proposal of the Successful Offeror shall become contractual obligations if procurement action ensues. Failure to accept these obligations in a contractual contract shall result in cancellation of award.

8. OFFEROR’S EXPERIENCE AND COMPETENCY

The Offeror, in submitting a proposal, warrants that it is fully experienced and properly qualified to provide the services required herein, and that it is regularly engaged in the general class or type of work called for under the contract, properly licensed, equipped, organized, and financed to perform such work required herein. Offeror shall also have no less than five (5) years of experience in the magnitude and character of the work proposed.

By submitting a proposal, the Offeror certifies that it is not currently debarred from submitting bids, proposals, or quotations for contracts issued by any political subdivision or agency and that it is not an agent of a person or entity that is currently debarred from submitting bids, proposals, or quotations for contracts issued by any political subdivision of agency.

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9. PROPRIETARY INFORMATION

The proposals received shall become the property of the Central San and are subject to public disclosure. Offerors are to indicate any restrictions on the use of data contained in their responses. Materials must be clearly identified and the Offeror must include a brief statement that sets out the reasons for confidentiality. Those parts of a proposal which are defined by the Offeror as confidential, proprietary or, business or trade secrets, as that term is defined in California Government Code, Section 6254.7, and are reasonably marked as “Trade Secrets”, “Confidential” or “Proprietary” shall only be disclosed to the public if such disclosure is required or permitted under the California Public Records Act or otherwise by law. Marking the entire proposal as proprietary will neither be accepted nor honored. Failure by Offeror to label materials as proprietary shall be deemed a waiver by the Offeror of any claim against the Central San for release of said materials.

10. MODIFICATION OF PROPOSALS

Any Offeror who wishes to make modifications to a proposal already received by the Central San must withdraw his/her proposal in order to make the modifications. Withdrawals must be made in accordance with the terms and conditions of this solicitation (see Withdrawal of Proposals). All modifications must be made in ink, properly initialed by Offeror’s authorized representative, executed, and submitted in the same form and manner as the original proposal. It is the responsibility of the Offeror to ensure that modified or withdrawn proposals are resubmitted before the deadline for submitting proposals.

11. WITHDRAWAL OF PROPOSALS

Any proposal may be withdrawn at any time prior to the deadline for the receipt of proposals, only by written request for the withdrawal of the proposal filed with the Purchasing Manager. The Offeror or his/her duly authorized representative shall execute the request. The withdrawal of a proposal does not prejudice the right of the Offeror to file a new proposal. No proposal may be withdrawn after the deadline for the receipt of Proposals.

12. CANCELLATION AND MODIFICATION OF PROPOSAL SOLICITATION

The Central San reserves the right to modify the conditions and requirements of this Request for Proposals at any time. The Central San may cancel this Request for Proposals at any time.

13. EVALUATION AND AWARD OF CONTRACT

Evaluation and selection of proposals will be based on the information called for in this Request for Proposal. Brochures or other promotional materials beyond that sufficient to submit a complete and effective proposal are not desired. Elaborate artwork, expensive paper or binders, and expensive visuals are not necessary.

It is the intention of the Central San to award a contract to the Offeror who furnishes satisfactory evidence that he/she has the requisite experience, ability, sufficient capital, and facilities to enable him/her to prosecute the work successfully and properly. To determine the degree of responsibility to be credited to the Offeror, the Central San will weigh any evidence that the Offeror has performed satisfactorily other contracts of like nature, RFP 26-27-02 Landscape Maintenance Services_ Page 9 of 30 magnitude, and comparable difficulty and comparable rates of progress. The Central San reserves the right to make the selection of an Offeror based on any or all factors of value, whether quantitatively identifiable or not, including, but not limited to, the anticipated initiative and ability of the Offeror to perform the services set forth herein. In selecting an Offeror, consideration will be given not only to the financial standing but also to the general competency of the Offeror for the performance of the work specified in the contract documents. The Offeror may also be evaluated on the basis of character, integrity, reputation, judgment, experience, and efficiency.

The Offeror may be required before the award of any contract to show to the complete satisfaction of the Central San that it has the necessary licenses, permits, equipment, facilities, experience, ability, capacity, skill and financial resources to provide the services specified herein in a satisfactory manner. The Offeror may be required to give a past history and references in order to satisfy the Central San in regard to the Offeror’s qualifications. The Central San may make such investigation as it deems necessary to determine the ability of a Offeror to furnish the required services, and the Offeror will furnish to The Central San all such information and data for this purpose as the Central San may request. The Central San also reserves the right to conduct a background inquiry of each Offeror, which may include the collection of appropriate criminal history information, contractual and business associations and practices, employment histories, and reputation in the business community. By submitting a proposal to the Central San, the Offeror consents to any such inquiries and investigations and agrees to make available to the Central San such books and records as the Central San deems necessary to conduct the inquiry.

In connection with its evaluation, the Central San may, at its option, invite one or more Offerors to make an oral presentation to the Central San. During these interviews, the Offerors will be allowed to present such evidence as may be appropriate in order that the Central San can correctly analyze all materials and documentation submitted as a part of the proposals.

The Central San reserves the right to reject any proposal if the evidence submitted by or investigation of such Offeror fails to satisfy the Central San that such Offeror is properly qualified to carry out the obligations of a contract and to deliver the services contemplated herein or; the proposal of any Offeror who has previously failed to perform properly, or complete on time, contracts of a similar nature. Any material misrepresentation or material falsification of information provided to the Central San in the proposal submission, or at any point in the proposal evaluation process is basis for rejection of the proposal. In the event that the misrepresentation or falsification is not discovered until after any contract is awarded, the contract may be terminated at that time. A determination as to whether a misrepresentation or falsification of the proposal submission is material shall be made solely in the exercise of the Central San’s sound discretion.

Failure to meet the requirements of the Request for Proposal may be cause for rejection of the proposal. The Central San may reject the proposal if it is deemed incomplete, RFP 26-27-02 Landscape Maintenance Services_ Page 10 of 30 contains irregularities of any kind or is offered conditionally. The Central San reserves the right to reject the proposal of any Offeror who previously failed to perform adequately for the Central San or any other governmental agency. The Central San expressly reserves the right to reject the proposal of any Offeror who is in default on the payment of taxes, licenses, or other monies due the Central San.

The Central San reserves the right to reject any and all proposals at any time, without cause and without penalty; to waive any requirements, both the Central San’s and those proposed by the Offeror; to waive any irregularities or informalities in any proposal or the proposal process when it is in the best interest of the Central San to do so; to negotiate for the modification of any proposal with mutual consent of the Offeror; to waive minor defects or variations of a proposal from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery or performance time of the service or product being procured; to re-advertise for proposals, if desired; sit and act as sole judge of the merit and qualifications of the service offered and; to evaluate in its absolute discretion, the proposal of each Offeror, so as to select the Offeror which best meets the requirements of the Central San, thus insuring that the best interest of the Central San will be served.

If an Offeror submits insufficient information within the proposal, such that the Central San is unable to properly evaluate the proposal, the Central San has the right to require additional information, as it may deem necessary after the time set for receipt of proposals.

14. ADDITIONAL TERMS AND CONDITIONS

The Central San reserves the right to add terms and conditional during contract negotiations. These terms and conditional will be with the scope of the Request for Proposals.

15. CONTRACT REQUIREMENTS

The Successful Offeror will be expected to enter into a contract with the Central San which is substantially the same as the contract title “Sample Contract” (See Attachment 9) included in this Request for Proposals attachments, exhibits and/or appendix. In no event is an Offeror to submit its own standard contract terms and conditions as a response to this Request for Proposal. If indicated as a part of the submittal proposal requirements, the Offeror may submit as a part of their proposal, any exceptions, changes and modifications that the Offeror may have in regard to this Request for Proposals. However, the Central San is not obligated to accept such exceptions, changes or modifications and reserves the right to reject Offeror’s proposal based on the exceptions, changes or modifications require by the Offeror.

16. CONTRACT ADMINISTRATION AND AUTHORITY OF THE CENTRAL SAN

The Administration Department will administer the contract resulting from this Request for Proposals. The Project Manager who will oversee the day-to-day operations and work requirements related to this Request for Proposal will be the Maintenance Planner or designated representative. Subject to the power and authority of the Central San as

RFP 26-27-02 Landscape Maintenance Services_ Page 11 of 30 provided by law and in this contract, the Central San’s Project Manager shall in all cases determine the quantity, quality, and acceptability of the work for which payment is to be made under this contract and shall decide all questions that may arise relative to the fulfillment of the contract or the obligations of Contractor hereunder. Decisions by the Project Manager or his representative may be appealed to the Purchasing Manager.

17. EXECUTION OF CONTRACT

Time is of the essence regarding the work to be performed for this Project. Contractor shall execute the contract without exception, including but not limited to signing all necessary documents and submitting all required bonds and evidences of insurance, within ten (10) calendar days after the notice of award. One copy of the contract will be returned to the Contractor after the Central San executes the contract. In case of failure of the Contractor to execute and return the contract and all required documents within the time allowed, the Central San may, at its option, consider that the Contractor has abandoned the contract.

As such, the Central San may choose to enter into an contract with another Offeror.

18. PERMITS, CERTIFICATES AND LICENSES

Contractor may be required to possess specialized permits, licenses or certificates in order to legally perform the work under any contract awarded as result of this Request for Proposal. Unless otherwise specified herein, Contractor shall at his/her expense, pay all charges and fees associated with said permits, licenses and certificates. Contractor shall provide the Central San notarized copies of all valid permits, licenses and certificates required for the performance of the work under this Request for Proposal. The notarized copies shall be delivered to the Central San no later than ten (10) days after the Contractor receives the notice of award from the Central San. Current copies of the certificates or licenses shall be provided to the Central San within twenty-four (24) hours of demand at any time during the contract term.

19. INSURANCE REQUIREMENTS

Contractor and its insurance company should carefully review the insurance requirements applicable to this job. All requirements must be met before the Central San will allow work to commence on this contract. When performing work on property in the care, custody or control of the Central San, Consultant shall, at its expense, procure and maintain all insurances detailed in this Request for Proposals (See Attachment Insurance Requirements) with a State of California admitted surety with an A.M. Best’s Insurance Rating of A:VII or better on all of its operations under a contract for the duration of the work and the warranty period.

All Certificates of Insurance shall be provided within ten (10) consecutive calendar days of award of contract. Failure to furnish the required certificates and endorsements within the time allowed is a material breach and may result in withdrawal of award. Original insurance certificates, endorsements and forms are to be mailed or delivered to:

Purchasing and Materials Division Central Contra Costa Sanitary Central San 5019 Imhoff Place Martinez, CA 94553-4392

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20. POST-AWARD MEETING

Contractor shall meet with the Central San’s Project Manager prior to commencement of the contract. The meeting shall commence within ten (10) days of the date of execution of the contract or sooner. It is Contractor’s responsibility to contact the Central San's Project Manager, to arrange for the post-award meeting. The purpose of this meeting will be to discuss the requirements of the contract and Contractor’s responsibilities.

Additionally, discussion about the forms, reporting format and other details related to the performance under the contract will be discussed.

21. ETHICS IN PUBLIC CONTRACTING

Each Offeror, by submitting a proposal, covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Offeror further covenants that, in the performance of this contract, no subcontractor or person having such an interest shall be employed. Offeror certifies that to the best of his/her knowledge, no one who has or will have any financial interest under this contract is an officer or employee of the Central San.

Offeror certifies that its proposal was made without fraud; that it has not offered or received any kickbacks or inducements and that it has not conferred on any public employee, public member, or public official having responsibility for this procurement transaction, any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value. Offeror further certifies that no relationship exists between itself and the Central San or another person or organization that interferes with fair competition or constitutes a conflict of interest with respect to a contract with the Central San.

22. EQUAL EMPLOYMENT OPPORTUNITY

Attention of the Offeror is particularly called to the requirement for ensuring that employees, and applicants for employment, are not discriminated against because of their ancestry, race, religion, color, gender, age, disability, political affiliation, national origin or ancestry, except when such a condition is a bona fide occupational qualification reasonably necessary for the normal operations of Offeror. It is understood and agreed that Offeror shall comply with all requirements, when applicable, of the California Fair Employment Practices Commission and provisions, when applicable, of all Federal, State of California, County of Contra Costa and the Central San’s laws and ordinances, in performance of fulfilling this contract. The aforesaid provisions shall include, but not be limited to employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship.

Offeror agrees to post in conspicuous places, visible to the employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Offeror, in all solicitations or advertisements for employees, placed by, or on behalf of Offeror, shall state that Offeror is an Equal Opportunity Employer.

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23. AMERICANS WITH DISABILITIES ACT

Offeror assures the Central San that it complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.) and its implementing regulations. The ADA provides comprehensive civil rights to individuals with disabilities in the area of employment, public accommodations, state and local government services and telecommunications.

24. IMMIGRATION REFORM AND CONTROL ACT OF 1986

Offeror certifies that it does not and will not during the performance of the contract employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986 (IRCA) and shall comply with existing Labor Codes regarding employ of aliens except under extraordinary emergencies (Section 1851.5, 1850 to 1854).

Further, Offeror shall indemnify, hold harmless and defend the Central San against any and all actions, proceedings, penalties or claims arising out of the Offeror’s failure to comply strictly with the IRCA.

25. LOBBYING EFFORTS

Any lobbying efforts by Offerors as a result of this Request for Proposal, or its award, are prohibited.

26. NON-ENDORSEMENT

As a result of the selection of an Offeror, the Central San is neither endorsing nor suggesting that Offeror’s product is the best or only solution. Offeror agrees to make no reference to the Central San, this Request for Proposal or to the project in any news releases, literature, advertisements, promotional material, brochures, sales presentations, or the like without the express written consent of the Central San and only in coordination with the Central San.

27. INCURRING COSTS

The Central San is not liable for any cost incurred by Offerors in responding to this Request for Proposal, including preparation, submittal, presentation or evaluation. Such expenses shall be borne exclusively by the Offeror.

28.LABOR AND PREVAILING WAGE REQUIREMENTS

In accordance with the California Code of Regulations (CCR), Title 8, any contract entered into pursuant to this notice shall incorporate all applicable provisions of the State of California Labor Code, including those pertaining to Apprenticeship Employment Standards. Any contractor to whom a contract is awarded, and any subcontractor under them, shall pay all workers employed on the project not less than the prevailing wage rates of per diem wages in the locality in which the work is to be performed for each craft, classification or type of worker needed to execute the contract, including employer payments for health and welfare, pension, vacation apprenticeship and similar purposes, as these wage rates are determined by the Director of the Department of Industrial Relations. The schedule of per diem wages is based upon a working day of eight hours.

The rate for holiday and overtime work shall be at least time and one half.

RFP 26-27-02 Landscape Maintenance Services_ Page 14 of 30

The general prevailing rate of wages can be obtained from the California Department of Industrial Relations via the Internet @ www.dir.ca.gov or by phone at 415-703-4780. Said wage rates are also on file at the Central San offices and will be made available to any person upon request.

Bidders are responsible for insuring that the proper rates are paid. No adjustments to the contract will be made due to bidder’s failure to obtain the proper wage rates. The wage rates will be incorporated by reference a requirement in any resultant contract.

Contractor acknowledges that he is familiar, or will become familiar, with the applicable provisions of the State of California Labor Code Sections, specifically, but not limited to the following Sections:

1. Labor Code Section 1735, in accordance with CCR, Title 8 Section 16101 Discrimination in Employment

2. Labor Code Sections 1771 and 1774, in accordance with CCR, Title 8 Section

16000 – Payment of Prevailing Wages

3. Labor Code Section 1773.8 – Travel and Subsistence

4. Labor Code Section 1775 – Penalty for Failure to Pay Prevailing Wages

5. Labor Code Section 1776 – Certified Payroll Records

6. Labor Code Sections 1777.5 and 1776 – Apprenticeship Employment Standards

7. Labor Code Section 1777.7 – Penalty for Failure to Comply with Apprenticeship

Employment Standards

8. Labor Code Section 1778 and 1779 – Worker’s Wages and Acceptance of Fees

9. Labor Code Section 1810 and 1813 – Legal Day’s Work

10. Labor Code Section 1812 – Record of Work Performed

11. Labor Code Section 1813 – Penalty for Failure to Pay Overtime

12. Labor Code Section 1815, in accordance with CCR, Title 8 Section 16200 –

Overtime Rates of Pay

13. Labor Code Sections 1860 and 1861 in accordance with Section 3700 – Worker’s Compensation Insurance

RFP No. 26-27-02 Landscape Maintenance Services

SECTION 2

SCOPE OF WORK

RFP NO. 26-27-02 – LANDSCAPE MAINTENANCE SERVICES

BACKGROUND

Central Contra Costa Sanitary District (CCCSD) is responsible for the collection and treatment of wastewater in a 146 square mile area, serving 450,000 residents and morethan 3,000 businesses in 11 cities in central Contra Costa County. Established in 1946, the Central Contra Costa Sanitary District is a special enterprise district with a five-member elected Board of Directors.

The District is seeking proposals for professional landscape maintenance services for the work generally described in this Request For Proposals. Within the District boundaries there are approximately 24 acres of landscaped and associated hardscape areas that require weekly, monthly and seasonal service, including the main District facilities, several remote auxiliary facilities and properties, and approximately 134 acres of fields and easements that requiring annual weed abatement.

Headquartered at the intersection of Interstate 680 and Highway 4, the Martinez-based location includes the Treatment Plant site, the Headquarters Office Building (HOB), Plant Operations Building (POB), Environmental Laboratory, Household Hazardous Waste Collection Facility (HHWCF), and various other support buildings and facilities. Outlying facilities include the Collection System Operations (CSO) Office Building and Vehicle Maintenance Facility in the City of Walnut Creek, and several of their Pumping Stations sites and associated properties.

This Request for Proposals (RFP) describes the project, the required scope of services, the selection process, and the minimum information that must be included in the proposal.

Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. Award of the contract, if any, will be to the firm whose professional qualifications, experience, and cost demonstrate that it will competently satisfy the requirements described in this RFP within the District’s budget. This RFP does not commit the District to award a contract, defray any costs incurred in the preparation of a proposal pursuant to this RFP, or in any resulting negotiations, or to procure a contract for work.

1. GENERAL REQUIREMENTS

1. SCOPE OF REQUIRED SERVICES

The Contractor shall provide all labor, materials, tools, supplies, equipment, transportation and supervision necessary to complete the scheduled and unscheduled landscape maintenance in accordance with these specifications. In general, the work shall include all mowing, edging, minor pruning, trimming, irrigation, repair of irrigation systems, weeding, fertilizing, planting, replanting, and control of rodents and pests as required to maintain the appearance and sound growth conditions in all landscaped areas.

This Scope of Required Services and the Landscape Frequency Schedules shall define the minimum level of service and frequency deemed acceptable. It is intended that the Contractor will schedule its operations to meet or exceed these requirements.

2. SCHEDULE

All work schedules of the Contractor shall conform to all individual District site work schedules and provided in a manner to achieve the desired level of service. All work schedules shall be approved in advance by the District Representatives and may be modified at any time. No additional costs shall be incurred by the District for any regular work schedule modifications which do not increase maintenance frequencies.

Contractor shall adjust work schedules to meet frequency specifications during periods of inclement weather and legal holidays. All service is to be performed in a manner that will not interfere with the normal business operations of the District.

3. TERM

The term of the contract would be five (5) years after that date of execution unless the term is modified by a written amendment hereto, signed by both parties. The District may evaluate Contractor’s performance as often as the District deems necessary throughout the term of the Contract and reserves the right to terminate the Contract in accordance the terms and condition of the contract.

4. PRICES

All prices offered herein shall be firm against any increase for one (1) year from the execution date of the contract. After that date, the District may entertain a request for price adjustment, based on Contractor’s written request and justification, from the previous year’s price that would be in an amount not to exceed the increase in the Consumer Price Index for All Urban Consumers (CPI-U) for the San Francisco Bay Area as published by the Bureau of Labor Statistics, or 5%, whichever is less, during the preceding one-year term. If the CPI-U is a negative number, then the unit prices shall not be adjusted for that option year (the unit prices will not be decreased). A negative CPI-U shall be counted against any subsequent increases in the CPI-U when calculating the unit prices for later years. Contractor must provide such written request and justification no less than sixty (60) days before the anniversary date of the Contract. Justification in support of the written request must include a description of the basis for the adjustment, the proposed effective date and the reasons for said date, and the amount of the adjustment requested with documentation to support the requested change (e.g. CPI-U or 5%, whichever is less). District’s approval of this request must be in writing.

Labor which the vendor calculates into lump sum and hourly costs shall be paid at not less than the prevailing wage rate, in accordance with Labor Code Section 1771.

Pricing for labor may be adjusted periodically throughout the year to adjust for changes in prevailing wage rates for the classifications applicable to the work specified herein.

Contractor shall be required to provide proof of changes in the prevailing wage rates prior to the approval of increase by the District. In the event prevailing wage rates decrease, Contractor shall immediately reduce the rate charged to the District accordingly.

5. LICENSES

The Contractor or its sub-contractor(s) shall possess and provide copies of current licenses, certificates, permits and/or registrations as required to perform these scope of services. They shall be renewed, with copies provided to the District annually, as condition of any contract renewal. These licenses, certificates, permits and/or registrations shall include, at minimum, but are not necessarily limited to, the following;

A. State of California Landscaping Contractor License

1. C-27 Landscaping Contract

B. State of California, Department of Pesticide Regulation

1. Businesses:

Pest control business (PCM), pest control business branch (PCB), maintenance gardener pest control business (MGB)

2. Individuals:

Pest control adviser (PCA), qualified applicator license (QAL), qualified applicator certificate (QAC)

6. PERSONNEL

Employees assigned to work in or on District properties shall present a neat appearance and be easily identifiable as an employee of said contractor. This may be accomplished by wearing distinctive clothing or appropriate badges that contain both the Contractor’s and employees’ names. Additionally, all service vehicles shall be clearly marked on both sides of Contractors vehicles used at any site with Contractor identification including logo, telephone number and other contact information, and shall be visible from a 20 foot distance. No personal employee vehicles shall be allowed on the District sites at any time.

Either the Contractor’s on-site representative or lead supervisor shall, at any given time, speak, read, and write English. All on site personnel engaged in conducting or directing the work shall possess at least two (2) years of recent and satisfactory landscaping experience under contracts similar in size to this contract.

All employees shall be trained in their assigned tasks and in the safe handling of equipment and materials. All equipment shall be checked daily for safety. All employees must wear safety and protective gear according to the District and OSHA standards.

7. ACCESS AND SECURITY

The Contractor shall inform the District Representative when they will be on site and what work is being performed. Weekend work will generally not be required. If weekend work should be required so that the Contractor can accomplish any of the routine scheduled maintenance work specified, it shall only be as directed and approved by the District Representative.

Site locations may have security systems or other security features limiting access.

Means of access to any site shall be arranged and determined by that of the sites’ District Representative. At no time shall the Contractor or its employees enter other areas of the facility not specifically included in this contract for Landscape Maintenance Services.

Where applicable the Contractor shall check gates, locks, and other security related equipment accessed for proper closure and locking, and reactivate the any electronic security system (if applicable) prior to leaving the site. Where Contractor has been provided keys for access to site area, Contractor shall assume full responsibility for theft or loss of said keys and shall pay for rekeying all locks operated by these keys.

No key shall be duplicated.

8. EMERGENCIES

The Contractor shall respond to calls of an emergency nature during normal working hours and during hours outside of normal working hours by telephone within two (2) hours from time of notification, and shall respond accordingly to site prepared to remedy the emergency within four (4) hours. Should the Contractor fail to respond, the District will act to correct the emergency situation and deduct any cost incurred by the District from the Contractor’s monthly compensation.

Upon arriving at an emergency situation, it shall be the responsibility of the Contractor to eliminate all unsafe conditions which would adversely affect the health, safety or welfare of the public. Fallen tree limbs or other landscape oriented obstructions on pavement causing potential hazardous conditions, malfunctioning controllers, valves or otherwise unscheduled running of water are considered examples of emergency situations.

9. DEFICIENCY REPORTS

The District shall provide the Contractor with written notice of deficient performance.

(see Attachment 1 – PERFORMANCE DEFICIENCY NOTIFICATION FORM). The Contractor shall remedy any such deficiencies on its next scheduled maintenance visit to the site in question following receipt of notification or sooner if indicated by the

District Representative. The Contractor will then submit to the District Representative the Deficiency Notification indicating the corrective action taken. After corrections are made, the site shall be re-inspected and the corrective action verified and cleared by the District Representative.

Irrigation-related work deficiencies shall be corrected within twenty-four (24) hours of written or oral notification from the District Representative. Malfunctions resulting in continuously running water or excessive runoff shall be repaired within 2 hours of notification.

Failure to correct the deficiencies listed in the notice of deficiency within the stipulated timeframe, at the sole discretion of the District, may also result in actions including but not limited to:

1. Correcting the deficiency using the District’s own work force and/or by contracting out for the service and deducting any associated costs incurred thereby from the total monthly compensation due the Contractor.

2. Deletion of site(s) from the Contract and reducing the corresponding compensation.

3. Deducting from the total monthly compensation payment, prorated daily, for each day the work has not been completed after expiration of the notification of work deficiency correction timeframe. The amount of such deductions will be based on the extent of the unsatisfactory work.

4. Termination of contract based on multiple notices of work deficiencies. The

District Representative shall be the sole judge as to the adequacy and quality of the maintenance and of the related deficiencies.

10. SITE PROTECTION

The contractor shall exercise extreme care in protecting from damage all existing improvements such as buildings, equipment, irrigation systems, piping, sewers sidewalks, fencing, benching and landscaping during activities related to the scope of work in this section. Any damage or problems shall be immediately reported to the District and corrected or repaired at the Contractors expense in a manner, quality and reasonable timeframe as determined by the District.

When excavating and working near existing utilities the contractor shall coordinate with the District Representative and not proceed with work until the District has checked with Underground Service Alert (USA) and has cleared Contractor to proceed with work.

11. UTILITIES & FACILITIES

Water and electrical power for the irrigation system and the site lighting will be provided by the District at no cost to the Contractor.

12. CONTRACTOR’S INITIAL INSPECTION PERIOD

Within the first thirty (30) days of the maintenance contract, the Contractor shall inspect all sites, their associated landscape and hardscape areas and subsections, irrigation systems, etc., and submit to each District Representative a report detailing the current status at all sites. The District Representative may accompany the Contractor during this inspection. Upon presentation of the report, the District Representative shall review and acknowledge the report by signature. After this thirty

(30) day timeframe, the previous District landscape contractor shall be absolved of all and any responsibility for any sub-standard landscape or equipment condition not detailed in the report, at which time the current contractor shall assume all responsibility for any subsequent repair and reconditioning. These reports will be required in order to receive any payments.

1. Landscape Areas

The Contractor shall inspect each plant in the landscaped areas. The Contractor’s report shall address missing or dead plant material, the general health and vigor of each species, and any potential problems. Any plant material abnormalities and/or deficiencies shall be fully described and documented (may include photographs) and identify the location.

2. Irrigation Systems

The Contractor shall inspect controllers, remote control valves, control boxes, irrigation head and other equipment as required. The Contractors report shall list and identify the location of any missing or damaged heads or valves, leaks, design problems, etc., which is, or could in the future, hamper the functioning of the system. The report may also address any issues regarding compliance with accepted practices of irrigation, plumbing and electrical disciplines.

2. ROUTINE SERVICE REQUIREMENTS - SCHEDULED

1. GENERAL

A. The Contractor shall mow, edge, prune, trim, weed, fertilize, plant, replant, and otherwise maintain all trees, shrubs, groundcover, turf and others as indicated in this scope of work in a healthy, vigorous condition through proper and routine watering, pruning, fertilization, and care.

B. The Contractor shall promote proper establishment of trees, shrubs, groundcover, and turf through routine scheduled maintenance, which may include correcting drainage or settlement problems, protecting root systems, straightening trees, pruning for safe traffic sight…