Exhibit B_Scope of Work_Abatement Services for Income-Qualified City Residents.pdf

Solicitation No. DQ-CSX-25-649 Exhibit B: Scope of Work Neighborhood Abatement Services for Income-Qualified City Residents

1. Introduction

City of Westminster seeks to establish a contract with a qualified vendor to provide comprehensive landscaping and abatement services for properties owned or occupied by income-qualified residents within the City of Westminster. This program aims to assist elderly, disabled, and low-income residents who are unable to maintain their properties due to physical limitations or financial constraints, and to address code violations that may result in fines or penalties. The Contractor will be responsible for both the income qualification verification process and the delivery of abatement services.

2. Program Eligibility and Income Qualification Management

2.1 Eligibility Criteria

Services shall be provided to residents who meet the following criteria:

a) Household income at or below 60% of the Area Median Income (AMI) as defined by the Colorado Housing Finance Authority (CHFA) for Adams and Jefferson Counties.

b) Property owner-occupants or tenants with written permission from property owners

c) Elderly residents (age 65 or older), disabled residents, or residents with documented medical conditions that prevent them from performing yard maintenance

d) Properties with active code enforcement violations related to landscaping or exterior maintenance

2.2 Income Qualification Process

2.2.1 The Contractor shall develop and implement a comprehensive income qualification process that includes:

a) Creation of user-friendly application forms in multiple languages (at minimum English and Spanish)

b) Development of clear instructions for applicants regarding required documentation

c) Establishment of secure methods for collecting and storing sensitive financial information

d) Implementation of a verification system that complies with standards for income verification approved by the city of Westminster

2.2.2 Required Documentation Collection and Verification

a) The Contractor shall collect and verify the following documentation from applicants:

i. Proof of identity (government-issued photo ID)

ii. Proof of residence (utility bill, lease agreement, or mortgage statement)

iii. Proof of income for all household members (pay stubs, tax returns, benefit statements)

iv. Documentation of age or disability status (if applicable)

v. Property ownership verification or landlord permission

vi. Documentation of any code violations (if applicable)

b) The Contractor shall verify the authenticity of all submitted documents

2.2.3 Income Calculation and Determination

a) The Contractor shall calculate household income in accordance with guidelines provided by city staff

b) The Contractor shall compare calculated income to current AMI limits for Adams and Jefferson Counties

c) The Contractor shall document the income qualification determination for each applicant

d) The Contractor shall maintain records of all determinations for program audit purposes

2.2.4 Application Processing Timeline

a) The Contractor shall acknowledge receipt of applications within two (2) business days

b) The Contractor shall complete the income verification process within five (5) business days of receiving a complete application

c) The Contractor shall notify applicants of their eligibility determination within three (3) business days of completing the verification process

2.2.5 Recertification Process

a) The Contractor shall establish a recertification process for program participants that need assistance within a 90 day period

b) The Contractor shall process recertification applications within the same timeframes as initial applications

2.3 Program Administration

2.3.1 The Contractor shall maintain a database of all program participants that includes:

a) Contact information

b) Income qualification status and expiration date

c) Service history

d) Special needs or considerations

e) Property information

2.3.2 The Contractor shall establish and staff a customer service function that:

a) Responds to inquiries about the program

b) Assists residents with completing applications

c) Provides status updates on applications and scheduled services

d) Addresses concerns or complaints

e) Is available during normal business hours (Monday-Friday, 8:00 AM -

5:00 PM)

2.3.3 The Contractor shall develop and implement a prioritization system for service delivery based on:

a) Severity of need

b) Health and safety concerns

c) Code enforcement deadlines

d) Equitable distribution across eligible neighborhoods

3. Service Areas

3.1 Services shall be provided within the municipal boundaries of the City of Westminster, CO.

4. Scope of Abatement Services

4.1 Initial Property Assessment

4.1.1 The Contractor shall conduct an initial assessment of each property after income qualification is confirmed, which shall include:

a) Photographic documentation of existing conditions

b) Measurement of areas requiring service

c) Identification of specific abatement needs

d) Determination of equipment and labor requirements

e) Estimated time to complete the work

f) Identification of any safety hazards or special considerations

4.1.2 The Contractor shall develop a property-specific service plan based on the assessment.

4.2 Basic Landscaping Services

4.2.1 Lawn Maintenance

a) Mowing of all grassed areas to a height of 2.5 to 3.5 inches

b) Edging along sidewalks, driveways, and other hardscaped areas

c) Trimming around obstacles, trees, and structures

d) Removal and disposal of grass clippings

e) Blowing/sweeping of clippings from hardscaped areas

4.2.2 Weed Control

a) Manual removal of weeds from landscaped beds, cracks in sidewalks, and driveways

b) Application of pre-emergent and post-emergent herbicides as appropriate (must be EPA-approved and applied according to manufacturer specifications)

c) Removal of weeds from fence lines and property boundaries

4.2.3 Pruning and Trimming

a) Pruning of shrubs and bushes to maintain appropriate size and shape

b) Removal of dead, diseased, or damaged branches from trees (up to 12 feet in height)

c) Trimming of vegetation away from structures, walkways, and utility lines

d) Thinning of overgrown vegetation to promote healthy growth

4.3 Abatement Services

4.3.1 Debris Removal

a) Removal and proper disposal of yard waste, including leaves, branches, and clippings

b) Removal of litter and small trash items from the property

c) Removal of items that constitute code violations (limited to vegetation and yard waste)

d) Proper disposal of all collected materials in accordance with local regulations

4.3.2 Overgrowth Abatement

a) Clearing of heavily overgrown areas

b) Removal of volunteer trees and invasive species

c) Cutting back of vegetation encroaching on structures, walkways, or neighboring properties

d) Removal of vegetation that creates safety hazards or harbors pests

4.3.3 Special Abatement Services

a) Removal of fallen trees or large branches (up to 12 inches in diameter)

b) Clearing of vegetation from drainage ditches and culverts

c) Removal of vegetation that blocks visibility at driveways and intersections

d) Treatment of areas with poison ivy, poison oak, or other hazardous plants

4.4 Seasonal Services

4.4.1 Spring Services (March-May)

a) Removal of winter debris

b) Application of pre-emergent weed control

c) Pruning of spring-flowering shrubs after bloom

d) Mulch application (up to 2 cubic yards per property)

4.4.2 Summer Services (June-August)

a) Regular mowing (every 7-14 days depending on growth)

b) Irrigation system checks and adjustments (where applicable)

c) Pest monitoring and treatment as needed

4.4.3 Fall Services (September-November)

a) Leaf removal and disposal (up to 3 visits per property)

b) Cutting back of perennials

c) Preparation of beds for winter

4.4.4 Winter Services (December-February)

a) Removal of fallen branches and debris after storms

b) Pruning of deciduous trees and shrubs during dormancy

c) Snow removal from walkways

5. Service Frequency and Scheduling

5.1 The Contractor shall provide services based on the following schedule:

a) Initial abatement services: One-time comprehensive service to bring property into compliance

b) Routine maintenance: Every 14-21 days during growing season (March- October)

c) Reduced maintenance: Monthly during non-growing season (November-February)

d) Emergency services: Within 48 hours of notification for situations that pose immediate safety hazards

5.2 The Contractor shall notify residents at least 48 hours in advance of scheduled services.

5.3 The Contractor shall coordinate service scheduling with income qualification processes to ensure timely delivery of services to newly qualified residents.

6. Equipment and Materials

6.1 The Contractor shall provide all equipment, tools, materials, supplies, transportation, and labor necessary to perform the required services.

6.2 All equipment shall be:

a) Commercial-grade and appropriate for the intended use

b) Properly maintained and in good working condition

c) Operated in accordance with manufacturer specifications

d) Compliant with all applicable safety standards

6.3 All materials (including herbicides, pesticides, fertilizers, and mulch) shall be:

a) Commercial-grade and appropriate for the intended use

b) Applied in accordance with manufacturer specifications

c) Environmentally responsible and non-toxic when possible

d) Compliant with all applicable local, state, and federal regulations

7. Personnel Requirements

7.1 Income Qualification Staff Requirements

a) The Contractor shall employ staff with experience in:

i. Income verification procedures

ii. Financial document review and verification

iii. Customer service and community outreach

iv. Data management and confidential information handling

b) At least one staff member shall have a minimum of three (3) years of experience with income qualification processes for government assistance programs

c) All staff handling sensitive information shall undergo background checks

7.2 Landscaping and Abatement Staff Requirements

a) The Contractor shall provide qualified personnel who:

i. Have received appropriate training in landscaping and abatement techniques

ii. Possess valid licenses for application of herbicides and pesticides (if applicable)

iii. Have undergone background checks

iv. Wear appropriate personal protective equipment (PPE)

v. Display company identification at all times when on-site

7.3 Project Management

a) The Contractor shall designate a Project Manager who shall:

i. Serve as the primary point of contact for the Economic Development Division

ii. Oversee all operations and personnel for both income qualification and service delivery

iii. Conduct quality control inspections

iv. Respond to inquiries within one (1) business day

v. Attend monthly progress meetings with the Economic Development Division

b) The Project Manager shall have a minimum of five (3) years of experience managing similar programs

8. Documentation and Reporting

8.1 Income Qualification Documentation

a) The Contractor shall maintain complete records of:

i. All applications received

ii. Documentation collected from applicants

iii. Income verification calculations

iv. Eligibility determinations

v. Recertification dates and outcomes

b) The Contractor shall submit monthly reports on income qualification activities, including:

i. Number of applications received

ii. Number of applications approved/denied

iii. Average processing time

iv. Demographics of program participants (anonymized)

v. Geographic distribution of participants

8.2 Service Documentation

a) The Contractor shall document all services performed, including:

i. Before and after photographs of each property serviced

ii. Date and time of service

iii. Services performed

iv. Materials used (including quantities)

v. Personnel who performed the work

vi. Any issues encountered or follow-up needed

8.3 Reporting Requirements

a) The Contractor shall submit weekly service reports to the Economic Development Division by close of business each Friday

b) The Contractor shall submit monthly comprehensive reports by the 5th of the following month, including:

i. Income qualification activities and outcomes

ii. Services delivered (summarized by type and neighborhood)

iii. Program participation statistics

iv. Customer satisfaction metrics

v. Issues or challenges encountered

vi. Recommendations for program improvements

c) The Contractor shall prepare and submit an annual program evaluation report

9. Data Security and Confidentiality

9.1 The Contractor shall implement and maintain data security measures that:

a) Comply with all applicable federal, state, and local privacy laws

b) Protect personally identifiable information (PII) and financial information

c) Include secure storage of physical documents

d) Utilize encrypted electronic storage systems

e) Restrict access to authorized personnel only

9.2 The Contractor shall develop and implement a data breach response plan.

9.3 The Contractor shall obtain signed confidentiality agreements from all staff with access to participant information.

9.4 The Contractor shall retain records for a minimum of five (5) years or as required by applicable regulations, whichever is longer.

10. Community Outreach and Education

10.1 The Contractor shall develop and implement a community outreach plan to:

a) Raise awareness about the program among eligible residents

b) Conduct information sessions in target neighborhoods

c) Distribute program materials through community partners

d) Engage with neighborhood associations and community organizations

10.2 The Contractor shall develop educational materials on:

a) Program eligibility and application process

b) Basic property maintenance techniques

c) Code compliance requirements

d) Environmental benefits of proper property maintenance

10.3 The Contractor shall establish partnerships with:

a) Community centers

b) Senior centers

c) Social service agencies

d) Faith-based organizations

e) Neighborhood associations

11. Quality Control and Performance Metrics

11.1 The Contractor shall implement a quality control program that includes:

a) Regular inspections of completed work

b) Participant satisfaction surveys

c) Response protocols for complaints or service issues

d) Continuous improvement processes

11.2 Performance will be measured against the following metrics:

a) Application processing time (target: 90% of applications processed within 10 business days)

b) Service delivery timeliness (target: 95% of services delivered within scheduled timeframe)

c) Code compliance achievement (target: 100% of properties brought into compliance)

d) Customer satisfaction (target: 90% satisfaction rating)

e) Program participation (target: service delivery to at least 95% of eligible applicants)