Landscape_Maintenance_Area_(LMA)_No._7_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2025-RFP-169

LANDSCAPE MAINTENANCE AREA (LMA) NO. 7

City of Palm Desert

73-510 Fred Waring Drive

Palm Desert, CA 92260

RELEASE DATE: March 18, 2025

DEADLINE FOR QUESTIONS: April 3, 2025

RESPONSE DEADLINE: April 17, 2025, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofpalmdesert https://procurement.opengov.com/portal/cityofpalmdesert

City of Palm Desert

REQUEST FOR PROPOSAL

Landscape Maintenance Area (LMA) No. 7

I. Background and Introduction II. Notice Inviting Proposals

III. Scope of Services IV. Requests for Clarification V. Content and Format of Proposal

VI. Selection Process VII. Evaluation Criteria

VIII. Submittal Requirements IX. General Conditions X. Protests

XI. Pricing Proposal

Attachments:

A - Maintenance Services Agreement

B - Payment and Performance Bonds

C - LMA_7_ATTACHMENT_1_FREQUENCY_SCHEDULE

D - LMA Frequency Schedule Legend

E - LMA 7 Map

F - LMA 07 Contractor Cost Proposal by Location

G - LMA 07 Additional Work Pricing Schedule

Request For Proposal #2025-RFP-169 Title: Landscape Maintenance Area (LMA) No. 7

1. Background and Introduction

1.1. Summary

The City of Palm Desert (“City”) is requesting proposals from qualified firms (“Proposers”) for Landscape

Maintenance Area (LMA) No. 7 (“Services”) to establish a Maintenace Services Agreement ("Agreement").

To serve and promote the welfare of its residents, the City intends to procure the Services, as described below.

The City of Palm Desert is requesting proposals to provide landscape and supporting maintenance services for the City of Palm Desert medians, parkways, and facilities. Services will be for a term of three (3) years commencing July 1, 2025. The work consists of furnishing all labor, materials, equipment, necessary tools, and machinery, supervision, and all utility and transportation services required to provide landscape and irrigation maintenance services for the City of Palm Desert.

1.2. Background

The City is a charter city in the State of California. The City is a thriving community of approximately 50,000 full-time and 32,000 seasonal residents. It is located in the Coachella Valley in eastern Riverside County, part of the low desert region of Southern California. The City features big-city resources in a friendly, small-town setting, offering first class educational opportunities, safe and clean streets, as well as plentiful shopping and community events. Palm Desert is considered the geographical, educational and retail center of the Coachella Valley.

Incorporated in 1973, the City operates under a council-manager form of government with a five-member

City Council elected at large. Each council member serves a four-year term. The City Council meets on the second and fourth Thursdays of the month at Palm Desert City Hall, 73-510 Fred Waring Drive.

1.3. Contact Information

Project Contact:

Melanie Slater

Management Analyst

Email: mslater@cityofpalmdesert.org

Phone: (760) 776-6447

Procurement Contact:

Cristal Ortega

Management Analyst

Email: cortega@palmdesert.gov

Phone: (760) 776-6327

Department:

PW - Operations & Maintenance mailto:mslater@cityofpalmdesert.org tel:(760)776-6447 mailto:cortega@palmdesert.gov tel:(760)776-6327

1.4. Timeline

The above scheduled dates are tentative and City retains the sole discretion to adjust the above schedule.

Nothing set forth herein shall be deemed to bind City to award a contract for the Services and City retains the sole discretion to cancel or modify any part of or all of this RFP at any time.

Release of Request for Proposal March 18, 2025

Pre-Proposal Meeting (Mandatory) March 26, 2025, 9:00am

Palm Desert City Hall

Administrative Conference Room

73-510 Fred Waring Drive

Palm Desert, CA 92260

Last Day to Submit Questions for

Clarification

April 3, 2025, 5:00pm

Clarifications Issued by City on or before April 10, 2025, 5:00pm

Deadline for Receipt of Proposals submitted on or before

April 17, 2025, 5:00pm

2. Notice Inviting Proposals

2.1. NOTICE

RFP No.: 2025-RFP-169

Project Title: Landscape Maintenance Area (LMA) No. 7

Project No. (if applicable): MLS00013

PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of Palm Desert (“City”) electronically through the City of Palm Desert’s ("City") online bid management provider (“OpenGov

Procurement”), until 5:00 pm, Thursday, April 17, 2025. Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any proposals received through any means other than

OpenGov Procurement will be returned to the proposer unopened.

The City is requesting proposals to provide: Landscape and supporting maintenance services for the City of Palm Desert landscape and lighting districts (LLDs). Services will be for a term of three (3) years commencing July 1, 2025. The work consists of furnishing all labor, materials, equipment, necessary tools, and machinery, supervision, and all utility and transportation services required to provide landscape and irrigation maintenance services for the City of Palm Desert.

The award of this contract is subject to available budget adequate to carry out the provisions of the proposed Agreement including the identified scope of work. The City reserves the right to reject any or all proposals determined not to be in the best interest of the City.

The City of Palm Desert is committed to inclusion and diversity and welcomes proposals and bids from contractors, consultants, and vendors of all faiths, creeds, ancestries, and ethnicities without regard to disability, gender identity, sexual orientation, or immigration status. The City condemns and will not tolerate prejudice, racism, bigotry, hatred, bullying, or violence towards any group within or outside of our community.

2.2. SCOPE OF SERVICES

The Services sought under this Request for Proposals (“RFP”) are set forth in more detail in the Scope of

Services Section, incorporated herein by this reference. Notwithstanding the inclusion of such Services in the Scope of Services Section, the final scope of Services negotiated between City and the successful

Proposer shall be set forth in the Professional Services Agreement (“Agreement”) executed by and between City and the successful Proposer. A copy of the Agreement is attached and incorporated herein by this reference.

2.3. PREVAILING WAGE

A. Certain labor categories under this project may be subject to prevailing wages as identified in the State of California Labor Code commencing at sections 1720 et seq. and 1770 et seq. If applicable, employees working in these categories at the site must be paid not less than the basic hourly rates of pay and fringe benefits established by the California Department of

Industrial Relations. Copies of the State of California wage schedules are available for review at www.dir.ca.gov/dlsr/. In addition, a copy of the prevailing rate of per diem wages will be made available at the PW - Operations & Maintenance Department upon request. The successful proposer shall post a copy of the prevailing wage rates at each job site. It shall be mandatory upon the proposer to whom the contract is awarded, and upon any subcontractors, to comply with all Labor Code provisions, which include but are not limited to the payment of not less than the said specified prevailing wage rates to all workers employed by them in the execution of the contract, employment of apprentices, hours of labor and debarment of contractors and subcontractors.

B. Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations (“DIR”). No proposal will be accepted, nor any contract entered into without proof of the proposer’s and subcontractors’ current registration with the DIR to perform public work. If awarded a contract, the proposer and its subcontractors, of any tier, shall maintain active registration with the DIR for the duration of the project. Notwithstanding the foregoing, the contractor registration requirements mandated by

Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections

1725.5 and 1771.1. The contract awarded pursuant to this proposal may also be subject to compliance monitoring and enforcement by the DIR.

2.4. LICENSE REQUIREMENTS

Unless otherwise provided in the Instructions for Bidders, each Bidder shall be a licensed contractor pursuant to sections 7000 et seq. of the Business and Professions Code in the following classification(s) throughout the time it submits its Bid and for the duration of the Contract: C-27 Landscape Contractor

License, International Society of Arboriculture (ISA) Certificate, Riverside County Pesticide Business

License and Qualified Applicator License (QAL).

2.5. REGISTRATION

Interested proposers may register as vendors and download the Request for Proposals (“RFP”). To register, visit the City's electronic bidding website, OpenGov Procurement, and proceed to "Subscribe" as a vendor with the City to receive new project notifications. Interested proposers may "Follow" the RFP to view and/or download the RFP details, receive addenda alerts and notices, and draft and submit a response.

2.6. PRE-PROPOSAL MEETING

Each Proposer is requested to attend a “mandatory” pre-proposal meeting to be held at 9:00 am on

Wednesday, March 26, 2025, at Palm Desert City Hall Administrative Conference Room 73-510 Fred

Waring Drive Palm Desert, CA 92260. Failure to attend this meeting will preclude a Proposer from submitting a proposal. Attendance at the pre-proposal meeting will ensure the Proposer understands the full scope of the Services requested.

3. Scope of Services

3.1. Scope of Services

1. SCOPE OF WORK

The work consists of furnishing all labor, materials, necessary tools and machinery, supervision, and all utility and transportation services required to provide landscape maintenance services for City of Palm Desert

Landscape and Lighting Districts in accordance with the Contract Documents at the following locations:

1.1 LOCATIONS

1. Waring Court – Parkways along the subdivision perimeter fronting Fred Waring Drive and Phyllis

Jackson Lane (approximately 12,262 sq. ft.)

2. Vineyards (Portola Wall) – Raised planter area on the west side of Portola Avenue, north and south of Rutledge Way, as shown on the map (approximately 6,320 sq. ft.)

3. Portola Place – Parkways along the subdivision perimeter on Portola Avenue and Santa Rosa

Way. Includes the small landscaped strip on the west side of the subdivision on Olive Court

(approximately 5,881 sq. ft.)

4. The Grove – Parkways along the subdivision perimeter on Deep Canyon Road and on Royal Canyon

Lane along the block walls (approximately 18,415 sq. ft.). There is one (1) Doggie Pot station https://secure.procurenow.com/portal/cityofpalmdesert

5. Palm Gate – Parkways along the subdivision perimeter on Deep Canyon Road, north of Moss Rose

Drive and north of Lavender Way (approximately 7,320 sq. ft.)

6. Primrose II – Parkways along the north side of Hovley Lane East between Carlotta and Hemingway and west of Hemingway (approximately 5,370 sq. ft.)

7. Desert Mirage – Parkways and entrance islands of the Desert Mirage development on the west side of Cook Street, south of Frank Sinatra Drive (approximately 22,998 sq. ft.)

8. Canyon Crest – Lavender Way: approximately 480 lineal feet of parkway along Deep Canyon Road, 600 lineal feet of parkway on Columbine Drive, and 188 lineal feet at the CVWD well site at Lavender

Way and Amaryllis Way (approximately 16,782 sq. ft.)

9. College View Estates I – Parkway along Shepherd Lane on College View Circle West and College

View Circle East. Parkway along Portola Avenue (approximately 11,920 sq. ft.). There is one (1) Doggie

Pot station

10. College View Estates II – 300 lineal feet of parkway along Portola Avenue; approximately 560 lineal feet of parkway along Shepherd Lane on Scholar Lane West and Scholar Lane East (approximately

8,158 sq. ft.)

11. Sundance West – Shepherd Lane parkway (west side) north side of Chinook Circle to south side of

Kokopelli Circle (approximately 6,600 sq. ft.). There are two (2) Doggie Pot stations

12. Sundance East – Shepherd Lane parkway (east side) north and south sides of Chinook Circle.

Parkway along Portola Avenue (approximately 6,960 sq. ft.). There is one (1) Doggie Pot station.

13. Petunia I – Parkways on the west and east sides of Shepherd Lane, on Petunia Place West and

Petunia Place East. Parkway along Portola Avenue (approximately 9,660 sq. ft.)

14. Boulders – Parkway on Shepard Lane, west side north and south of Alpine Lane (approximately

3,600 sq. ft.)

15. Kaufman & Broad – Street parkways on Frank Sinatra Drive at the Kaufman & Broad development west of Portola Avenue. Includes a retention basin on the interior of the development and the landscaped parkway on Hollister Drive at the CVWD well site west of Drexel Drive. (approximately

43,628 sq. ft.). There is one (1) Doggie Pot station

16. Palm Desert Country Club – Landscaped areas along the south side of Hovley Lane East between

Kansas Street and Idaho Street and small section of parkway west of Kansas Street to edge of development. Included are the medians and the traffic circle on Avenue of the States from

Washington Street to Michigan Avenue (approximately 27,047 sq. ft.)

17. Presidents Plaza I - Parking lots located between Highway 111 and El Paseo on the north and south boundaries and Portola Avenue and San Luis Rey on the east and west and:

18. Presidents Plaza II - Parking lots located between Highway 111 and El Paseo on the north and south boundaries and San Luis Rey and Larkspur Lane on the east and west (combined I & II approximately 16,193 sq. ft.)

19. Presidents Plaza III - - Parking lot located between Highway 111 and El Paseo on the north and south boundaries and Highway 74 and Sage Lane on the west and east (approximately 31,865 sq. ft.)

20. Hovley Lane West between Monterey and Portola avenues which includes the street parkway and the other common landscape improvements fronting the following:

21. The Glen – Glenwood Lane; approximately 990 lineal feet of parkway along Hovley Lane West and

Monterey Avenue (approx. sq. ft. 8,248)

Monterey Meadows – Clover and Meadow Lanes; approximately 660 lineal feet of parkway along

Hovley Lane West (approx. sq. ft. 3,160). There is one (1) Doggie Pot station

22. Sonata I – Sonata Court; approximately 990 lineal feet of parkway along Hovley Lane West and

Portola Avenue (approx. sq. ft. 10,044). There is one (1) Doggie Pot station

23. Sonata II – Posada Court and Via Fonda; approximately 1,980 lineal feet of parkway along Hovley

Lane West (approx. sq. ft. 19,320). There is one (1) Doggie Pot station

24. Hovley Estates – Centennial Circle; approximately 330 lineal feet of parkway along Hovley Lane

West and a 6,500 square foot retention basin at the back of the cul-de-sac (approx. sq. ft. 12816)

25. La Paloma I – Avenida Arcada; approximately 341 lineal feet of parkway along Hovley Lane West and a 6,500 square foot retention basin at the cul-de-sac (approx. 12041 sq. ft.)

26. La Paloma II – Avenida; approximately 337 lineal feet of parkway along Hovley Lane West and a

6,500 square foot retention basin at the cul-de-sac. (approx.. sq. ft. 13095)

27. La Paloma III – Avenida Solana; approximately 330 lineal feet of parkway along Hovley Lane West, no retention basin (approx.. sq. ft. 3,600)

28. Hovley Collection – Avenida Calafia and Avenida Estrada: Approximately 660 lineal feet of parkway along Hovley Lane West and a 15,400 square foot retention basin at the back of the streets

(approx. sq. ft. 22,120)

29. Sandpiper Court – Approximately 170 lineal feet of landscaped parkway on the south side of

Hovley Lane and Sandpiper Court and 6,600 square foot retention basin at the south end of the cul-de-sac (approx. sq. ft. 10,100)

30. Sandpiper Court West – Approximately 150 lineal feet of landscaped parkway on the south side of

Hovley Lane at Sandpiper Court West and a 6,500 square foot retention basin at the south end of the cul-de-sac (approx.. sq. ft.)

31. Hovley Court West – Approximately 300 lineal feet of parkway along Hovley Lane West and 550 lineal feet along Monterey Avenue south of Hovley Lane West (approx. sq. ft. 12,675)

32. Diamondback – Diamondback Road; approximately 280 lineal feet of parkway along Hovley Lane

West (approx. sq. ft. 3,600)

33. Palm Court – Palm Court; approximately 280 lineal feet of parkway along Hovley Lane West

(approx. sq. ft.3,600)

2.2 GENERAL SERVICES TO BE PREFORMED

Contractor shall provide the necessary labor and equipment to maintain the areas listed in the specified locations, at the level of maintenance and service defined by City of Palm Desert. The work shall include, but is not limited to, proper horticultural practices, as defined in the City of Palm Desert Landscape Maintenance

Manual, maintenance of all landscape materials and hardscape structures as designated in the following specifications and per the Frequency Schedule.

2.1 Contractor shall provide appropriate equipment and labor for the execution of all maintenance activities. City of Palm Desert reserves the right to inspect and/or approve any equipment used in this contract. If City of Palm Desert deems the equipment to be in disrepair or inappropriate to the task, City of Palm Desert may require that the equipment be removed from the job site and replaced with a different piece of equipment.

2.2 Contractor shall provide personnel fully trained in all phases of landscape maintenance, tree maintenance, and irrigation maintenance and operation. Contractor shall provide personnel capable of effective verbal communication with City of Palm Desert representatives. If City of Palm Desert deems personnel to be inadequate to accomplish the task, City of Palm Desert may require that the personnel be removed from the job site and replaced with personnel demonstrating the appropriate level of job knowledge, skills, and verbal communication to effectively accomplish the work.

2.3 Prior to commencement of the contract, designated City of Palm Desert representative(s) and the

Contractor will perform a mandatory acceptance walk-through inspection of the contract area. It is

Contractor’s responsibility to identify to City of Palm Desert unacceptable conditions with plant material, trees, and/or irrigation systems at the time of the walk-through. At City of Palm Desert’s discretion, unacceptable conditions may be resolved with the current (outgoing) contractor or with the successor Contractor on a “one-time only, extra-work” basis. After such corrections are made, the successor Contractor will be responsible for all contractual services.

2.4 Contractor shall replace, at no additional cost to City of Palm Desert for labor or materials, any plant or tree that dies beginning 30 days from commencement of the contract throughout the term of the contract, if such plant or tree demise is due to neglect, lack of maintenance, or otherwise improper care.

2.5 Contractor shall remove debris caused by all maintenance activities, including pruning and tree maintenance, on the same working day that such debris is generated.

2.6 Contractor shall provide the labor and equipment for the application of fertilizers and fertilizers with pre-emergent and post-emergent. Fertilizers with pre-emergent and post-emergent will be supplied by Contractor and reimbursed by the City of Palm Desert at actual cost plus 15% mark-

up. City of Palm Desert reserves the right to purchase standard fertilizer. The application of fungicides will be performed outside the scope of this contract.

2.7 Monthly reports for irrigation, green waste and pesticide application shall be submitted no later than the first Monday of each month, for the preceding month. Monthly payments will not be processed until all required reports are received.

2.7.1 The Irrigation Monthly Report shall include, but not necessarily be limited to, the following: date, irrigation technician identification, site identification, controller and valve identification, description of service and/or repair, statement of plant material condition as relates to water needs, and a section for general notes or comments.

2.7.2 The Green Waste Monthly Report submittal shall include the green waste facility tipping ticket. The tipping ticket shall be clearly legible and shall contain the name and address of the waste facility, the weight, and the City of Palm Desert’s name.

2.7.3 The Pesticide Application Monthly Report shall consist of a copy of the monthly report submitted to the Riverside County Agricultural Commissioner or, in the case of no pesticide applications made, a statement to that effect in the form of a letter or memorandum to City of

Palm Desert.

3. SPECIFIC SERVICES TO BE PERFORMED

3.1 Litter and Trash Control and Cleanup

3.1.1 Contractor shall remove and appropriately dispose of all plant litter (broken branches, broken limbs, excessive leaf-drop); trash and/or paper, cans, bottles, broken glass; dog droppings and any other out-of-place or discarded items. Plant litter includes plant debris caused by extreme temperatures or high winds.

3.1.2 Where trashcans and/or doggy stations are present, Contractor shall remove and dispose of their contents and replace the liners (City of Palm Desert may provide trash bags). Contractor shall wipe surfaces clean with a non-toxic cleaning solution.

3.2 Pest Control

3.2.1 Gophers will be controlled on an as-needed basis using City of Palm Desert-approved traps, within the scope of this contract. Ground squirrel control will be performed on an as-needed basis and is outside the scope of this contract.

3.2.2 Ants will be controlled on an as needed basis and is included in the scope of the contract. Red Imported Fire ant control is outside the scope of this contract. If Red Imported Fire ants are encountered the Contractor shall report the discovery to the City of Palm Desert prior to the end of the workday.

3.2.3 Contractor shall immediately report any bee activity (swarms or hives) detected to the City of Palm Desert. Bee removal is the responsibility of City of Palm Desert.

3.2.4 Aphids will be chemically controlled on oak trees in parking lots and along parkways. Fruit set will be chemically controlled on olive trees. These trees are located adjacent to parking lots, sidewalks, and hardscape areas designated for pedestrian traffic and use. Any recommended chemical treatment and the schedule for its application must be reviewed and approved in advance by City of Palm Desert. City of Palm Desert, at its discretion, may require from

Contractor all Material Safety Data Sheets, pesticide labels, and Pesticide Control Advisor recommendations for all pesticide applications performed. Contractor will be responsible for the material and labor and perform this work as well for all posting as required by label and law.

3.2.5 Contractor shall provide control and/or eradication of all weeds, as needed. Areas to be weeded include planters, gravel and decomposed granite areas, sidewalks, curbs, expansion joints, fence lines, drainage areas, cobble areas, bare areas, and the area around trees.

3.2.6 Mechanical and/or chemical methods of weed control are acceptable for annual and perennial weeds with the exception of Bermuda grass, nutsedge, and bindweed, which shall be controlled by chemical means only.

3.2.7 Contractor shall remove any debris generated by the weed control process after weeds have been sprayed and plant death has occurred.

3.2.8 Weeds in turf areas will be managed on an as-needed basis and shall be considered extra work.

3.3 Plant Maintenance

3.3.1 All plant material in the public right-of-way shall be maintained behind the curb line and/or sidewalk to allow for the safe passage of vehicles, pedestrians and/or the public.

3.3.2 Dead flower stalks shall be pruned from plants at the conclusion of flowering. If plants (such as agaves) die after flowering, Contractor will remove the entire plant and, if needed, shall repair the irrigation and backfill the hole. There shall be no dead blossoms, stalks, branches or foliage left on an otherwise healthy plant for more than one month, unless otherwise directed by City of Palm Desert and/or the contract documents. If offshoots are present, they will be left in place, and irrigation will be adjusted to assure adequate water supply to the offshoots.

3.3.3 Dead or weather-damaged plant material shall be pruned or removed under direction from City of Palm Desert within one week of notification.

3.3.4 The City of Palm Desert encourages contractors to familiarize themselves with the

City of Palm Desert’s “Landscape Maintenance Guidelines” book. The book, intended to serve as a visual guide to contractors, also provides pruning techniques and a calendar for ideal maintenance timing. The City of Palm Desert may at its own discretion, alter timelines or techniques and supply additional reference materials, as the City of Palm

Desert deems necessary.

3.3.5 Plant material will be pruned as needed, to keep plant material to scale based on the planter size, plant species, plant location and for safety purposes. The City of Palm

Desert will work with the Contractor to determine appropriate size for each plant species. In addition, the Contractor shall perform a yearly pruning to reduce the size and density of all shrubs and groundcovers, as directed by the City of Palm Desert.

3.3.6 Plant material installed by the Contractor shall be warrantied for a period of ninety days from the date of acceptance by the City’s Representative.

3.4 Tree Maintenance

3.4.1 All tree pruning shall be consistent with the current and applicable International Society of

Arboriculture (ISA) guidelines, the American National Standards Institute (ANSI) standards, the

City of Palm Desert's Landscape Maintenance Guidelines book and the Tree Pruning Ordinance.

3.4.2 Contractor shall perform safety and sucker pruning on all trees (including palms) eight feet

(8) in height and under. All broadleaf and palm tree pruning will be performed outside this contract. Contractor shall prune fronds, flowers, and seed pods on all palms that have six (6) feet of brown trunk or less. City of Palm Desert may request that a Certified Arborist be on site when Contractor’s staff safety prunes trees.

3.4.3 Tree branches shall be pruned as needed for traffic and pedestrian safety. Sidewalk clearance will be eight (8) feet and vehicular clearance fourteen (14) feet from grade. Any broken, dead or detached limb is considered a hazard and upon notice from City of Palm Desert, Contractor must remove such limbs by close of business the same day.

3.4.4 Trees broken or damaged as a direct result of storm, wind, accident, vandalism or structural failure shall be pruned and/or removed, upon City of Palm Desert’s request to Contractor, within

24 hours of notification and shall be an extra to this contract. Any debris blocking roadways or parking areas shall be removed within one hour of notification to Contractor. Replacement of trees and plants caused by reasons not related to contractual maintenance shall be reimbursable as an extra cost.

3.4.5 Trees planted by the Contractor shall be warrantied for a period of one-year from the date of the acceptance by the City’s Representative.

3.5 Turf Maintenance - General

3.5.1 All turf areas must be mowed in a manner that provides for the adequate and safe use of each facility for its intended purpose.

3.5.2 Bermuda grass will be mowed at ¾” height during the active-growth period.

3.5.3 Rye grass will be mowed at 1” height starting with its first cut after over-seeding and continuing until spring when the Bermuda grass becomes active.

3.5.4 All turf areas will be mowed weekly and may be mowed with rotary mowers; however, if

City of Palm Desert deems that the finished turf surface is irregular, aesthetically unacceptable, or if it creates a potential public safety issue, City of Palm Desert will require the turf area to be mowed with a reel mower. Excess clippings will be raked, swept and/or vacuumed leaving a regular, clean, acceptable and safe turf surface. Removal of clippings will be at no extra cost to the City of Palm Desert.

3.5.5 Detailing and edging of turf shall include chemical and/or mechanical detailing using a string trimmer or an edger around buildings, sidewalks, mow strips, paved areas, valve boxes, goal posts, light fixtures, fence lines, walls, along infield edges, behind backstops, drainage areas, and bare areas in planters. Only an edger shall be used on but not be limited to hardscape areas such as sidewalks and mow strips. All other areas may use an edger or string trimmer as appropriate and as approved by City of Palm Desert.

3.5.6 Contractor shall provide the labor and equipment for the application of fertilizers and fertilizers with pre-emergent(s) and post-emergent(s). Contractor will supply fertilizer and fertilizer with pre-emergent and post-emergent. City of Palm Desert may supply standard fertilizer. In the event Contractor supplies standard fertilizer, the City of Palm Desert will reimburse Contractor at actual cost plus 15% mark-up. The Contractor shall apply irrigation immediately following any fertilizer application to effectively wash the product into the soil.

Contractor shall also post notifications as required by the product labeling and law.

3.5.7 Mechanical core aeration shall be performed to a minimum depth of four inches (4”). Cores may be swept or mowed and dispersed during mowing operations unless otherwise requested by City of Palm Desert

3.6 Turf Maintenance - Over-seeding

3.6.1 Turf areas designated for over-seeding will be indicated in the Frequency Schedule. City of

Palm Desert will provide specific dates for the over-seeding schedule.

3.6.2 Contractor shall begin lowering the height of the turf during the scheduled weekly mowing approximately three weeks before the final cut. One week before the final cut, Contractor will reduce irrigation to the minimum in the turf areas. Contractor shall mow turf to a height of one-half inch (1/2”) and mower blades shall not be allowed to disturb the soil.

3.6.3 All grass clippings generated from this process will be vacuumed, swept or raked after each cut.

3.6.4 A light irrigation syringe cycle will be applied before the final cut to keep the dust levels to a minimum (per Coachella Valley Association of Governments guidelines).

3.6.5 The City of Palm Desert may supply grass seed. However, the City of Palm Desert may request that Contractor supply City of Palm Desert specified grass seed and be reimbursed at the cost of material plus an allowable mark-up of fifteen percent (15%). The application rate for the seed shall be no less than ten (10) pounds per 1,000 square feet. The Contractor shall also spot seed and mulch as necessary, areas after germination to ensure a well-covered rye stand, at no additional labor cost as directed by the City of Palm Desert. The Contractor is to verify and confirm quantity of seed bags with City of Palm Desert personnel prior to installation and after seeding task is complete.

3.7 Turf Maintenance for Non-Over-seeded Areas

3.7.1 From November 1 through March 31, mowing and irrigation on non-over-seeded turf areas will be reduced per the Frequency Schedule.

3.8 Hardscape, and Decomposed Granite (DG) Planter Areas

3.8.1 Contractor shall remove any sand, gravel, grass, and plant clippings or debris from all sidewalk and hardscape areas after all maintenance activities or as indicated in the Frequency

Schedule.

3.8.2 Daily sidewalk cleaning shall consist of removing debris from sidewalks by blowing or sweeping. Blower throttle to be maintained at the lowest practical setting possible.

3.8.3 Contractor shall rake planter areas. Contractor shall also rake underneath living plant material, unless directed not to do so by City of Palm Desert. Slope areas are to be raked horizontally and not from top to bottom. If existing grade is adversely affected by raking activities, Contractor shall re-establish an appropriate grade to the satisfaction of City of Palm

Desert.

3.8.4 Contractor shall remove litter and debris obstructing spillways and their associated drain grates. This activity shall take place according to the Frequency Schedule, and after a rain event as determined by City of Palm Desert staff.

3.8.5 Contractor shall utilize pressure-washing equipment with a minimum pressure rating of

3000 PSI to pressure-wash the following items: playground equipment, monuments, signs, sidewalks, curbs, gutters, drains, benches, dog park fixtures, drinking fountains, picnic tables, and other miscellaneous hardscape fixtures, in accordance with the Frequency Schedule. The

Contractor shall, as directed by the City of Palm Desert, employ a scrub brush and a City of

Palm Desert-approved non-toxic biodegradable cleaning agent to adequately clean the aforementioned items, in a manner deemed acceptable by the City of Palm Desert. The cost for this work shall be considered included in the contract lump sum bid price, and no additional compensation shall be provided for this work.

3.9 Irrigation System Maintenance

3.9.1 The operation, maintenance, and scheduling of all irrigation controllers and attached sensors shall be the responsibility of Contractor. Contractor will adjust the controllers, sensor equipment, and schedules based on property microclimates, ET, rain events, and over-seeding schedules. Contractor will schedule irrigation to provide adequate irrigation to plant material while conserving water as much as possible. NOTE: Irrigation systems that are not Smart

Controllers and will require manual adjusting.

3.9.2 All irrigation systems and their individual components shall be kept in adjustment to ensure proper water coverage and prevent unacceptable conditions such as insufficient water distribution (plant death), overspray, excessive runoff, and erosion.

3.9.3 Repairs or replacements to the irrigation system shall be made with like parts.

3.9.4 Contractual irrigation system maintenance includes all labor for system inspections, adjustments, repairs and installations for all system components, in-line irrigation valves, including internal and electrical components, irrigation wires from the timer to the valve, and all mainline and lateral line repairs two inches (2”) and smaller in diameter, unless damage is caused by vandalism. Should vandalism occur, the Contractor is to notify City of Palm Desert staff immediately and prior to the repair work. All irrigation rotors, bubblers, emitters, associated fittings, and valve boxes shall be included under contractual system maintenance. Any repair work outside of this scope will be considered extra work and paid accordingly. All parts shall be provided by the Contractor and will be reimbursed by the City of Palm Desert at actual cost plus a fifteen percent (15%) mark-up, unless the replacement is due to damage caused by the

Contractor’s operation, in such case the Contractor shall bear the entire cost. Adjustments, repairs and installations shall include:

3.9.4.1 Valves: electrically actuated irrigation control valves, quick coupler valves, end line flush valves, lateral line flush valves, and master valves. All valves will be checked for proper operation, leaks, and solenoid function and connections (where applicable). Automatic valves will be activated from the irrigation controller, not from the bleeder valve.

3.9.4.2 The electrical circuit from the irrigation controller to the valve will be checked for proper operation. Labor cost for the actuator's replacement shall be included in the contract lump sum bid price, and no additional compensation shall be allowed therefor.

3.9.4.3 Filter, filter screen, and filter valve box cleaning.

3.9.4.4 Lateral lines will be checked for breaks and leaks and will be flushed at least yearly and additionally when necessary to ensure proper system performance.

3.9.4.5 Emission device and valve box checks, adjustments, installation, maintenance and repairs shall include: sprinkler head and valve box height adjustment and replacement;

nozzle spray pattern adjustment; nozzle cleaning and replacement; bubbler head height adjustment, cleaning, and replacement; tree well repair; and drip emitter cleaning, replacement, removal and plugging if no plant material is present. Installation of new emitters, or bubblers, as required to ensure the health of plant material, shall be included in the contract lump sum bid price and no additional compensation shall be allowed therefor.

3.9.4.6 The Contractor shall perform, at a minimum, a weekly visual irrigation Inspection, within the designated landscape maintenance area, for leaks, dry areas, and vandalism. Contractor shall take appropriate action to immediately stabilize the system. Such actions shall be reported to the City of Palm Desert within twenty-four (24) hours of discovery and performance of necessary repairs.

3.9.4.7 Contractor shall maintain an adequate supply of irrigation parts readily available to Contractor’s irrigation technician for making routine repairs of main and lateral lines two inch (2”) in diameter and smaller without leaving the irrigation site.

3.9.5 non-contractual irrigation system repairs:

3.9.5.1 No non-contractual work will be initiated without an approved City of Palm Desert

Work Order.

3.9.5.2 When irrigation system malfunction or damage is detected, the repair of which is non-contractual in nature, Contractor will flag the location and notify City of

Palm Desert before the close of business the same work day.

3.9.5.3 Upon receipt of an approved Work Order, repairs to a non-operational and/or damaged irrigation system shall be completed within 24 hours, or as otherwise indicated on the Work Order.

3.9.5.4 All repairs deemed non-contractual will be paid on a time-and-materials basis.

3.9.5.5 Labor will be billed per the rates under the Performance of Extra Work heading.

3.9.5.6 Materials will be billed at “cost plus 15%” or, at City of Palm Desert’s discretion;

materials may be supplied to Contractor by City of Palm Desert.

3.9.5.7 Contractor shall return to City of Palm Desert all irrigation parts that have been replaced.

3.9.5.8 City of Palm Desert will perform regular inspections of irrigation systems to ensure accuracy of Contractor’s irrigation reports. If discrepancies are found, City of Palm Desert shall consider this a performance deficiency.

4. Requests for Clarification

All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing VIA THE "Q&A" tab through the City’s online bid management provider (“OpenGov-

Procurement”).

All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted through OpenGov-Procurement. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 5:00 pm (local time) on Thursday, April 3, 2025.

5. Content and Format of Proposal

5.1. Proposal (WITHOUT COST)*

Proposals shall be concise, well organized and demonstrate qualifications and applicable experience.

Proposals shall be organized and include page numbers for all pages in the proposal. The proposal shall be uploaded here, in the following order and shall include:

A. Cover Letter

1. This letter should briefly introduce the firm, summarize the firm’s general qualifications, include an executive summary of the specific approach which will be used to deliver the work scope; and identify the individual(s) name, address and phone number authorized to negotiate Agreement terms and compensation.

B. Experience and Technical Competence

1. Background: Provide history of the firm’s consulting experience which specifically addresses the individual or firm’s experience with similar Service as described in this RFP.

https://secure.procurenow.com/portal/cityofpalmdesert

2. References: The proposal shall include a list of recently completed projects that are similar in scope and function to this RFP. Provide a description of the project, client name, and the name, title, and telephone number of the primary contact person.

C. Firm Staffing and Key Personnel

1. Staffing: Provide the number of staff to be assigned to perform the Services and the names/discipline/job title of each as well as your firm’s capacity to provide additional personnel as needed.

2. Key Personnel: Identify key persons that will be principally responsible for working with the

City. Indicate the role and responsibility of each individual.

3. Team Organization: Describe proposed team organization, including identification and responsibilities of key personnel.

4. Subcontractors: The Proposer shall identify functions that are likely to be subcontracted and identify the subcontractor that is anticipated to perform each function.

D. Proposed Method to Accomplish the Work

1. Describe the technical and management approach to providing the Services to the City.

Proposer should take into account the scope of the Services, and general functions required.

Include a draft first year schedule of tasks, milestones, and deliverables that will provide for timely provision of the Services. In reviewing the scope of Services and goals described herein, the Proposer may identify additional necessary tasks and is invited to bring these to the City’s attention within the discussion of its proposed method to accomplish the work.

*Response required

5.2. Non-Collusion Declaration*

The undersigned declares:

I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.

The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other

Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her

Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

☐ Please confirm

*Response required

5.3. Enter your valid CA Contractors State License Board (CSLB) number* Please enter your License Number here. This will be verified against the state database.

*Response required

5.4. Enter your California Department of Industrial Relations (DIR) Registration number*

Please enter your Public Works Contractor DIR Number. This will be verified against the state database.

*Response required

5.5. Type of Business*

☐ C Corporation (if corporation, two signatures are required)

☐ S Corporation (if corporation, two signatures are required)

☐ Limited Liability C Corporation (if corporation, two signatures are required)

☐ Partnership

☐ Limited Liability Partnership

☐ Sole Proprietor/Individual

☐ Other

*Response required

5.6. Litigation*

Provide litigation history for any claims filed by your firm or against your firm related to the provision of

Services in the last five (5) years (or type "N/A").

*Response required

5.7. Changes to Agreement*

The City standard professional services agreement contract is included as an attachment herein. The

Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may effect theCity's decision to enter into an Agreement.

*Response required

5.8. No Deviations from the RFP*

In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this

RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").

Maximum response length: 5000 characters

*Response required

5.9. Project Team Resumes*

Submit resumes of all key personnel/support staff that will produce work product for the Services.

Describe their qualifications, education, and professional licensing.

*Response required

5.10. List the Signatory(s) Authorized to Sign and Bind an Agreement.* (If two (2) signatures are required, include the following information for both signatories)

A. Full Name

B. Title

C. Physical Business Address

D. Email Address

E. Phone Number

*Response required

5.11. Certification of Proposal: The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.*

☐ Please confirm

*Response required

6. Selection Process

A. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

B. It is the City’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Services. The City reserves the right to reject all proposals, select by proposal review only or interview as needed. Certain Proposers may be selected to make a brief presentation and oral interview after which a final selection will be made.

The successful Proposer will be selected on the basis of information provided in the RFP, in-person presentations, and the results of the City’s research and investigation. Upon selection of a

Proposer, the City will endeavor to negotiate a mutually agreeable Maintenace Services

Agreement with the selected Proposer. In the event that the City is unable to reach Agreement, the City will proceed, at its sole discretion, to negotiate with the next Proposer selected by the

City. The City reserves the right to contract for services in the manner that most benefits the City including awarding more than one contract if desired.

C. After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Council concerning the proposed Agreement. The City Council has the final authority to approve or reject the Agreement.

7. Evaluation Criteria

The City will evaluate proposals based on the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Clarity and conformance of proposal to the

RFP

0-5 Points 5

(5% of Total)

2. Content of the proposal, including the work plan 0-5 Points 25

(25% of Total)

3. Proposer’s experience and performance 0-5 Points 25 (25% of Total)

4. Team members’ experience and performance 0-5 Points 20 (20% of Total)

5. Comments by references 0-5 Points 5 (5% of Total)

6. Fee proposal 0-5 Points 20 (20% of Total)

8. Submittal Requirements

8.1. General

It is strongly recommended that the Proposer submit proposals in the format identified in this RFP to allow the City to fully evaluate and compare the proposal. All requirements and questions in the RFP should be addressed and all requested data shall be supplied. The City reserves the right to request additional information which, in the City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the Agreement.

8.2. Preparation

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstrated capability to perform the Services. Expensive bindings and promotional materials, etc., are not necessary or desired. However, technical literature that supports the approach to providing the

Services and work plan should be forwarded as part of the proposal. Emphasis should be concentrated on completeness, approach to the work and clarity of proposal.

8.3. Site Examination

Proposers may visit the City and its physical facilities to determine the local conditions which may in any way affect the performance of the work; familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the

Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement.

8.4. Authorization

The proposal shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Proposer.

8.5. Confidentiality of Proposal

Proposals submitted in response to this…