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GGV Landscape/Drainage Maintenance Scope of Work

1. PURPOSE

1.1 General Purpose

The Housing Authority of the County of Marin (“MHA”) is seeking proposals from qualified landscape maintenance contractors to provide comprehensive landscape maintenance, stormwater drainage maintenance, litter abatement, irrigation monitoring, and related services for designated portions of the Golden Gate Village residential complex located at 429 Drake Avenue, Marin City, California.

1.2 Optional Services

The resulting contract may also permit MHA, at its sole discretion, to authorize optional fire fuel reduction, vegetation management, emergency weed abatement, tree-related, and other additional services through separately issued written task orders or purchase orders under the Contract. Optional services are not part of the recurring base services, and MHA does not guarantee that any minimum quantity or dollar amount of optional work will be ordered.

1.3 Contract Term

This contract is intended to support ongoing operations of GGV during the interim redevelopment period. Certain portions of the property are undergoing redevelopment activities and are excluded from this scope. The initial contract term is anticipated to be one (1) year with up to two (2) one-year renewal options exercisable at MHA's sole discretion.

1.4 Contractor Responsibilities

Contractor will furnish all labor, supervision, equipment, tools, materials, transportation, fuel, disposal, reporting, and incidentals necessary to perform the services described herein.

1.5 Existing Operational Arrangements

Proposers will not assume that any storage space, staging area, parking area, dumpster access, utility access, site facility, or other operational accommodation associated with the current contractor will be available under the resulting contract unless specifically authorized by MHA.

Contractor will not utilize MHA-owned dumpsters, storage facilities, staging areas, utilities, equipment, or other resources unless specifically authorized in writing by MHA.

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2. SERVICE AREAS

2.1 Covered Areas

Services include all landscape and drainage maintenance within the designated service areas shown on the attached exhibits, including drainage facilities located within resident-fenced or exclusive-use yard areas unless specifically identified as excluded by this Scope of Work.

2.2 Excluded Areas

Areas designated as Phase 1 redevelopment areas are excluded from routine maintenance under this contract and may be maintained by others.

2.3 Redevelopment Coordination

Contractor acknowledges that portions of GGV are undergoing redevelopment and that maintenance boundaries may change during the contract term. Quantities, acreage, vegetation conditions, drainage conditions, and maintenance requirements may vary during the contract term. Proposers are responsible for independently evaluating site conditions and incorporating all anticipated costs into their proposals.

MHA reserves the right to:

• Adjust service boundaries;

• Modify maintenance frequencies;

• Restrict site access;

• Add or remove service locations;

• Reassign maintenance responsibilities as redevelopment progresses.

Contractor will coordinate activities with MHA, Burbank Housing, general contractors, and other parties designated by MHA.

Any material changes in scope may be addressed through contract modification.

Submission of a proposal constitutes acknowledgment that the proposer has reviewed the site conditions, exhibits, maintenance requirements, and redevelopment-related constraints and has incorporated all anticipated costs into its proposal.

Contractor acknowledges that service areas shown on Exhibit A represent conditions existing at the time of solicitation and may change during redevelopment.

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2.4 Initial Seasonal Maintenance Plan

Within thirty (30) calendar days after the Notice to Proceed, Contractor will submit an initial seasonal maintenance plan for MHA’s review.

The plan will identify the anticipated schedule and sequencing of:

• Routine landscape maintenance;

• Seasonal mowing and pruning;

• Irrigation inspections and adjustments;

• Drainage inspections and maintenance;

• Pre-storm drainage preparation;

• Weed and vegetation management;

• Optional fire fuel reduction or vegetation-management activities, but only if authorized or reasonably anticipated under a written MHA task order;

• Monthly reporting and quality-control activities.

The plan is intended for coordination and contract-administration purposes and may be adjusted with MHA approval based on weather, site conditions, redevelopment activities, resident needs, emergency conditions, and MHA operational requirements.

The seasonal maintenance plan will not reduce or modify any service frequency, performance standard, or other requirement established by this Scope of Work unless approved in writing by

MHA.

Optional task-order services will not be included in the Contractor’s recurring seasonal work plan unless and until MHA provides written authorization or requests advance coordination for a potential task order.

3. ROUTINE LANDSCAPE MAINTENANCE

3.1 General Landscape Standards

Contractor will maintain all landscaped areas in a clean, safe, healthy, and aesthetically acceptable condition.

3.2 Turf Maintenance

Contractor will:

• Mow, edge, trim, and maintain all turf areas;

• Maintain turf between approximately 3” and 3.5”;

• Never cut turf below 3”;

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• Stage mowing when turf exceeds 6” height;

• Alternate mowing patterns where practical;

• Trim inaccessible areas mechanically.

3.3 Growing/Winter Seasons

Growing Season: March through October:

• Weekly mowing and edging, weather permitting.

Winter Season: November through February:

• As required to maintain appearance standards.

3.4 Cleanup

Each service cycle will include:

1. Trash and debris removal;

2. Trimming and edging;

3. Mowing;

4. Cleanup of all adjacent paved areas.

Grass clippings will not be left on sidewalks, roads, parking areas, storm drains, planting beds, or visible public areas.

4. TREES, SHRUBS, HEDGES, GROUNDCOVER, AND PLANTING

AREAS

4.1 General Vegetation Maintenance

Contractor will maintain all shrubs, hedges, vines, groundcover, tree branches, and other vegetation to prevent contact with buildings and structures and to support resident safety, pest prevention, building protection, maintenance access, fire safety, and compliance with applicable property maintenance standards.

4.2 Tree Maintenance

Routine tree maintenance under the recurring base services is limited to minor pruning that can be safely performed from ground level using ordinary hand tools or standard landscape-maintenance equipment. Base services do not include climbing, aerial-lift work, utility-line clearance, removal of major limbs, mature-tree removal, stump work, or services requiring a certified arborist, specialized rigging, cranes, or other extraordinary equipment.

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Vegetation will be maintained a minimum of twelve (12) inches from building walls, fences, and other structures. Tree branches and limbs will be maintained a minimum of three (3) feet from roofs, walls, balconies, gutters, eaves, building-mounted equipment, lighting fixtures, and similar building features unless site conditions require greater clearance.

4.3 Pruning

Contractor will promptly perform minor routine pruning within the base scope when vegetation interferes with pedestrian access, vehicle access, visibility, drainage facilities, signage, lighting, maintenance access, emergency access, or building operations. Conditions requiring major pruning, tree removal, specialized equipment, or professional arborist services will be secured if necessary, documented, and promptly reported to MHA for separate authorization.

Any branch, limb, shrub, vine, or other vegetation contacting or likely to contact a building or structure will be promptly pruned or reported to MHA, as appropriate.

Contractor will promptly report dead, diseased, hazardous, structurally compromised, or failing trees, as well as any observed conditions that may create a risk to residents, structures, vehicles, utilities, or site operations.

4.4 Shrubs, Hedges, Vines and Groundcover

Contractor will maintain all shrubs, hedges, vines, and groundcover in a healthy condition.

Requirements include:

• Maintain vegetation clear of buildings and structures;

• Maintain minimum 12-inch clearance from building surfaces;

• Maintain minimum 6-inch clearance from fences and other structures unless otherwise directed;

• Prune for pedestrian safety and vehicle visibility;

• Prevent vegetation from obstructing signs, lighting, walkways, and drainage facilities.

4.5 Groundcover

Contractor will prevent groundcover from:

• Invading turf;

• Invading paved surfaces;

• Climbing fences or structures;

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• Obstructing drainage facilities.

4.6 Weed Control

Manual and non-chemical methods will be used whenever feasible.

Herbicide use requires prior written authorization from MHA.

4.7 Integrated Pest Management

Contractor shall use Integrated Pest Management practices in performing weed, pest, and plant-health services. Contractor shall prioritize, when reasonably effective and appropriate:

• Prevention;

• Proper irrigation and cultural practices;

• Manual or mechanical removal;

• Mulching and other nonchemical controls;

• Targeted treatment of affected areas; and

• Use of the least hazardous effective product and application method.

Contractor shall minimize pesticide and herbicide use and shall not make routine or calendar-based chemical applications unless justified by actual site conditions, horticultural need, or an MHA-approved maintenance program.

All pesticides and herbicides shall be applied:

• Only by personnel holding all legally required licenses, certificates, registrations, and training;

• In strict accordance with product labels;

• In accordance with applicable federal, state, and local laws;

• In a manner that protects residents, visitors, pets, workers, buildings, vehicles, drainage facilities, and nontarget vegetation; and

• In accordance with MHA’s advance-notice, posting, documentation, and approval requirements.

Contractor shall maintain application records identifying the date, location, product, applicator, purpose, and quantity applied and shall provide such records to MHA upon request.

No pesticide or herbicide may be discharged, washed, swept, or allowed to migrate into a storm drain, drainage channel, gutter, waterway, or other stormwater conveyance.

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5. IRRIGATION SYSTEM MONITORING AND MINOR REPAIRS

5.1 General

Contractor will regularly inspect irrigation systems and maintain routine irrigation components necessary to support healthy landscape conditions.

5.2 Routine Irrigation Services

Services include:

• Inspection of sprinkler heads;

• Adjustment of irrigation coverage;

• Cleaning around sprinkler heads;

• Inspection of valve boxes;

• Observation of leaks or system failures;

• Replacement of broken, clogged, misaligned, damaged, or missing sprinkler heads, nozzles, risers, and similar routine irrigation components.

MHA will generally provide standard replacement sprinkler heads, nozzles, and similar routine replacement components. Contractor will promptly notify MHA when replacement inventory is needed. Contractor will also identify replacement sprinkler heads, nozzles, risers, and similar irrigation components utilized during the reporting period in its monthly service report.

5.3 Routine Base-Service Repairs

Routine base-service work includes:

• Adjustment and cleaning of sprinkler heads and nozzles;

• Correction of minor overspray and spray-pattern deficiencies;

• Adjustment of risers and exposed irrigation components;

• Minor valve adjustments;

• Controller programming and seasonal schedule adjustments;

• Clearing minor obstructions affecting irrigation performance;

• Identification, isolation, and reporting of leaks when reasonably practicable; and

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• Other minor adjustments expressly identified elsewhere in this Scope of Work.

Unless specifically included in the Contractor’s recurring price or an established material allowance, replacement parts and materials are not included in the monthly recurring price and require prior written authorization from MHA.

Routine replacement of sprinkler heads, nozzles, and similar minor irrigation components will be included in the Contractor's base maintenance services and will not require separate authorization.

Contractor will promptly notify MHA of:

• Broken irrigation lines and/or Damaged Backflow Devices;

• Significant leaks;

• Controller failures;

• Valve failures;

• Electrical issues;

• Major irrigation deficiencies;

• Conditions requiring repairs beyond routine maintenance.

5.4 Major Irrigation Repairs

Major repairs, including valve replacement, controller replacement, wiring repairs, mainline repairs, lateral line repairs, system modifications, or installation of new irrigation infrastructure, are excluded from routine maintenance and will require prior authorization from MHA.

Major irrigation repairs may include:

• Mainline or substantial lateral-line repair or replacement;

• Controller replacement; • Electrical troubleshooting or wiring replacement; • Valve replacement;

• Backflow-prevention-device repair or replacement;

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• Extensive excavation;

• Repair of concealed or inaccessible irrigation infrastructure;

• Investigation or repair of suspected underground leaks;

• System redesign or modification; and

• Other work requiring substantial labor, materials, specialized equipment, or licensed professional services.

Contractor shall document and report conditions requiring major repair and shall provide sufficient information for MHA to evaluate the condition and proposed corrective work.

Contractor shall not perform major irrigation repairs without prior written authorization from an MHA representative with appropriate contracting authority. Authorized work may be performed under a written task order, purchase order, contract amendment, or separate procurement, as determined by MHA. MHA is not obligated to assign major irrigation repair work to the Contractor and may obtain such services from another contractor.

5.5 Water Conservation

Contractor will operate and monitor irrigation systems using reasonable water-conservation practices. Contractor will:

• Adjust sprinkler coverage to minimize overspray onto buildings, sidewalks, roads, parking areas, and other non-landscaped surfaces;

• Promptly report uncontrolled runoff, excessive irrigation, broken components, leaks, and other conditions resulting in unnecessary water use;

• Identify areas of apparent overwatering, underwatering, ponding, erosion, or inadequate irrigation coverage;

• Avoid unnecessary irrigation during rainfall or when soil and plant conditions do not require additional water;

• Recommend reasonable operational adjustments where existing irrigation practices appear inefficient or ineffective.

Contractor will not modify irrigation controllers, programmed watering schedules, or system configurations unless authorized by MHA.

5.6 Monthly Irrigation and Water-Management Report

Contractor shall include irrigation and water-management information in its monthly report. The report shall identify, at a minimum:

• Irrigation areas and controllers inspected;

• Controller programming or scheduling adjustments made;

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• Leaks, broken components, clogged nozzles, overspray, runoff, or drainage concerns observed;

• Repairs and adjustments completed;

• Areas showing evidence of overwatering, underwatering, drought stress, plant decline, or unusual soil saturation;

• Suspected underground leaks or abnormal irrigation-system performance;

• Backflow-device leaks, damage, or clearance concerns observed during visual inspection;

• Repairs or corrective actions recommended;

• Conditions requiring MHA authorization or further investigation; and

• Photographs of significant deficiencies, damage, or completed repairs when reasonably necessary to document the condition.

Contractor shall promptly report active leaks, uncontrolled water discharge, flooding, significant runoff, or irrigation failures that may threaten persons, property, landscaping, buildings, slopes, or drainage facilities. Such conditions shall not be held for the monthly report.

6. STORMWATER DRAINAGE SYSTEM MAINTENANCE

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6.1 Objective

Contractor will maintain the functionality of the Golden Gate Village (“GGV”) stormwater drainage system to reduce localized flooding risk, minimize sediment and debris accumulation, and maintain continuous flow throughout the drainage network.

Maintenance activities will be performed using a system-based approach consistent with the drainage maps and exhibits included in this solicitation. The drainage system will be treated as a connected watershed-based system in which upstream conditions may affect downstream performance.

Contractor will prioritize maintenance activities to maintain continuous flow along drainage paths and between drainage features throughout the authorized service area.

6.2 Service Area and Exclusions

A. Service Area

Contractor's drainage maintenance responsibilities are limited to the MHA Drainage Maintenance Service Area identified on Exhibit B-1, Drainage Maintenance Service Area Map.

B. Phase 1 Exclusion

Areas identified as Phase 1 redevelopment areas are excluded from routine maintenance under this contract and are anticipated to be maintained by others.

C. System Connectivity Across Boundaries

The drainage system functions as an interconnected network, and drainage flow paths may cross redevelopment boundaries.

Accordingly, Contractor will:

• Maintain all drainage features located within the authorized service area;

• Identify and report any upstream or downstream conditions that may materially affect drainage performance within the service area;

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• Notify MHA of any observed obstructions, failures, sediment accumulation, or drainage conditions outside the service area that may affect drainage performance within the service area.

Contractor will not perform work within excluded areas unless specifically authorized by MHA.

D) – Resident Fenced Areas

For purposes of this Contract, the Drainage Maintenance Service Area includes drainage facilities located within resident-fenced or exclusive-use yard areas, provided such drainage facilities are located within the MHA Drainage Maintenance Service Area identified on Exhibit B-1.

Contractor shall inspect and maintain catch basins, area drains, curb inlets, swales, drainage channels, grates, and other drainage features located within resident-fenced or exclusive-use yard areas to the same extent as drainage facilities located in common areas.

MHA will coordinate reasonable access to resident-fenced areas when access is required to perform the work. If Contractor is unable to obtain access after reasonable efforts or encounters conditions preventing safe entry, Contractor shall promptly notify MHA, document the condition, and return when access is provided. Failure to obtain access shall not relieve Contractor of responsibility to perform the required maintenance once access becomes available.

6.3 Drainage Features Covered

Contractor will inspect and maintain the following drainage-related features throughout the Drainage Maintenance Service Area, including resident-fenced and exclusive-use yard areas:

A. Drainage Infrastructure

• Catch basins;

• Area drains;

• Curb inlets;

• Drain grates;

• Inlet throats;

• Accessible storm drain pipe entrances (visual inspection only).

Contractor is not responsible for internal pipe inspection, CCTV inspection, pipe cleaning, confined-space entry, or maintenance of underground storm drain piping unless specifically authorized in writing by MHA.

B. Surface Conveyance Features

• Vegetated swales;

• Earthen swales;

• Open drainage channels;

• Hillside drainage paths;

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• Runoff corridors;

• Flow transition areas.

C. Appurtenant Features

• Sediment accumulation areas;

• Flow diversion features;

• Protective grates and barriers;

• Drainage transition points;

• Areas immediately adjacent to drainage structures where debris accumulation may affect drainage performance.

6.4 Zone-Based Maintenance Requirements

Maintenance will be performed generally in accordance with the drainage flow patterns and operational zones identified in the attached drainage exhibits.

Zone 1 – Hillside Intake Areas

Objective: Prevent sediment, vegetation, and debris from entering the drainage system.

Contractor will:

• Remove leaves, branches, trash, and organic debris from swales and drainage paths;

• Remove sediment obstructing drainage flow;

• Cut back vegetation obstructing drainage conveyance;

• Restore defined drainage paths where blocked;

• Identify and report erosion, slope instability, or conditions contributing sediment to the drainage system.

Performance Standard:

Water will be able to flow continuously downhill without visible obstruction. No accumulation of sediment, vegetation, trash, or debris will remain that would reasonably impede flow or contribute to downstream blockage.

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Zone 2 – Collection System

Objective: Maintain inlet capacity and ensure stormwater enters the drainage system.

Contractor will:

• Clean catch basins and drainage inlets;

• Remove sediment, trash, and organic material;

• Clear grates, inlet throats, and drainage openings;

• Confirm drainage structures remain capable of receiving runoff without visible blockage.

Performance Standard:

Drainage structures will remain free of visible blockage restricting water entry or reducing drainage capacity.

Zone 3 – Downstream Discharge Areas

Objective: Identify downstream restrictions and confirm system performance.

Contractor will:

• Perform visual inspections of downstream drainage conditions;

• Observe signs of backup, ponding, surcharge, or restricted flow;

• Identify downstream conditions affecting drainage performance;

• Report conditions beyond Contractor's authority or maintenance responsibilities.

Performance Standard:

No visible signs of backup attributable to debris accumulation, sediment buildup, or upstream maintenance deficiencies.

6.5 Drainage Maintenance Methodology

Contractor will generally perform drainage maintenance activities in the following sequence:

1. Zone 1 – Hillside Intake Areas;

2. Zone 2 – Collection System;

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3. Zone 3 – Downstream Discharge Areas.

Contractor will clear obstructions before proceeding downstream and will document any unresolved conditions affecting drainage system performance.

6.6 Frequency

During the rainy season, Contractor will prioritize drainage maintenance sufficiently in advance of forecast storm events to maintain drainage-system functionality within the authorized service area.

Additional inspections and maintenance may be directed by MHA:

• Before forecast storm events;

• Following significant rainfall events;

• In response to drainage complaints;

• In response to observed flooding, ponding, erosion, sediment accumulation, or drainage failures;

• When upstream or downstream conditions may affect drainage performance within the service area.

When MHA requests a pre-storm inspection, Contractor will identify and address readily correctable obstructions within the routine scope and promptly report conditions requiring MHA action, specialized equipment, structural repair, or separately authorized services.

Additional drainage-related services outside the routine Scope of Work will be performed only when authorized by MHA.

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6.7 Incidental Debris Removal

As part of routine drainage maintenance activities, Contractor will remove readily accessible trash, organic debris, vegetation, and sediment located within or immediately adjacent to drainage features.

This requirement is incidental to drainage maintenance and does not constitute site-wide litter collection or general landscape cleanup.

Removal of illegal dumping, unusually large debris accumulations, hazardous materials, or materials requiring special handling will be reported to MHA and addressed only upon separate authorization.

6.8 Reporting

Contractor will provide monthly drainage reports identifying:

• Areas inspected;

• Work completed;

• Significant blockages removed;

• Erosion concerns;

• Sediment accumulation areas;

• Drainage deficiencies;

• Conditions requiring MHA action;

• Photographs of significant drainage issues.

Contractor will notify MHA within one (1) business day of discovering:

• Significant flooding;

• Failed drainage infrastructure;

• Major erosion;

• Slope instability;

• Safety hazards;

• Conditions threatening life, safety, property, or drainage system performance.

6.9 Limitations

Contractor will not perform:

• Pipe repairs;

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• Excavation;

• Structural repairs;

• Storm drain replacement;

• Work on infrastructure outside MHA's jurisdiction;

• Work within excluded redevelopment areas unless specifically authorized by MHA.

Such conditions will be documented and reported to MHA for further evaluation.

7. LITTER, TRASH, AND DEBRIS REMOVAL

Routine litter and debris removal will be performed during each regularly scheduled maintenance visit.

Areas include:

• Landscaped areas;

• Sidewalks;

• Parking lots;

• Gutters;

• Curbs;

• Drainage facilities;

• Playgrounds;

• Hillsides.

Included materials:

• Leaves;

• Green waste;

• Cigarette butts;

• Paper;

• Routine litter.

Excluded materials:

• Appliances;

• Furniture;

• Mattresses;

• Hazardous materials;

• Tenant personal property;

• Illegal dumping.

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Excluded materials will be reported to MHA.

8. OPTIONAL FIRE FUEL REDUCTION AND VEGETATION MANAGEMENT SERVICES

8.1 General

Fire fuel reduction, vegetation management, emergency weed abatement, tree-related services, and similar work are optional services under this Contract. MHA may, at its sole discretion, authorize such work through a written task order, purchase order, or other written authorization issued under the Contract.

MHA does not guarantee:

• An annual fire fuel reduction event;

• Any minimum quantity or frequency of optional work;

• Any minimum task-order or purchase-order value;

• Work in any particular treatment area; or

• That optional work will be authorized during any contract year.

Contractor shall not begin optional work without written authorization from an MHA representative with appropriate contracting authority.

8.2 Task-Order Requirements

Each written task order, purchase order, or other authorization for optional services may identify, as applicable:

• The authorized work and treatment area;

• The required performance standard;

• The commencement and completion dates;

• Applicable unit prices, hourly rates, lump-sum price, or not-to-exceed amount;

• Required staffing, equipment, materials, disposal, and traffic or pedestrian controls;

• Reporting, photographic documentation, and inspection requirements;

• Any special safety, environmental, resident-notification, or historic-landscape requirements; and

• The MHA representative responsible for coordinating the work.

Contractor shall not exceed the authorized scope, price, quantity, or not-to-exceed amount without additional written authorization from an MHA representative with appropriate contracting authority.

8.3 Routine Base-Service Responsibilities

As part of recurring base landscape maintenance, Contractor shall:

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• Remove landscape debris generated by its routine work;

• Remove readily accessible dead and down branches and vegetation from regularly maintained areas;

• Maintain the routine vegetation clearances required elsewhere in this Scope;

• Keep maintained access routes and drainage features free from routine vegetation obstruction;

• Identify and report unusually heavy combustible vegetation accumulations;

• Identify and report invasive vegetation requiring significant treatment;

• Identify and report hazardous trees, hanging limbs, utility conflicts, slope instability, erosion, or vegetation threatening structures or access routes; and

• Promptly report conditions that may require fire-agency, arborist, historic-preservation, engineering, or other specialized review.

Routine base services do not include sitewide weed abatement, major hillside clearing, construction or maintenance of designated firebreaks, mature-tree removal, stump treatment, specialized arborist work, or removal of substantial fuel accumulations.

8.4 Potential Optional Services

Optional services may include:

• Cutting annual grasses and tall weeds;

• Brush reduction or removal;

• Broom and invasive-vegetation management;

• Removal of dead brush and woody vegetation;

• Removal of accumulated combustible vegetation;

• Vegetation treatment around structures, fences, retaining walls, access routes, and drainage facilities;

• Emergency weed abatement;

• Work identified by a current fire-agency inspection;

• Green-waste loading, hauling, and disposal;

• Specialized hillside or limited-access work;

• Tree pruning or removal when expressly authorized;

• Stump treatment or removal when expressly authorized;

• Erosion-control or landscape-restoration work; and

• Other related services described in an approved task order.

8.5 Task-Order Process

Before optional work begins, MHA may:

1. Inspect the site or review a current fire-agency inspection;

2. Identify the work areas and required results;

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3. Determine whether arborist, historic-preservation, engineering, utility, resident-access, or other review is required;

4. Request a task-order proposal from Contractor;

5. Review proposed pricing for reasonableness;

6. Negotiate scope, schedule, quantities, and price when appropriate; and

7. Issue written authorization.

Each authorization may identify:

• Work location and treatment limits;

• Required services;

• Vegetation and landscape features to remain;

• Applicable fire-agency requirements;

• Historic landscape restrictions;

• Tree-work limitations;

• Access and resident-coordination requirements;

• Disposal requirements;

• Required documentation;

• Completion schedule;

• Pricing method;

• Maximum authorized amount; and

• Any project-specific requirements.

8.6 Pricing and Price Reasonableness

Optional services may be compensated using:

• Competitively established contract unit prices;

• A task-specific lump-sum proposal;

• Time-and-materials pricing subject to a written not-to-exceed amount; or

• Another pricing method permitted by the Contract and approved by MHA.

Contractor shall provide sufficient pricing detail to allow MHA to evaluate price reasonableness.

MHA may obtain independent estimates, market information, additional quotations, or separately procure the work when MHA determines that doing so is required or in MHA’s best interest.

Inclusion of optional services in the Contract does not grant Contractor an exclusive right to perform the work.

8.7 Historic Landscape Protection

Golden Gate Village contains a historically significant designed landscape.

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Unless expressly authorized in writing, Contractor shall not:

• Remove mature trees;

• Remove established hedges surrounding low-rise buildings;

• Clear major landscape buffers wholesale;

• Alter significant tree or shrub groupings;

• Convert mixed-vegetation areas into uniform bare-soil or mowed strips;

• Grind, remove, or chemically treat stumps;

• Excavate, grade, or materially disturb slopes;

• Apply herbicide to trees or woody vegetation;

• Alter historic walkways, terraces, walls, planting beds, or landscape structures; or

• Remove vegetation identified by MHA to remain.

Contractor shall stop work in the immediate area and request written direction if authorized work appears likely to affect a mature tree, established hedge, significant planting group, slope, drainage feature, utility, historic landscape feature, or property outside MHA’s authorized work area.

8.8 Property, Access, and Redevelopment Limitations

Contractor shall not perform optional work:

• Outside MHA property or the authorized service area;

• On land controlled by another owner or agency;

• Within excluded redevelopment areas unless expressly authorized;

• Within tenant-controlled areas without MHA-coordinated access; or

• Beyond the limits stated in the written authorization.

8.9 Optional-Service Documentation

As required by the task order, Contractor shall provide:

• Proposed schedule;

• Crew and equipment information;

• Before-and-after photographs;

• Description of completed work;

• Labor, equipment, quantity, and disposal records;

• Disposal receipts;

• Identification of inaccessible or excluded areas;

• Identification of unresolved hazards; and

• Certification that generated material was handled and disposed of as authorized.

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8.10 No Work Beyond Authorized Amount

Contractor shall not exceed the authorized scope, quantity, or not-to-exceed amount without a written amendment issued by MHA. Work performed without proper written authorization is performed at Contractor’s risk and may not be compensable.

9. CONTAINERIZED PLANTS AND FLOWER BEDS

Contractor will:

• Remove weeds and spent flowers;

• Maintain healthy soil conditions;

• Replenish mulch as necessary;

• Maintain containers free of standing water, mold, mildew, and debris.

10. CHEMICAL USE

10.1 Authorization

Chemical applications require prior written authorization from MHA.

10.2 Required Submittals

Before application Contractor will submit:

• Product information;

• SDS;

• Application rates;

• Treatment plan;

• Target pest or weed;

• Environmental precautions.

10.3 Storage

No hazardous materials may be stored on site.

11. SAFETY

11.1 General Safety Requirements

Contractor will comply with all applicable federal, state, and local laws, regulations, safety requirements, OSHA standards, and Cal-OSHA requirements.

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11.2 Traffic and Pedestrian Control

Contractor will provide all necessary traffic control, signage, barricades, and worker safety equipment.

11.3 Emergency Contact

Contractor shall maintain a primary and alternate emergency contact who can be reached twenty-four (24) hours per day, seven (7) days per week, for emergencies related to Contractor operations or services within the scope of the Contract.

Contractor shall provide MHA with current names, telephone numbers, and email addresses for emergency contacts and shall notify MHA promptly of any change.

11.4 Covered Emergency Conditions

Covered Conditions Emergency or urgent conditions may include:

• Irrigation mainline breaks or uncontrolled water discharge;

• Flooding or drainage obstruction;

• Storm damage; • Fallen trees or limbs affecting safety, buildings, roadways, pedestrian routes, or emergency access;

• Hazardous hanging limbs;

• Contractor-created hazards;

• Damage to utilities, irrigation systems, drainage facilities, buildings, pavement, or other MHA property;

• Significant erosion or slope instability;

• Chemical spills or unintended pesticide releases; and

• Other conditions presenting an immediate or developing threat to persons, property, access, utilities, landscaping, or drainage-system performance.

11.5 Response Times

Contractor shall acknowledge MHA’s emergency notification within two (2) hours. For a condition presenting an immediate threat to life, safety, property, access, utilities, or continued uncontrolled water discharge, Contractor shall respond on site as soon as reasonably practicable and, unless otherwise directed by MHA, within four (4) hours after notification.

For other urgent conditions within the scope of the Contract, Contractor shall respond on site within twenty-four (24) hours unless MHA authorizes a different response time.

The required response may initially be limited to inspection, isolation of the condition, temporary protection, placement of barricades or warnings, shutdown of affected equipment, or other reasonable measures necessary to prevent further damage.

11.6 Authorization and Compensation

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Emergency notification does not authorize Contractor to perform additional compensable work outside the recurring base services. Except for immediate actions reasonably necessary to protect persons or prevent additional property damage, work outside the recurring base services requires prior written authorization from an MHA representative with appropriate contracting authority. Contractor shall document the condition, response time, actions taken, photographs when appropriate, and any recommended follow-up work.

12. REPORTING

12.1 Monthly Service Report and Quality-Control Certification

Contractor will submit a monthly service report with each monthly invoice. The report will include:

• Landscape activities performed;

• Drainage areas inspected and drainage work performed;

• Irrigation deficiencies identified;

• Irrigation repairs performed;

• Replacement irrigation components utilized during the reporting period;

• Hazardous trees, unusually heavy combustible vegetation, invasive vegetation, dead or down material, or other conditions that may require separately authorized fire fuel reduction or vegetation-management services;

• Safety or property-condition concerns;

• Outstanding deficiencies or incomplete work;

• Recommendations for corrective or separately authorized work;

• Significant coordination issues involving residents, redevelopment activities, site access, or other contractors.

The report will include dated photographs when:

• Significant drainage, erosion, irrigation, vegetation, tree, safety, or property conditions are identified;

• MHA requests photographic documentation;

• Corrective work is completed in response to a significant deficiency;

• Before-and-after documentation is reasonably necessary to demonstrate completion.

Photographs will identify the general location and date. MHA may require reports and photographs to be submitted electronically in a format designated by MHA.

With each monthly report, Contractor will certify that:

1. Scheduled services were completed in accordance with the Scope of Work;

2. Any scheduled services not completed have been specifically identified;

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3. The reason for incomplete or deferred work has been explained;

4. Any required corrective action and anticipated completion date have been identified; and

5. The report is accurate to the best of the Contractor’s knowledge.

The monthly quality-control certification does not constitute MHA acceptance of the services or limit MHA’s right to identify deficiencies after receipt of the report or invoice.

12.2 Immediate/Critical Reports

Contractor will promptly notify MHA of observed conditions that may require maintenance, repair, or further evaluation, including but not limited to:

• Irrigation leaks, broken irrigation lines, or excessive water discharge;

• Plumbing leaks or water intrusion visible from exterior areas;

• Significant drainage, flooding, erosion, or stormwater conditions not already addressed through the drainage reporting requirements of Section 6;

• Damaged fences, gates, railings, retaining walls, or site improvements;

• Hazardous trees, falling limbs, or unsafe vegetation conditions;

• Damaged sidewalks, curbs, stairs, or walking surfaces;

• Building exterior conditions that may present safety, maintenance, or property preservation concerns;

• Illegal dumping, encampments, or unusual site conditions;

• Graffiti observed in landscaped or common areas;

• Any condition posing an immediate threat to life, safety, property, or building operations.

Conditions presenting an immediate threat to life, safety, property, drainage-system performance, or building operations will be reported to MHA immediately upon discovery, or as soon as the Contractor can safely do so.

Contractor will acknowledge other urgent MHA service requests within two (2) business hours during normal business hours and will provide an estimated response time or proposed course of action.

Urgent conditions will be addressed as soon as practicable based on the nature of the condition, site access, worker safety, available personnel and equipment, and whether the requested work is included in the routine Scope of Work.

Routine corrective requests and non-emergency deficiencies will be addressed within the reasonable timeframe specified by MHA based on the nature, severity, and operational impact of the condition.

Contractor’s obligation to report, photograph, isolate, or take reasonable immediate safety precautions does not authorize Contractor to perform optional or out-of-scope corrective work.

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Except for emergency measures expressly directed by MHA, optional services require written authorization before work begins.

12.3 Deficient Work/Services

Services will be performed in accordance with the requirements of this Scope of Work, accepted industry standards, and all applicable laws, regulations, and safety requirements.

MHA may require Contractor to correct, re-perform, or otherwise remedy any services that MHA determines were not performed in accordance with the Contract requirements. Such corrective work may include, but is not limited to, re-performing deficient services, removing accumulated debris, re-cleaning drainage facilities, re-cutting vegetation, restoring required clearances, correcting irrigation deficiencies, or otherwise restoring compliance with the Contract requirements, all at Contractor's sole expense and at no additional cost to MHA. Corrective work under this section is limited to work already required by the recurring Scope of Work or an authorized task order. This section does not require Contractor to perform new, optional, or out-of-scope services without compensation and written authorization.

Contractor will promptly correct identified deficiencies within the time specified by MHA based on the nature, severity, and operational impact of the deficiency.

Nothing in this section limits MHA's rights or remedies under the Contract, including the right to withhold payment, require corrective action, pursue contractual remedies, declare default, or terminate the Contract in accordance with its terms.

12.4 Contractor Quality-Control Inspections

Contractor’s Site Supervisor or other qualified supervisory representative will conduct periodic quality-control inspections to verify compliance with the Scope of Work.

Quality-control inspections will include, as applicable:

• General landscape appearance and service completion;

• Required vegetation and tree clearances;

• Litter and debris removal;

• Irrigation-system condition and coverage;

• Drainage-facility condition and flow paths;

• Completion of scheduled and corrective work;

• Safety conditions;

• Reporting accuracy.

Quality-control inspections will not replace MHA’s inspections or limit MHA’s authority to identify deficiencies and require corrective work.

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Contractor will provide quality-control inspection records to MHA upon request.

12.5 Performance-Review Meetings

Contractor’s Contract Manager and Site Supervisor will participate in periodic performance-review meetings when requested by MHA.

Meetings may address:

• Service quality and compliance with performance standards;

• Staffing and supervision;

• Outstanding deficiencies and corrective actions;

• Drainage, irrigation, tree, vegetation, and safety conditions;

• Resident or property-management concerns;

• Redevelopment coordination;

• Upcoming seasonal or storm-related work;

• Monthly reports, quality-control findings, and invoicing;

• Additional or separately authorized services.

Performance-review meetings may be held monthly, quarterly, or as otherwise reasonably requested by MHA based on contract performance and operational needs.

12.6 Separately Authorized Services

References in this Scope to “separately authorized,” “additional,” or “optional” work do not independently authorize such services. Contractor shall perform such work only after receipt of a written task order, purchase order, contract amendment, or other written authorization issued by an MHA representative with appropriate contracting authority.

Emails, field discussions, inspection comments, resident requests, or directions from persons lacking contracting authority do not authorize additional compensation.

Each authorization shall identify, as applicable, the scope, location, schedule, pricing basis, and maximum authorized amount.

13 – EXHIBITS

13.1 Exhibits

• Exhibit A – Phase 2 Landscape Maintenance Service Area Map

• Exhibit B-1 – Marin City Drainage System Service Area Map

• Exhibit B-2 – Storm Drain Pipes Map (Reference)

• Exhibit B-3 – Manhole/Catch Basins (Reference)

• Exhibit B-4 – Marin City Storm Drainpipes (Reference)

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• Exhibit C – Potential Fire Fuel Reduction Areas — Reference Only

13.2 Exhibit Order of Precedence

In the event of any conflict between drainage exhibits, Exhibit B-1 (Marin City Drainage System Service Area Map) will control for purposes of defining maintenance responsibility. The drainage exhibits are provided to assist Contractors in understanding drainage system layout, service areas, system connectivity, ownership, redevelopment phasing, and engineering references. The exhibits are intended to facilitate performance of the Work but do not expand the Contractor's maintenance responsibilities beyond those described in this Scope of Work; Contractor responsibilities are limited to the Service Area defined in Exhibit B-1.

Exhibit C is provided for informational and proposal-planning purposes. It identifies locations that have historically been considered for vegetation-management or defensible-space work but does not authorize work, establish a recurring annual obligation, guarantee that any area will be included in a future task order, or establish final treatment boundaries. Current site conditions, MHA property limits, redevelopment activities, applicable fire-agency direction, historic-preservation requirements, and the applicable written task order will control.

In the event of a conflict between Exhibit C and a written optional-services task order, the task order will control, except that Contractor shall apply the more protective historic-preservation or safety requirement until MHA provides written direction.