Exhibit_A_-_Scope_of_Services_-_City_of_Santa_Cruz.pdf

City of Santa Cruz Parks and Recrea�on Department

RFP No. PR-0247

Exhibit A

SCOPE OF WORK

MEDIAN MAINTENANCE PROJECT

CONTRACTOR shall perform the Services as detailed herein. This includes the specifications for the services of Landscape Maintenance of City of Santa Cruz.

I. GENERAL PROVISIONS

The following provisions, where individually applicable, apply for maintenance standards not limited to Landscape Maintenance and all other work under this Agreement.

The locations of the areas to be maintained are shown on Exhibit D and listed in Exhibit C. These maps provide a general scope of the area(s).

II. SCOPE OF WORK- Landscape Maintenance

CONTRACTOR shall provide the highest quality of landscape maintenance services and materials. The CONTRACTOR agrees to provide the highest quality commercially accepted methods, procedures and scientific controls for landscape maintenance. "Scientific Controls" is understood to mean practices based upon recommendations of the University of California, The U.S. Forest Service, or similarly qualified experts; recommendations in University of

California Cooperative Extension Publications, Consumer Products Safety Commission

Playground Guidelines and information in standard landscape industry references; This shall include the use of proper knowledge, skills, materials and equipment of a timely basis to maintain all areas in a clean, safe, healthy, and aesthetically acceptable manner during the entire term of this contract.

The CONTRACTOR agrees to be continuously alert in locating and defining problems and agrees to exercise prompt and proper corrective action. Action times will be prioritized, and low priority items will be given a timeline for corrections. Contractor shall communicate to the City, landscape, as well as non-landscape related hazards that are seen while on site.

GENERAL REQUIREMENTS

A. Monthly Progress Reports:

As requested, the contractor shall provide the specified Parks Department representative with monthly progress reports, based on weekly summary of work performed by location and referenced to the maintenance schedule. The reports will be due no later than the fifth day of the month following services and is to include the following information:

a) Total labor, supervision, and horticultural hours provided at each site. This can be in a spreadsheet format with all applicable sites covered under this agreement.

b) Problem areas encountered during the month.

a) Monthly chemical application reports for all materials applied by site. This will include location, application date, materials, amount of material applied, etc.

This shall be sent to a specified Parks Department representative.

b) Any additional reports as directed by the specified Parks Department representative.

B. Inventory/Safety Data Sheets (SDS)

Within thirty days of the effective date of this agreement, the contractor will submit to the

City a list of all chemicals (fertilizers, pesticides, cleansers etc.) that will be used by the contractor on the sites, together with the required SDS. SDS and product labels shall always be in applicator's vehicle in accordance with California Department of Pesticide

Regulations. Contractor shall always follow all California Department of Pesticide

Regulation's.

C. Extra Projects/Landscape Upgrades:

All extra projects shall require the submission of a Project Proposal Form or a Work Order

Authorization Form. If the contractor does not have available such a form, a mutually agreeable format will be developed. On any extra project or landscape upgrade, the City reserves the right to obtain competitive bids or quotations.

D. Management Philosophy:

The contractor shall take a pro-active approach in correcting problems within the contractor’s span of responsibility and control. Other problems and suggestions for improvements, both short and long term, must be submitted promptly to the City for appropriate action.

E. Public Image and Etiquette:

Contractor employees shall wear company uniforms, which consist of long pants and shirts with company name and individual's name on the shirt. The contractor's staff when needed shall utilize rain gear, rain boots, safety shoes, and other safety equipment. All contracted employees while on the site shall exhibit a clean, neat professional appearance.

Contractor's equipment and vehicles shall also be professional in appearance, exhibit the company name and phone number, and be well maintained for safe operation.

Authorization Required to Begin Work

The Contractor shall begin work only after receiving written Notice to Proceed from the specified Parks Department representative.

III. GENERAL CONDITIONS

A. Permits/Parking

The contractor shall be issued a free maintenance permit from the City's Department of

Transportation. This will allow the contractor's crews to use City parking facilities and street parking at no charge during the term of this contract and only while doing landscape maintenance work for the within the described scope.

Contractor shall follow all parking restrictions throughout the City.

B. Payments and Inspection

Payment will be made for work satisfactorily completed as called for in this contract. The specified Parks Department representative and/or Field Service Inspectors shall inspect and notify the Contractor of any unsatisfactory work. Unsatisfactory work shall be corrected within 72 hours. Contractor or contractor's representative shall meet with a representative from the City at least once a month during the life of this contract to inspect work performed.

The City will pay the contractor on a monthly basis for labor, equipment and materials provided during the monthly billing period.

C. Property Damage

Any private or City property damaged or altered in any way during the performance of the work under this contract shall be reported promptly to the City's Parks Department representative and shall be rectified in an approved manner back to its former condition, prior to damage, at the contractor's expense.

Any hazardous conditions noted, or seen, by the contractor that has occurred by any means other than during the performance of the contractor's work, whether by vandalism or any other means, shall be promptly reported to the City's Representative.

The contractor is responsible for securing any immediate hazards with caution tape, safety or barricades until a City Representative arrives to the locations.

D. Safety

Contractor agrees to perform all work outlined in the agreement in such a manner as to meet all accepted standards for safe practices during the maintenance operation and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work; and agrees additionally to accept the sole responsibility for complying with all City, County, State or other legal requirements including, but not limited to, full compliance with the terms of the applicable O.S.H.A. and

CAL E.P.A. Safety Orders at all times so as to protect all person, including contractor employees, agents of the City, vendors, members of the public or others from foreseeable injury, or damage to their property.

The contractor shall be responsible for securing tra>ic control and safety regulations as related to any City, State, or County requirements while working on medians and/or roadside strips (please refer to the following links for additional information, http://www.dot.ca.Nov and www.osha.gov ). The design and operation of work zone traffic controls must comply with U.S. Department of Transportation/Federal Highway

Administration and California Manual on Uniform Tra>ic Control Devices (CA MUTCD) guidelines.

Contractor shall cooperate fully with City in the investigation of any accident, injury or death occurring on city property, including a complete written report thereof to the City Parks

Department representative within twenty-four (24) hours following the occurrence.

E. Waste Management

The contractor shall haul and deposit all rubbish, debris and green waste in compliance with applicable provisions of Santa Cruz Municipal Code Chapter 6.12 SOLID WASTE.

Contractor shall use haul all rubbish, debris, and green waste to the Resource Recovery

Facility, located at 605 Dimeo Lane, Santa Cruz, CA, 95060. Fees incurred shall be included in monthly billing by the Contractor.

Clippings trimmings, cuttings generated by the Contractor that cannot be used as mulch shall be promptly removed from the work site at the end of the same day the work is performed.

F. Project Hours of Operation

The contractor's hours of operation shall conform to the hours of 8:00 a.m. to 5:00 p.m.

during the life of the contract.

Any other exception shall only be authorized with prior approval of the specified Parks

Department representative.

G. City Noise Control Ordinance

The contractor and any subcontractor shall always conform their operations to the requirement of the City of Santa Cruz Noise Ordinance (SCMC 9.36), an electronic digest of the provisions can be found at this link SCMC 9.36.

Contractors shall not use fuel powered leaf blowers. Contractors shall only use electric and/or battery-operated leaf blowers throughout all sections of this contract.

H. Materials

Commercial fertilizers and pesticides shall bear the manufacturer's label and guaranteed analysis. The contractor shall have SDS sheets for all chemicals available upon request. The City's Field Service Inspectors and/or Project Manager must approve all materials.

The City reserves the right to contact any vendor directly, if the contractor fails to meet scheduled deadline within Exhibit B.

1. Water is to be furnished by the City.

2. Fertilizer shall be a complete, seasonably appropriate granular fertilizer furnishing the required percentage of nitrogen, phosphoric acid and potassium to keep lawns, trees, shrubs and other plants in a healthy and vigorous growing condition always.

If there arises a question as to the need for application of fertilizer or the formulation of a fertilizer, a determination shall be made by the City's representative.

3. Pesticides shall be brought to the job site in the original manufacturer's containers, properly labeled with guaranteed analysis. Any necessary permits, recommendations, etc. shall be the responsibility of the contractor.

4. Plant materials shall display a healthy appearance and of a size relevant to their container size. The City's Field Service Inspectors and/or Project Manager must inspect and approve all plant materials prior to planting.

5. Turf seed shall be industry recognized, and approved by the City's Field

Service Inspectors and/or Project Manager prior to application.

6. Plant stakes, ties, guy wires shall be of materials to match those existing on the site or approved equal.

I. Shrub, Tree and Ground Cover Care

Maintain all shrubs and all ground cover in a healthy growing condition by performing the following operations and other work incidental thereto:

1. Water Management — Water to establish moisture to the full depth of the root zone. Watering shall be done in a manner to avoid erosion, excessive runo>, puddles, or creation of a waterlogged soil condition.

Contractor shall maintain batter irrigation clocks, including nodes and stationary irrigation timers and battery operated irrigation clocks with replacement and battery inspection every four (4) months.

Upon request of Field Service Inspector, hoses and portable sprinklers shall be used to supplement the irrigation system where necessary to ensure complete coverage.

2. Pruning and Trimming

A. Pruning and trimming, shall be done by a qualified, trained professional personnel.

Documentation of training and experience shall be given to specified Parks

Department representative upon request for each employee.

B. Pruning of shrubs, groundcover, and ornamentals shall conform to ISA/ANSI

A200 for health, safety, sightlines, and appearance.

C. No bushes to exceed 30 inches in height and sightlines shall be maintained at intersections.

D. Excessive pruning or stubbing back shall not be permitted.

E. All pruning cuts shall be properly made: They shall be cleanly cut with no tearing of the bark.

F. The Contractor is responsible for replacing, at their cost, any damage to plant materials caused by excessive pruning, improper pruning techniques, poor equipment, etc.

G. All dead or damaged branches shall be removed immediately from shrubs and ground covers. Any dead or damaged branches located in trees shall be secured

(either by the means of caution tape, cones, or barricades) and reported to City's

Field Service Inspectors and/or City Project Manager.

H. Pruning and trimming of shrubs and ground cover shall be done as needed, and/or requested by Field Service Inspectors, to achieve the following:

I. To cut back branches that are rubbing on walkways, fences and impairing or posing a safety hazard to pedestrians, bicycles, or vehicles.

II. To maintain desired shape of plant material.

III. To maintain proper maintenance on plant material.

IV. To remove dead branches, diseased sections of shrubs, spent flowers, etc.

I. Staking Plant Material

Maintain and replace stakes and plant ties with equal material. Maintain and replace plant ties to provide support without chafing of bark. Plant ties shall be loosened accordingly to avoid chafing of bark. Additional stakes and/or guys shall be placed from time to time to correct misshaping caused by wind. Stakes and guys shall be removed upon request of City's Field Service

Inspectors and/or Project Manager.

Flower beds and perennial areas shall be raked, cultivated, and pruned/dead headed as needed.

Ground cover along curbs must be kept within curb and height trimmed as needed.

J. Tree Pruning/Maintenance

a) No tree pruning shall be performed to any trees at any site in this contract unless authorized by Field Service Inspector and/or Project Manager.

b) Suckers located at the base of each tree shall be removed by trained employees, limited to only using hand pruners. Hedge trimmer, line trimmer, herbicides or any other type of mechanical or chemical mechanism shall not be used to remove or control suckers.

c) Tree volunteers shall be removed at first sight. These volunteers shall be removed before reaching 4ft in height but are preferred to be removed by 2ft. If the height exceeds 4ft, tree volunteers shall be reported to Field Service Inspectors and/or Project Manager.

IV. INTEGRATED PEST MANAGEMENT (IPM) and SUSTAINBLE LANDSCAPING

A. The City prioritizes maintaining site conditions to maximize plant health to minimize pests. Preferred pest management techniques include using California native plant species or varieties that resist pests; plant selection, pruning, fertilizing, and irrigation practices that reduce pest problems and disease and selecting the least toxic chemical control options for pest management as a last resort.

Contractor must:

1. Contractor shall provide any SDS sheets of chemicals that will be utilized;

2. The City's contractor must comply with the City's Municipal Regional Storm Water

Permit requirements to avoid pesticide runoff. The contractor will be required to:

a) Submit the Contractor Pesticide Use Log in Excel format to the specified

Parks Department representative within ten business days upon request.

Agree to permit provisions that require a City of Santa Cruz Project Manager or

Watershed Protection Manager to periodically shadow work to confirm that pesticide applications conform with pesticide practices outlined in the contract;

a) Prohibit company use of any of the following pesticides without written permission from the specified Parks Department representative:

• Carbamates including: aldicarb, carbaryl, propoxur, oxamyl and terbucarb

• Diamides including: Broflanilide, chlorantraniliprole, cyantraniliprole, cyclaniliprole, cyhalodiamide, flubendiamide, tetraniliprole

• Diuron;

• Indoxacarb;

• Organo-phosphates including: chlorpyrifos, diazinon, and malathion;

• Pyrethroids (allethrins, bifenthrin, cyfluthrin, cyhalothrin, cypermethrin, cyphenothrin, deltamethrin, esfenvalerate, etofenprox, flumethrin, imiprothrin, metofluthrin, momfluothrin, permethrin, prallethrin, resmethrin, sumethrin [d-Phenothrin], tau- fluvalinate, tetramethrin, tralomethrin);

• Neonicotinoids: acetamiprid, clothianidin, dinotefuran, imidacloprid, imidaclothiz, nitenpyram, nithiazine, paichongding, thiacloprid, and thiamethoxam.

b) Provide a list in advance of herbicides or other pesticides that are proposed for use for pre-approval by the City's Watershed Project Manager/IPM

Coordinator. The list must include the product name, active ingredient and

EPA ID number. All chemicals must be approved for use prior to application.

3. Contractor shall comply with all the products SDS and label, as well as the

California Department of Pesticide Regulations when applying any pesticide.

a) Pest control shall be done only by qualified, trained personnel, under the supervision of a State licensed pest control operator, using materials approved by the City's Field Service Inspectors and/or Project Manager. The pesticide application shall be done with extreme care to avoid any hazard to any person, pet, or wildlife in the area or adjacent areas, or any property damage. Application shall be in strict accordance with all governing regulations. The Contractor must provide, within 30 days of the Notice to Proceed, their Pest Control Operators

License, and the names and license/certification numbers of any individuals responsible for or applying pesticides in accordance with this agreement. Upon request by Field Service Inspectors and/or Project Manager, contractor shall supply the City an updated list of employees that have received the yearly

Herbicide Application Training requirement per California Department of

Pesticide Regulation.

b) All pest infestations shall be reported to the City's Field Service Inspectors and/or Project Manager. The Project Manager prior to application shall approve all pesticides applications. Records of all pest control operations stating dates, locations, times, methods of application, chemical formulations, applicators names and weather conditions shall be made and retained.

c) All chemicals requiring a special permit for use must be registered with the county

Agricultural Commissioner's Office (CDPR) and a permit obtained with a copy to the

Parks Department Representative. An exemption request form will be made available upon request.

d) All regulations and safety precautions listed in the "Pesticide Information and

Safety Manual, published by the University of California and the Pesticide Safety

Information Series (PSIS) published by the California Department of Pesticide

Regulation shall be adhered to.

e) Spraying is not permitted during heavy traffic (vehicle, bicycle, or pedestrian) periods or when winds create uncontrollable material drift and/or exceeds 5 mph and/or as directed per chemical label. Contractor is to contact the Parks

Department Representative for ideal times to spray certain sites when tra>ic is at its minimum to avoid conflicts with adjacent users.

f) Temporary notice shall be posted two working days prior and remain posted at least four days after a City location within this scope has been sprayed per the City of Santa Cruz IPM Guidance Manual.

g) Contractor shall replace any plant material that has suffered severely due to lack of proper pest management techniques and/or overspray of chemical

(pesticides, herbicides, etc.), if such pest control is possible and practicable.

h) All treated areas must be posted and monitored during and after pesticide application until material has settled and treatment area is completely dry accordingly to product label, SDS, and California Department of Pesticide

Regulations. No unprotected person, pet, or wildlife may enter a treated area until all re-entry intervals have been met. Contractor shall comply with all California

Department of Pesticide Regulations laws when applying any pesticide within the scope of this contract

B. Weeding

All areas, including but not limited to: shrub beds, flower beds, groundcover beds, tree wells, paved areas, sidewalks, cracks, pavers, expansion joints, decomposed granite paths, shall be kept maintained at an acceptable level.

Maintain vegetated areas free of invasive/nuisance weeds; keep hardscape joints/edges weed free, within reason. Use IPM principles; chemical controls only when necessary and compliant with City policy/municipal code.

Weeds shall be removed whenever the appearance becomes unsightly or when requested to do so by City's Field Service Inspectors and/or Project Manager.

C. Fertilization

Fertilize shrub, ground cover, and planter bed areas three times a year approved Nature Safe

10-2-8 (or approved equal). Fertilizer shall be applied in the spring, summer and in the fall.

D. Replacement of Material

Remove dead and damaged plants and replace with material of equivalent size, conditions and variety, subject to approval and purchase of City Project Manager. Labor shall be provided by the Contractor in a timely manner.

Damage not resulting from Contractor's negligence, such as vandalism, vehicle, or weather shall be reported promptly to the City's Field Service Inspectors and/or Project Manager.

Contractor shall inspect all sites prior to the contract and contact Field Service Inspectors and/or Project Manager with any concerns regarding the condition of plant material.

E. Nurturing Soil Health

Leaf drop shall become part of the mulch layer in the trees, shrubs or groundcover areas in an attractive manner and away from high traffic areas. Leaf debris shall not exceed 4” in depth and not be allowed to enter storm drains. Natural drainage swales, culverts and storm drain inlets shall be kept clean.

Mulch shall not interfere with the health of all plant material. Leaf debris shall not be blown onto turf and be mowed/mulched.

If leaf debris poses a fire hazard, per the request of City's Field Service Inspector and/or

Project Manager, all leaf debris must be cleaned up.

F. Urban Forestry Mulch (wood chips) shall be maintained under all trees and shrubs and on bare soil with a minimum 3-inch layer. M u l c h s h a l l b e r e p l e n i s h e d a n n u a l l y o r a s d i r e c t e d . All labor costs regarding, but not limited to spreading, transporting, and maintaining the mulch shall be covered by the contractor.

V. GENERAL MAINTENANCE AND CLEANUP

The following general maintenance and clean up guidelines apply to all areas included in this agreement.

A. All clippings, trimmings, cuttings generated by the Contractor shall be promptly removed from the work site at the end of the same day the work is performed.

B. All areas covered by this agreement, including but not limited to areas around shrubs and trees, non-landscaped islands, sidewalks, patios, planter beds, curbs and gutters shall be kept free from weeds, litter, rocks, glass and debris. Debris including, but not limited to: paper litter, leaf and plant debris, household furniture, household appliances, cardboard, cigarette butts, shopping carts (shall be returned to local business on same day), animal feces, biohazards (human feces, vomit, hypodermic needles), illegal drug paraphernalia, and vehicle parts. The Contractor shall provide its employees' OSHA approved environmental, health and safety training to ensure compliance with all federal, state, and local laws or regulations.

C. All decomposed granite pathways must be raked and not blown where indicated by the

Field Service Inspectors and/or Project Manager. Upon approval of Field Service

Inspector or Project Manager, contractor may water down decomposed granite pathways prior to using an electric blower to clean pathways where indicated by Field

Service Inspectors.

VI. EQUIPMENT

The contractor shall always furnish and maintain enough equipment as necessary to perform the work of this contract. Such equipment shall be subject to the inspection and approval of the Field Service Inspectors and/or specified Parks Department representative.