Landscaping Services.pdf

Request for Proposal No. P-130000898 Wednesday, August 12, 2026

Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts Division for Landscaping Services, in accordance with this Request for Proposal.

Closing Time and Date

One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing Representative must be submitted prior to:

Tuesday, September 8, 2026, at 4:00PM PST

Sealed proposals shall be delivered by courier, express mail, or in person to:

Purchasing & Contracts Division City of San Buenaventura 501 Poli Street, Room 102

Ventura, CA 93001

Landscaping Services

TABLE OF CONTENTS

1. Instructions to Bidders

1.1. Overview

1.2. Request for Proposal Timeline

1.3. Mandatory Pre-Bid Meeting

1.4. Question and Answer Period

1.5. Proposal Submission

1.6. Proposal Format

1.7. Agreement

1.8. Term of Agreement

1.9. Agreement Prices

1.10. Insurance Requirements

1.11. Subcontracting

1.12. Communications with City Staff or Elected City Representatives

2. Scope of Services

2.1. Project Overview

2.2. General Requirements

2.3. Site Specific Conditions

2.4. Locations

3. Proposals

3.1. Evaluation of Proposals

3.2. Proposal Format and Requirements

3.3. Required upon Successful Award of Bid

3.4. Special Requirements

3.5. Proposal Authorization Sheet

ATTACHMENTS

• Attachment “A” – Cost Proposal Spreadsheet

• Attachment “B” – General Provisions for Standard Form Contracts

• Attachment “C” – General Services Agreement

• Attachment “D” – Prevailing Wage Certification

EXHIBITS

• Exhibit ”A” – General Services Agreement (SCOPE OF SERVICES) Left blank intentionally

• Exhibit “B” – General Services Agreement (SCHEDULE OF COMPENSATION) Left blank intentionally

• Exhibit “C” – General Services Agreement (INSURANCE REQUIREMENTS)

1. INSTRUCTIONS TO BIDDERS

1.1 Overview

The City of Ventura seeks a qualified Contractors to submit proposals for Landscaping Services.

1.2 Request for Proposal Timeline

Release of Request for Proposal Wednesday, August 12, 2026

Mandatory Pre-Bid Meeting Wednesday, August 19, 2026, at 9:00AM PST

Questions to be submitted via Email Thursday, August 20, 2026, at 2:00PM PST

Addendum to be Issued, if required Monday, August 24, 2026

Proposal Submission Deadline Tuesday, September 8, 2026, at 4:00PM PST

1.3 Mandatory Pre-Bid Meeting

A mandatory pre-bid meeting will be held at Arroyo Verde Park on Wednesday, August 19, 2026, at 9:00AM PST. Attendance of the Pre-Bid Meeting is mandatory to submit a response to the RFP. Proposals submitted on which the Pre-Bid Meeting has not been attended will be considered non-responsive and rejected.

Mandatory Pre-Bid Meeting Location:

Arroyo Verde Park: Arroyo Corto BBQ Area

Foothill Rd. & Day Rd.

Ventura, CA 93003

1.4 Question and Answer Period:

All questions regarding this Request for Proposal (RFP) shall be submitted via email to Nicole Supan, Purchasing Supervisor, at nsupan@cityofventura.ca.gov PRIOR to Thursday, August 20, 2026, at 2:00 PM. Any questions submitted after the deadline shall be rejected.

All questions will be answered in the form of an addendum.

1.5 Proposal Submission:

To be considered, all proposals must be submitted in the manner set forth in the RFP. It is the Responder’s responsibility to ensure that its/their proposal arrives on or before the specified time. Proposers shall provide one (1) hard copy in a SEALED envelope clearly marked with the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing Supervisor, Nicole Supan at nsupan@cityofventura.ca.gov, submitted on or before Tuesday, September 8, 2026, at 4:00 PM PST. If discrepancies are found between the hard copy and the PDF, the hard copy will provide the basis for resolving such discrepancies. If no document can be identified as the original, proposal may be rejected at the discretion of the City.

No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered in the absence of a hard copy sealed proposal.

Proposals received after the scheduled submittal deadline will be returned. Proposals postmarked prior to submittal deadline, but received after the deadline, will be returned.

mailto:nsupan@cityofventura.ca.gov mailto:nsupan@cityofventura.ca.gov

1.6 Proposal Format:

Proposals must be submitted in the format described in the Proposal Format and Requirements Section No. 3.2. Proposals must be complete in all respects as required in the Proposal Format and Requirements Section. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Expensive binding, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. A proposal may not be considered if it is conditional or incomplete.

1.7 Agreement:

A copy of the City of Ventura’s General Services Agreement, Attachment “C” is included herein, as it will be the document executed into a final contract between the City and the awarded Consultant. You do not have to return Attachment “C” with your proposal submission;

the sample General Services Agreement is provided for reference only and does not have to be returned with the bid.

1.8 Term of Agreement

The term of this Agreement shall commence on effective date and will continue for a period of one (1) year. The City may elect, at its own option, to review the agreement for four additional one-year increments. Initial term plus any option to extend shall not exceed a total of five years.

1.9 Agreement Prices:

At any time during the course of this anticipated contract the City may alter the Scope of Work, making changes to the assignments and times indicated, and/or adding or deleting assignments as deemed necessary. The City and firm will negotiate changes to the contract pricing accordingly.

Unless otherwise stated, prices are maximum for the term of the Contract. Price adjustments, if allowed under this Contract, must be requested in writing and accompanied by the required information to substantiate the request for price adjustment, as set forth in the Contract. No price adjustment allowable under this Contract will be granted retroactively. The CITY must also be given the benefit of any decline in prices. If any price increase is granted by the CITY, the increase shall not be greater than the Consumer Price Index (CPI) of the current year.

1.10 Insurance Requirements:

Successful firm shall provide insurance as noted in Exhibit “C” of Attachment “C” General Services Agreement.

1.11 Subcontracting:

No Subcontracting any portion of Consultant’s duties under this agreement without prior written consent of the City.

1.12 Communication with City Staff or Elected City Representatives:

Any communication with City staff or City Elected Representatives, except for the Purchasing and Contracts Division, regarding this RFP is prohibited. Disregard of this provision could result in rejection of the proposal.

Copies of the proposal package and subsequent addenda may be obtained at www.cityofventura.ca.gov/bids.

http://www.cityofventura.ca.gov/bids.

2. SCOPE OF SERVICES

2.1 Project Overview

The City of Ventura seeks a qualified Contractor to submit proposals for Landscaping Services in accordance with this Scope of Services.

2.2 General Requirements

Licensing and Professional Certification

Contractor shall have and maintain a State of California Class C27 Contractor’s License, a State of California Maintenance Gardener Pest Control Business License, and must provide either a valid State of California Qualified Applicators Certificate (with a subcategory Q- Maintenance Gardener or category B-Landscape Maintenance) or a valid Qualified Applicators License (with a category B-Landscape Maintenance).

Contractor shall be registered with the Department of Industrial Relations (DIR).

Obligations of the Contractor

The Contractor, at its sole cost and expense, shall perform all labor and services and furnish all the materials, tools, equipment, supplies, transportation, utilities, as necessary for the performance of the scheduled work in accordance with these specifications.

Unscheduled work, except for an emergency, shall be authorized by the Parks Manager and shall be performed by the Contractor who then shall be compensated by the City on a time and material basis or by competitive bid. The time and material schedule submitted by the Contractor shall be a part of any agreement.

Workmanship

The Parks Manager may exercise such control of the work as is required to safeguard the interests of the City and private property.

Supervisor

All on site supervisory personnel engaged in directing the work to be accomplished under this contract/agreement shall possess at least (5) years recent satisfactory experience (within the past (10) years) in landscape maintenance in a supervisory capacity for jobs similar in size to this contract. A supervisor, foreperson, lead or lead worker must be on the job site each time work is performed under this contract. In addition, supervisors must speak, read, and write English, apply written rules and follow written instructions.

A detailed summary containing the information specified below must be submitted for approval prior to the assignment of any supervisors for this contract. Both new and replacement supervisors must meet these qualification standards

A. The full name of supervisor B. The full name of the on-site foreperson, lead, lead worker or supervisor who speaks and understand English C. A detailed description of the previous five (5) years employment history of the proposed supervisor D. The names(s) and address(es) of the companies for whom the proposed supervisor worked for along with the name(s) and telephone numbers(s) of his/her immediate supervisor.

E. Contractor will stipulate that the Supervisor shall be vested with the authority to speak for the Contractor, and all notices, directions, and instructions given to the Supervisor shall be binding as if given to the Contractor.

Contractor Identification

Persons or employees assigned to work in or on City properties shall be identifiable as an employee of said contractor. A typical method of identification would be the use of a uniform containing the name of the person and company logo and name. Additionally, all service vehicles shall be clearly marked as a contractor working for the City of Ventura Parks Division. The logo and telephone number of the company shall also be visible from 20 feet. At least one person on the crew shall be able to read and speak English sufficiently to answer inquiries from the public or take authorized work direction.

Employee Attire

Employees on-site shall be clearly identified as an employee of the company. This should include the name of the company or company logo. All employees shall be neatly dressed, with no torn or faded clothing.

Work Schedules

All work schedules of the Contractor shall conform to all applicable City ordinances and designed in a manner to provide the desired level of service. All work schedules shall be approved in advance by the Parks Manager and may be modified at any time.

No additional costs shall be incurred by the City for any work schedule modifications, which does not increase frequencies. The Contractor shall provide a monthly work schedule showing days of week when each site is to be serviced. A copy of the specifications and work schedules shall be made available to maintenance workers and homeowners. A copy shall be kept on site or in the crew vehicle at all times. Contractor shall adjust work schedules to meet frequency specifications during periods of inclement weather and legal holidays. The Parks Manager shall approve this schedule.

Response to Inquiries, Calls, and Emergency Situations

The Contractor shall be required to respond immediately 24/7 (within 30 minutes) to any inquiries, telephone calls, and emergency situations emanating from City staff. The Contractor shall have the ability to be contacted by mobile phone and/or other means during emergency situations.

Should the Contractor fail to respond to emergency situations within 30 minutes, the City will, at its sole discretion, correct or have corrected the emergency. Any costs incurred by the City will be subtracted from the Contractor’s monthly compensation. Fallen tree limbs, broken glass or obstructions on pavement causing potentially hazardous conditions, malfunctioning controllers, valves or otherwise unscheduled running of water are considered examples of emergency situations.

Work Deficiencies and Corrections

a. Irrigation-related work deficiencies shall be corrected within twenty-four (24) hours of oral or written notification from the City or prior to the past scheduled watering; whichever is earlier. Malfunctions resulting in continuously running water or water going to waste shall be repaired within 2 hours of notification. All other work deficiencies of Contractor shall be corrected within two (2) days of oral or written notification from the City. Should the scheduled work activity frequencies be less than five days, the schedule of work to be performed shall take precedent and the notice of non-conformance repair reduced accordingly. Written notification may be e-mailed, hand delivered, faxed or post mailed.

As soon as the Contractor has corrected the listed deficiencies, the Contractor shall notify the Parks Manager and request inspection of the corrective work. Deficiencies listed in the notice of deficiency shall not be considered as having been corrected until the Parks Manager has inspected the site to verify that the listed deficiencies have been corrected and has approved the corrective work in writing.

b. Failure to correct the deficiencies listed in the Notice of Work Deficiency within two (2) days (or within 24 hours in the case of irrigation-related deficiencies) may, in the City’s sole discretion, result in action being taken by the City, including, but not limited to, (a) correcting the deficiency (using the City’s own work force and/or by contracting out) and deducting any associated costs incurred thereby from the total monthly compensation due the Contractor; (b) deletion of site(s) from the Contract and reducing the corresponding compensation; (c) contracting with another Contractor to perform the maintenance and other services required of the Contractor for the remainder of the term of the Contract with respect to the site where the deficiencies exist and deducting from the Contractor’s total compensation under the contract any costs that City pays or becomes obligated to pay the new Contractor, including expenses City incurs over and above the monthly rate bid by the Contractor for that site; (d) terminating the agreement;

(e) deduct from total monthly compensation prorated daily payment for each day the work has not been completed after notification of work deficiency and/or (f) taking any other action and exercising any other legal remedy available to City under law.

c. Three (3) Notices of Work Deficiencies to the contractor shall be grounds for termination of the contract or the removal of a specific site or exhibit from the contractor.

d. Two (2) Corrective Action Notices in a one-month period for an individual site shall result in a Notice of Work Deficiency. In the event a notification for non-compliance has been issued, all payment for services shall be discontinued for the site on a pro-rated basis until the site is brought into compliance

Inclement Weather

During periods of inclement weather, the contractor shall maintain his workforce on the job site. If the contractor’s crew is unable to perform regularly scheduled maintenance due to inclement weather, the contractor shall reprioritize staff to focus on clearing pathways and landscape drains of plant debris, tree debris, leaf litter, and other materials. If no scheduled or modified maintenance work is performed, the contractor must deduct from the monthly invoice the value of all regularly scheduled maintenance tasks for each day that standard or modified landscape services are not completed or performed.

Contractor shall not be compensated for inclement weather days not worked. Mowing schedules shall be adjusted to complete all mowing within the week.

Traffic Control

Contractor shall provide and maintain all proper traffic control devices required for the assigned work per the latest edition of the State of California’s Manual of Uniform Traffic Control Devices (MUTCD). The Contractor shall be fully responsible for maintaining all traffic control during the maintenance period necessary to meet the requirements of these specifications and Scope of Services. The Contractor is solely responsible for all traffic control and shall not block or stop the normal flow of traffic. At the end of each working day in an area requiring traffic control, all components of the traffic control system shall be removed from the site of the work.

Safety

All work conducted by the contractor and its representative shall conform to current applicable California Occupational Safety and Health Administration (CAL-OSHA) laws and regulations.

Contractor shall maintain safety certifications and provide city with copies of training records.

Contractor must strive to maintain good public relations at all times. The work must be conducted in a manner which will cause the least possible interference and annoyance to the public. Work must be performed by competent employees and supervised by an experienced, foreman or supervisor.

Accident Reporting

Contractor shall immediately notify the City of any accident, regardless of whether or not injury or damage is evident, involving the contractor’s staff, vehicles, or equipment while on the work site. Contractor shall take photo documentation of damage and immediately report to appropriate City contact. Contractor shall document any damage that exists before the onset of work. The Contractor shall take photographs of existing damage and report to appropriate City contact prior to commencing any work. Any damage caused as a result of the Contractor’s actions shall be the sole responsibility of the Contractor to repair or pay in full for damages

Liability for Damages

The Contractor shall be fully responsible for any and all damage done to City property that resulted from the Contractor’s operations. This shall include, but not be limited to, the repair, removal and replacement, at Contractor’s expense, of shrubs, trees, vines, turf grass, groundcover or other landscape items that are lost or damaged due to negligence in pest and disease control practices; and/or due to improper watering, fertilizing, herbicide damage, or lack of proper maintenance and operations. This shall also include any damage done to buildings and other improvements due to Contractor’s negligence. The Parks Manager shall determine negligence. The City shall be responsible for replacing any plant material that has died because of acts of vandalism or theft.

Protection and Security of Work Sites

The Contractor shall be responsible for the protection and securing of certain work sites. This may include opening and closing of said sites. The Contractor shall obtain and sign for the necessary keys from the Parks Manager or designee for use in securing all gates and locks associated with said sites.

Interference

The contractor shall conduct the work required in such a manner as to cause the least amount of interference to the public and the general operations of the City.

Invoicing/Billing

Invoicing for services rendered are required for proper payment. The work must be identified on the invoice. Invoices/Billing shall be submitted in duplicate.

a. All extra billing must be pre-approved in advance by the Parks Manager or designee. A copy of the signed proposal/estimate must be attached to the invoice for payment. If not attached pay could be delayed.

b. Monthly billing shall be submitted in duplicate.

c. All Sanitation & Water Division Maintenance billing must include each month before and after digital photos of each site. If these digital photos are not received for each site with the monthly billing, then payment could be delayed.

Certified Payroll Records

Certified payrolls are required to be submitted quarterly. Additionally, upon request in writing by the City of Ventura, the contractor shall, within five (5) working days, furnish a certified copy of the latest payroll period prior to the date of said request. This record shall reflect payments for all of the Contractor’s employees working under this contract during the payroll period. The City may request copies of any or all such payrolls during the life of this contract.

2.3 Site Specific Conditions

Litter Control

a. All areas, including drainage inlets, pipes and paved areas, shall be kept free of all leaf debris, shrub trimming debris, groundcover and vine debris, downed tree limbs, grass cuttings, and litter, including broken glass, paper, soda cans, water bottles, plastic bags or other such debris. Debris shall not be blown into streets or onto adjoining properties.

b. Stand alone trash and waste containers in selective areas are no larger than 55 gallons. The Contractor shall be responsible for emptying these containers and installing new liners on a specific schedule (see attached exhibit schedules). All individual trash receptacles shall be maintained in a clean, safe and sanitary condition at all times. Some locations may also contain recycled containers, where available, these shall be separated from trash and disposed of in an approved facility. All containers are to remain free of graffiti. The Contractor shall wipe down all lids during each service with the appropriate clean material. Please notify the Landscape Inspector of any damaged trash lids so they can be ordered and replaced.

c. Sybertech trash and waste containers are in several City Parks, walking trails, and bike trails. It is an in-ground waste management system consisting of impermeable cylinders of plastic planted into the ground. Above ground, these containers look like regular trash cans. Inside the cylinder is a single, large thick plastic bag supported in a lifting harness. Each unit has a capacity far greater than a regular can. Due to the capacity, these require less frequent emptying. The Contractor shall be responsible for emptying these containers on a specific schedule (see attached exhibit schedules). An autocrine is needed to remove the trash bags out of the Sybertech containers. The bags are 8 feet in length and are supplied by the City. Contractor must replace “Hot Shot” No-Pest Strips every three months or sooner if needed. Strips must be zip tied to the inside of the Sybertech trash can lid.

Materials to be Provided by the Contractor

The Contractor, at their own cost and expense, shall furnish all necessary equipment, supplies, and materials of good quality and in the amounts necessary to fulfill these specifications and to accomplish an acceptable and professional level of maintenance. These supplies and materials shall include, but not be limited to:

a. All necessary gas, oil, batteries, and other parts for all maintenance equipment.

b. All necessary pesticides including: fertilizers, herbicides, insecticides, fungicides and rodenticides

c. All necessary horticultural supplies.

d. All parts necessary for the repair and proper maintenance of all irrigation systems.

e. All “Sharp’s Containers” necessary for the proper disposal of sharps waste collected in City parks.

Irrigation

a. Irrigation shall be performed as required to maintain proper plant growth in all areas (except when directed in writing by the City Parks Manager or designee). This shall include manual watering by use of hose bibs, quick couplers, skinner lines and/or drip systems, potable tank water system, in addition to, in with, or in absence of automatic irrigation systems. Watering shall be accomplished at times to ensure the health of all plants, trees, vines, groundcover and to minimize inconvenience to people using the area. Automatic irrigation shall normally take place at night or early morning hours. Any water runoff or overflow onto roadway, sidewalk and hard surface areas shall be kept at an absolute minimum so as not to cause any pedestrian and/or vehicular liability.

b. Irrigation water shall be carefully applied and in quantities required by the different plant species, time of the year, and other basic environmental factors. The Contractor shall check the effect of the watering program weekly. At least once every two weeks, this review shall consist of probing in at least one area covered by each sectional valve and ascertaining the anticipated water requirements and adjusting the system or watering schedule accordingly. The irrigation tech shall sign and date a controller log indicating a system test was performed. This log shall note any problems and the correction date. The log shall include all programming scheduled durations and times. The log shall be on the City of Ventura Approved Irrigation log-reporting sheet.

c. Particular attention shall be given to avoid exceeding the soil absorption rate. Where more water is required than can be applied at one time, Contractor shall set the automatic timer for repeat cycles at short intervals to satisfy the water demand. In no case shall the holding capacity of the soil be exceeded to allow run-off of water to go to waste. All irrigation controllers shall be turned off during periods of rain by the Contractor and turned on and reprogrammed at the completion of each rainy period.

Where computer controllers are used (Rainbird Maxi-com), the Contractor shall input the schedule into a centralized computer terminal at the City Corporation Yard. Where central computer control is not present, irrigation schedules shall be provided using a standard spreadsheet acceptable to the City. Schedules shall include duration, frequency, and timing for each controller and valve. Valve type and location shall also be identified. Irrigation schedules shall be provided on a schedule as determined by the Parks Manager

d. The Contractor shall be responsible for the maintenance and/or replacement of all irrigation systems and their parts, excluding phone lines and electric pedestals and meters. Included in the system are: irrigation controllers, remote control valves and boxes, gate valves, quick coupling valves, main lines, control wiring, lateral lines, all fittings and riser assemblies, hose bibs, sprinkler heads, pumps, automatic fertilizer injector system, and vandal proof enclosures. All irrigation equipment shall be maintained in good working condition and shall function properly at all times.

The City will replace irrigation controllers, pumps, and vandal-proof enclosures, which are beyond economic repair. All supplies, equipment and parts shall be provided at the Contractor’s expense. All replacement parts shall be with same model/type. Substitutes must have prior approval from the Parks Manager. The Contractor is required to adjust the height of sprinkler heads in turf and groundcover areas to ensure proper coverage. Excavating around sprinkler heads in order to assure proper coverage from sprinklers is strictly prohibited. Vandal proof enclosures for backflow and controllers shall be chipped of rust and dirt and painted with an epoxy exterior paint (Hunter Green) a minimum of 1 x per year or as required to maintain good working order and appearance.

Fertilization

NON-MAINTENANCE ASSESSMENT DISTRICT SITES

a. The Contractor shall fertilize all turf grass a minimum of one time a year on a schedule to be approved in advance by the City Parks Manager or designee. All shrubbery and groundcover shall be fertilized once a year. All roses, and succulents shall be fertilized once a year. Fertilizer shall be delivered to the site in the original unopened container, bearing the manufacturer’s guaranteed analysis. Any fertilizer that becomes caked or damaged, making it unsuitable for use, will not be accepted. Immediately following application at each site, the fertilizer shall be thoroughly watered into the soil. The turf grass fertilizer shall be a complete commercial fertilizer, Best Turf Supreme 16-6-8 with micronutrients or approved equal, evenly broadcast at the rate of one (1) pound actual nitrogen per thousand square feet per application. The shrub/groundcover fertilizer shall be an organic urea coated slow release type fertilizer, with an analysis of 22-5-4 or approved equal, evenly broadcast at the rate of one (1) pound actual nitrogen per thousand square feet. Invoicing for the applications shall be delivered to the Parks Division within one week following the applications

b. Fertilizer rates are for bid purposes only. Actual formulas and rates shall be based on annual soils report. The contractor shall collect the samples and deliver to an approved soils lab. The City shall pay for the actual lab costs.

Pest Management

a. The Contractor shall be responsible for the control and elimination of weeds, insects, rodents, pests and diseases negatively affecting plant material or causing an unsafe physical environment.

b. Integrated Pest Management (IPM). It is the intent of the City of Ventura’s Parks Division to minimize the use of chemical weed and pest control. To meet this intent, the Contractor shall develop an Integrated Pest Management Plan (IPM). This plan shall be submitted within ninety (90) days of the start of maintenance. The IPM plan shall contain the following components:

• Identify and implement cultural practices that will assist in controlling pest problems, i.e. aerification, thatching, pruning, fertilization, and irrigation schedules that do not enhance conditions conducive to pest growth.

• The evaluation of the common pest problems and a sustainable long-term management plan to eliminate or manage them at an acceptable level.

• Damage thresholds that will be used to determine pest control methods and establish when pesticide use will be acceptable.

• Identify a monitoring program that will provide information related to pest populations to more effectively monitory, identify, and establish control methods.

• COMMUNITY PARK: As part of the IPM program all mowers, thatching and aerification equipment used on the turf shall be exclusively used at the Ventura Community Park.

c. Chemical Pesticide Application

The Contractor shall possess all permits and licenses required by the State of California, Department of Pesticide Regulation, prior to the application of any pesticide. Copies of all state licenses and permits to apply pesticides shall be provided to the City prior to beginning any pest control operations. These shall include, but not be limited to, state licensed certified applicator, licensed state Agricultural Pest Control Advisor written recommendation(s), county monthly use reports, and state Agricultural Pest Control Business License/maintenance gardener. Any pesticide used shall be listed on the State of California, Department of Pesticide Regulation approved list and submit all pesticide use reports to the Ventura County Agricultural Commissioner. Restricted materials, if used, shall be used and possessed only in accordance with a permit issued by the Ventura County Agricultural Commissioner. The Contractor shall notify the Parks Manager three days prior to application of pesticides. All applications of pesticides shall be made under the direct control of a licensed pesticide operator/applicator. The use of Glyphosate based products is prohibited. Upon completion of the application, the Contractor shall submit to the Parks Manager a copy of all monthly pesticide use reports as reported to the County of Ventura. An indication dye shall be used when applying any pesticide.

Weed Control

NON-MAINTENANCE ASSESSMENT DISTRICT SITES

a. All planter bed, parkways, and hardscape areas shall be kept in a friable condition and free of weeds at all times. Weeds shall be treated or removed within two days of emergence. Weed control shall be based on the approved IPM program submitted to the city. Herbicides, which require more than three days to effectively irradiate weeds, shall not be approved for use. Hand weeding by mechanical means shall be the preferred method for weed control.

b. Weeds shall be removed on a schedule determined by the frequency of service for each.

c. All fence lines, light standard bases, tree wells, buildings and structures shall be free of all weeds at all times.

Pruning and Edging

The Contractor shall be responsible for the pruning of all shrubs, vines, and groundcover.

Shrubs shall be pruned four times a year, or as directed by the Parks Manager or designee. Pruning shall be done according to the natural growth of each individual plant to maintain proper plant health by cutting out dead, diseased or injured wood; to control growth when an unshapely shrub might result. Pruning of certain shrubs in medians and wall planters that restrict visibility of motorists shall be pruned immediately by a method and on an as needed basis as determined by the Parks Manager or designee. All groundcover shall be edged as needed to prevent overgrowth on curb or sidewalk line. All plant growth shall be prevented from entering onto walkways, roadways, hard surface areas, and along fences and walls. Edging shall not be done by chemical methods. Spent flowers, flower stocks and leaves shall be removed no later than one week following bloom decline. Every two years, mow ivy, hypericum or lantana type ground covers to four-inches above ground in order to renew growth, reduce woody appearance and provide density and attractiveness. Vines growing on walls shall be maintained one block from top of wall to prevent vine from growing over wall into adjoining property. Plant material growing from adjoining property owner shall be trimmed to protect public space and plant material. Shrubs shall not be pruned or lifted at bases for the purpose of servicing planter areas unless directed by the Landscape Inspector by written means. The contractor at their sole expense shall replace shrubs, which are improperly pruned, within two weeks with like size.

Mowing and Edging

NON-MAINTENANCE ASSESSMENT DISTRICT SITES

The Contractor shall be responsible for mowing and edging all turf grass area. Turf grass shall be maintained and mowed at a height determined by specie as listed below:

Kikuyu grass -3–4 - 1” Bluegrass - 1- 2” Rye grass - 1 -2” Bermuda -1/2-1”

Tall Fescue -–2 - 3”

Mowing shall normally occur once a week during the growing season to maintain the proper height. No more than one-third (1/3) the leaf blade shall be cut at one time to maintain proper turf height(s). All turf grass shall be edged along sidewalks, paved and hard surface areas as necessary to prevent an overgrowth. Edging shall not be done by chemical methods. Chemical spraying shall not be permitted around the base of trees in turf areas. Weed whipping shall only be used when tree guards are present, and removal of soil does not occur around the base of the tree. All turf areas shall be cleaned of all debris prior to mowing operations.

Mowing shall be scheduled by the frequency of service for each.

Vehicles on Turf

No vehicles larger than that of a Cushman type/size shall be allowed on the turf at any time.

Tree Maintenance

The Contractor shall provide proper watering of all trees. Whether done by automated irrigation systems, manually with the use of hoses or water tank. Trees with staking kits shall be monitored and stakes and ties shall be maintained. Trees shall be maintained in an erect, upright manner and shall be staked as necessary to maintain this position. The Contractor shall follow the attached tree staking detail.

Pruning and trimming of trees shall be limited to removal and disposal of any dislodged broken branches and sucker growth located near and around the base of the tree. Pruning and trimming of branches lower than 10 feet over sidewalks, pedestrian walkways or trails are required to be removed.

The Contractor shall remove or loosen all tree stakes and/or ties to prevent damage to the trunk by girdling. Trees, which become girdled due to improper, tree tie loosening or removal shall be replaced at the Contractor’s expense.

Drinking Fountains

Inspect and clean all exterior drinking fountains per exhibit schedule. Check for and remove sand, debris, mineral deposits, etc., and spray fountain with approved detergent disinfectant.

Scrub with sponge; rinse thoroughly; wipe dry. Malfunctions, which include, but are not limited to, clogs or obstructions in drains and lines are to be repaired by the Contractor.

Electrical System Lighting

The Contractor shall be responsible for notifying the Parks Manager whenever damage or failure occurs to any lighting fixture, luminaries, ballast, or bulb located on the premises of the various work sites. The City shall have the responsibility to repair damages to the lighting system not caused by the Contractor.

Vandalism and Theft

The City shall be responsible for costs arising from acts of vandalism and/or theft to City property, which has not been caused, by Contractor operations, Contractor, or their employees.

The Parks Manager shall be notified immediately by the Contractor in regard to any committed acts of vandalism and theft to City properties. Contractor shall fill out a City provided vandalism incident report form. Items valued over $100 shall have a police report filed with a copy given to the Parks Manager. The contractor shall use a City Vandalism report form. Failure to report vandalism within 24 hours of occurrence / service observation shall result in a written notice for non-compliance. Safety issues must be reported immediately to the Parks Manager. The Parks Manager, prior to repairs by the Contractor must verify vandalism.

Medians, Wall Planters, Parkways, and Sidewalk Landscape Maintenance

Maintenance includes all horticultural, irrigation services and the hard-surface areas (asphalt concrete, stamped concrete, pavers) in a clean manner.

Traffic lane closures when trimming vegetation shall not take place between 7:00-9:00 a.m. or 4:00-6:00 p.m., Monday-Friday. Weekend work shall be completed prior to 10:00 a.m. In addition, high volume roads such as Victoria, Telephone, Telegraph, Kimball and Main Street shall not have the lanes closed between 11:30 a.m. to 1:00 p.m. Lane closure techniques shall utilize the standards set forth in the Work Area Traffic Control Handbook, published by BWI Books, Los Angeles, CA 90034, and approved by the City of Ventura.

The boundary for the sidewalk maintenance shall be from where the asphalt and curb/gutter meet to the back of the sidewalk away from the roadway. This includes parkways and tree wells also. There shall be no maintenance to parkways that businesses and residence have planted and are maintaining.

Sidewalk maintenance shall include both vertical clearance along the back edge of the sidewalk and the trees overhanging the sidewalk/roadway. Sidewalk clearance is to be a minimum of 8’ over the sidewalk.

Weeds, trash and debris are to be cleared, blown off and removed from the site. (Do not blow debris into the street). If there are any questions if an area is to be cleared, contact the Landscape Inspector prior for instructions.

Supplemental maintenance is to be provided and billable as a separate item. The wording for the billing of this item must read: MEDIANS MEASURE “O” or SIDEWALKS MEASURE “O”. Do not combine the MEASURE “O” billings.

Maintenance Inspections

The Contractor will meet at different sites with the City Landscape Inspector for weekly inspections. These inspections will be both visual and operational to ensure the service within the agreement is being completed. If service or frequencies are not met, discussions will take place and the contractor will have 7 days to complete the required service.

The Parks Manager or Parks Supervisor at times will schedule additional meetings at their discretion of, and, in addition to the required inspections attended by the Contractor and City Landscape Inspector.

In addition the Parks Manager, Parks Supervisor and City Landscape Inspectors will be inspecting all areas at no set time to ensure service is being met.

Play Areas

All tot lot areas shall at all times maintain a minimum of 12 inches of sand or fiber beneath and around play equipment except where synthetic surfaces exist. The sand or fiber shall be kept in a loose condition through roto-tilling as required. Material added to maintain the necessary height requirement shall be at the contractor's expense. All areas shall be cleaned in such a manner as to eliminate broken glass, nails, sand on synthetic play surfaces and other harmful debris; these areas shall be cleaned per the schedule as shown in each exhibit.

Pet Waste Disposal Dispensers (if present)

The Contractor shall refill dispensers at various locations as required to maintain a continuous stock and supply of waste disposal bags. The City will provide waste disposal bags.

Green Waste and Recycled Material

Green waste materials shall be diverted to green waste recycling locations provided by the City.

Quarterly reports containing the amount of weight disposed shall be submitted with the contractor’s invoice to the Parks Manager or designee. If these reports are not received, then payment to contractor may be delayed.

Plant and Mulch Replacement

NON-MAINTENANCE ASSESSMENT DISTRICT SITES

Mulch shall be maintained at 2” thick in all planter areas. City must approve mulch prior to installation.

Reservation Site Preparation

Contractor shall provide all labor, equipment and materials to provide Reservation Site Preparation at Arroyo Verde, Camino Real and Thille Parks.

Preparation shall include:

• Turn on electrical power (per reservation request)

• Turn on water (where available)

• Unlock BBQ Grill

• Blow off debris from picnic areas (as needed)

• Post reservation signs

Reservation Site Preparation Locations

• Arroyo Verde Park (Arroyo Corto, Redwood Glen and Vista Bluff)

• Camino Real Park (Camino #1 and Camino #2

• Thille Park (Gazebo)

Irrigation Management

The irrigation system shall be maintained in good working condition regardless of frequency of operations. The irrigation system at all sites is the responsibility of the contractor to do regularly scheduled inspections. If inspections are not completed and plant material and/or turf is lost it is the responsibility of the contractor to replace all plant material and/or turf like for like. Once replace material has been installed the Parks Manager or designee will inspect the work to sign off.

If the contractor should fine or locate vandalism or other situations that are contributing to the irrigation system not operating properly these are to be reported to the Parks Supervisor or City Inspectors immediately. If not reported then the contractor becomes responsible for all repairs.

Irrigation Management during Drought Conditions

If the City of Ventura declares drought conditions, measures will be taken as follows. All planter areas and non- sports turf is subject to a possible minimum 20% reduction in historical water use. Where the City requires such reductions in water, the contractor shall closely monitor the health of the plant material. The contractor shall report to the Parks Supervisor, in writing, if the plant material reaches a point of wilt where the plant is in jeopardy of dying. The contractor shall not be liable for plant material loss whereas the Parks Supervisor or designee has authorized the continued water reduction past wilt. One (1) additional deep core tine will be required in non-sports turf areas as determined by the Parks Manager or designee if the soil moisture content has been reduced causing undue stress to the turf. This may require a syringe cycle one (1) time a month during periods of irrigation systems shutoff.

2.4 Locations

LOCATION "1”

SITE LOCATIONS AND SCHEDULE OF WORK

BEACH FRONT MAINTENANCE, PIERPONT & SOUTH SEAWARD TRASH CAN

SERVICE

The following list of areas represents the site locations & frequency of service:

LOCATION

BLOWING

TRASH

CONTAINERS

DRINKING

FOUNTAINS

RAILINGS

BENCHES

MAINTENANCE

SERVICES

1. Pier Entrance Opening Gate, Restrooms, & Maintenance of Adjoining Planters Pier entrance at Harbor Blvd.

Concrete planters and trash cans.

3x’s Wk-

Ramps to lot

7x’s Wk

Plus Peak Season

1x Wk

2. Ventura Promenade Pier to estuary all raised concrete planters and trash cans

3x’s Wk Sweeping Excluded

7x’s Wk Peak Season

Off Season

3. Harbor Blvd Parkways California St. to Figueroa St.

North side edge of curb to wall South side edge of curb to sidewalk.

4. Train Platform planters Harbor Blvd. west of Figueroa St. Across from the railroad tracks palm tree planters and creeping ficus on wall.

5. Promenade Park End of Figueroa St.

7x’s Wk Peak Season

6. Surfer’s Point Park End of Figueroa St., Parking lot along Promenade to the roundabout @ flag pole

3x’s Wk

Peak Season

7. Surfer’s Point Trash Trash cans from Surfer's Point to Estuary

Peak Season

8. Paseo De Playa Planters Planters in parking lot at Paseo De Playa including roundabout

1x Mo

Peak Season

9. California Mall End of California St. to Promenade area between Hotel and parking structure

Plus Peak Season

BLOWING

TRASH

CONTAINERS

DRINKING

FOUNTAINS

RAILINGS

BENCHES

10. Beach Parking Structure and Opening of Gate & Restrooms Harbor Blvd. at California St

Clean stair wells

7 x’s Wk +

Peak Season

11. Beach Parking Structure Planters Planters in parking lot between parking structure and Harbor Blvd.

12. Spinnaker Drive Medians, Parkways/South-side, & Trash Service From Harbor Blvd. to end of Spinnaker Drive.

3x’s WK- Peak Season 2x’s WK-

13. Olivas Adobe Historical Park 4200 Olivas Park Dr.

2x’s Wk

2x’s Wk

SOUTH SEAWARD TRASH CAN SERVICE

LOCATION PEAK SEASON

May 1st to Sept 30th

OFF SEASON

Oct 1st to April 30th South Seaward M-W-F Sat & Sun M-Thu-Sat

Streets/Lanes

1. San Pedro

End of street at beach

2. Sharon

End of street at beach

3. Woodstock

End of street at beach

4. Waterbury

End of street at beach

5. Brockton

End of street at beach

6. Driftwood

End of street at beach

7. Belfast

End of street at beach

M-W-F Sat & Sun

M-Thu-Sat

8. Bangor

9. Dover End of street at beach

10. Bath End of street at beach

11. Montauk

12. Pittsfield

13. Winthrop End of street at beach

14. Shelburn Ln.

End of street at beach

15. Cornwall End of street at beach

16. Kingston End of street at beach

17. Brunswick End of street at beach

18. Norwich End of street at beach

19. New Bedford End of street at beach

20. Martha’s Vineyard End of street at beach

21. Sagamore End of street at beach

22. Devon End of street at beach

23. Weymouth End of street at beach

24. Hanover End of street at beach

25. Camden End of street at beach

26. Nathan End of street at beach

27. Greenock End of street at beach

28. South Seaward Harbor Blvd. to beach turn-a-round

Service Definitions

*Abbreviations: Wk = Weekly Mo = Monthly D = Daily (7 days a week) *Maintenance Services Defined as: Shrub & Groundcover Edging, Shrub trimming, Blowing, Tree limbs clearance over sidewalks & pathways 10 ft., Litter/trash/debris pickup, Weed control, and Rodent control.

*Peak Season is Defined as: May 1st through September 30th *Off Season is Defined as: October 1st through May 30th *Additional Trash Service is Defined as: Weekends & Holidays Service Starting at 1:00 PM

LOCATION "2"

OPENING WEEKEND SITE LOCATIONS AND SCHEDULE OF WORK

Holiday Openings

(4th of July, Labor Day, Veteran's Day, Thanksgiving, Day after Thanksgiving, Christmas, New Year's Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day)

An "X” indicates site opening services is required on Weekends and Holidays:

LOCATION TRASH

CONTAINERS

GATE

OPENING

RESTROOM

OPENING

1. Arroyo Verde Gate & Restrooms Foothill and Day Rd. X X X

2. Camino Real Gate(s) & Restrooms Dean Dr. and Varsity St. X X X

3. Transportation center Telegraph and Mills Rds. X X

4. Blanche Reynolds Restroom & Softball Field Gate Preble & Sunvale Ave.

Single gate closest to the playground

X X X

5. South Seaward Restrooms South Seaward Ave. X X

6. Marina Park gate & Restrooms South end of Pierpont Blvd. X X X

7. Surfers Point Restrooms Figueroa St. at the Promenade X X

8. Plaza Park Restrooms Santa Clara St and Chestnut St. X X

9. Mission Park Restrooms Main St. and Figueroa St. mall X X

10. Ortega Adobe gate & building doors 215 W. Main St. X X

11. Grant Park gates 2 sets Ferro Dr. and Summit X X

12. Olivas Adobe Historical Park Entrance, Courtyard Gates & Restrooms 4200 Olivas Park Dr.

X X

13. Thille Park Restrooms Thille St. and Saratoga Ave. X X

14. Marion Cannon Restrooms Saratoga Ave. between Ralston & Shenandoah St. X X

15. Montalvo Hill Park restrooms

a) Tanager St. off Hill Rd. behind Montalvo Square X X

16. Barranca Vista Park Restrooms 7050 E. Ralston St. X X

17. Juanamaria Restrooms Loma Vista Dr. and Kimball Rd. X X

18. Hobert Park Restrooms Telegraph Rd. at Petit & Cambria Ave. X X

19. Fritz Huntsinger Youth Sports Complex Restrooms Telephone Rd. & Saticoy Ave. X X

LOCATION TRASH

CONTAINERS

GATE

OPENING

RESTROOM

OPENING

20. Chumash Park Restrooms Petit Ave. at Waco St. X X

21. Westpark Gate and Restrooms 450 W. Harrison Ave., by 7:30 AM. X X X

22. Ventura Community Park Entrance Gate, Field and Trailer Restrooms 901 S. Kimball Rd.

X X X

23. Arroyo Corto Reservation Area Foothill and Day Rds. in Arroyo Verde Park X

24. Redwood Glen Reservation Area Foothill and Day Rds. in Arroyo Verde Park X

25. Vista Bluff Reservation Area Foothill and Day Rd. in Arroyo Verde Park X

26. Camino Real #1 & #2 Reservation Area Dean Dr. and Varsity St.

27. Harry Lyons Softball Field Gate & Restroom DeAnza Dr. at Cameron St. X X

28. Promenade Parking Structure Elevator Gate Harbor Blvd. and California St. at the Promenade X X

29. Kellogg Park – Restroom (Portland Loo) Opening Weekends and Holidays Corner of Kellogg St. and Ventura Ave

X X

30. Pier Gate Opening T, W & Th…