RFP for Parks and Landscape Maintenance Services Page 1 of 17 Attachment C – Scope of Services

First Revised Attachment C

Scope of Services

This First Revised Attachment C appends Section 19 pursuant to Addendum #1 and updates the figures in Section 3.3 pursuant to Addendum #3. All changes are indicates in red.

1. Overview

1.1. Overview of Required Services

1.1.1. Contractor shall furnish all labor, supervision, tools, equipment, materials, transportation, and supervision necessary for park and landscape maintenance of the City’s park system and City facilities.

1.1.2. Each location is comprised of various landscape types and amenities. The selected contractor will be responsible for all the routine and preventative maintenance tasks related to park and landscape maintenance.

1.1.3. Work tasks include, but not limited to, the following: turf including mowing, edging, weed abatement, irrigation systems including controllers, fertilization, seeding, fertilization, weed abatement, litter and debris removal, playground equipment and surfaces, paved and unpaved pathways, tree, shrub, and ground cover, and graffiti abatement.

1.2. On-Call Work

1.2.1. Contractor may be required to provide on-call services a requested by the City.

See Section 15.

1.3. Add Alternates (Optional Services)

1.3.1. Contractor may also be required to provide landscape maintenance and weed abatement in street median landscapes around the city as Add Alternates (optional services), to be performed only upon written authorization by the City.

See Sections 3.3 - 3.4 and Sections 16 and 17.

1.4. Maintenance Standards (see Attachment D)

1.4.1. The selected Contractor is expected to perform all required and requested services and in accordance with the protocols listed in Attachment D – Maintenance Standards

1.5. Frequency of Services (see Attachment E)

1.5.1. Reference Attachment E for the frequency of services requested for each service.

2. Minimum Qualifications & Additional Licensing

2.1. Minimum Qualifications

2.1.1. Contractor shall possess and maintain a C-27 Landscaping Contractors License with the California State License Board (CSLB) to perform the required work of

RFP for Parks and Landscape Maintenance Services Page 2 of 17 this RFP. Contractor who does not hold a valid and current C-27 license shall be automatically disqualified from the RFP without further consideration.

2.2. Additional Licensing

2.2.1. In addition to maintain the required licenses identified under Section 2.1 , the

Contractor shall be solely responsible for identifying, obtaining, and maintaining any other applicable licenses required by the CSLB and to perform work included in these Scope of Services, as appropriate. The Contractor may perform such work directly or through properly licensed subcontractors. If Contractor is awarded the contract as result of this RFP, all required licenses shall remain active and in good standing.

3. Locations & Quantities

The City is approximately 13.6 square miles and is responsible for the maintenance of parks, facilities, and street medians to be serviced by the selected contractor. Below is an overview of the various City locations that the selected contractor shall be responsible for. Locations not listed below are the responsibility of City staff.

3.1. City Parks

Contractor shall be responsible for the routine and preventative maintenance of 25 of the City’s 39 parks as provided in Table 1 below. Please note the City is in the process of constructing a new park (Tango Park) scheduled to be added during the expected term of the Agreement resulting from this RFP. Please refer to Attachment G for site maps and details for each park.

Table 1

# Park Name Address Square Footage

1 Augustine Memorial Cortez Street and Coelho Street 300,133 2 Augustus Rathbone 393 Expedition Lane 30,987 3 Ben Rogers 2056 Seacliff Drive 361,657 4 Bob McGuire 791 Garden Street 122,165 5 Calaveras Ridge Calaveras Ridge 78,176 6 Cardoza Kennedy Drive and N Park Victoria Drive 412,171 7 Creighton 1260 Creighton Court 206,780 8 Delanos Manongs McCandless and Montague 180,149 9 Dixon Landing Milmont Drive and Jurgens Drive 480,697 10 Dog Park @ Ed Levin 3100 Calaveras Road 84,525 11 Foothill 453 Lomer Way 169,335 12 Gill Memorial & Paseo

Refugio Santa Rita Drive and Paseo Refugio 418,212

13 Hall Memorial 304 La Honda Drive 392,654 14 Hetch-Hetchy Linear Washington Dr from Augustine Park to Sandalwood Park 721,812

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15 Hidden Lake N. Milpitas Blvd between Jacklin & Escuela 65,192 16 Higuera Adobe Wessex Place and Park Victoria 164,172 17 Hillcrest 2151 Fieldcrest Dr 231,018 18 Oliver Jones Memorial 721 Corinthia Drive 201,267 19 Milpitas Sports Center 1325 E. Calaveras Blvd. 1,045,839 20 Murphy 1567 Yellowstone Avenue 361,069 21 Pecot 300 Manferd St 114,447 22 Pinewood Starlite Drive and Lonetree Court 434,871 23 Robert E. Browne 1481 Yellowstone Avenue 180,520 24 Sandalwood Escuela Parkway and Russell Lane 208,447 25 Sinnott Tahoe Drive 209,119

Total Square Footage 7,175,414

3.2. City Facilities Landscape Areas

Contractor shall be responsible for the routine and preventative maintenance tasks for 11 City facilities that include softscape and hardscape areas. Please refer to Attachment H for site maps for each facility and landscape details.

Table 2

# Facility Address Square Footage

1 City Hall 455 E. Calaveras Blvd 79,422 2 Community Center 457 E. Calaveras Blvd 62,566 3 Senior Center 40 N. Milpitas Blvd 88,696 4 Milpitas Library 160 N. Main St 69,162 5 Sports Center 1325 E. Calaveras Blvd 97,481 6 Public Works 1265 N. Milpitas Blvd 34,152 7 Police Department 1275 N. Milpitas Blvd 30,101 8 Fire Station #1 777 S. Main St 94,938 9 Fire Station #2 1263 Yosemite Dr 31,567 10 Fire Station #3 45 Midwick Dr. 25,069 11 Fire Station #4 775 Barber Ln. 30,410 Total Square Footage 643,564

3.3. LLMD Street Landscape Areas (Add Alternate #1)

If the City adds these services, Contractor shall be responsible for the maintenance of the McCarthy Ranch and Sinclair Lighting, Landscape Maintenance Districts (LLMD). The landscape districts include median and roadside landscape. Please refer to Attachment L for a map indicating the two LLMD areas for street landscape maintenance. See Section

1.3 and Section 16.

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Table 3

# Area Square Footage 1 McCarthy Ranch LLMD 8,800,000 2 Sinclair LLMD 15,768 Total Square Footage 8,815,768

3.4. Weed Abatement for Street Landscape areas (Add Alternate #2)

If the City adds these services, Contractor to provide weed abatement for City owned and maintained street median and roadside landscape areas to include center medians and intersections (i.e. “pork chops”). Please refer to Attachment I for a map of the street landscape areas. See Section 1.3 and Section 17.

Table 4

# Area Square Footage

1 Dixon N Milpitas 696,562.50 2 Downtown 885,570 3 McCarthy 1,009,610.60 4 Milpitas Business Park 150,790 5 N Park Victoria 427,676 6 S Park Victoria 218,289 Total Square Footage 3,388,498.1

4. General Conditions

4.1. Schedule Days and Hours of Operation

4.1.1. Contractor shall perform weekly, monthly and/or seasonal park and landscape routine and preventative maintenance services between Monday and Friday during normal City working hours, 7:00 a.m. to 5:00 p.m., with the exception of City holidays.

4.1.2. Contractor is not responsible for working on City holidays. The following is a list of City holidays and the month of the holiday. Please refer to the City of Milpitas website for actual dates https://www.milpitas.gov/267/City-of-Milpitas-Holiday- Closures.

Table 5

Holiday Month New Year’s Day January https://www.milpitas.gov/267/City-of-Milpitas-Holiday-Closures https://www.milpitas.gov/267/City-of-Milpitas-Holiday-Closures

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Martin Luther King, Jr. Birthday January Washington’s Birthday February Ceasar Chavez Day March Memorial Day May Independence Day July Labor Day September Veterans Day November Thanksgiving Day and day after Thanksgiving November Christmas Eve December Christmas Day December

4.2. Schedules

4.2.1. Contractor shall provide detailed maintenance schedules for work being performed, which adheres to the required frequencies as detailed in Attachment E, Frequency of Services. These schedules will be coordinated with City programming such as sporting events, private use, and special events.

4.2.2. All emergencies, changes to maintenance schedule, and other urgent matters, shall be reported to the City Program Manager and/or designee, immediately.

4.3. Performance during Inclement Weather

4.3.1. During periods of excessive rainfall that hinders normal operations, the

Contractor shall adjust its workforce to complete any activities that can be completed safely. The primary considerations during inclement weather are ensuring the safety of the workforce and preventing any damage to parks, landscaping and neighboring properties.

4.4. Reporting

Contractor shall be responsible for submitting the required reports for the various maintenance areas. Reports include but not limited to:

4.4.1. Maintenance Schedule (Monthly)

4.4.2. Herbicide Use Report (Monthly)

4.4.3. Irrigation System Assessment Checklist (Monthly)

4.4.4. Irrigation Schedule (Seasonal)

4.4.5. Landfill Diversion Report (Monthly)

4.5. Supervision / Personnel

4.5.1. Contractor shall provide adequate supervision to ensure conformance to and compliance with all requirements set forth in this RFP and the resulting Agreement.

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4.5.2. Contractor must provide a fully qualified Field Supervisor to supervise field crews and an Account Manager to manage the contract and meet with the City Program Manager, as needed, to correct issues and coordinate work schedules.

4.5.3. The City reserves the right to request removal of any Contractor employee for cause.

4.5.4. All Contractor's work shall occur in City specified areas.

4.5.5. All Contractor personnel shall wear uniforms bearing the Contractor's company name while completing City work assignments. Contractor uniforms shall consist of a shirt and/or jacket with Contractor’s company and employee name neatly screen printed or embroidered and conspicuous. Tank tops and shorts are not allowed. Shirts must always be worn, and Contractor personnel shall maintain a neat and clean appearance.

4.5.6. Contractor staff shall always relate to the public in a courteous and professional manner.

4.5.7. All Contractor personnel must wear high visibility safety vests that meet ANSI standards while working in traffic areas.

4.5.8. Contractor shall provide adequate restroom for their personnel and/or use of public facilities only.

4.6. Safety and Standards

4.6.1. Contractor shall observe and abide by all applicable Federal, State, and local laws and regulations which may be required as part of the performance of the work specified herein.

4.6.2. Contractor shall adhere to the latest edition of ANSI Z133 Safety Requirements for Arboricultural Operations Manual. These guidelines shall be made a part of, and included in, specifications as the safety requirements. All Contractor personnel and equipment must meet regulations as written in the American Standard Safety requirement for pruning, maintaining, and removing trees.

4.6.3. Contractor shall follow all water quality best management practices when working near storm drain facilities.

4.6.4. Contractor responsible to ensure all personnel are complying with all safety requirements per their assigned work

4.6.5. Contractor shall ensure work site is clear of any debris and in a clean safe condition.

4.6.6. The Contractor shall erect barricades, warning signs, and any other devices to prevent unauthorized access by the public to work areas that may be considered a safety hazard.

4.7. Vehicle Access and Traffic Control

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4.7.1. When working in the public right-of-way and operating equipment on public streets, Contractor shall comply with California State Vehicle Codes. Contractor shall provide all safety cones, sign boards, and other appropriate measures and equipment as prescribed by the California Department of Transportation Manual on Uniform Traffic Control Devices (MUTCD) for traffic control.

4.7.2. At no time shall Contractor drive vehicles on turf, courts, or other landscape or hardscape area(s) unless necessary to perform the work required and then only with prior written permission from the City Program Manager.

4.7.3. Contractor shall provide and post “No Parking” signage a minimum of three days in advance of right-of-way work. as may be required.

4.7.4. In case of emergency, fire, life threatening or safety issues, the Contractor’s employees shall contact the City’s Police Department at (408) 586-2400.

4.8. Equipment and Material

4.8.1. Contractor shall not use gas blowers, mowers, trash collection equipment or other equipment before 7:00 a.m. per the City of Milpitas Municipal Code Noise Abatement V-213-3.07.

4.8.2. All vehicles utilized by Contractor shall have wording which clearly identifies the Contractor.

4.8.3. Contractor shall ensure all vehicles, equipment and tools shall be kept in good repair and conform to all state and local laws. Any vehicles, equipment or tools deemed by the City to be unsafe, in disrepair or unsatisfactory shall be repaired or replaced immediately. Equipment not suitable to produce the quality of work required by the City shall not be used.

4.8.4. Contractor shall have their own facility for the storage of equipment and materials. The City will not provide facilities or storage space for Contractor's use.

4.8.5. Contractor equipment shall be operated in a manner which will minimize noise.

Blowers shall not be operated in one location for extended periods of time.

4.9. Inspections / Defective Work / Damages

4.9.1. Maintenance services shall be performed in accordance with the City’s Maintenance Standards (see Attachment D). Contractor shall timely respond when notified by City Program Manager to correct unsatisfactory work at no additional charge

4.9.2. All Contractor work which is found to be defective or deficient shall be remedied or removed and replaced by the Contractor in an acceptable manner at no additional charge to the City. Defective work shall be made good notwithstanding the fact that such defective work may have been previously overlooked by the City and accepted for payment.

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4.9.3. Contractor shall take all necessary precautions to prevent damage to any adjacent trees, related plant life, hardscapes, and/or private properties.

4.9.4. Contractor shall report to the City Program Manager any and all damages to landscaping, sprinklers, irrigation systems, hardscape, plants on City property and/or adjacent private properties. All damages shall be repaired by the Contractor and coordinated with the City Program Manager and as needed, with the private resident. Contractor shall notify City Program Manager immediately if damage to private property occurs.

4.9.5. Submit forms and photos of any damage identified to City Program Manager.

4.10. Plant Loss

4.10.1. It is one of the Contractor's prime responsibilities to prevent loss of plants caused by pests, diseases, insects, soil conditions, nutrient, micro-climatic conditions, improper planting, or problems in irrigation.

4.10.2. Contractor agrees to be continuously alert in locating and defining problems and agrees to exercise prompt and proper corrective action. A preliminary written report shall be submitted for major corrective problems not covered in the Contract along with the costs.

4.10.3. Contractor agrees to replace, at the Contractor's cost, any dead, stunted, or damaged that are the result primarily of the Contractor's negligence including, but not limited to, irrigation malfunctions that are not addressed within a reasonable amount of time based on environmental conditions. Plants lost from Contractor's negligence shall be replaced, at the Contractor's expense, within thirty (30) days of discovery. Replacement plants shall be comparable in species and size of the lost plant up to a maximum size of a thirty-six (36) inch box, or if smaller, the size shall be approved by the City.

4.10.4. The Contractor shall not be held responsible for plant losses due to maladies beyond the Contractor's control; this includes, but is not limited to, disease or insect attack for which there is no legal recommended control, acts of vandalism, earthquakes, fires, storms, freezing/frost, and related events.

4.10.5. Contractor shall report all such conditions to the City in writing within seventy-two (72) hours of occurrence and submit a proposal for the work or repairs along with the costs. The Contractor shall obtain City's written permission/direction or authorization prior to proceeding with the work. Failure to notify the City within seventy-two (72) hours of occurrence will result in replacement at the Contractor's cost as if the cause was Contractor negligence.

4.10.6. Dead plants and those in a state of decline shall be brought to the City's attention immediately and before removal. The City shall pay labor and material for plant replacement not caused by Contractor negligence, as deemed by the City, through the on-call work.

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4.10.7. All new plant material shall be guaranteed for a period of ninety (90) days for unhealthy plant installation and/or poor workmanship. Exceptions include damage or death of plant material due to wind or storm, or vandalism, theft, or other willful acts over which the Contractor has no control. Existing plants shall be replaced by Contractor if they die due to Contractor's negligence. All replacement plants and materials shall be inspected and approved by City prior to installation.

4.10.8. At the end or termination of the Contract, the City reserves the sole right to withhold final payment(s) in the amount necessary to replace any damaged or dying plant material that is a result of Contractor negligence or to restore any site which is in a condition that is worse than when the Contract was executed.

5. Turf

5.1. Contractor shall provide mowing, edging, aeration, top-dressing, winter/spring overseeding, de-thatching and fertilization of turf areas.

5.2. The turf areas are broken into 3 maintenance categories: Programmed Turf, Passive Turf and Synthetic Turf. Each turf type has different maintenance tasks based on programming and seasonal schedule.

5.2.1. Programmed Turf – actively programmed for sporting and recreational events and activities. Areas included baseball/softball fields, soccer fields, in-field and outfield in ballfields are also included. Work performed on this turf will be in coordination with Recreation programming schedule to minimize impact to Recreation program and use.

5.2.2. Passive Turf - non programmed turf in parks and the dog parks.

5.2.3. Synthetic Turf – there are two synthetic turf areas located adjacent to each other at the Milpitas Sports Center. Synthetic turf shall be maintained in accordance with the manufacturers' maintenance guidelines. See Attachment J. Guidelines provide maintenance procedures, equipment usage, general maintenance guidelines, cleaning products, and frequently asked questions.

6. Irrigation

6.1. The Contactor shall be responsible for the operations, maintenance and minor repair of the irrigation system for the respective park or City facility landscape area including master valves, gate valves, ball valves, backflow devices, main and lateral lines, filters, pumps, sprinkler heads, heads/emitters, moisture sensing devices, replacement of adjusting pins, friction collars, washers, drip assemblies, tubing, nozzles, and other small parts.

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6.2. Maintenance, repair, and replacement of malfunctioning sprinkler heads and quick couplers, including risers, swing joints, shall be included in the Contractor's base bid.

The Contractor shall provide labor for the above items at no extra charge and shall bill the City for the required parts with a maximum mark up of 10% over cost.

6.3. Maintenance and repair of valves, filters, valve boxes, batteries and wiring shall be covered in the Contractor's base bid. The Contractor shall provide labor for the above items at no extra charge and shall bill the City for the required parts with a maximum mark up of 10% over cost.

6.4. Contractor to coordinate with City Program Manager or designee to remain within allocated water budgets and tiered rates established by the City Water Department.

6.5. Contractor shall pay for all excessive utility usage and dead/dying plant material (if any) due to failure to repair malfunctions on a timely basis or unauthorized increases in the frequency of irrigation. Costs will be determined from comparisons of usage with historical usage for the same time period. Costs to be deducted from monthly payments will be presented to the Contractor by the City.

6.6. Controllers & Enclosures

6.6.1. Maintain an active "site schedule" and color-coded site map denoting each area of irrigation in each controller enclosure. Any changes made in the field or to the current program will be documented on the site schedule to ensure the most recent, active schedule is represented.

6.6.2. Automatic controllers should remain locked when not in use.

6.6.3. Frequent checks to replace batteries in the controllers and remotes is required.

6.7. Sprinklers

6.7.1. All sprinkler heads shall be adjusted to maintain proper coverage. Adjustment shall include, but not be limited to, actual adjustments to heads, cleaning and flushing heads and lines, and removal of obstructions.

6.7.2. Adjust or clean as necessary quick couplers, or valves for maximum efficiency and performance.

6.7.3. Keep sprinkler heads clear of overgrowth that may obstruct maximum operation.

Sprinkler heads may be raised, or the grade lowered (with reseeding if in turf area) to keep head height in the correct position for maximum effectiveness. If pop-ups are used, adjust pop-up height and do not convert to a riser.

6.7.4. Adjust valve boxes to the level of the ground surface as necessary.

6.7.5. Following manufacturer’s recommendation for operating pressures to avoid fogging of sprinkler heads. Valve throttling, pressure gauging, and adjusting valve pressure regulator could be options to reduce fogging.

6.8. Testing, Inspection, Communication

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6.8.1. All irrigation systems shall be tested, inspected, and adjusted weekly. Contractor shall provide and report monthly an Irrigation System Assessment Checklist showing the location, day of week, time of day that each system was tested, and corrective action (if any) that was taken is required. In addition to weekly testing, all irrigation systems shall be tested and inspected as necessary when damage is suspected, observed, or reported.

6.9. Irrigation System Scheduling

6.9.1. All systems shall be programmed weekly and/or as needed to maintain healthy plant material and landscape that, to the maximum extent practicable, manages the application of water at a rate which closely matches the actual needs of the plant material with no runoff.

6.9.2. Soil probes are to be used frequently, and in proportion to wet/dry weather, to check soil moisture in the root zones. If air temperatures continue to rise it may be necessary to go to an additional watering per day, one in the late evening and one in the early morning with a possible syringing in the heat of the day.

6.9.3. Irrigation shall be scheduled with appropriate frequency and duration to meet the water requirements of the plants served by the valve.

6.9.3.1. No irrigation the night prior to turf mowing.

6.9.3.2. No irrigation on Friday night, Saturday morning, Saturday night or Sunday morning unless authorized.

6.9.3.3. Irrigation hours are between the hours of 9:00 p.m. and 5:00 a.m.

6.10. Suspension of irrigation systems may be desirable to conserve water while remaining within the guidelines of good horticulturally acceptable maintenance practices. In the event of a drought, adjusting irrigation schedules and prioritizing the watering for programmed turf may be required.

7. Weed Abatement

7.1. Contractor shall assume responsibility and liability for the use of all chemical controls, reporting, and possessing the required licenses and certifications to complete the required work.

7.2. Between January 15 and February 15, a pre-emergent and/or weed & feed control shall be applied to all turf areas. Contractor to closely coordinate initial weed control application with the City Program Manager understanding that current turf has a significant number of weeds and that removal of all weeds at one time is not desired.

Instead, the City requires weeds to be systematically treated and over seeded with City approved grass seed over an up to three-year period. At the end of the three-year period, all weeds are to be eliminated from both programmed and passive turf with regular maintenance required thereafter to ensure all turf remains weed free.

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7.3. Contractor shall ensure acceptable results from the application of all herbicides. Plants killed or severely damaged using herbicides shall be replaced at no cost to the City, with the nearest size nursery stock available to the size of the dead or severely damaged plant.

The soil around the affected plant(s) and planting pit shall be treated with activated charcoal and other soil amendments that may be required to enhance the potential survival and growth of the existing or replacement plants. The treatment and materials must be approved by the City and shall be furnished at no cost to the City. All replacements must be made within 15 days upon discovery by the Contractor and/or the City.

7.4. The Contractor shall submit to the City Program Manager or designee a recommendation by a licensed pest control advisor naming the herbicide proposed for use, where and how it is to be applied, including acreage, and a copy of the product label and any applicable Safety Data Sheets (SDS) information. Any changes to the type of product used must be reviewed and pre-approved, in writing by City Program Manager or designee.

7.5. Contractor shall complete and submit monthly herbicide application log and annually a spraying schedule to the City Program Manager or designee. Any changes to the annual schedule must be reviewed and pre-approved in writing by City Program Manager or designee.

7.6. A Notice of Intent to apply non-restricted/restricted materials form shall be completed and submitted to the City Program Manager or designee a minimum of 14 days prior to intended use. No work shall begin until written confirmation of receipt is provided by the City Program Manager or designee.

7.7. Contractor shall submit all required documentation to the Santa Clara County Department of Agriculture a monthly report of herbicide use. The report shall include the following information:

a. Owner of the property to be treated.

b. Location of property to be treated.

c. Site areas to be treated.

d. Total acreage or units to be treated.

e. Identification of weed(s) or pest(s) to be controlled by recognized common name.

f. Name of each herbicide or device recommended or description of method recommended.

g. Dosage rate per acre or other units.

h. Warning of the possibility of damages by the application from hazards that are known to exist.

i. Signature and address of the person making the recommendation, the date, and the name of his/her employer.

8. Park Furnishings

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8.1. Contractor is responsible for the maintenance and cleaning of park equipment. Park equipment includes shade structures, picnic tables, benches, tables, bleachers, par course, barbeque grills, drinking fountains, signs, bike racks, raised planters/retaining walls, waste containers, small bridges, amphitheater, community garden improvements, and doggy bag stations. All park furnishings must be kept clean and in good repair to be fully operational.

8.2. If replacement of any part or whole of any park equipment is required, the Contractor is to troubleshoot the issue and specify to the City Program Manager or designee the part number(s) to order. City will provide materials and Contractor to install at no additional cost to City.

9. Playground Areas and Surfaces

9.1. Contractor is responsible for the routine and preventative maintenance activities of the various playground areas and surfaces (sand, wood fiber, pour in place rubber surfaces).

9.2. Contractor shall ensure the playground areas are free of debris and safe for the public.

9.3. Inspect playground areas and surfaces and report any deficiencies.

9.4. Removal of debris in play areas

9.5. Raking and leveling of the playground surface to maintain optimum levels as required by

National Playground Safety Institute (NPSI) requirements.

9.6. Rototilling of wood fiber surfaces to ensure a level and safe surface for users.

9.7. Replenishment of sand or wood fiber must be weed-free and certified for playground use as approved by the City Program Manager or designee or designee.

9.8. If at any time, due to inclement weather areas become flooded and there is standing water, it is the Contractor's responsibility to remove water immediately.

9.9. Any damaged or malfunctioning park equipment is to be immediately reported to the

City Program Manager or designee.

10. Drainage Systems

10.1. Weekly checks of the drainage systems in the park is required to prevent any items other than storm water from entering the system. Monitoring the weather to ensure drains are clear of debris is a required preventative maintenance task.

11. Pest and Disease Control

11.1. Contractor shall comply with the City’s Integrated Pest Management policy

(Attachment K).

11.2. Application of all pesticides shall be completed by personnel who possess a Qualified

Applicator License (QAL) to meet State requirements.

11.3. Contractor shall provide complete and continuous control and/or eradication of all plant pests or diseases which include, but not be limited to, all insects, aphids, mites, RFP for Parks and Landscape Maintenance Services Page 14 of 17 vertebrates or invertebrates, pathogens, and nematodes that could cause damage to any plants, shrubs, ground cover, or trees.

11.4. Contractor will assume responsibility and liability for the use of all chemical controls.

12. Debris Disposal

12.1. Contractor shall remove and dispose of all generated debris, green waste, waste containers, and other items in a legal and appropriate manner.

12.2. Contractor shall submit monthly Landfill Diversion reports by weight to the City

Program Manager or designee.

12.3. At Hidden Lake Park, Contractor is required to weekly inspection of the shoreline of the lake and net out trash as needed.

12.4. Empty and reline (if required) waste containers including dog waste stations at all park and facility locations.

12.5. Clean of spilled food and drink on picnic tables, benches and surrounding concrete.

Clean up must occur after all scheduled events, company picnics, birthdays, and other events.

12.6. The Contractor shall have permission to use the City’s garbage truck to collect trash at parks. The City will be responsible for routine maintenance or minor repair work not caused by negligence.

12.7. Waste Removal (Trash Containers)

12.7.1. Contractor shall be responsible for the waste removal at all park and facility landscape locations with waste containers, which is the collection and proper disposal of waste and recyclables.

12.7.2. The City has approximately 350 waste containers located at 34 parks. Depending on park usage, Collection is not to occur until after 7:00 a.m. Additional recycling containers may be added by the City at any location at any time. If added, Contractor is to empty recycling containers at the same frequency of emptying waste containers.

12.7.3. Contractor will be provided with schedule of events by the City Program Manager or designee on a weekly basis for programmed field use and planned large events. Contractor is to coordinate adequate waste removal services as necessary to accommodate the provided schedule.

12.7.4. During the spring and summer months (April thru September) all containers at all parks and facilities must be checked and/or emptied prior to 5 p.m. on Friday and then checked and emptied as necessary on Saturday and Sunday mornings.

12.7.5. Contractor may deliver all waste to Green Waste Recovery located at 625 Charles Street, San Jose, CA 95122.

12.7.6. Contractor to report any damaged or vandalized waste containers to the City Program Manager or designee to be supplied and replaced by the City.

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12.8. Green waste

12.8.1. Contractor shall be responsible for the recycling of all green waste generated from maintenance operations within the City. Green waste shall be diverted from landfill to an approved reclamation site and processed for recycling. Contractor shall submit a monthly Landfill Diversion report to the City. The summary report shall show the tonnage of recycled green waste supported by original weight tickets or other records of measurement from recycling facilities and/or landfill and disposal facilities.

12.9. Recyclables

12.9.1. Collected recyclables are to be taken to a City authorized recycling center.

12.10. Dog Bag Dispensers

12.10.1. Contractor is responsible to replenish bags at all parks and facility locations with dog bag dispensers. Contractor is to provide bags. Bags must be biodegradable.

12.10.2. Contractor is to notify City Program Manager or designee if dog bag dispenser requires replacement. If replacement of any part or whole is required, the Contractor is to troubleshoot the issue and specify to the City Program Manager or designee the part number(s) to order. City will reimburse Contractor for the wholesale cost of the parts. This work is not considered on-call work, and the City will not pay for Contractor labor costs to install parts.

13. Graffiti

All graffiti must be reported within one (1) business day of being spotted or reported to the City Program Manager or designee.

14. Vandalism

14.1. Vandalism can be anything from broken glass, to graffiti, to burned waste containers, turf damage, or damage to any facility or piece of playground equipment. Clean up must be completed within one (1) business day of occurrence or reporting. Public hazards must be abated immediately.

14.2. Larger repairs, may be completed under on-call work, and if materials are in hand, must be completed within three (3) business days of the occurrence or reported by the City. If replacement of any part or whole is required due to vandalism, the Contractor is to troubleshoot the issue and specify to the City Program Manager or designee the part number(s) to order.

RFP for Parks and Landscape Maintenance Services Page 16 of 17

15. On-Call Work

15.1. City may request that Contractor perform on-call work. On-call work may include but is not limited to the following categories:

15.1.1. Corrective Maintenance: Unscheduled work required to address damage, deterioration, or unsafe conditions not covered under routine maintenance

15.1.2. Emergency or Time-Sensitive Response Work: Work required on short notice to address immediate hazards, safety concerns, or urgent maintenance needs.

15.1.3. Supplemental Services: Tasks needed beyond base scope to maintain service levels, seasonal needs, or unique site conditions

15.2. Contractor shall provide an estimate cost for the requested on-call work per their submitted rate sheet. Contractor shall not perform, nor be compensated for, on-call work without written authorization from City Program Manager. Material and rental costs have a maximum of a 10% markup.

16. Street Landscape (Add Alternate)

This service is an add alternate and is not part of the base scope; it may be added to the resulting agreement at the City’s discretion.

16.1. Contractor shall be responsible for the routine and preventative maintenance of the

Lighting and Landscape Maintenance District (LLMD) areas

16.2. The two (2) LLMD’s consist of McCarthy Ranch and Sinclair which includes median, roadside, and bioretention landscaped areas.

16.3. Landscape areas shall be fertilized and mulched annually.

16.4. All landscape areas that are not covered with shrubs, vines or groundcovers are to be mulched by the Contractor within first three (3) months of the Agreement with three (3) inches of mulch. All mulch shall be Mahogany Pro-Chip Mulch (SB1383 complaint) as produced by Republic Services Newby Island Compost Facility. After the initial mulching, mulch is to be refreshed annually to maintain three (3) inch depth.

16.5. Bioretention landscape areas shall be maintained as designed.

17. Street Landscape Weed Abatement (Add Alternate) This service is an add alternate and is not part of the base scope; it may be added to the resulting agreement at the City’s discretion

17.1. Contractor shall be responsible for weed abatement in the assigned areas to include but not limited to street median and roadside landscape areas, turf areas, planters, pathways, parking lots, bioretention, and other landscape areas.

18. Asset Management System

18.1. Contractor will be required to utilize the City’s web-based Centralized Maintenance Management System (CMMS), Lucity, used for work orders, cost tracking, and asset

RFP for Parks and Landscape Maintenance Services Page 17 of 17 management. The City will provide the Contractor access to the web-based CMMS to receive, report, and complete assigned work orders. Training of the use of the system will also be provided by the City. Contractor shall report issues using the MyMilpitas application.

19. Paved Surfaces & Unpaved Areas

19.1. Contractor shall be responsible for the removal of debris on all paved surfaces (i.e. park pathways, sports courts, and parking lots) in accordance with Section 6 “Paved Surfaces” of Attachment D, Maintenance Standards.

19.2. Contractor shall be responsible for the maintenance of all unpaved areas (i.e. unpaved walkways and other planted areas) in accordance with Section 7, “Unpaved Walkways, Other Planted Areas” of Attachment D, Maintenance Standards.