Clarification Log 8-11-2025.pdf

DEVELOPMENT AND PUBLIC WORKS DEPARTMENT 225 FIFTH STREET

SPRINGFIELD, OR 97477

(541) 726-3753

FAX (541) 726-3689

www.springfield-or.gov

Date: 08/11/2025

To: Prospective Bidders From: Amanda Clinton, Sr. Contracts Analyst Subject: Franklin Phase 1 Maintenance Project, P51073

Q1: Are minority-owned businesses given special points (MWESB form)?

Response: State policies allow agencies, at their discretion, to give preference to ESBs or Service-Disabled Veteran- Owned businesses. This may affect scoring or allow selection of a slightly higher bid from a preferred certified business. Decisions are made after bids are submitted and reviewed by the City Attorney’s office.

Q3: Minimum visits for maintenance Response: The bid should include the estimated number of visits you believe are needed—e.g., more at the start, fewer as the site improves. All site visits should be totaled in your Lump Sum bid.

Q4: How is the bidder chosen?

Response: For lump sum bids, selection is based on best value to the City, not necessarily the lowest price.

Q5: Tree maintenance requirements Response: There are City requirements for tree pruning, with height requirements over rights-of-way, which will be addressed in the contract.

Q6: Terms of payment Response: Net 30

Q7: Will as-builts be provided?

Response: Yes. See Addendum #1.

Q8: Traffic control expectations Response: Contractor must provide temporary traffic control for planter beds and stormwater facilities within right-of-way zones.

Requirements include:

Traffic control for scheduled visits.

Set-up and removal per Oregon Temporary Traffic Control Handbook (OTTCH) for operations ≤ 3 days; City will assist if OTTCH does not apply.

Sidewalks and EmX facilities must remain unobstructed.

Traffic plan may not be required if parking does not impede traffic, but City-approved plan is advised.

Contractor will coordinate with Operations/Traffic to develop the final plan.

Q9: Irrigation responsibilities Response: City is repairing the irrigation system; timeline TBD. Once operational, contractor will work with City to address issues. Contractor must:

Inspect irrigation at each visit for damage/malfunction.

Ensure plants receive full coverage; trim as needed to prevent blockages.

Report issues to City within 48 hours.

Q11: Determining heights/visual barriers Response: City Project Manager will advise on height and visual barrier rules as needed.

CITY OF SPRINGFIELD, OREGON

Q12: Mulch use:

Response: The contractor should expect to replace mulch to provide moisture retention, temperature regulation, weed suppression, erosion and runoff control, and improved soil health. The mulch timeline will need to need to be coordinated with the City to avoid exposing chemicals to the public.

Contractor shall coordinate:

Stormwater facilities:

Provide mulch mid to late spring to prevent weeds from germinating.

Mulch late fall after the first frost but before the ground freezes to insulate soil and plant roots against free-thaw cycles.

Mulch as needed to touch up during the summer at locations that have decomposed or blown away.

Mulch after landscaping or disturbance.

Note: these facilities in the Glenwood area do not have overflows; mulching requirements are different for stormwater facilities with overflows

Non-lawn landscaping:

Apply and maintain a three (3) inch minimum depth layer of shredded fir bark over plant beds (excluding stormwater facilities). Where appropriate, apply the same mulch layer of mulch at trees, keeping mulch away from tree trunks.

Mulch application once a year with summer fertilization application.

Q13: Dead tree handling Response: Contractor should report dead/dying trees to Operations via phone or email CSR request.

Q14: Plant replacement costs Response: Include in lump sum bid for the duration of the contract (2-year initial term).

Q15: Is Brooklyn Swale included?

Response: See Attachment A.

Q16: Number of irrigation zones?

Response: Addressed in Addendum #1

Additional comments regarding irrigation:

Contractor shall visually inspect existing irrigation during maintenance visits and report any issues or malfunctions to City Operations staff.

Perform visual informal (inspect for damaged heads) inspections of the irrigation every routine visit.

Ensure that all plants are getting full, uniform coverage. Plants blocking irrigation heads may be trimmed. Notify

City Operations staff if heads need to be raised.

Report issues to City Operations staff as needed (within 48 hours of observation).

Q17: Hazardous materials (needles, camps, etc.)

Response: If the contractor is NOT certified to handle hazardous materials, they will need to notify the City for cleanup. If the Contractor is certified to handle hazardous clean-up, please include cost in lump sum bid.

Q18: Lump sum bid contents Response: Include all costs needed to complete the 2-year contract. Scope changes may be addressed via change order or addendum.

Q19: Stormwater facility maintenance Response: Contractor shall maintain facilities per Franklin Roundabout–Landscape Maintenance Guidelines.

Keep approved plants healthy and uniform.

No chemical products within the facility itself or within 3 feet of facility bank Maintain ≥ 90% vegetation cover with approved species.

Maintain sedges, rushes, grasses, irises, and shrubs as specified.

Report erosion or significant sediment to City.

For stormwater plants: do not cut sedges/rushes unless blocking traffic; rake dead leaves.

Q20: Regular pruning and weeding requirements Response:

Maintain shrubs, perennials, and grasses; inspect for damage, disease, pests.

Follow species-specific pruning rules (e.g., minimal pruning, seasonal cutbacks).

Keep growth clear of signs, walkways, and streets.

Remove weeds before seeding, minimum four times per year.

Q21: Additional deliverables/schedules Response:

Replace dead plants promptly (timing depends on irrigation status).

Remove sediment, trash, debris, and litter at each visit.

Clean paved areas after work.

Q22: Can you send me the link to the official bid to download Here’s the link: P51073 – Franklin Blvd Phase 1 Maintenance - City of Springfield Oregon

PLEASE SEE ATTACHMENT B “SCOPE OF WORK” FOR ADDADTIONAL

PROJECT DETAILS AND CLARIFICATIONS.

Attachment A

ATTACHMENT B:

STATEMENT OF WORK

TASK 1- COMMUNICATION AND COORDINATION

Prior to commencement of the facility ac�vi�es, the Contractor shall par�cipate in a kick-off mee�ng with City staff to ensure successful implementa�on and ongoing quality of maintenance services.

1.1 Contractor Deliverable and Schedule

Contractor shall:

Par�cipate in a kick-off mee�ng.

TASK 2- TRAFFIC CONTROL

The contractor shall provide temporary traffic control to maintain planter bed areas and stormwater quality facili�es (WQF’s) within the designated right-of-way zones.

2.1 Temporary Traffic Control

Contractor shall:

Provide traffic control as needed for scheduled maintenance visits.

Set-up and tear down traffic control devices according to the Oregon

Temporary Traffic Control Handbook (OTTCH) For Opera�ons of Three

Days or Less. If the OTTCH does not cover the needed traffic control plan, the City will develop the necessary Traffic Control Plan in coordina�on with the contractor.

Always keep sidewalks and EmX facili�es unobstructed.

TASK 3 - STORMWATER FACILITY MAINTENANCE

The contractor shall maintain the stormwater facili�es iden�fied in A�achment A (Franklin

Green Infrastructure Map) in accordance with the Franklin Roundabout-Landscape Maintenance

Guidelines A�achment B for stormwater landscapes, they shall be maintained with healthy approved plant species to ensure proper treatment of stormwater. They are planted primarily with low to medium height sedges, rushes, grasses, and irises. A uniform appearance should be maintained throughout the area. No chemical products shall be applied. No pes�cides shall be applied within adjacent landscaping within 3 feet of the top of bank of the stormwater facili�es.

3.1 Shrubs, Perennials, and Grasses

Stormwater facili�es will require regular pruning and weeding. Regularly inspect plant beds for evidence of damage, disease, or pest issues.

Current Stormwater Facility Plant List:

Sedge: Carex obnupta Slough sedge

Rushes: Juncus patens Spreading rush; Juncus effusus var pacificus Common rush

Grass: Deschampsia cespitosa Tu�ed hairgrass

Iris: Iris siberica Siberian iris

Shrubs: Spirea douglasii Douglas spirea

3.1.1 Pruning: Examine all plant beds to determine pruning needs. Pruning shall be minimal to promote natural form. Pruning and thinning shall priori�ze safety (sight lines, access), plant health (removal of dead, diseased and crossing), and irriga�on needs/preven�on of blockage.

The contractor shall keep growth from encroaching signs, walkways, benches, driveways, busways/guideways, and streets.

For iris, cut back plant to evergreen basal leaves about 6” from the ground in the fall. The leaves act as a ground cover to suppress weeds and retain moisture in the soil.

For sedges and rushes, DO NOT TRIM OR CUT unless they are impeding the sidewalk or street – they may ONLY be trimmed to avoid blocking the flow of vehicular or pedestrian traffic. To maintain the aesthe�c appearance, rake out dead leaves and remove them from the facility.

For tu�ed hairgrass, cut back plant to about 6” from the ground in late winter/early spring. Do not shear.

For Douglas spirea, prune dead and diseased wood. Prune as needed to maintain facility access and natural form.

3.1.1.1 Contractor Deliverables and Schedule

The contractor shall:

Regularly inspect (minimum four (4) �mes per year) plant beds for evidence of damage, disease, or pest issues.

For iris, cut back plant to evergreen basal leaves about 6” from the ground in the fall.

For sedges and rushes, DO NOT TRIM OR CUT unless they are impeding the sidewalk or street. Rake out dead leaves and remove them from the facility.

For tu�ed hairgrass, cut back plant to about 6” from the ground in late winter/early spring. Do not shear.

For Douglas spirea, prune dead and diseased wood. Prune as needed to maintain facility access and natural form.

3.1.2 Vegeta�on Coverage and Plant Replacement

Vegeta�on shall be maintained at 90% or more cover with approved species.

Vegeta�on shall be healthy and dense enough to provide stormwater filtering while protec�ng underlying soils from erosion.

3.1.2.1 Contractor Deliverables and Schedule:

The contractor shall:

Cut back plants when they have died and remove from the facility.

Replace dead plants as soon as possible to achieve 90% coverage with the same species. If the irriga�on is working, plants can be replaced any�me. If the irriga�on is not working, plants should be planted in the fall, winter, or early spring at the latest.

Contact City staff for approval prior to replacing them with a different plant species. Only approved species are allowed in stormwater facili�es.

3.1.3 Weeding: Weeds in the plant beds can be controlled by hand pulling or mechanical methods.

3.1.3.1 Contractor Deliverables and Schedule

The contractor shall:

Regularly remove weeds prior to plants se�ng seed at every site visit. Frequency at a minimum of four (4) �mes per year.

Not allow weeds to become established.

Remove as much of the weed’s root as possible.

3.1.4 Sedimenta�on, Facility Structure, and Debris Removal: Sediment, trash, and leaf debris shall be removed from the site to maintain a well-kept appearance and func�on of planters and stormwater cells. The cleaning and leaf removal applies to all landscaped areas and pedestrian walks.

Erosion: Iden�fy when the soil is exposed, or erosion channels are forming. Try to iden�fy the cause of the erosion. No�fy City Opera�ons staff of erosion issues.

Sediment: Remove sediment from within and around inlets by hand (shovel, etc.)

at every site visit or as needed. No�fy City staff if significant sedimenta�on is found. Sediment shall go in the trash.

Inlets and Structures: Regularly check at every site visit. Remove sediment and debris from curb cut inlets (including upstream of the inlet, such as in the street). Regularly clear any obstruc�ng debris from curb cut inlets, pipes, and other structural features.

Debris and Li�er: Regularly remove li�er and debris at every site visit. Remove fallen leaves and debris from deciduous plant foliage.

3.1.4.1 Contractor Deliverables and Schedule

The contractor shall:

Remove trash and leaf debris upon comple�on of any landscape care work. Promptly clean all walks and paved surfaces soiled by work. Remove all debris, trimmings, and surplus materials from the site.

Frequency shall be at every site visit.

3.1.5 Mulching: Conduct mulch replacement to provide moisture reten�on, temperature regula�on, weed suppression, erosion and runoff control, and soil health. Do NOT mulch too early in the spring when it is s�ll cold and wet as it can slow plant growth and cause rot or against trunk and stems which can cause rot, pests, and disease.

3.1.5.1 Contractor Deliverables and Schedule

The contractor shall:

Provide mulch mid to late spring to prevent weeds from germina�ng.

Mulch late fall a�er the first frost but before the ground freezes to insulate soil and plant roots against free-thaw cycles.

Mulch as needed to touch up during the summer at loca�ons that have decomposed or blown away.

Mulch a�er landscaping or disturbance.

TASK 4- PLANT MAINTENANCE (NON-STORMWATER FACILITIES)

The contractor shall maintain the planter beds iden�fied in A�achment A in accordance with the Franklin Roundabout-Landscape Maintenance Guidelines A�achment B.

4.1 Lawn Area

Lawn areas should be maintained to achieve a dense, green, uniform stand of grass with minimal weeds. The lawns should be mown and maintained at three

(3) inches tall. All lawns adjacent to the pavement and walks should be kept edged. To achieve quality finish lawns, landscape maintenance will require, but not limited to fer�lizing, re-seeding, de-thatching, aera�on, and the control of weeds (manual/mechanical), pests, and disease.

4.1.1 Fer�lizing: All lawns need fer�lizer on a regular basis to maintain vigor and color. The quan�ty of fer�lizer will be influenced by how much water is provided, soil type and whether grass clippings are removed or not. If grass becomes light green or yellow, lawn should be fer�lized.

4.1.1.1 Contractor Deliverables and Schedule

The contractor shall:

Provide a typical applica�on of fer�lizer as needed based on lawn color.

Avoid fer�lizer from being carried away from rain and irriga�on.

4.1.2 Mowing: Areas seeded with Lawn Seed Mix (refer to Project Plans and

Specifica�ons) should be mowed and maintained to a height of three (3) inches. Mowing frequency will depend on the speed of the growth of the lawn. Avoid allowing the lawn seed to become overly tall. Cu�ng 50% of lawn height in single mowing may cause the exis�ng grass to be yellow, thin, and slow to recover.

4.1.2.1 Contractor Deliverables and Schedule

The contractor shall:

Mow lawn areas to maintain a three (3) inch height.

Frequency is dependent on the speed of lawn growth.

4.1.3 Re-Seeding: When the lawn needs repair, re-seeding will need to follow the specifica�ons provided by the City a�er execu�on of the contract.

4.1.3.1 Contractor Deliverables and Schedule

Re-seed if the lawn needs repair while trying to avoid the heat of summer.

Frequency is dependent on any repairs needed.

4.1.4 De-Thatching: Thatch is a layer of living and dead stems, roots, and crowns that develop between the green vegeta�on and the soil surface.

A thatch layer greater than one (1) inch acts as a barrier to water, nutrients, and air reaching the soil and should be removed to ensure a healthy lawn.

4.1.4.1 Contractor Deliverables and Schedule

Use a power de-thatcher machine in a pa�ern that only covers grass once. Flag irriga�on heads and other u�li�es to prevent damage. Rake and remove any resul�ng debris.

Follow dethatching with aera�on, overseeding, and fer�lizing.

Frequency is dependent when the thatch is over one (1) inch.

4.1.5 Aera�on: The purpose of the aera�on is to take plugs out of the lawn areas to improve water penetra�on and s�mulate lawn growth. Aera�on needs to be performed as needed if water appears to puddle at the surface.

4.1.5.1 Contractor Deliverables and Schedule

Aerate depending on when/if water puddles at the surface.

Late spring or early summer are the best �mes for aera�ng warm season seeded areas.

4.2 Shrubs, Perennials, and Decora�ve Grasses

Plant beds will require periodic fer�lizing (excluding stormwater facili�es), disease and pest control (excluding stormwater facili�es), pruning, and weeding.

Regularly inspect plant beds for evidence of damage, disease, or pest issues.

4.2.1 Pruning: Examine all plant beds to determine pruning needs. See

Appendix A of the Franklin Roundabout-Landscape Maintenance

Guidelines for individual plant descrip�ons and maintenance guidelines.

DO NOT PRUNE INDIVIDUAL PLANTS INTO “BALLS”. The plan�ng concept for this project was to allow plan�ngs to form in masses. Pruning of the plants should allow the growth of individuals to coalesce into masses of each species type.

For Perennials: In general, perennials can be cut to the ground in late fall or early winter.

For Ornamental Grasses: These can be le� un�l late winter before cu�ng back to the ground to make way for Spring growth.

For most groundcovers they only need to be trimmed if they grow beyond their desired boundaries.

4.2.1.1 Contractor Deliverables and Schedule

The contractor shall provide:

In general, cut perennials to the ground in late fall or early winter.

Some perennials, such as Rudbeckia fulgida or Sedum spectabile will stay erect un�l late winter. Cut these perennials back in late winter to make way for new spring growth.

For ornamental grass, cut to the grown in late winter to make way for spring growth.

For ground cover, cut back the ground cover if it extends over the curb or sidewalk.

The contractor shall keep growth from encroaching signs, walkways, benches, driveways, busways/guideways, and streets.

4.2.2 Fer�lizing (excluding stormwater facili�es): Except for new plan�ngs, all plan�ngs should be minimally fer�lized. Acid-loving plants such as rhododendrons and azaleas should be fer�lized with a special formula suitable for acid-loving plants. For all other plan�ngs, a general organic fer�lizer is recommended. Follow manufacturer instruc�ons.

4.2.2.1 Contractor Deliverables and Schedule

The contractor shall:

Fer�lize shrubs, perennials, and decora�ve grasses (excluding stormwater facili�es) twice a year, early spring and early to mid-summer.

Not fer�lize if rain is predicted within 48 hours (also no irriga�on) to avoid the fer�lizer being carried away and reduce water pollu�on.

4.2.3 Herbicides and Pes�cides (excluding stormwater facili�es): All shrubs and groundcovers should be examined for the presence of pests and disease. The contractor should iden�fy and remedy problem plan�ng areas. Use Integrated Pest Management (IMP) principles. Try to avoid using herbicides and pes�cides. If herbicides are deemed necessary, approval is needed from City staff. Only apply spot treatments of approved products as necessary and follow manufacturer instruc�ons. No pes�cides or herbicides shall be applied within 3 feet from the top of the bank of the stormwater facili�es. No herbicides shall be applied if rain is forecast within 48 hours.

4.2.3.1 Contractor Deliverables and Schedule

The contractor shall:

Try to avoid use of pes�cides and herbicides.

Get approval from City staff prior to any pes�cide or herbicide applica�on.

Ensure that all contract employees have the required licenses to apply chemicals.

Keep a record of all chemical applica�ons and provide a copy to the City on an annual basis. These records must conform to the state guidelines for tracking herbicide applica�ons.

All herbicide applica�ons shall be in accordance with the product label.

Examine shrubs and groundcovers for presence of pests and disease.

Frequency depends on if/when pests and disease occur.

4.2.4 Weeding: Weeds in the plant beds can be controlled by hand or with herbicide (excluding stormwater facili�es) use. If using herbicides, follow labels, instruc�ons, and safety precau�ons, and protect non-targeted plants.

4.2.4.1 Contractor Deliverables and Schedule

The contractor shall:

Remove weeds prior to plants se�ng seed. Frequency based on weed issues with a minimum of four (4) �mes per year.

Not allow weeds to become established, especially within groundcovers.

4.2.5 Mulching: Mulch will need to be applied over plant.

4.2.5.1 Contractor Deliverables and Schedule

The contractor shall:

Apply and maintain a three (3) inch minimum depth layer of shredded fir bark over plant beds (excluding stormwater facili�es). Where appropriate, apply the same mulch layer of mulch at trees.

Mulch applica�on once a year with summer fer�liza�on applica�on.

4.2.6 Leaf Removal and Cleaning: Trash and leaf debris should be removed from the site to maintain a well-kept appearance and func�on of planters and stormwater cells. The cleaning and leaf removal applies to all landscaped areas and pedestrian walks.

4.2.6.1 Contractor Deliverables and Schedule

The contractor shall:

Remove trash and leaf debris upon comple�on of any landscape care work. Promptly clean all walks and paved surfaces soiled by work. Remove all debris, trimmings, and surplus materials from the site.

TASK 5 – IRRIGATION INSPECTION

The contractor shall visually inspect exis�ng irriga�on during maintenance visits and report any issues or malfunc�ons to City Opera�ons staff.

5.1 Contractor Deliverable and Schedule

The contractor shall:

Perform visual informal (inspect for damaged heads) inspec�ons of the irriga�on every rou�ne visit.

Ensure that all plants are ge�ng full, uniform coverage.

Plants blocking irriga�on heads may be trimmed. No�fy City Opera�ons staff if heads need to be raised.

Report issues to City Opera�ons staff as needed (within 48 hours of observa�on).