Landscape_Maintenance_(Addendum_#2_Revision).pdf

COMPETITIVE BID

FURNISH AND DELIVER

LANDSCAPE MAINTENANCE

FOR THE

PARKS, RECREATION AND COMMUNITY SERVICES

DEPARTMENT

CITY OF PASADENA, CALIFORNIA

Competitive Bid - Landscape Maintenance Release Date: Thursday, October 24, 2024

Attachments:

A - Master Labor and Materials Contract - 12-29-21 B - REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION 11032022

C - RELEVANT EXPERIENCE FORM

E - FAITHFUL PERFORMANCE BOND FORM

F - Subcontractor Listing I - Landscape Maintenance Area II (Water Division Site) K - Landscape Maintenance Area III (Power Division Site) L - Landscape Maintenance Area I (Parks Recreation and Community Services) M - MAP - Landscape Maintenance Area I (Parks Recreation and Community Services )

1. Notice Inviting Bids

For

Landscape Maintenance

Notice is hereby given that the City of Pasadena is calling for sealed bids for the Parks, Recreation and Community Services Department and will receive sealed bids prior to 3:00 pm, Thursday, November 21, 2024 and will electronically unseal and make them available online (https://procurement.opengov.com/portal/pasadena/projects/108402) for this solicitation named "Landscape Maintenance" Project ID: 2024-IFB-LM-0582.

1. Summary

The intent and purpose of this agreement is to provide landscape maintenance services and brush clearance for designated areas and on properties owned/or managed by the City of Pasadena.

2. Delivery Instructions

Bids will be received via the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena). A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the Submittals/Checklist. Bids will be received prior to 3:00 pm on Thursday, November 21, 2024 and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/108402

Addenda shall be acknowledged via the City's eProcurement Portal. Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

3. Pre-bid Conference

See the Timeline in the section named "Instructions to Bidders." If there is a Mandatory pre-bid meeting, bidders are required to attend at the time, date, and location included in the Timeline (#Instructions to Bidders) of this solicitation. If there is a Non-Mandatory pre-bid meeting, bidders not required to attend.

Each prospective bidder will have the opportunity to clarify and ask questions regarding these Specifications. The Pre-bid Meeting will be held at the time, date, and location in the Timeline of this solicitation.

4. NOTICE REQUIREMENTS

https://procurement.opengov.com/portal/pasadena/projects/108402 https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/108402/document?section=988953 https://procurement.opengov.com/portal/pasadena/projects/108402 https://procurement.opengov.com/portal/pasadena/projects/108402/document?section=988956 https://procurement.opengov.com/portal/pasadena/projects/108402/document?section=988956

No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

5. Required Licenses (Eligibility Requirement)

Bidders must possess and provide the following license(s) or certification(s) to be deemed qualified to perform the work specified:

Landscaping Contractor License C-27

6. Deadline for Questions

The deadline to submit questions related to this solicitation is Tuesday, November 12, 2024, prior to 3:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any other City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

7. Release Date

Release Dated: Thursday, October 24, 2024

MIGUEL MÁRQUEZ

City Manager https://procurement.opengov.com/portal/pasadena

2. Instructions to Bidders

1. Summary

Submittal Instructions

Bids will be received via the City's eProcurement Portal. A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the #Bidder's Submittals/Checklist. Addenda shall be acknowledged via the City's eProcurement Portal. Bids will be received prior to 3:00 pm on Thursday, November 21, 2024 and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/108402

Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

All bid pricing must be entered into the City's eProcurement Portal or the bid may be considered informal and deemed non-responsive, do not use a separate document attachment to represent your pricing. All required attachments must be completed and uploaded electronically into City's eProcurement Portal prior to the set bid date and time in this Notice Inviting Bids.

• DEPARTMENT: Parks, Recreation and Community Services Department

• RELEASE DATE: Thursday, October 24, 2024

• CONTACT: Tsega Selassie

The intent and purpose of this agreement is to provide landscape maintenance services and brush clearance for designated areas and on properties owned/or managed by the City of Pasadena.

2. Contact Information

Tsega Selassie Management Analyst III Email: tselassie@cityofpasadena.net Phone: (626) 744-6785 Department:

Parks, Recreation and Community Services Department

3. Timeline

Vendors are strongly advised to complete and submit all required items sufficiently early before the date listed in this solicitation. Bids must be completed and submitted according to the instructions in this solicitation prior to 3:00 pm onThursday, November 21, 2024.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/108402/document?section=988953 https://procurement.opengov.com/portal/pasadena/projects/108402 https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena mailto:tselassie@cityofpasadena.net tel:(626)744-6785

Release Project Date October 24, 2024

Pre-Bid Meeting (Mandatory) November 7, 2024, 10:00am

233 W Mountain, Pasadena California

Question Submission Deadline November 12, 2024, 3:00pm

Bid Submission Deadline November 21, 2024, 3:00pm

3. Bid Specifications

1. Landscape Maintenance Specification

The intent and purpose of this agreement, is to provide landscape maintenance services for the Department of Park, Recreation and Community Services (PRCS) and Pasadena Water and Power

(PWP).

The properties contained in this contract are owned and/or managed by the City of Pasadena.

Sites include Parks, Libraries, Median and Traffic Islands, Water Well Facilities, Water Booster Plants, Water Reservoirs, Water Treatment Plants, Power Substations, Power Receiving Stations, Power Plant, Water and Power Department Properties, and other areas of responsibility. Most sites are easily accessible but others are remote and may require coordination with the City Contract Supervisor to gain access.

During, and at the end of the contract period, all plant material shall be in a healthy, growing condition. Work generally consists of litter and debris removal and general landscape maintenance. Maintenance at these sites will include all or some of the following: litter removal in hardscape areas, the maintenance of turf areas, landscaped areas, and vines as detailed in Exhibit A, Books 1 thru 3. Other miscellaneous landscape maintenance work may be assigned on an “As-Needed” basis at the discretion of the City.

All sites shall be maintained in the frequencies noted in Exhibit A, Books 1 thru 3, unless directed otherwise by the designated City Contract Supervisor for Parks, Recreation and Community Services and Water and Power Departments.

The City is seeking bids for three separate contracts. Contractors may bid on any or all of the contracts for areas listed below. Bidders must provide pricing on all line items to be considered responsive. Any incomplete bid will be ruled unresponsive and may not be considered for an award.

• Landscape Maintenance Area I ( Park, Recreation and Community Services)

• Landscape Maintenance Area II (Water Division Site)

• Landscape Maintenance Area III (Power Division Site)

Work Schedule

As part of the bid, contractor must submit maintenance schedules with a dedicated crews for PRCS and PWP. This is a mandatory requirement. It is imperative to have work schedules for inspection purposes.

• Schedule the work to complete in one (1) visit. Do not move to next location until the work area is completed, or unless directed by Parks Supervisor, PWP representative, or designee.

• The schedule shall indicate the days and approximate time of day the Contractor will be working at the site(s).

• List crew personnel names, service dates, times, and locations. Immediately notify the Contract Supervisor or designee of any changes to the work schedule.

• The Department reserves the right to change schedule as needed per the season, weather, work conditions, budgetary, or if it is in the best interest of the County.

DEFINITIONS

• “Director of Parks, Recreation and Community Services Department” – Director of Parks, Recreation and Community Services Department” shall have the authority to determine that all work and specifications listed under this bid are performed satisfactory by the Contractor under Landscape Maintenance Area I.

• “Parks & Landscaping Superintendent” – The Parks & Landscaping Superintendent shall have the authority to determine the adequacy and quality of maintenance for Landscape Maintenance Area I.

• "City Contract Supervisor” – Refers to the identified contract manager for any individual site or a combination of sites listed under Landscape Maintenance Areas I thru III. This identified person shall be contacted regarding scheduling of work, changes in schedule, or clarifications within the scope of work.

• “Site Representative” – Refers to an identified individual for any individual site or a combination of sites listed under Landscape Maintenance Areas I thru III that will provide physical access to city designed sites. Contractor shall refer to Exhibit A, books 1 thru 3 for the identified site area that requires access by the Site Representative.

EXPERIENCE AND QUALIFICATIONS OF CONTRACTORS

The Bidder shall possess an active Class 27 Landscaping Contractor License (“C-27”), and it must be active and current throughout the duration of the contract.

Bidder must document five (5) years of landscape maintenance work experience with a municipal agency providing landscaping services of similar size and scope to the work described in these Specifications.

The City may request the following documentation to validate experience, including but not limited to: scope of work, prior contract awards, and formal bid solicitations to verify prior landscape maintenance work experience.

Bidders that do not meet this requirement may be deemed non-responsive.

START OF WORK

Work is to begin no more than 15 days from the date of the executed contract. The Contractor will submit their first monthly schedule and shall perform work in a timely manner, in accordance with the schedule provided by the City Contract Supervisor, or as instructed by the City.

The Contractor shall submit a monthly invoice to the City that will list each service location maintained during that service month, the names of the Contractor’s lead person and crewmembers, the start time and end time for each job site location, and the description of services performed.

The Contractor will also submit a maintenance schedule for the upcoming month, together with the monthly invoice. The schedule shall indicate the days and approximate time of day the Contractor will be working at the site(s). The Contractor shall contact the City Contract Supervisor immediately if there are any changes to the proposed schedule. The monthly invoice will not be processed for payment until the required monthly maintenance schedule is submitted.

Occasionally, activities or events deemed necessary by the City may alter the service schedule of sites(s) noted in these Specifications. In the event of a scheduling conflict, the City shall notify the Contractor of any necessary changes to the maintenance schedule that arise from these activities or events. In the event of a scheduling conflict, the Contractor shall reschedule maintenance work to avoid conflict with any planned activities or events deemed necessary by the City at sites(s) noted in these Specifications.

• The Rose Parade will affect the maintenance schedule at several site(s) noted in these Specifications. The City reserves the right to cancel the maintenance of these sites for a specified period, due to Parade-related activities. Access to these sites is limited or inaccessible and the maintenance of these sites shall be rescheduled with the City Contract Supervisor. The Contractor shall contact the City Contract Supervisor for specific information regarding which sites are impacted by the Parade since some sites vary from year to year.

• Landscape Maintenance Area II – Gould Tanks (Drawing R-6) jobsite, located in Exhibit A, Book 2, is accessed through the NASA Jet Propulsion Laboratory (JPL) property. All workers performing work at Gould Tanks will require a prior security clearance from NASA/JPL. It is the Contractor’s responsibility to apply and attain the clearance for their workers prior to scheduling the work at Gould Tanks.

PROTECTION OF EXISTING FACILITIES The Contractor shall provide adequate and reasonable protection of existing City facilities from damage or injury at all times. The Contractor shall be responsible for the costs associated with all repairs or replacements of existing improvements that are damaged, injured or removed as a result of performing these Specifications.

TRAFFIC CONTROL Contractor shall control the movement of equipment, personnel, and supplies between vehicles and the median and traffic islands so as not to create any safety hazard or obstruction of vehicular traffic on the roadway. The Contractor shall conform to all City traffic safety requirements and operating rules at all time. The Contractor will be responsible for supplying and using all safety equipment necessary to close or delineate traffic lanes to vehicle or pedestrian traffic. Lane closures, including parking lanes, require notification to the City’s Traffic Management Division of the Transportation Department and posting of notices on site 48 hours prior to closure.

Pedestrian and vehicular traffic shall be allowed to pass through the work areas only under conditions of safety and with as little inconvenience and delay as possible. Unless work area is totally barricaded or otherwise kept safe. At least one representative of the Contractor shall serve to coordinate safe operations on the ground at all times when work operations are in progress.

EQUIPMENT AND VEHICLES Contractor is responsible for storage of all vehicles and equipment during the execution of the contract. Contractor is responsible for adhering to all City parking and traffic ordinances at all times.

Equipment for Landscape Maintenance Area II – Water Division Sites The Water Division sites listed in Area II are located in high fire hazard areas. The Contractor shall use spark arrestors on all equipment when performing work in Area II sites. A qualified spark arrester must be properly installed and maintained in effective working condition. It is the Contractor’s responsibility to ensure all equipment has approved spark arrestors.

Equipment for Landscape Maintenance Area III – Power Division Sites All Power Division sites listed in Area III have a head protection requirement. It is the Contractor’s responsibility to ensure that all crewmembers working inside the Power Division sites have CSA certified hard hats stamped CSA Z94.1-05, Type 1, Class E and G.

PUBLIC RELATIONS, SAFETY, AND COOPERATION All landscape maintenance work shall be conducted in a manner as to cause the least possible interference or annoyance to others. The Contractor shall endeavor to maintain good public relations at all times. The Contractor is required to identify the name of their company, confirm that they are a contracted vendor with the City of Pasadena, and identify the lead person on duty if asked by a member of the public. Any follow up communication or inquiries from the public are to be directed and handled by the City Contract Supervisor.

Contractor shall ensure that all fire hydrants, meter vaults, water and gas shut off valves and similar facilities are accessible during the course of work. Contractor shall maintain clear passage and least amount of inconvenience to public and private traffic ways, businesses, and residences.

Contractor shall strive to keep noise levels, to a minimum at all times. Additionally, the Contractor shall abide by the City’s Noise Ordinance (P.M.C. 9.36.070).

The Contractor shall maintain all work sites in a safe, neat, clean, and orderly condition. All work sites are to be kept free from trash, debris, surplus material or other objectionable matter of any kind, subject to the satisfaction of the City Contract Supervisor.

INSPECTION AND REVIEW Upon bid award and during the contract period, the City may inspect the work performed by the Contractor to verify that work performance is within the specifications listed under Bid Specifications and located within Exhibit A, Books 1 thru 3. If the Contractor performs work that is not within the specifications, the Contractor will be required to complete the work at no additional cost to the City in order to meet the specifications.

COOPERATING WITH OTHER CITY OPERATIONS

It is the Contractor’s responsibility to coordinate contractual work with simultaneous projects, both City contracted and other, in the same location.

CONTRACT TERMINATION

• Previous unknown circumstances arise making it desirable in the public interest to void the contract.

• The Contractor is not adequately complying with specifications after notification by the City Contract Supervisor or the Parks & Landscape Superintendent.

• The Contractor refuses, neglects, or fails to supply properly trained, competent and skilled supervisory personnel and workers or proper equipment to compete the job to the City’s specifications and satisfaction.

• The Contractor, in the judgement of the City, is unnecessarily or willfully delaying the performance and completion of the work.

• The Contractor refuses to proceed with work when and as directed by the City.

WORKING HOURS

Workdays are Monday through Friday. Working hours shall be no earlier than 8:00 A.M. and no later than 5:00 P.M. Monday through Friday. The Contractor may choose to perform work on Saturday, but must receive written authorization from the City Contract Supervisor no less than 48 hours in advance before work is to be performed. Work completed under this arrangement shall be paid at the regular contract price. Working hours on Saturday shall be no earlier than 8:00 A.M. and no later than 5:00 P.M

COMMUNICATION

The Contractor shall be accessible for communication by cellular phone during all hours that the Contractor is conducting work within the city and during the City’s normal working hours. The Contractor shall have the ability to contact its lead person and crewmembers within 30 minutes of notification by the City.

DAMAGE TO PUBLIC OR PRIVATE PROPERTY

Contractor shall contact the City Contract Supervisor or Parks & Landscape Superintendent immediately via email upon discovery of damage caused by the Contractor. Repairs to private or city property damage by Contractor shall be made within 48 hours. Repairs on private property shall be made in accordance with the appropriate building code under permits issued by the City of Pasadena, Department of Planning and Community Development. Any damage caused by the Contractor shall be repaired or restored at the Contractor’s expense to a condition similar to equal to that existing before the damage, in a manner acceptable to the City. Specials attention should be taken to prevent damage to sprinkler systems in parkways, parks, medians, and other landscaped areas.

MEDIANS AND TRAFFIC ISLANDS Required warning devices, as described in the latest edition of the California Manual on Uniform Traffic Control Devices, shall be used to warn approaching motorists of workers and equipment working on and around the medians and traffic islands. The Manual may be downloaded from https://dot.ca.gov/programs/safety-programs/camutcd. All workers on the islands shall wear all required safety Personal Protective Equipment (PPE) and safety vests.

BACK PACK BLOWERS Backpack blowers will be allowed at locations where not specifically prohibited, as indicated in the Exhibit A, Books 1 thru 3. When operating a blower, special care shall be taken by the Contractor to operate only between the hours stated in the City of Pasadena Noise Ordinance. Where blowers are prohibited, debris, and litter shall be hand swept to remove litter, debris, and dust.

• Declaration of Policy (Ord. 6845 § 1, 2000: Ord. 6227 § 1 (part), 1987)

• It is declared to be the policy of the city to prohibit unnecessary, excessive and annoying noise, airborne dust and noxious fumes caused by the use of leaf blowers, pursuant to the city’s police powers

• Definitions (Ord. 6845 § 2, 2000; Ord. 6227 § 1 (part), 1987) o As used in this chapter, unless the context otherwise indicates, the words and phrases used in this chapter are defined as follows:

▪ "Leaf-blowing machine" means any gas, electric device which is designed or intended, by generating a concentrated stream of air, to blow, dispel, or make airborne, leaves, grass cuttings, paper, trash or any other type of unattached debris or material.

https://dot.ca.gov/programs/safety-programs/camutcd

▪ "Parcel" as used in this chapter, means that area of real property as defined by the county recorder. Contiguous parcels owned by the same individual or entity shall be considered one parcel for the purposes of this chapter.

▪ Residential area" as used in this chapter, means any property used in a manner defined as a residential use in Section 17.16.030 of this code. Sidewalks and streets adjacent to residential property shall be considered a "residential area" for purposes of this chapter.

▪ "Person" as used in this chapter means one who uses, controls, employs or hires an individual to use a leaf blower, including but not limited to, the real property owner, a tenant, an individual holding a legal interest in the real property, or a person employed in the landscape gardening or property maintenance business.

• Prohibition (Ord. 6845 § 3, 2000: Ord. 6227 § 1 (part), 1987) o It is unlawful for any person to use or to operate, or cause to be operated any type of leaf-blowing machine or device within a residential area before 8:00 a.m.

and after 6:00 p.m., Monday through Friday; before 9:00 a.m. and after 5:00 p.m. on Saturday; or at any time on Sunday.

o It is unlawful for any person to use or allow to be used, or to operate or cause to be used or operated any type of leaf-blowing machine or device in the city within a radius of 500 feet of a residential area before 8:00 a.m. and after 6:00 p.m., Monday through Friday; before 9:00 a.m. and after 5:00 p.m. on Saturday;

or at any time on Sunday.

o It is unlawful for any person to use or operate, or cause to be used or operated, a leaf blower in such a manner as to blow, dispel or make airborne, leaves, grass cuttings, paper, trash or any other type of unattached debris or material, which, by use of the leaf blower, will intentionally cause such leaves, grass cuttings, paper, trash or any other type of unattached debris or material to become airborne or travel beyond the property boundaries of the parcel on which it is being used, to adjoining properties or public rights-of-way within the city, and to remain there for more than 15 minutes.

o It is unlawful to operate more than one leaf blower per parcel.

o It is unlawful to operate a leaf blower for more than 15 minutes per hour on a parcel less than 1/2 acre, and for more than 30 minutes per hour on a parcel greater than 1/2 acre.

o It is unlawful to operate a leaf blower with a maximum noise level of 65 decibels when measured from a distance of 50 feet.

o It is unlawful for the city and any person to operate or authorize the operation of a gas-powered leaf blower at any time for any purpose. Notwithstanding the preceding sentence, the person responsible for any violation of this Section shall be limited to the landscape business owner, or homeowner if using their private gas-powered leaf blower. Use of gas-powered leaf blowers is exempt from this section as follows:

▪ When utilized by or at the direction of emergency responders for the purposes of responding to an emergency, or necessary to restore, preserve, protect or save lives or property from imminent danger of loss or harm.

▪ When used to clear downed trees or vegetation in areas needing expedient clearance when necessary to protect public safety, as authorized by the City."

• Certificate of compliance to be filed with Department of Finance (Ord. 6227 § 1(part), 1987) o It is unlawful for any person to utilize a leaf blower without having on file a certificate of compliance with the health department attesting to their knowledge of leaf blower operation and that they will operate a leaf blower in a manner so as to minimize dust and noise, and that they will utilize and keep in good working condition the noise reduction equipment installed on their leaf blowers.

o Contractors shall contact the Health Department at 626-744-6004 to set up an appointment with an environmental health inspector for certification.

• Public Health Department certification (Ord. 6845 § 4, 2000: Ord. 6227 § 1 (part), 1987) o It is unlawful to use or operate a leaf blower within the city unless it is certified annually by the public health department. Upon certification, a department approved sticker shall be affixed on the leaf blower so as to be visible at all times the leaf blower is in use.

LITTER AND DEBRIS CONTROL

All litter and debris shall be removed and cleaned from paved areas (including public sidewalks, concrete pathways, decomposed granite pathways, concrete medians and traffic circles) at the frequency rate specified in Exhibit A, Books 1 thru 3. Contractor shall be responsible for the off-site removal of all debris, trash, and other materials resulting from all maintenance operations around the base of trees, planting areas, raised planters and pots, roses, and turf areas.

At no time shall the Contractor blow grass cuttings/debris into public streets, trails, or gutters without immediately removing the cuttings and/or debris and disposing of it legally, off-site.

The Contractor shall remove all debris resulting from the maintenance operations and dispose of it off-site. All grass or other clippings shall be picked up after each mowing or trimming operation. All debris resulting from any of the Contractor's operations shall be removed and disposed of legally at the Contractor's expense.

No debris shall be allowed to remain at the end of the workday. All walkways will be kept clean/clear of debris and weed growth. Any paper, litter, or debris that accumulates within the work site will be picked up weekly and legally disposed of off-site. Any illegal dumping within the work site will be reported to the City Contract Supervisor.

• Paved Areas: Defined as hardscape within the landscape such as curb, mow curbs, concrete pavers, paved surfaces in medians, walkways and sidewalks. All hardscape shall be maintained on a weekly basis. Weekly maintenance shall include keeping the hardscape clean, debris, and weed free. Graffiti removal is not required, but should be reported to the City Contract Supervisor.

• Medians and Traffic Islands: All litter and debris shall be removed from inside and around the medians and traffic islands at the frequency rate specified in Exhibit A, Books 1 thru

3. The routine maintenance of all medians and traffic islands shall include cleaning of the curb, gutter and roadway surrounding the perimeter of each median or traffic island, every time that maintenance is performed.

• Planting Areas: All litter and debris shall be removed from around the base of the trees at the frequency rate specified in Exhibit A, Books 1 thru 3. All litter and debris shall be cleaned from the planting and rose areas at the frequency specified in Exhibit A, Books 1 thru 3. All litter and debris shall be removed from the turf areas at the frequency specified in the description of work prior to mowing and edging.

• Discarded Items: Contractor shall report all illegally discarded items and shopping carts within City owned or maintained sites to the City Contract Supervisor immediately.

• Trash Can Liners for Landscape Maintenance Area I – Parks, Recreation and Community Services: Contractor is responsible for the replacement of trash can liners at the sites designated in Exhibit A, Book 1. The replacement of trash can liners requires the Contractor to dispose of the trash can bags and insert new trash bags into the City identified trash cans.

WEED CONTROL

Weed and other volunteer plant material that is not intended to be part of the landscape shall be removed in planter beds, tree wells, along walkways, etc. Weeds shall be controlled by the Contractor using a combination of mechanical instruments and manual removal of weeds.

Organic chemical treatment and/or application, maybe used but only if approved in advance by the City Contract Supervisor. Contractor shall provide certification for application and a current MSDS for each chemical proposed for use during the Term(s) of this contract, if/when chemicals are ever approved for application. Applications shall be applied by licensed applicators .

REMOVAL OF BRUSH AND DEBRIS

• Contractor shall be responsible for the removal and disposal of all debris, pruning, brush, and other material resulting from tree maintenance operations.

• Contractor must comply with all state, local, county, and City laws and ordinances applicable to and governing such disposal.

TREE WELL MAINTENANCE

The Contractor shall maintain tree wells as stated below:

• Located in Turf and Parkways: Contractor shall clear debris and all vegetation within a minimum three-foot (3’) diameter from the trunk.

• Located in Planting Areas: Contractor shall clear debris and all vegetation within a minimum of one-foot (1’) diameter from the trunk.

• Located in Concrete: Contractor shall clear debris and all vegetation within a minimum of one-foot (1’) diameter from trunk.

MAINTENANCE OF LANDSCAPED PLANTING AREAS

Landscaped planting areas shall be maintained in accordance with Exhibit A, Books 1 thru 3, as supplemented herein.

All landscaped planting areas shall be pruned when the plants begin to encroach upon sidewalks, walls, medians, curbs or other permanent improvements. Ivy ground cover and vines shall be kept trimmed at a minimum of one (1) foot away from the shrubs and away from tree trunks at all times. All vines shall be maintained from growing onto the roofs or tops of any structures such as buildings and walls.

Pruning of all drought tolerant plantings including ground covers, in medians and landscaped areas shall be maintained in a natural style. All drought tolerant plants shall be selectively hand pruned to reduce the height of the plants and to remove all spent stalks and flowers.

PRUNING OF LANDSCAPED PLANTING AREAS

The Contractor shall selectively prune all shrubs whenever required such that each shrub grows vigorously and healthily in its natural form without encroaching upon any adjacent area, improved street or sidewalk, or otherwise becomes a public hazard. Pruning shall be performed as needed, to maintain size and shape. There shall be no shearing of plant material in the medians to create a woody outer edge, at any time. Blooms shall be pruned off as blooms fade.

• Pruning cuts shall be made in a manner to favor the earliest possible covering of the wound by callus growth. Non-woody shrubs shall be pruned to maintain a natural appearance.

• To avoid the spreading of recognized infectious diseases, pruning wounds shall be left unpainted.

• When dealing with infectious diseases, pruning tools as well as cut surfaces shall be disinfected as prescribed for the disease involved. Lower limbs of shrubs shall not be removed nor raised.

• Do not prune shrubs as individual plants when they are part of a mass planting. Trim shrubs only as required to promote denseness and to maintain a natural mounding form.

Use only hand trimmers.

• To encourage new growth in older plants, open the interior by removal of large old inner wood. The size of shrubs shall be controlled and their natural shape preserved, by pruning branches and limbs to lateral branches or removal to their point of origin.

Pruning shears and pruning saws shall be used.

• Plants in median and traffic islands shall be controlled for vehicular and pedestrian safety by keeping them behind curbs and the maximum height of all shrubs and ground covers shall be approximately two and half (2 1/2) feet in height. The plants shall not create any line of sight issues on the roads.

• Planting intended for traffic screening shall be maintained at the current height.

• If any shrubs are destroyed by traffic accident or vandalism, the Contractor shall notify the City Contract Supervisor or the Parks & Landscape Superintendent immediately for approval to proceed with replacement. Contractor shall request approval of “Extra Work” before repairing or replacing plants.

• No dead or dying plant material shall be removed without prior approval of the City Contract Supervisor. Contractor shall inform City Contract Supervisor of dead or dying plant material.

REPLACEMENT OF SHRUBS IN LANDSCAPED AREAS

The replacement of shrubs, for reasons not caused by the Contractor’s negligence, shall be considered extra work. Before “Extra Work” is done, a written proposal shall be submitted to the Parks & Landscape Superintendent or City Contract Supervisor for approval.

MAINTENANCE OF ROSES

Roses shall be maintained in accordance with Exhibit A, Books 1 thru 3 and as supplemented herein.

• Pruning of Roses: All roses shall be entirely pruned during the month of January or February to the height of sixteen to eighteen (16 to 18) inches high. Pruning shall include the removal of dead wood and spindly shoots. The method of pruning shall be sufficient and proper in technique to promote a new season of blooms. No use of power shears is permitted when pruning roses.

• The City Contract Supervisor shall determine final pruning methods. During all other months, individual rose blooms shall be pruned as bloom begins to fade, to encourage new blossoms throughout the seasons.

• Replacement of Roses: The replacement of roses, for reasons not caused by the Contractor’s negligence, shall be considered extra work. Before extra work is done, a written proposal shall be submitted to the City Contract Supervisor for approval.

Replacement of roses shall be made when bare root plants are available.

MAINTENACE OF TURF AREAS

Turf areas shall be maintained in accordance with Exhibit A, Books 1 thru 3 and as supplemented herein.

Frequency of mowing may be revised by the City Contract Supervisor due to conflicts with activities or events deemed necessary by the City.

• Mowing: Reel or rotary type mowers shall be used depending on the type of grass and the terrain as determined by the City Contract Supervisor.

• Warm Season Turf: In the warmer seasons, mowed height for warm season turf shall be maintained at one (1) inch in height. In the cooler season, over-seeded turf grass shall be maintained at two (2) inches in height.

• Cool Season Turf: Mowed height for cool season turf shall be maintained at two to three (2-3) inches in height.

EDGING OF TURF

Frequency of edging shall occur each time the turf is mowed at the frequency rate specified in Exhibit A, Books 1 thru 3 or may be revised by the City Contract Supervisor due to conflicts with activities or events deemed necessary by the City.

In areas where the turf is not over-seeded in October, the edging frequency may be reduced to an “As-Needed” basis during the cooler season months. “As-Needed” is defined as when the grass grows over the curb, sidewalk or other facility and is in need of edging for aesthetic purposes. “As-Needed” frequencies shall be determined by the City Contract Supervisor and that decision is considered final.

IRRIGATION SYSTEMS

Irrigation systems shall be inspected and serviced weekly by City Staff for proper operation, water pressure, volume, and sprinkler alignment. The Contractor shall notify the City Contract Supervisor immediately if any part of the system is damaged. In the event that there is water running from the irrigation system due to an accident, rupture or system failure, the Contractor shall turn off the source of water and notify the City Contract Supervisor immediately. All plant material shall be cut away from all irrigation components, such as, sprinkler heads, controllers, valve boxes, back flow preventers, and quick coupler valve boxes.

EXTRA WORK – ADDITIONAL “AS-NEEDED” MAINTENANCE WORK

The City may request that the Contractor perform extra work, not included within the scope of these Specifications and Special Provisions. The extra work shall require that an additional crew for maintenance tasks be provided for this “As-Needed” extra work.

Extra Work may be required as a result of vandalism, accidents, or acts of nature. Extra work may be required in order to add new, delete, or modify existing landscape maintenance sites. Prior to performing any extra work, the Contractor shall prepare and submit a written description of the work with an estimate of labor and materials. No work shall commence without written authorization from the Parks & Landscape Superintendent or City Contract Supervisor.

Notwithstanding the above authorization, when a condition exists wherein there is imminent danger of injury to the public or damage to property, the Parks & Landscape Superintendent or City Contract Supervisor may verbally authorize the work to be performed upon receiving a verbal estimate from the Contractor. Within twenty-four (24) hours after receiving a verbal authorization, the Contractor shall submit a written estimate to the City Contract Supervisor or the Parks & Landscape Superintendent for approval. In all cases where there is imminent danger to the public or damage to property, the Contractor shall immediately take all measures to secure the area and remove the potential hazard and shall immediately notify the Parks & Landscape Superintendent or City Contract Supervisor, as stated above.

The City reserves the right to cause any additional work deemed necessary by the Parks & Landscape Superintendent or City Contract Supervisor to be performed by City crews and other contractors at no cost to the Contractor.

• SCHEDULE FOR EXTRA WORK

Within fifteen (15) calendar days after approval of extra work and at least five (5) days prior to beginning the extra work, the Contractor shall submit to the City Contract Supervisor for approval, a schedule showing items of work and time frame for accomplishing the work. The Contractor and City Contract Supervisor shall coordinate the Contractor’s schedule for the approved extra work.

• INSPECTIONS FOR EXTRA WORK

All extra work and materials are subject to inspection and approval by the Parks & Landscape Superintendent or the City Contract Supervisor.

The Contractor shall notify the City Contract Supervisor, two days prior, for inspection of the following extra work for approval:

o Additional Requested Maintenance: All of the work shall be inspected and approved.

o Grading: For all finish grades prior to installation of any lawn and landscape planting.

o Inspections: Any other inspections as called for in the extra work authorization. All of the above shall be inspected and approval shall be obtained from the City Contract Supervisor, prior to proceeding with any other portion of extra work.

• LAYOUT OF EXTRA WORK

All spot elevations, grading contour lines, and grades shown on the plans for grading, pavement and drainage improvements shall be provided by the City. Before any excavation begins, the Contractor shall submit and obtain approval from the City Contract Supervisor or the Parks & Landscape Superintendent.

• UNDERGROUND SUBSTRUCTURES FOR EXTRA WORK

Any construction plans provided to the Contractor for extra work shall show existing onsite underground substructures to the extent of the Department’s records. Service lines from other public utilities, including the City of Pasadena Water and Power, shall be located by notifying Underground Service Alert (USA) at 1 (800) 422-4133 prior to commencing any excavation.

• PUBLIC SAFETY FOR EXTRA WORK

In addition to the above requirements, the contractor shall comply with Chapter 44 entitled “Protection of Pedestrians During Construction or Demolition” of the current edition of the Uniform Building.

• GENERAL REQUIREMENTS FOR EXTRA WORK

o The requirements of the Contract documents and all sections of these Specifications shall apply to the work of this section.

o Before proceeding with any installations, the Contractor shall verify all dimensions and quantities, and shall immediately inform the City Contract Supervisor or the Parks & Landscape Superintendent of any discrepancy between the drawings, specifications, and actual conditions. No work shall be done in any area where there is a discrepancy until the City Contract Supervisor or the Parks & Landscape Superintendent has given prior approval.

o Names of manufacturers indicated on the drawings and/or Specifications are provided in order to define the quality and type of materials required. Whenever manufacturer lists specific materials, it shall be understood to be “or equal”.

However, any materials proposed to be used by the Contractor as an “equal” must be submitted to the City Contract Supervisor or the Parks & Landscape Superintendent for evaluation and receive prior approval, with the proposal for extra work.

o The Contractor shall obtain the approval of the City Contract Supervisor or the Parks & Landscape Superintendent before any of the proposed improvements are either constructed or installed. The failure of the Contractor to comply with this requirement could result in the removal of any improvement not receiving prior approval and/or no payment for work completed without approval.

o Before beginning excavations near power poles, the Contractor shall notify the Power Division (626) 744-4467 at least five (5) working days in advance so that City forces can provide additional pole support if necessary. This work will be done at no expense to the Contractor.

• SUBMITTALS FOR EXTRA WORK

Within five (5) days after approval of the Extra Work and before any materials are installed, the Contractor shall submit for approval by the City Contract Supervisor or the Parks & Landscape Superintendent five (5) copies of a complete proposed list of all materials and their source. Only those materials so approved shall be installed. Within ten (10) days after approval of the Materials List, the Contractor shall submit proof that materials have been ordered and are available for the specified delivery date.

• DUST CONTROL FOR EXTRA WORK

The Contractor’s operations shall conform to the current provisions of Section 7-8.1 entitled “Cleanup and Dust Control” of the Standard Specifications; with the following modification: All water of dust palliative furnished and applied on this project will not be paid for as a separate item, and full compensation will be considered as included in the separate items of the Extra Work Proposal.

• BUSINESS LICENSES FOR EXTRA WORK

The Contractor to whom the Contract is awarded and his/her subcontractors and materials shall comply with the business license requirements of the City as set forth in Title 5 of the Pasadena Municipal Code, entitled “Business Licenses and Regulations” (Ordinance No. 4747).

• LANDSCAPE INSTALLATION FOR EXTRA WORK

Installation shall conform to the current provisions of Section 308 entitled “Landscape and Irrigation Installation” and Section 7 entitled “Responsibilities of the Contractor” of the Standard Specifications, except as modified and supplemented below, and in the Special Provisions of these Specifications, and as directed by the City Contract Supervisor or the Parks & Landscape Superintendent.

o General Earthwork - Shall conform with Section 308-2.1 of the Standard Specifications. All grades between contours and/or spot elevations shall be assumed to be straight grades. There shall be no localized depressions or humps.

o Finish Grade for Lawn Areas - Shall conform with Section 308-2.1 of the Standard Specifications. Finish grading of soil for lawn installation shall take place after the soil has dried out to a workable condition. After shaping, the soil shall be rolled and compacted to a density of 85 percent with a water ballast roller weighing 250 to 300 pounds. Irregularities shall be raked out, cut or filled and rerolled as necessary. The City Contract Supervisor or the Parks & Landscape Superintendent seeding or sodding shall approve the final grades.

o Method A Lawn Planting - (Repair) - Shall conform with Section 308-4.8.2(a) of the Standard Specifications. Seed mix for trenches less than 8-inches wide shall consist of twelve pounds of Pinnacle” Perennial Ryegrass, or twelve pounds of “pinnacle” Perennial Ryegrass, per 1,000 square feet and ¼-inch layer of Type 3 mulch.

o Method B Lawn Planting - Shall conform with Section 308-4.8.2 of the Standard Specifications. The seed rate for lawn planting/restoration shall contain the following materials at the rates specified:

▪ Mulch Fiber - 1,500 lbs/acre

▪ Stabilizer - 120 lbs/acre

▪ Fertilizer - Best 6-20-20 fertilizer at 650 pounds per acre.

▪ Seed - Twelve pounds of “Pinnacle” Perennial Ryegrass seed per 1,000 square feet. The Contractor shall supply a delivery receipt to the City Contract Supervisor or the Parks & Landscape Superintendent certifying compliance with specified seed mix.

• MAINTENANCE PERIOD AND PLANT ESTABLISHMENT FOR EXTRA WORK

o The maintenance period shall be for ninety (90) calendar days unless otherwise specified in the Extra Work Proposal. The maintenance operations shall be continuous and shall include watering, spraying, weed removal, pest control, mowing, rolling, trimming and edging of lawn areas and the weed removal, spraying, and control of pests in ground cover, shrub and tree areas.

o The maintenance and plant establishment period shall be started when all replanting and related work has been completed, in accordance with the Extra Work Proposal.

The start of the plant establishment period shall be determined by an on-site review by the City Contract Supervisor or the Parks & Landscape Superintendent.

4. General Specifications

1. BID PROPOSAL QUANTITIES

The quantities contained in the bid documents are approximate only and are for the sole purpose of comparing bids. The City may, in accordance with the specifications, order more equipment and/or materials as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of material actually provided as determined by the City and accepted at the unit prices noted in the bid.

2. Bidder's Guarantee

Bid security in the amount of five percent (5%) of the total bid price in the form of a surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen (15) calendar days after such award fail or neglect to enter into the contract and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder.

Electronic Bid bond is required. Bidders must submit all required information for the city to verify the bond with their bid . The bond must meet the following requirements and characteristics: A bid security in the amount of five percent (5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids.

Bid Bond Instruction:

Use the following when trying to setup a bid bond for the City of Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com

If a vendor ID has not been assigned, vendor can use their company EIN in the Contractor Vendor ID field (see below).

mailto:help@surety2000.com

Return of bid securities.

The city shall retain the bid security of the successful bidder until after execution of the contract and approval of the bonds or other security furnished by the bidder for the faithful performance of the contract or purchase order. Once a contract is fully executed, a notification will be sent to all bidders from the eProcurement system, at which time bidders can release their bond for this solicitation.

3. EVALUATION OF BID

Bids will be evaluated based on the lowest Grand Total Price submitted…