AUSTIN ENERGY LANDSCAPING, GROUNDS MAINTENANCE

AND IRRIGATION SERVICES

Section A- Main Scope of Work

1. INTRODUCTION

The Contractor shall provide landscaping, irrigation, and ground maintenance services for Sand Hill Energy Center, Decker Power Plant, and Austin Energy facilities. The Contractor shall be certified, trained, experienced, and qualified to provide commercial mowing, grounds maintenance, and irrigation system services for utility or government entities.

2. TERM OF CONTRACT

This Contract shall remain in effect for an initial term of 12 months or the City terminates the Contract. This Contract may be extended beyond the initial term for up to 4 additional 12-month periods at the City’s sole option.

3. BACKGROUND

Austin Energy is a department within the City of Austin and is the nation’s seventh (7th) largest publicly owned electric utility Austin Energy’s service area covers over 437 square miles, and includes all of Austin and Travis County, as well as 15 square miles of Williamson County. Austin Energy’s mission is to deliver clean, affordable, reliable energy and excellent customer service.

Austin Energy reserves the right to add or remove work sites from a resulting Contract, as well as increase or decrease the frequency of services as necessary throughout the Contract term. The work sites to be serviced are as follows:

a. Please refer to Exhibit F- Substation and Site Descriptions for substation and vacant lot addresses and details.

b. Please refer to Section B of the Scope of Work for additional requirements, addresses and details for each site at Decker Creek Power Station.

c. Please refer to Section C of the Scope of Work for additional requirements, addresses and details for each site at Sand Hill Energy Center.

d. Site maps (See Exhibit J- Austin Energy Facilities Site Maps) are provided to illustrate service areas for list of sites provided in the table below.

Austin Energy Headquarters 4815 Mueller Blvd, Austin Tx 78723

ACC Highland District Cooling Plant (ACC) 6018 Wilhelmina Delco Dr, Austin, TX 78752

Mueller Energy Center (MEC) 4901 Lancaster Dr, Austin, TX 78723

Kramer Lane Service Center Buildings C & D

2412 Kramer Lane, Austin, Tx 78758

Kramer Lane Service Center Building E 2526 Kramer Lane, Austin, Tx 78758

St. Elmo Service Center 4411 Meinardus Drive, Austin, TX 78744

Section A- Main Scope of Work

4. CONTRACTOR REQUIREMENTS

a. Single Point of Contact (SPOC)

i. The Contractor shall provide a single point of contact that shall serve as the Contractor’s Contract Manager for the life of the Contract. Should the Contract Manager be replaced, Austin Energy reserves the right to approve Contractor’s replacement Contract Manager. Contractor’s Contract Manager shall be fluent in the English language.

b. Contractors’ Equipment

i. The Contractor shall furnish sufficient labor, supervision, equipment, tools, materials (including but not limited to mulch, fertilizer, compost, decomposed granite gravel, etc.), personnel, transportation, and incidentals necessary to effectively perform the services of this contract described herein at its own cost and expense.

ii. Upon request the City may require only Propane, natural gas, biodiesel, manual, or electric equipment are required for specific sites after contract award.

iii. The Contractor shall always maintain all equipment in excellent operating and visual condition. All equipment shall be free of oil and fuel leaks. Excessive noise, unacceptable emissions, leaking or spillage will not be permitted.

iv. The Contractor shall use mowers of an appropriate size and capacity for the maintenance area, size, scope and terrain maintained.

v. The Contractor shall use mowers with mulching decks in all maintenance areas to mulch grass clippings, which are to be left on the grass and to prevent accidents from flying debris.

vi. The Contractor shall not store any equipment on Austin Energy property at any time.

System Control Center (SCC) 2500 Montopolis Drive, Austin, TX 78741

Cameron Warehouse 14910 Cameron Road, Pflugerville, TX 78660

Downtown District Cooling Plant #1 (DCP1) 300 San Antonio St, Austin, TX 78701

Downtown District Cooling Plant #2 (DCP2) 410 Sabine St., Austin, TX

Downtown District Cooling Plant #3 (DCP3) 812-1/2 West 2nd St. (Electric Drive) north side between Gable's Tower parking garage and the railroad

Sand Hill Energy Center 1101 Fallwell Ln, Del Valle, TX 78617

Domain District Cooling Plant 3120 Kramer Ln, Austin, TX 78758

Decker Creek Power Station 8003 Decker Ln, Austin, TX 78724

Section A- Main Scope of Work

c. Scheduled Work/Hours

Routine grounds maintenance services shall be performed:

i. Every fourteen (14) days at all service sites of this agreement during the high season (March through October) and every thirty (30) days during the low season (November through February) unless schedule otherwise by Austin Energy Facility Services Manager.

ii. The Contractor shall arrive at the site at a time that will ensure tasks are completed within the required timeframe. Each visit shall begin on the date scheduled for the site and shall be completed as scheduled, unless agreed upon by the Austin Energy Facility Services Manager. The Austin Energy Facility Services Manager reserves the right to add or delete scheduled dates, as it deems necessary.

iii. Services shall be performed Monday through Friday, 7:00 a.m. to 5:00 p.m. excluding City holidays.

iv. Contractor shall begin performing services no later than 8:00 AM and be completed by 5:00PM the same day.

v. Work around parking lots and surrounding areas shall be performed after 3:00 p.m.

unless agreed upon by the Austin Energy Services Manager.

vi. Courtyard areas at St. Elmo Service Center shall be performed between 7:00 a.m.

and 3:00 p.m.

vii. No work shall be performed after hours, during weekends, or during City holidays without prior approval by the Austin Energy Facility Services Manager.

viii. If inclement weather prevents the Contractor from performing a scheduled visit, the Services shall be rescheduled for the earliest date after a reasonable drying-out period.

ix. Communication between the Austin Energy Facility Services Manager and Contractor shall occur immediately after inclement weather with the purpose of rescheduling the next visit.

x. The Austin Energy Facility Services Manager and Contractor will be in regular contact until ground conditions are serviceable.

xi. Additionally, Austin Energy estimates ten (10) additional as-needed services per site throughout the year and will endeavor, but is not required, to provide four (4) days’ notice for the additional work.

xii. The Contractor shall perform work in accordance with industry standards found in Texas Nursery and Landscape Association’s (TNLA) Texas Certified Landscape Professional Manual.

xiii. On days declared by the City as Ozone Action Days, the Contractor shall reschedule at the earliest date any services requiring the use of gas operated equipment. This does not however, relieve the Contractor from performing other scheduled duties of that day where this type of equipment is not required.

a. For information on Austin Area Air Quality refer to the following websites:

http://www.austintexas.gov/airquality

b. For information on the City of Austin’s Ozone Action Plan refer to the following resolution: Resolution No. 20131024-057 http://austintexas.gov/edims/document.cfm?id=200481

c. Additional information regarding Ozone Action days can be found at:

https://www.tceq.texas.gov/airquality/monops/ozonefacts.html By telephone: Call TCEQ @ (512) 239-2104 or (512) 239-4900

5. CHEMICAL AND PESTICIDES

a. The Contractor shall establish and demonstrate maintenance practices that limit the impact of equipment emissions, excessive noise, and use of fertilizers, insecticides, or other chemicals and any other traditional practices that negatively affect the wildlife, watershed, or environment of the areas referenced in this Contract.

b. The Contractor shall comply with all applicable Federal and State of Texas standards, regulations, and laws concerning this type of service, including EPA standards that apply to both private industry and governmental agencies.

c. No chemicals or pesticides may be applied to maintenance areas or used under this contract without prior approval from the Austin Energy Facility Services Manager.

d. The Contractor shall abide by the City’s Integrated Pest Management (IPM) Program (See Exhibit K- Pest Control and Chemical Usage) when using any general use chemicals, including fertilizer, herbicide, or other chemicals and shall obtain written approval from the Austin Energy Facility Services Manager prior to any application.

e . These pesticide application records shall be provided to the Austin Energy Facility Services Manager within five (5) calendar days, if requested by the Austin Energy Facility Services Manager.

f. Contractor shall maintain these pesticide application records for the 2-year period as required by the Laws and Regulations of the Texas Department of Agriculture.

i. City of Austin Integrated Pest Management (IPM) website:

http://www.austintexas.gov/ipm

g. No chemicals shall be used which will damage grass, ground cover, shrubs, trees, animals, or other wildlife. No chemicals shall be used within fifty (50) feet of an open waterway, no exceptions. Where a specific product is specified, there shall be no deviations without written approval of the Austin Energy Facility Services Manager.

i. Samples of alternate materials must be submitted for approval to the Austin Energy Facility Services Manager or their designee prior to its use.

http://www.austintexas.gov/airquality http://austintexas.gov/edims/document.cfm?id=200481 http://www.tceq.texas.gov/airquality/monops/ozonefacts.html http://www.austintexas.gov/ipm

h. The Contractor shall provide safety data sheets (SDS) for any approved chemicals brought on site and the Austin Energy Facility Services Manager or their designee reserves the right to approve or disapprove any product listed.

6. CONTRACTOR PERSONNEL

a. All contractor employees shall check in and out with the site’s Facility Service Specialist and/or Facility Services Manager each day.

b. The Contractor shall adhere to the Austin Energy Tobacco-Free worksite policy (See Exhibit L- Tobacco Free Worksite Policy).

c. The Contractor shall maintain enough employees to ensure each work site visits are completed within the required business days for the site. Work may be required at multiple sites simultaneously.

d. The Contractor shall designate a responsible representative in charge who shall be at each work site during all hours worked by the Contractor's employees.

e. The Contractor’s crew leader shall be fluent in the English language and be able to communicate effectively with the Austin Energy Facility Services Manager and with all Contractor employees under their charge.

f. The Contractor shall provide to the Austin Energy Facility Services Manager, the names of the representatives, including, but not limited to, an office phone and fax number, cell or pager number, and email address.

g. Contractor’s representatives shall be identified by wearing a white hard hat or hat with “FOREMAN” or “LEAD” stenciled on the hat. No other crew member shall have a white hard hat, so that the Contractor Representative on-site can be immediately identified.

h. The Contractor representative’s time shall be 100% allocated to the specific work locations and shall be included in the site costs stated in the bid sheet for each specific site.

i. For additional services or work sites, the Contractor’s time shall be billable in accordance with the bid sheet.

i. Primary tasks shall include physical labor, crew direction and support, quality control, recording of project work hours, sites completed and completion dates. Contractor’s representative shall maintain a valid Austin Energy issued photo identification badge and be able to display it upon request.

j. Contractor shall conduct its operations in a manner that maintains good relations with property owners adjacent to Austin Energy’s property and the public.

k. The Contractor shall provide its employees with proper identification that displays both the names of the Contractor and the employee. Contractor employees shall be able to provide this identification to any Austin Energy designee upon request.

l. Contractor shall ensure that its personnel wear company identification that is visible while performing maintenance services at any site. An identifiable T-shirt uniform or company shirt with company name or identifiable logo is acceptable.

m. The Contractor vehicles shall be properly marked on the exterior identifying the company logo, etc. any time a site visit is made.

7. CONTRACTOR SAFETY

a . The Contractor shall take all precautions necessary and shall be responsible for the safe performance of their work.

b . Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work.

c . The Contractor shall maintain the safety of Contractor’s personnel, equipment, and the public in the execution of the work included in this contract.

d . The Contractor shall be responsible for instructing his/her employees on appropriate safety measures and is not to permit employees to place or use equipment in locations which may create safety hazards.

e . The Contractor’s representatives shall interrupt their work, if necessary, to allow traffic (vehicle/pedestrian) to pass through the work areas.

f . The Contractor shall retain sole responsibility for the safety of their personnel. Any injury sustained by a Contractor employee at a site shall be reported to the Austin Energy Facility Services Manager or their designee, within thirty (30) minutes of the incident.

i . Austin Energy shall not be held responsible for Contractor or third-party accidents, because of careless conduct.

g . The Contractor’s personnel shall adhere to all OSHA, ANSI and Austin Energy safety requirements. Ear protection shall be worn, as necessary.

8 . FACILITIES GROUNDS MAINTENANCE

a. Mowing

i. Contractor shall perform an initial cleanup of all facilities to prepare for landscape services. Litter shall be removed from all landscape maintenance areas each time the location is assigned and before beginning assigned landscape maintenance at each location.

ii. The Contractor shall mow the maintenance areas as directed by the Austin Energy Facility Services Manager or their designee.

iii. The Contractor shall maintain grass and vegetation areas (except ornamental) at a three (3) inch cutting height, or appropriate to the grass species and location or at such height specified by Austin Energy.

iv. Grass mowed and trimmed shall be uniform throughout the entire area, except as directed by the Austin Energy Facility Services Manager.

v. Trimming shall occur concurrently with the mowing operation. Changes in the cut height shall be adjusted seasonally at the instruction and discretion of Austin Energy.

vi. The Contractor shall ensure mowing areas are free of clumps of grass cuttings and ruts from mowing equipment, after each visit.

vii. The Contractor shall prevent discharge of grass clippings, gravel and other material onto any trap rock areas, paved surfaces such as streets or driveways, curbs and gutters, sidewalks, parking lots, and/or adjacent properties. Any material discharged shall be removed immediately.

viii. The Contractor shall ensure that cut grass does not remain against fences, buildings, walls, or vehicles. Mulching mowers must be used. No bagging of cut grass allowed. Grass clippings must remain on lawn.

ix. The Contractor shall reshape mulch rings within twenty-four (24) hours when dislodged by mowing equipment.

b. Trimming & Edging

i. The Contractor shall trim all grass areas.

ii. The Contractor shall trim grass around every sidewalk, driveway, curb, building perimeter, signs, pole, fence, and tree during each visit.

iii. The Contractor shall edge curbs so that turf is vertically parallel with the curb. All trimmings shall maintain the three (3) inch cutting height, or as directed by the Austin Energy Facility Services Manager or their designee.

iv. The Contractor shall edge to the ground for a straight-line cut to include but not limited to every sidewalk, driveway, curb, building perimeter, pole, fence, and tree during each visit.

v. The Contractor shall remove vegetation that has grown on or hangs over any concrete area that is maintained under this contract or create a sight-distance obstruction at any intersection.

vi. The Contractor shall ensure weed-eaters, edger’s, trimmers, or other similar devices are used in a manner to ensure that NO contact is made with tree trunks and shrub bark.

a. Special care shall be given to trimming and mowing around trees and shrubs so as not to damage the bark and stem of these plants. Any trees or shrubs damaged by careless use of string trimmers shall be replaced by the Contractor at their expense.

vii. The Contractor shall trim down to the concrete surface of any weeds, grasses, and other plant matter breaking through pavement, between pavement and curb. Growth shall be controlled to be flush with the surface, by manual weeding and/or weed eating. No chemicals or other substances may be applied without prior approval by the designated Austin Energy Manager or their designee.

viii. The Contractor shall notify the Austin Energy Facility Services Manager or their designee when cutting, weed-eating and other trimming around vehicles to allow owners to relocate their vehicles, if needed. Any damages incurred under such a scenario will be the responsibility of the Contractor.

ix. The Contractor shall make every effort to position and operate equipment such that cuttings and debris picked up by rotating assemblies will be directed away from vehicles, buildings, and other objects that could be damaged.

x. The Contractor shall be cautious when mowing or trimming areas with irrigation systems. Contractors will be responsible for repairs to irrigation systems damaged because of their performance of assigned work, at no charge to Austin Energy.

c. Flower Beds

i. The Contractor shall maintain flower beds to include, but not limited to, the removal of weeds, trash, leaves, and dead plant material. Special care shall be taken not to damage or destroy existing plants or shrubbery or irrigation located in the beds.

ii. Contractors shall be responsible for repairs to irrigation systems damaged because of their performance of assigned work, at no charge to Austin Energy.

iii. The Contractor shall replace plants when deemed necessary by the Austin Energy Facility Services Manager or their designee. The cost for each plant shall be billed at the Bid Sheet price. Plant selection must be approved prior to plant purchase and placement.

iv. The Contractor shall trim hedge-type shrubbery three (3) times per year or as needed, during the last of November, the last week of February and the second week of May or as prescribed by a certified arborist. All Shrubbery shall be trimmed as needed to maintain a neat and manicured appearance, appropriate for native plants for the scrubs natural shape. Near shearing of shrubs will be allowed. Other types of shrubbery shall be trimmed as needed in the dormant season between November and February or as directed by the Austin Energy Services Manager or their designee.

v. The Contractor shall use hedge trimmers to trim shrubs. No shearing of shrubs will be permitted.

vi. The Contractor shall remove shrub trimmings from the site the same day trimming occurs, unless otherwise agreed upon by the designated Austin Energy supervisor.

vii. The Contractor shall trim ground cover plants to a height of 12” and shall be trimmed away from the building maintaining a minimum of 6” clearance from the windows.

viii. The Contractor shall apply compost or compost tea annually to improve plant health, or as directed by the Austin Energy Facility Services Manager or their designee.

ix. The Contractor shall maintain all vines, shrubs, and flower beds uniformly.

d. Grounds Maintenance

i. Contractor is responsible for maintaining lawn and shrubs to the edge of the street at all locations with public street frontage, or as directed by Austin Energy. Grounds maintenance shall include the removal of all vines and invasive, undesirable vegetation growing on chain-link security fences or walls.

ii. The Contractor shall remove trash, litter, and other debris from maintenance areas prior to, and after mowing, trimming, weed eating and blowing and properly dispose of such material after each site visit. If while mowing, litter or debris is overlooked and shredded by mowers or trimmers, it should immediately be collected and disposed of properly by the Contractor by the end of the maintenance visit, and before leaving the site.

iii. The Contractor shall blow, sweep, or otherwise remove debris from maintenance site, walkways, roads, sidewalks, driveways, and parking areas on the same day of service and at no additional cost to the City. This will include, but is not limited to, grass, trash, shrub, and tree trimmings.

iv. The Contractor shall dispose of all trash, litter, waste material, and debris resulting from general landscape and grounds maintenance operations in a manner acceptable to t h e Austin Energy Facility Services Manager or their designee and in accordance with all Federal, State, and local laws, rules, regulations, and guidelines.

v. The Contractor shall not dispose of any debris or trash resulting from landscape maintenance in any dumpster or receptacle belonging to businesses or properties adjacent to landscape maintenance work locations or where unauthorized disposal is not allowed.

e. Irrigation Inspection and Repair

i. The Contractor shall inspect irrigation systems for leaks or damage and recommend repairs at the time the ground maintenance activity is performed or as specified by the Austin Energy Facility Services Manager or their designee.

ii. The Contractor shall be knowledgeable in the functioning of automatic sprinkler systems and shall be able to repair and maintain such sprinkler systems.

iii. The Contractor shall have the experience including but not limited to repair/replace sprinkler heads, control valves, breaks in water lines and trouble-shoot control mechanisms.

iv. The Contractor shall provide, when repairs are necessary, a quote to the Austin Energy Facility Services Manager or their designee prior to the purchase of repair materials and the start of work.

v. Troubleshooting, technical assistance and labor to repair irrigation systems shall be billed at the hourly labor rate in the Price Sheet for Irrigation Repair Service.

vi. The Contractor shall cut off main sprinkler water lines and winterize applicable water irrigation systems as required in Exhibit C- Landscape and Irrigation Schedule or by the City and forward a report to the Austin Energy Facility Services Manager within five (5) business days detailing the winterization actions taken.

vii. Contractor will be liable for any damages due to Contractor’s negligence regarding winterization of applicable water irrigation systems.

viii. The Contractor shall adjust and maintain the City’s irrigation water schedule according to current City of Austin watering policies.

ix. Future landscape irrigation installation at new or existing facilities may involve inspection, maintenance or repairs.

g. Trees

i. Trees are to be self- supporting, woody perennial plants with at least one stem two (2) inches or more in diameter at the base with one or more branches developing from the stem or trunk.

ii. The Contractor shall consult with a Certified Arborist to provide a schedule for fertilizing, pruning, and replanting of trees to the Austin Energy Facility Services Manager.

iii. The Contractor shall perform any tree pruning by using the collar-cut pruning practice. This method refers to the final pruning cut to remove a limb just outside the raised branch collar of the branch junction with the trunk of another limb.

a. A proper collar cut will reduce the exposed surface area of the cut. No stub or flush cuts shall be made when pruning any tree.

iv. The Contractor shall notify the designated Austin Energy manager or their designee of any planned tree pruning activities scheduled to be performed prior to the commencement of that work.

v. All pruning or other wounds on Oak trees shall be dressed with an approved tree wound dressing. Wound dressing on all other tree types will be at the discretion of t h e d e s i g n a t e d Austin Energy Manager or their designee. Wound dressing shall be applied immediately after pruning.

vi. The Contractor shall disinfect all pruning tools, handsaws, and chain saws with Austin Energy approved disinfectants before each Oak tree is pruned to prevent the spread of disease.

vii. The Contractor shall trim ground cover around trees in such a manner as to avoid damage to the bark, the stem, or the trunk of the tree.

viii. The Contractor shall remove and dispose of only those trees, plants or portions of trees or plants trimmed by the Contractor, except if Austin Energy's personnel perform such trimming.

Whenever possible, removal and cleanup shall be completed before leaving the job site. No cut limbs, tree trunks, brush, or other debris shall be left on the property or adjacent streets or alleys.

h. Wildflowers

i. The Contractor shall maintain wildflower areas as directed by Austin Energy Facility Services Manager or their designee. Specific areas may be planted with wildflowers and require different mowing standards. These areas will be specified by signage or by the Austin Energy Facility Services Manager or their designee.

ii. The floating mowing cycle for wildflowers is to be scheduled between Contractor and the Austin Energy Facility Services Manager or their designee.

i. Fertilization

i. The Contractor shall fertilize grass and shrubs in irrigated areas only. No fertilizers with herbicides (weed & feed) shall be used.

ii. Grasses and Shrubs: 13/13/13 or any equal ratio, no greater than 20/20/20, of sulfur-coated granular fertilizer with iron, shall be applied at the appropriate rate of application as indicated on the product specification.

iii. Trees: Doggett brand 12/24/24 Injection Feed or City approved equal, shall be applied only at labeled rate of application.

j. Mulch

i. The Contractor shall provide shredded cypress mulch in bed areas as indicated in Exhibit

C- Landscape and Irrigation Schedule or at the Austin Energy Facility Services Manager’s request. The depth of the mulch shall be no less than 2 inches following the established bedding boundaries.

9. ADDITIONAL SERVICES

Requests for additional services will be at Austin Energy’s expense and Contractor shall charge Austin Energy the price or percentage markup as stated on the Price Sheet. Additional services may include, but are not limited to:

1. Assorted small scale plantings or surface cover (such as crushed granite)

2. Debris removal

3. Replacement and/or removal of existing plantings

4. Added new work sites

5. Irrigation repair

6. New grounds installations (including but not limited to plants, mulch, ground cover, compost, fertilization, etc.)

a. Additional Austin Energy properties, not specified within this Contract, needing to be serviced, shall be billed at the Labor Rates stated on the Price Sheet.

b. Material provided by Contractor at Austin Energy request for Additional Services shall be invoiced at material cost to Contractor plus a percent (%) markup as stated on the Price Sheet.

Contractor shall include copies of material invoices with any applicable invoice to Austin Energy.

11. DAMAGES

a. It shall be the responsibility of the Contractor and the Austin Energy Facility Services Manager or their designee to mutually agree upon condition of surfaces, fixtures or other property before starting work on this contract.

b. The Contractor shall notify the Austin Energy Facility Services Manager or their designee within one (1) hour of any damage that has occurred or has been observed at any gate, fence, structure, vehicle or other area.

c. The Contractor shall be responsible for any damages to the City’s property, to include but not limited to, shrubs, trees, buildings, windows, doors, fences, roadways, walkways, vehicles, irrigation systems, and/or other improvements. Any damage shall be replaced or repaired to the satisfaction of the Austin Energy Facility Services Manager or their designee within seven (7) business days of notification, at no additional cost to the City.

d. The Contractor shall be responsible for any damage sustained to trees, plants or grass caused by gasoline, oil spillage and mechanical damage resulting from their activities, including the use of herbicides.

e. The Contractor shall document all damage in writing to the Austin Energy Facility Services Manager

f. The Contractor will also be responsible for wheel rutting from any type of vehicle or mower used in the performance of the work.

g. Tree damages shall be assessed as follows:

i. The Contractor’s Arborist shall provide treatment to damaged trees at no cost to Austin Energy. If the damage requires removal of the tree, Contractor shall replace the tree in kind, size, and age of the tree.

h. The Contractor shall be solely responsible to resolve all damage claims to properties other than Austin Energy.

12. ACCEPTANCE OF WORK

a. Austin Energy shall be the sole judge of acceptability of work.

b. The Contractor shall inform the Austin Energy Facility Services Manager or their designee when each scheduled or unscheduled visit is finished on the day the work is completed.

c. An inspection will be performed by the Austin Energy Facility Services Manager or their designee, using the electronic “Grounds Maintenance Checklist” (See Exhibit A- Grounds Maintenance Checklist or Exhibit B-Power Plants Ground Maintenance Checklist), to ensure the work requirements were completed in a satisfactory manner. If upon inspection any work is deemed unacceptable by the Austin Energy Facility Services Manager or their designee, Austin Energy will document the deficiency or poor-quality work for a call-back on the “Grounds Maintenance Checklist” form.

d. The Contractor shall complete corrective work within a period to be determined by the designated Austin Energy Manager or their designee. If more time is required to complete the necessary work, the Contractor shall request an extension in writing (e.g., email) that includes the reason for the extension, and the date work will be completed.

e. The designated Austin Energy Manager or their designee must approve the Contractor’s request for extension in writing (e.g., email). If the Austin Energy Facility Services Manager or their designee is satisfied with the Contractor’s service, the designated Austin Energy manager or their designee will sign the Grounds Maintenance Checklist form and provide a copy to the Contractor for submittal with the invoice.

f. The Contractor will not be paid for the unacceptable work until such work is finalized and accepted by the designated Austin Energy Manager.

g. Performance violations will be documented for use in future performance evaluations, corrective action, and Contract extensions.

h. Random checks of the trees may be carried out during the contract period at the option of Austin Energy.

13. CITY RESPONSIBILITIES

a. Austin Energy will provide access to each worksite during scheduled work hours.

b. Austin Energy reserves the right to inspect the Contractor’s equipment and storage facility prior to Contractor’s Notice to Proceed or at any time during the Contract (See Exhibit D-Inventory List).

14. SPECIFIC INVOICE REQUIREMENTS

The City’s preference is to have invoices emailed to the applicable Email address listed below:

City of Austin

Department: Austin Energy

Attn: FM Invoices

Email Address: fminvoices@austinenergy.com

City of Austin Department Sand Hill Energy Center Attn: Cheryl Martinets Address 1101 Fallwell Ln City, State, Zip Code Del Valle, TX 78617 Email Address cheryl.martinets@austinenergy.com

Department Decker Creek Power Station Attn: Jennifer Blount Address 8003 Decker Ln City, State, Zip Code Austin, TX 78724 Email Address Jennifer.blount@austinenergy.com

Department Substations and Vacant Lots Attn: John Cox Address 4815 Mueller Blvd City, State, Zip Code Austin, TX 78723

Email Address fminvoices@austinenergy.com A. Invoices, at a minimum, must include date serviced, location and Contract number. When provided, Contractor must attach the Grounds Maintenance Checklist to the invoice. Payment shall be made for only completed and accepted work.

B. Payment to the Contractor for a particular location shall be withheld until all work at that location is deemed acceptable by the Austin Energy Facility Services Manager.

C. The Contractor shall attach copies of invoices for materials requested by Austin Energy as backup for payment invoicing.

D. The Contractor shall submit one (1) invoice per month for all Austin Energy facilities.

E. Invoices containing errors, incorrect pricing or requiring corrections will be returned to the Contractor for correction, resulting in delay of processing payment to the Contractor. Repeated submittal of incorrect invoices will be documented and considered for corrective action.

15. DESIGNATION OF KEY PERSONNEL

The City and Contractor resolve to keep the same key personnel assigned to this engagement throughout its term. If it becomes necessary for the Contractor to replace any key personnel, the replacement will be an individual having equivalent experience and competence in executing projects such as the one described herein. Additionally, Contractor shall promptly notify the City and obtain approval for the replacement. Such approval shall not be unreasonably withheld. Contractor’s and City’s key personnel are identified as follows:

NAME PHONE EMAIL ADDRESS

City Contract Manager

Melissa Barrington

512-657-

Melissa.Barrington@austinenergy.com

City Project Manager

John Cox 214-597-9000 John.Cox@austinenergy.com

City Contract Administrator, Procurement Specialist

Diana Le 512-978-1995 Diana.Le@austintexas.gov

LANDSCAPING, GROUNDS MAINTENANCE AND IRRIGATION SERVICES

Section B- Decker Creek Power Plant

Scope of Work

I. PURPOSE

The purpose of this contract is to provide the City of Austin d/b/a/ Austin Energy grounds maintenance and landscaping services for Decker Creek Power Station.

II. BACKGROUND

Austin Energy is a department with the City of Austin and is the nation’s eighth (8th) largest publicly owned electric utility. Austin Energy owns and operates Decker Creek Power Station.

This Scope of Work includes all Grounds and Landscaping Services requirements for the following sites managed and operated by Decker Creek Power Station (Decker).

The grounds at Decker Creek Power Station consist of zones at the following locations:

Zone 1 & 2- Decker Creek Power Station (Decker) 8003 Decker Ln Austin, TX 78724

Zone 3- Back Up Control Center (BUCC) 8003 Decker Ln Austin, TX 78724

Zone 4- 969 Decker River Pumping Station

10511 FM 969

Austin, Texas 78725

Zone 5- Decker Lindell Gas Yard 10203 Lindell Ln Austin, TX 78724

Zone 6- Decker Creek Dam 7308 N FM973 Rd Austin, TX 78724

Zone 7- Pipeline easement of the gas line from Decker Power Station to Lindell Station.

III. DECKER ZONE DESCRIPTIONS

Zone Description Estimated Frequency

Approx.

size

Services

1 Decker Plant bldgs., grounds, 3 entry

2x / month, No services unless

9 acres Mowing, weed eating, trimming shrubs around bldgs., cutting trees or weeds smaller than 2” in diameter, removing debris from gates/driveways, lake side, and all stormwater sample locations requested Dec-Feb storm drains, and mowing and trimming 3 FT on outside of perimeter fencing.

Upon request, treat parking lots, curbs, boiler mats, roadways, and gravel areas for vegetation growth prevention.

2 Outlying plant areas, hills, photovoltaic area, roads to boat ramp and along peninsula

1X/ month No services unless requested Dec-Feb acres

Mowing, weed eating, trimming shrubs around bldgs., cutting trees or weeds smaller than 2” in diameter, removing debris from storm drains concrete stormwater channels, ensuring paths are clear to sampling points, and mowing and trimming 3 FT on outside of perimeter fencing.

Upon request, treat parking lots, curbs, boiler mats, roadways, and gravel areas for vegetation growth prevention.

3 Back Up Control Center (BUCC)

2x/ month Mowing, weed eating, trimming shrubs around bldgs., cutting trees or weeds smaller than 2” in diameter

4 969 River Pump Station

1X/ month No services unless requested Dec-Feb

1 acre Mowing and trimming along roadway from 969 to the river pump station.

5 Lindell Gas Yard

Quarterly 1 acre Mowing and trimming inside the Locked Lindell gas yard and outside the perimeter fencing. Removing growth from fencing.

6 Decker Dam, Lake Side, perimeter, bar ditches

2x/month in Apr-Aug 1x/month for remainder of year acres

Mowing, trimming, removing debris and grass clippings from drains, trimming of vegetation growing on perimeter fencing, and weed/vegetation management along and in concrete stormwater channels

Quarterly Treatment of rip-rap*

7 Pipeline easement (Decker Plant to Lindell Gas Yard)

Quarterly 18 acres

Mowing, weed eating, cutting trees or weeds smaller than 2” in diameter

* Decker Dam has rip-rap that will be treated quarterly to prevent vegetation growth. Due to the proximity to the lake, Contractors must have appropriate license or certificates to complete the application of necessary herbicides. Contractor may elect to submit alternate method of controlling weed growth in these areas, but any changes from herbicides shall be specifically described on the bid sheets. Prior to performing any treatments, Contractors SHALL/MUST submit SDS one month in advance for review and approval by Decker’s Environmental Professional.

IV. CONTRACTOR QUALIFICATIONS

a. The application of pesticides shall be performed by individuals who have been issued a Commercial Pesticide Applicator license issued by the Texas Department of Agriculture (the TDA) and are in good standing. The Contractor shall be responsible for all record keeping, independent of the City, regarding pesticide application as required by the TDA Rules and Regulations and the City’s Integrated Pest Management plan (IPM).

b. The Contractor’s personnel requesting entry to Decker Creek Power Station or Back Up Control Center (BUCC) grounds shall maintain appropriate photo identification on their person to satisfy security requirements.

V. CONTRACTOR REQUIREMENTS:

a. Communications and Response

i. The Contractor shall provide a single point of contact that shall serve as the

Contractor’s project manager for contract related issues or discussions. Should the Contractor’s project manager be replaced, Decker Management reserves the right to approve Contractor’s replacement. Contractor’s project manager shall be fluent in written and spoken English and accessible by email, text and cell phone.

ii. The Contractor shall notify Decker Management/Admin before beginning, and at the completion of each Zone.

iii. Contractor shall Notify Decker management one hour before servicing secure areas so that a Decker employee may unlock it

b. Contractor’s Equipment

i. The Contractor must have access to adequate numbers, types and capabilities to effectively perform the Services.

ii. The Contractor shall use mowers of an appropriate size and capacity for the area, size, scope and terrain maintained.

iii. The Contractor shall not store any equipment on Decker property when not working at the location at any time.

c. Scheduled Work/Hours

i. The contractor shall notify Decker management/admin when starting and completing each Zone.

ii. The contractor shall perform grounds maintenance services Monday through Friday and conduct the work at a time and manner to avoid unnecessary noise and other disturbances. The Contractor shall not perform any Services during weekends, or during City holidays without prior written approval by Decker Management.

iii. If inclement weather prevents the Contractor from performing a scheduled visit, the Services shall be rescheduled at the earliest date after a reasonable drying-out period. Communication between Decker management and the Contractor shall occur during or immediately after inclement weather to reschedule the work.

Decker management and the Contractor will be in regular contact until ground conditions are serviceable.

iv. The Contractor shall arrive at the site and ensure that the Services are completed within the required timeframe. The Services shall begin on the date scheduled for the site and shall be completed as scheduled, unless an alternate completion date is approved by Decker management. Decker management reserves the right to add or delete scheduled dates as needed.

v. Decker management may request additional as-needed services per site throughout the year to be included in this offer. Decker management will allow adequate time to plan and negotiate any additional landscape enhancement work that is beyond the scope of the Services.

vi. The Contractor shall not perform unscheduled visits.

VI. PERFORMANCE SPECIFICATIONS

a. Decker management Responsibilities

i. Decker management will provide access to each worksite during scheduled work hours.

ii. Decker management will provide clear descriptions of the ground’s maintenance areas at each work location.

Decker management shall assign work sites on an as-needed schedule dependent on the growth rates, grounds maintenance needs, level of maintenance required and the visibility at each of the sites. This applies to the need for vegetation management, tree/bush trimming, and chemical treatment to prevent vegetation growth.

b. Contractor’s Responsibilities & Compliance with Environmental and Sustainability Considerations

i. Austin Energy prefers Contractors who demonstrate innovative approaches to reducing their environmental impact through use of alternative energy, low-emissions equipment, biodegradable chemicals or products with recycled content.

City Council resolutions #20071129-045 and #20070215-023 relate to the adoption of sustainable business practices that eliminate chemical toxins, reduce green-house gas emissions, comply with standards established by Leadership in Energy and Environmental Design, and promote the use of recycled materials in goods and services purchased by the City.

ii. Application of chemicals shall be made only by individuals licensed by the Texas Department of Agriculture. If pesticide application is required and approved by Decker management, the Contractor shall maintain all Pesticide Application Records (the Records) as required by the terms of their License as outlined by the Laws and Regulations of the Texas Department of Agriculture. If Austin Energy requests the Records, the Contractor shall provide them within five calendar days.

The Contractor shall maintain the Records for two years as required by the Laws and Regulations of the Texas Department of Agriculture.

The City of Austin’s Integrated Pest Management website:

http://www.austintexas.gov/ipm.

iii. The Contractor shall not use any chemicals which will damage grass, ground cover, shrubs, trees, animals or other wildlife. The Contractor shall not use any chemicals within fifty feet of an open waterway. No exceptions will be permitted for this requirement. Where Decker Management specifies a product, the Contractor shall not substitute another product without written approval of Decker management.

Decker management requires the Contractor to submit documentation from alternate products for approval prior to use.

iv. The Contractor shall provide Decker’s Environmental Professional with Safety Data Sheets for any chemicals approved during this Contract period Decker management reserves the right to approve or disapprove any product listed.

v. Storage facilities for any hazardous materials must meet City, State and Federal regulations and shall be the responsibility of the Contractor.

c. Contractor Personnel

i. The Contractor shall maintain a sufficient number of employees to ensure that the Services at each site are completed within the required number of business days for the site. Decker management reserves the right to make a determination as to the ability of the Contractor’s personnel to satisfactorily perform the Services.

ii. The Contractor shall designate a responsible representative in charge (the Lead) who shall be at each work site during all hours worked by the Contractor's employees. The Lead must be fluent in written and spoken English and be able to communicate effectively with Decker management and with all Contractor employees under their charge. The Contractor shall provide to Decker management the following information about the Lead: name, office phone, cell phone, and email. The Lead shall be accessible by cell phone and responsive to calls at all times from Decker management and select Austin Energy staff while on duty for Decker.

iii. The Lead’s time shall be dedicated to the specific work locations and shall be included in the site costs stated in the bid sheet for each site. For additional services or work sites, the Contractor’s time shall be billable in accordance with http://www.austintexas.gov/ipm

Category 5 of the pricing submittal. Primary tasks include physical labor, crew direction and support, quality control, complaint resolution, recording of project work hours, sites completed and completion dates.

iv. The Contractor shall conduct its operations in a manner that maintains good relations with property owners adjacent to Decker ’s property and with the public.

If an adjacent property owner or a member of the public makes a request or a complaint or communicates any other type of issue for Decker to address, the Contractor shall report this information to Decker management within three business days. At a minimum, the report shall include the name of the individual, the organization that the individual represents, if applicable, the individual’s contact information, the date and time of the interaction, and details of the conversation, including what action, if any, is being requested of Decker management.

v. The Contractor shall provide each employee with proper identification that displays the name of the Contractor and the name of the employee. The Contractor employee shall be able to provide this identification to Austin Energy upon request. The Contractor’s company identification must be worn and visible at all times while performing the Services at any site. An identifiable T-shirt uniform or shirt with company name and logo, if applicable, is acceptable.

vi. The Contractor’s vehicles shall be properly marked on the exterior, identifying the Contractor by the company name and by the logo, if applicable, any time the Services are performed.

d. Contractor Safety

i. All contractors are required to watch an annual contractor safety orientation, located in the Decker Admin Building, and keep their contractor sticker with a valid date visible while working. All new crew members must watch the orientation, and contractors must repeat the orientation each year.

ii. All contractors must review and adhere to the Decker Contractor Site Work Requirements before beginning work. (Exhibit G)

iii. All crew members must provide valid identification and check in with the security guard.

iv. A crew leader must sign in and out at the admin building upon arrival to and departure from Decker.

v. The Contractor shall take all precautions necessary and shall be responsible for the safe performance of the Services. The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the Services.

vi. The Contractor shall maintain the safety of the Contractor’s personnel, equipment and the public in the execution of the Services.

vii. The Contractor shall instruct its employees on appropriate safety measures and may not permit employees to place or use equipment in locations which may create safety hazards.

viii. The Contractor shall interrupt the Services, if necessary, to allow vehicular and pedestrian traffic to pass through the work areas. The Contractor shall not interfere with the use of public and private roads or sidewalks.

ix. The Contractor shall retain sole responsibility for the safety of their personnel. Any injury sustained by a Contractor employee at a site shall be reported to Decker management, as soon as possible but no more than thirty minutes after the incident occurs.

x. Austin Energy shall not be held responsible for Contractor or third-party accidents.

xi. The Contractor’s personnel shall adhere to all safety requirements of the

Occupational Safety and Health Administration, the American National Standards Institute, and Austin Energy. The Contractor’s employees shall wear eye and ear protection as necessary.

xii. The Contractor shall supply, and all employees shall wear approved hard hats, steel toe shoes, eye protection and appropriate personal protection equipment and follow all applicable safety requirements while working in energized and secured areas of substations and power generation properties.

xiii. The Contractor's employees shall be properly trained in the policies and procedures of safely working around energized electrical components and entry and exit of Austin Energy facilities. A representative from the Contractor shall attend any training required by Austin Energy and provide the information to the Contractor’s employees, including new personnel added during the life of the Contract.

VII. DECKER POWER STATION SITES

See Exhibit H-Decker Site Maps and Exhibit G-Decker Contractor Site Work Requirements for additional information.

a. Maintenance Assignment Schedule

i. Decker management shall assign work sites on an as-needed schedule dependent on the vegetation growth rates, grounds maintenance needs, level of maintenance required and the visibility at each of the sites.