REQUEST FOR PROPOSALS

LMD Zones T2-T7 Landscape Maintenance

PROPOSAL # LMD-26-27-17

TABLE OF CONTENTS

LMD Zones T2-T7 Landscape Maintenance

City of Santa Clarita, California

SECTION A

REQUEST FOR PROPOSALS

PROPOSAL INSTRUCTIONS

DOCUMENT CHECKLIST

SECTION B

SCOPE OF WORK

RESPONSE FORMAT AND SELECTION CRITERIA

SECTION C

SAMPLE MAINTENANCE AGREEMENT

FRINGE BENEFIT STATEMENT

SECTION D

EXHIBIT A: COST PROPOSAL

EXHIBIT B1: ADDITIONAL PRICING

EXHIBIT B2: ADDITIONAL PRICING CONTINUED

EXHIBIT C: VIOLATION RECORDS

EXHIBIT D: PROACTIVE APPROACH FORM

EXHIBIT E: DESIGNATION OF SUBCONTRACTORS

EXHIBIT F: REFERENCES

EXHIBIT G1: STAFF

EXHIBIT G2: STAFF HOURS

EXHIBIT H: EQUIPMENT REQUIREMENTS

EXHIBIT I: CERTIFICATIONS

EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK

EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS

EXHIBIT L: INCLEMENT WEATHER BILLING PLAN

SECTION E

MAINTENANCE SCHEDULE EXAMPLE – DAILY – ANNUAL

MAINTENANCE MAP(S)

INVENTORY LISTS

HOLIDAY SCHEDULE

SECTION A

RFP Information & Instructions

CITY OF SANTA CLARITA REQUEST FOR PROPOSALS

Project Name: LMD Zones T2-T7 Landscape Maintenance

Proposal #: LMD-26-27-17

Dates Published: September 14, 2026

Pre-Proposal Meeting: September 29, 2026 at 9:00 AM (PT)

Last Day for Questions: October 5, 2026 before 11:00 AM (PT)

Proposal Closing: October 14, 2026 before 11:00 AM (PT)

License(s) Required: Class C-27 California Landscaping Contractor License

Project Description: The City of Santa Clarita, Landscape Maintenance Districts (LMD) is soliciting services from qualified landscape companies for landscape maintenance of LMD Zones T2, T3, T4, T5, T6, and T7. These zones may be arranged into groups or may be awarded as separate contracts. Proposers are expected to submit pricing for each zone listed in the Cost File. This contract shall run for five (5) years.

Prevailing Wage: Yes

Bond Requirements: No

Contact Information: Jaclyn Abston | jabston@santaclarita.gov

Prevailing Wage Monitoring: This Project is subject to prevailing wage compliance monitoring and enforcement by the Department of Industrial Relations.

Required Contractor & Subcontractor Registration: Only proposals submitted by proposers (along with all listed subcontractors) that are currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5 will be accepted.

Specifications for this request for proposals (RFP) may be downloaded from the City’s Purchasing website at: www.bidnetdirect.com//cityofsantaclarita. Please refer to specifications for complete details and RFP requirements. The specifications in this notice shall be considered a part of any contract made pursuant thereto. A paper copy of the RFP documents is available upon request in the City Clerk’s office, suite 120.

RFP Questions must be submitted electronically via the BidNet “Question and Answer” tab.

Addenda, if issued by the CITY, will be transmitted on BidNet. Addenda must be digitally acknowledged via BidNet in addition to a printed and signed version submitted with the proposal response. If addenda are not signed and submitted with the proposal response, the submission may be deemed non-responsive and rejected.

mailto:jabston@santaclarita.gov

PROPOSAL INSTRUCTIONS

1. SUBMITTING PROPOSALS.

1.1. The response must be submitted on this form and include all forms provided or information requested or required by the scope of work or specifications, and must be uploaded via BidNet.

Proposals submitted by any other method, including paper delivery, email, or fax, will be deemed non-responsive and will not be considered for award.

1.2. All pricing schedules, unit prices, and cost breakdowns required by this Request for Proposals must be completed and submitted in support of the total proposed price.

1.3. Proposals or proposal corrections received after the proposal due date and time will not be accepted. The City is not responsible for proposals not properly or timely uploaded through BidNet. Upon award, all submissions become a matter of public record.

2. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is the vendor’s responsibility to monitor BidNet for release of the addenda prior to submission of the quote to make certain the package is complete and all required addenda are included. This information will be available via BidNet. Vendors are cautioned against relying on verbal information in the preparation of proposal responses. All official information and guidance will be provided as part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed version submitted with the proposal. If addenda are not signed and submitted with the proposal response, the proposal may be deemed non-responsive and rejected.

3. PRE-PROPOSAL MEETING. A non-mandatory, pre-proposal meeting to discuss the required scope of work will be held at 9:00 AM (PT) on September 29, 2026 via Zoom.

https://santaclarita.zoomgov.com/j/1657116155 Meeting ID: 165 711 6155

Passcode: 765109

4. REQUEST FOR PROPOSAL QUESTIONS. Questions shall be submitted and responses provided electronically through the BidNet platform in accordance with the date and time shown on the “CITY

OF SANTA CLARITA NOTICE INVITING PROPOSALS.”

5. AWARDS.

5.1. The City reserves the right to waive any irregularity in any proposal.

5.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the preparation of the proposal. The City reserves the right to accept or reject all proposals received https://santaclarita.zoomgov.com/j/1657116155 as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, price, or other revisions of the proposal as may result from negotiations.

The City reserves the right to extend the time allotted for the proposal, and to request a best and final offer, should it be in its best interest to do so.

5.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to award elements of the work, independently, and to do portions “in-house.” Additionally, the City reserves the right to award subsequent work on this project based on information presented in this proposal, without recourse to a separate or subsequent RFP process, should it be in its best interest to do so.

5.4. The City may make an award based on partial items unless the proposal submitted is marked “All or none.” Where detailed specifications and/or standards are provided the City considers them to be material and may accept or reject deviations. The list of proposals submitted will be posted on BidNet, normally within 24 hours.

5.5. Proposals and subsequent offers shall be effective/valid for a period of 180 days after the RFP due date. The City of Santa Clarita may request Proposers to extend the validity of proposals and offers for the City’s acceptance beyond the specified time period.

6. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this clause in vendor's response will be considered agreement. However, the City is not an agent of, partner to or representative of these outside agencies and is not obligated or liable for any action or debts that may arise out of such independently negotiated "piggy-back" procurements.

7. DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order.

8. INVOICES. Invoices will be forwarded to:

City of Santa Clarita Special Districts Division Attn: Dan Hamrick 23920 Valencia Blvd. Ste. 295 Santa Clarita, CA 91355-2196

Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.

9. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No proposer or subcontractor/subconsultant may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with limited exceptions from this requirement for proposal purposes only under Labor Code Section 1771.1(a)]. No proposer or subcontractor/subconsultant may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section

1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

10. PREPARATION. All proposals and required forms must be uploaded as laid out in the BidNet General Attachments Section.

11. REJECTION. The City reserves the right to reject any or all proposals and to waive any informality in any proposal. The City may reject the proposal of any vendor who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a vendor who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any vendor who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita.

12. PROPOSAL VALIDITY. All proposals, including all pricing, shall be effective/valid for a minimum period of 180 calendar days after the date of RFP closing. In the event a final contract has not been awarded within this period, the City reserves the right to negotiate extensions to this period.

13. CONTRACTOR'S LICENSE. If requested and in accordance with the provisions of California Public

Contract Code Section 3300, the successful vendor shall submit proof of a Class C-27 California Landscaping Contractor License with proposal response. Failure to possess the specified license shall render the proposal as non-responsive and shall act as a bar to award the contract to any proposer not possessing said license at the time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor may substitute securities for monies withheld by the City to ensure performance under the contract.

14. PREVAILING WAGES. This contract is subject to the State prevailing wage requirements of the

California Labor Code including, but not limited to, Sections 1770, 1771.5, 1773, 1776 and 1777.5.

Contractor shall comply with California prevailing wage laws including, to the extent applicable, Labor Code Section 1720.9. Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates in the county, or counties, in which the work is to be done have been determined by the Director of the California Department of Industrial Relations. These wages are set forth in the General Prevailing Wage Rates for this project, available from the California Department of Industrial Relations’ Internet web site at http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm. Future effective general prevailing wage rates which have been predetermined and are on file with the California Department of Industrial Relations are referenced but not printed in the general prevailing wage rates. A copy of the prevailing rate of per diem wages shall be posted at the job site. The Contractor is responsible for obtaining a current edition of all California statutes and regulations, and adhering to the latest editions of such.

15. SUBCONTRACTORS. For all projects, the vendor must list any subcontractors/subconsultants that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project.

Each proposer must submit with their proposal the following:

http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm

• The Full name of each subcontracting firm as required by Public Contract Code § 4104 typed or legibly printed.

• The address of each firm.

• The telephone number at the place of business.

• Work to be performed by each subcontracting firm.

• Total approximate dollar amount of each subcontract.

Copies of subcontracts will be provided to the City Engineer upon their request.

16. TERMINATION. The City may terminate any purchase, service or contract with or without cause either verbally or in writing at any time without penalty.

The City of Santa Clarita’s “Terms and Conditions” is found on a separate attachment in BidNet.

DOCUMENTS CHECKLIST

In addition to the items requested for the proposal the following documents are required to be completed and submitted by the proposer.

The following documents must be provided by ALL proposers:

Uploaded via BidNet (see Section D: Exhibits)

❑ Response File ❑ Cost File(s) – to be submitted separately from the Response File:

o Exhibit A: Cost Proposal o Exhibit B1: Additional Pricing o Exhibit B2: Additional Pricing Continued

❑ Exhibit C: Violation Records ❑ Exhibit D: Proactive Approach Form ❑ Exhibit E: Designation of Subcontractors ❑ Exhibit F: References ❑ Exhibit G1: Staff ❑ Exhibit G2: Staff Hours ❑ Exhibit H: Equipment Requirements ❑ Exhibit I: Certifications ❑ Exhibit J: Acknowledgement & Acceptance of Scope of Work ❑ Exhibit K: Notice to Proposers Regarding Contractual Requirements ❑ Exhibit L: Inclement Weather Plan ❑ Maintenance Schedule(s) ‐ Daily, Weekly, Monthly, Semi‐Annual, Annual (see examples in

Section E) ❑ Rotation Schedule (Maintenance Map showing frequency of work within designated areas/sections) ❑ All signed addendums (if any)

The following documents must be provided by the AWARDEE ONLY (With Agreement) Delivered to City Hall, Attn: Dan Hamrick

❑ Maintenance Agreement ❑ Insurance Required by Contract ❑ W-9 Form ❑ Fringe Benefit Statement

SECTION B

Solicitation Information

SCOPE OF WORK

EVENT DATE

Solicitation advertisement September 14, 2026 Pre-Proposal Meeting September 29, 2026 Last day for questions October 5, 2026 Return of proposals October 14, 2026 Contract award November 10, 2026

*Dates are subject to change at the City’s discretion*

INTRODUCTION

The City of Santa Clarita (City) administers 64 financially independent zones within the Landscape Maintenance District (LMD), providing landscape maintenance services for the LMD operations through contracts with private companies. Solicitations for proposals to support contract services are made regularly and often allow an opportunity for multiple zones to take advantage of economies of scale.

The City of Santa Clarita is soliciting sealed proposals from qualified landscape maintenance companies for the all-inclusive labor and equipment under the terms of this Request for Proposal (RFP), to provide for the maintenance services of designated landscaped areas within the boundaries of LMD Zones T2 (Old Orchard), T3 (Valencia Hills), T4 (Valencia Meadows), T5 (Valencia Glen), T6 (Valencia South Valley), and T7 (Valencia Central & North Valley).

The following general specifications apply to the areas of the City’s Landscape Maintenance District, LMD Zones T2 (Old Orchard), T3 (Valencia Hills), T4 (Valencia Meadows), T5 (Valencia Glen), T6 (Valencia South Valley), and T7 (Valencia Central & North Valley). These contracts will run for five (5) years.

For Zones T2-T7:

The City requires the landscape contractor to include all labor and equipment for an all-inclusive contract for landscape maintenance for approximately 52.8 landscaped acres. For reference please see the previous and current contract manhours below:

Previous Contract Manpower:

• One (1) irrigation specialist (CLIA trained 40 hours/week)

• One (1) working foreman (completely dedicated to this contract) 18 hours/week

• Seven (7) crewmen (with sufficient vehicles and equipment) 38 hours/week

• Total weekly labor minimum hours 324 hours/week

Current Interim Contract Manpower:

• Two (2) irrigation specialist (CLIA trained 40 hours/week)

• Two (2) working foreman (completely dedicated to this contract) 40 hours/week

• Six (6) crewmen (with sufficient vehicles and equipment) 40 hours/week

Total weekly labor minimum hours 400 hours/week

LMD Zones T2 (Old Orchard), T3 (Valencia Hills), T4 (Valencia Meadows), T5 (Valencia Glen), T6 (Valencia South Valley), and T7 (Valencia Central & North Valley) landscape maintenance bid shall be all inclusive for labor hours and equipment, meaning: Contractor shall at his cost provide all the labor and equipment necessary for the provision of grounds, irrigation and landscape maintenance services. This includes and is not limited to; irrigation repairs minor and major, mowing, trimming, edging, hand pruning, fertilization, application of pre-emergent herbicides, weed control, minor tree raising, plant replacements, cleanup/clearing of drainage systems, annual color replacement, shrub, tree, and groundcover planting, spreading mulch (approx. 5,000 cubic yards), all fuel modification and weed abatement, fertilizer application, chemical applications for weed abatement, litter pickup, doggie litter removal, trash bags removal and replacement, turf aerification, turf renovation/verticutting, turf over-seeding and micro-nutrients/soil amendments. All supplies and parts will be paid by the LMD at the Contractor’s price plus a maximum markup of 15%.

The RFP shall be all-inclusive for labor hours and equipment, meaning: Contractor shall at his cost provide all the labor and equipment necessary for the provision of grounds, irrigation and landscape maintenance services. Including but not limited to irrigation repairs minor and major, shrub, tree, and groundcover planting, spreading mulch, all fuel modification and weed abatement, and litter removal. All supplies and parts will be paid by the LMD at the Contractor’s price plus a maximum markup of 15%.

In striving to meet the statewide diversion goal of 85%, LMD requires every effort to keep green waste out of landfills. The contractor shall either mulch green waste material onsite or haul material to a certified green waste diversion facility for processing. The contractor shall maintain a log and report method of diversion annually to the LMD office by providing total tons of green waste generated and the total tons diverted from the landfill by either reuse on site or recycling through a facility. Narratives, photographs, weight tickets and diversion reports are acceptable forms of reporting. The log must be provided upon request at any given time during the contract.

The Contractor shall have a minimum of five years’ experience in landscape maintenance for areas fifty (50) acres or larger including but not limited to acceptable references, of previous and/or current work for the City of Santa Clarita (See References Sheets). The contractor shall have water management and auditing personnel, (CLIA – Certified Landscape Irrigation Auditor). The Contractor will be required to communicate work requests back and forth to LMD through desktop computer, hand held device, or laptop. The Contractor is encouraged to provide copies of awards and recognitions received for landscaped maintenance excellence.

Refer to the following specifications for requirements at each location. The specifications include general and special conditions that shall apply to all jobsite locations. Also included in this section are the Scope of Work instructions which more clearly define the services, scheduling, or special circumstances for each location to be serviced.

1. GENERAL REQUIREMENTS

1.1 The Contractor shall provide all labor, equipment, materials, tools, services, and specialized personnel (including Irrigation Specialists, Irrigation Assistants, Spray Techs, Foremen, and Supervisors) necessary to perform comprehensive landscape maintenance. Services include, but are not limited to, mowing, trimming, edging, pruning, fertilization, brush clearance, pre-emergent herbicide application, weed control, minor tree lifting, dead plant removal, plant replacement, drainage system cleaning, and irrigation system maintenance. City-supplied mulch shall be applied by the Contractor for weed control.

The Contractor shall maintain all landscape areas, natural areas, hardscape, plant material, and irrigation systems in a weed-free, trash-free, healthy, and aesthetically pleasing condition. All work shall meet or exceed California Landscape Contractors Association (CLCA) industry standards and be performed professionally using quality equipment and materials.

The Contractor shall provide sufficient staffing at all times to maintain the required service levels.

Additional personnel needed due to seasonal demands or unforeseen conditions shall be provided at no additional cost to the City.

1.2 For purposes of this Agreement, “Special Districts” shall refer to City of Santa Clarita Landscape Maintenance District (LMD) administration staff, including the Landscape Maintenance Technicians, Landscape Maintenance Specialist, Project Development Coordinator, Landscape Maintenance Administrator, Special Districts Manager, and Administrative Services Director.

1.3 The Contractor shall furnish all labor, materials, and equipment required to provide landscape, irrigation, and grounds maintenance services for all landscaped and irrigated areas, including fire protection slopes, natural areas, shrubs, trees, groundcover, and areas served by automatic or manual irrigation systems. All locations shall be maintained to the highest industry standards and at no less than the service frequencies proposed by the Contractor.

1.4 The Contractor shall provide all-inclusive labor, equipment, and materials necessary to perform comprehensive landscape, grounds, and irrigation maintenance services, including but not limited to:

• Turf maintenance, aeration, verticutting, overseeding, top dressing, and fertilization

• Irrigation system operation, inspection, maintenance, and repair;

o Including hand watering and valve bleeding during emergencies

• Pruning, trimming, and maintenance of shrubs, groundcover, and trees up to the first twelve

(12) feet in height, including structural pruning in accordance with ANSI Best Management Practices

• Disease and pest control

• Manual and chemical weed abatement

• Mulch distribution using City-provided mulch

• Maintenance of fire protection/fuel modification areas

• Hardscape maintenance, including sweeping, blowing, litter and gum removal, crack and gutter weed abatement, and vegetation removal within eighteen (18) inches of walls and fences

• Maintaining a minimum eighteen-inch (18") clearance from residential fence lines

• Litter collection, dog waste removal, and servicing of receptacles, including replacement of City-provided dog waste bags and City-reimbursed trash bags- Contractor’s cost plus no more than 15%).

• Marking underground irrigation lines and LMD facilities in response to DigAlert notifications and other requests

• Traffic control in accordance with the WATCH Manual while operating within public rights-of-way, medians, and parkways.

The Contractor shall provide, at a minimum, the proposed Irrigation Specialists, Irrigation Assistants, Laborers, and Foremen necessary to meet service expectations. Sample Maintenance Program Guides provided in Section E are for proposal purposes only. The Contractor shall submit a Team Composition and Rotation Schedule identifying the minimum monthly staffing plan; however, sufficient resources shall be provided at all times to meet or exceed contract requirements.

1.5 Inclement Weather and Adverse Conditions

The Contractor shall not perform work under unsafe conditions that may endanger personnel or damage property. During light precipitation or forecasted rain, crews shall remain on-site and perform alternative duties such as drainage monitoring, inlet clearing, walkway cleaning, debris removal, hand pruning, or other tasks directed by Special Districts.

During severe weather events, a minimum of two (2) staff members shall remain available onsite actively inspecting maintained areas, monitoring drainage systems, identifying safety concerns, and reporting issues during regularly scheduled work hours.

Each proposer shall submit an Inclement Weather Plan (refer to Exhibit L) describing its approach to staffing, performance of required work, and billing during inclement weather. Monthly invoices shall be proportionately reduced for any day the contractor is unable to provide the minimum required staffing due to weather conditions.

1.6 Coordination with Other Contractors

The Contractor acknowledges that other City contractors may perform activities within maintained areas, including landscape and irrigation refurbishment, construction, emergency response, electrical work, tree services, concrete and fence repairs, integrated pest management, pressure washing, and turf removal. Special Districts may require the landscape maintenance contractor to modify or suspend specific maintenance activities to accommodate such work.

1.7 Emergency Response

For emergencies occurring during scheduled maintenance hours, the Contractor shall respond by phone or text within fifteen (15) minutes of notification. For emergencies outside scheduled hours, the

Contractor shall respond within thirty (30) minutes. Required personnel and equipment shall be available within two (2) hours of notification.

Upon arrival, the Contractor shall immediately address unsafe conditions affecting public health, safety, or welfare. Failure to comply may result in consequences described in Section 10.

1.8 Vehicles, Equipment, and Employee Appearance

All Contractor vehicles operating within the City shall display the Contractor's name and phone number on both front door panels. Employees shall wear matching uniforms identifying the Contractor, appropriate footwear, safety vests, and all OSHA-required protective equipment. Uniforms shall be maintained in a professional appearance and shirts shall remain properly worn at all times.

1.9 Professional Conduct

The Contractor and its employees shall provide courteous, professional service to City staff, contractors, consultants, residents, and the public. All communications shall be conducted respectfully and professionally. Failure to maintain professional conduct may constitute grounds for contract termination.

1.10 Minimum Qualifications

The Contractor shall have at least five (5) years of landscape maintenance experience, including work performed for a municipality or homeowners association (HOA). The Contractor shall submit with its proposal a minimum of three (3) references for projects of similar scope and complexity.

1.11 Communication Requirements

The Contractor shall provide cellular communication devices to each crew foreman and maintain continuous communication capability with Special Districts representatives.

1.12 Licenses and Certifications

At the time of proposal submission, the Contractor and/or subcontractors shall possess:

• A valid California C-27 Landscape Contractor License.

• A qualified pesticide applicator certification or license issued by the California Department of

Pesticide Regulation.

• An ISA Certified Arborist on staff or under contract on an as-needed basis.

Copies of all applicable licenses, certifications, and subcontractor qualifications shall be submitted with the proposal.

1.13 Permits

The Contractor shall obtain and pay for any permits potentially required to perform work under this contract.

2. LANDSCAPE AREAS TO BE MAINTAINED

2.1 Landscape Maintenance District (LMD) areas covered under this Agreement are identified in Section E (Maintenance Maps).

2.2 Contractor shall inspect all irrigation systems and landscaped areas and acknowledge existing site conditions. Contractor accepts all sites as-is and agrees to maintain them in accordance with these specifications without requiring improvements, modifications, or alterations by the LMD.

2.3 Area measurements provided by the LMD are estimates only. Contractor is responsible for verifying site conditions, quantities, and characteristics through field inspection.

2.4 The Contractor shall participate in on-site inspections with authorized Special Districts representatives as requested. Inspections may include community representatives and shall be scheduled at the convenience of Special Districts, with at least one (1) weeks’ notice provided when practical. Special Districts may also conduct interim inspections at any time to verify compliance with the Contract.

3. CERTIFICATIONS, REPORTS, AND RECORDS

3.1 Payroll and Prevailing Wage Reporting

Contractor shall maintain payroll and prevailing wage records and provide them to Special Districts upon request. Monthly maintenance services shall be invoiced through a single monthly billing.

3.2 Maintenance Function Reports

Contractor shall maintain current records documenting completion of all periodic, seasonal, and additional maintenance activities. Reports shall be provided upon request and in a format acceptable to Special Districts. Payment may be withheld if required reports are not submitted.

3.3 Specialty Maintenance Certifications

When applicable, Contractor shall include with the monthly invoice those specialty type maintenance items completed. The following information shall include but not be limited to:

• Quantity and complete description of all commercial and organic fertilizer(s) used.

• Quantity and label description of all grass seed used.

• Quantity and complete description of all soil amendments used.

• A valid licensed California Pest Control Advisor's recommendations and copies of corresponding Agricultural Commissioners Pesticide Use Reports signed by a licensed

California Pest Control Operator for all chemical, disease and pest control work performed.

The report shall be accompanied by a listing of each material used, quantity used, and the location of use, the date used, the applicators name and the license number.

3.4 Financial Records

Contractor may be required to provide audited financial information from a recognized independent source.

3.5 Violation History

The awarded contractor shall not have two (2) or more Cal-OSHA sustained complaints or four (4) or more Contractors State License Board (CSLB) sustained complaints within the past four (4) years. A proposal response from the awarded vendor that does not meet these requirements may be considered a non-responsive proposal, and the City of Santa Clarita will proceed to the next qualified bidder. Please supply this information on Exhibit C (Violation Records).

4. ADDITIONAL WORK

4.1 Special Districts may authorize additional work resulting from vandalism, Acts of Nature, or third-party negligence. Normal weather conditions are not considered Acts of Nature.

4.2 Prior to performing extra work, Contractor shall submit a written scope and cost proposal within seventy-two (72) hours of request. No work shall begin without written authorization. Labor rates shall not exceed approved contract rates, and material costs shall be limited to Contractor cost plus fifteen percent (15%). Supporting invoices shall be provided.

4.3 In emergency situations involving imminent danger to persons or property, Special Districts may verbally authorize work. A formal proposal shall be submitted within twenty-four (24) hours.

4.4 Contractor shall complete authorized additional work within established timeframes and submit detailed biweekly invoices identifying labor, materials, and affected zones.

5. CONTRACTOR LIABILITIES

5.1 All damages resulting from Contractor's operation within the LMD areas shall be repaired or replaced at Contractor's expense within 48 hours.

5.2 All such repairs or replacements shall be completed within the following time limits.

• Irrigation damage shall be repaired or replaced prior to the next regularly scheduled watering event or as agreed upon with Special Districts.

• All damages to shrubs, trees, or ground cover shall be repaired or replaced within five (5) working days or sooner as directed by Special Districts.

• All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired within a reasonable timeframe agreed upon by LMD staff.

5.3 All repairs or replacements shall be completed in accordance with the following maintenance practices.

• Trees: Minor damage such as bark lost from impact of mowing equipment shall be remedied by a qualified tree surgeon or arborist. If damage results in loss of a tree, the damaged tree shall be removed and replaced at Contractor’s expense to comply with the specific instructions of Special Districts.

• Shrubs: Minor damage may be corrected by appropriate pruning as required in Section 18, "Shrub and Ground Cover Care," of the Specifications. Major damage shall be corrected by removal of the damaged shrub and replacement to comply with the provisions in Section 18 "Shrub and Ground Cover Care" of the Specifications.

• Chemicals: Any damage resulting from chemical operations, either spray-drift or lateral-leaching shall be corrected in accordance with the aforementioned maintenance practices.

Any soil damaged from chemical application shall be reconditioned or replaced.

6. INTERPRETATION OF SPECIFICATIONS

6.1 Should any misunderstanding arise, Special Districts will interpret this Agreement. If the Contractor disagrees with the interpretation of Special Districts, Contractor shall continue with the work in accordance with Special District’s interpretation. Within 30 days after receipt of the interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel as provided hereinafter. The written request shall outline in detail the area of dispute.

6.2 The Disputes Review Panel will be appointed by Special Districts and will be composed of not less than three (3) Qualified personnel or representatives having experience in the administration of grounds maintenance contracts. The panel will convene within one (1) week of appointment in order to hear all matters related to the dispute. The hearing will be informal and formal rules of evidence will not apply. The Panel will submit its recommendation to Special Districts for consideration, within one (1) week following the conclusion of the hearing. Special Districts shall render an interpretation based upon review of the Panel's recommendation. Special Districts’ decision shall be final.

7. INQUIRIES AND COMPLAINTS

7.1 Contractor shall maintain twenty-four-hour availability to respond to inquiries and complaints.

Answering services are permitted if complaints are relayed within one (1) hour. Voicemail alone is not acceptable. The telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a toll-free number, and in no case shall the people of said District(s) be required to pay a toll charge to telephone said Contractor. During normal working hours, Contractor's Foreman or an employee of Contractor, at the supervisory level, who is responsible for providing maintenance services, shall be available for notification by telephone or text communication.

7.2 If immediate action is required to prevent injury or property damage, Special Districts may authorize third-party corrective work and recover associated costs from Contractor.

7.3 Contractor shall maintain a written log of all complaints, the date and time thereof, and the action taken pursuant thereto or the reason for non-action. The log of complaints shall be available for inspection by Special Districts at all reasonable times.

7.4 All complaints shall be addressed within twenty-four (24) hours. Unresolved complaints shall be reported immediately, followed by a written explanation within five (5) days. Costs incurred by Special Districts to resolve outstanding complaints may be deducted from Contractor payments.

8. SAFETY

8.1 Contractor shall comply with all applicable safety regulations, including OSHA and Cal-OSHA requirements, and shall maintain safe operations, equipment, materials, and work practices. Hazard inspections and corrective action logs shall be maintained.

8.2 Contractor shall identify unsafe conditions and immediately notify Special Districts of major hazards.

Contractor shall correct minor hazards, including filling holes, replacing valve box covers, and installing appropriate warning devices. During hours of operations, Contractor shall obtain emergency medical care for any member of the public who is in need thereof, because of illness or injury occurring on the premises. Contractor shall cooperate fully with the City in the investigation of any accidental injury or death occurring on the premises, including a complete written report thereof to Special Districts within five (5) days following the occurrence

9. HOURS AND DAYS OF MAINTENANCE SERVICE

9.1 The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to 5:00 p.m.

Overtime rates will only apply to work performed outside these hours of maintenance service or completed on a day specified in (Attachment C) “Holiday Schedule”. This applies to all future Holiday Schedules. A work schedule shall be provided and approved in advance by Special Districts. No work will be performed on City Legal Holidays (Attachment C) unless authorized by Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or other mechanical equipment with a decibel level above 65 decibels may not be used before 7:00 a.m. within City of Santa Clarita limits in accordance with ordinance 11.44.010.

9.2 Labor hours worked excludes meal periods, rest periods, and travel time. The City of Santa Clarita Special Districts/Landscape Maintenance Districts will not compensate the Contractor for any preliminary work performed offsite or wrap-up activities performed after leaving the work site.

9.3 Contractor shall provide on-site staffing to perform the required maintenance to meet required California Industry Standards anytime between Monday through Friday. However, if the contractor can accomplish the same work within a shorter service schedule, then the Special Districts Division can modify their maintenance schedule. Alternate days or any changes in the days and hours of operation heretofore prescribed shall be subject to approval by the Special Districts Division.

10. MAINTENANCE SCHEDULES

10.1 Contractor shall submit a work schedule prior to start of contract. Though a work schedule is requested as part of the response file for the contractor proposal, any modifications or changes must be agreed to prior to start of a contract. Said work schedule shall be set on a monthly rotational basis, identifying and delineating the time frames for the required functions by the day of the week and time of day. Work schedules shall be reviewed and approved by LMD Staff following submittal. City, at its discretion, may impose liquidated damages for each subsequent day the Contractor is delinquent in delivering said work schedule to the Special Districts Office.

10.2 Contractor shall submit revised schedules when actual performance differs substantially from planned performance. The Contractor is provided the opportunity and procedure for adjusting scheduling requirements. The Contractor has also been provided the opportunity and procedure for adjusting schedules to meet special circumstances and inclement weather. Said revisions shall be submitted to Special Districts for review and approval within three (3) working days prior to scheduled time of work. A written copy of the current City approved schedule must be kept in the site foreman’s vehicle at all times and be available upon request of City staff.

10.3 Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date and time of all the following maintenance operations when applicable:

• Fertilization

• Turf Aerification

• Turf Renovation / Verticutting

• Micro-Nutrients/Soil Amendments

• Spraying of Trees and Shrubs

• Aesthetic/Structural Tree and Shrub Pruning

• Preventative disease control

• Transplanting of sized plants

• Lane closures notification for median or parkway maintenance is required

Any operations related to brush clearance and hazard abatement related to LA County Fire requirements.

11. PERFORMANCE DEFICIENCIES AND LIQUIDATED DAMAGES

11.1 If the Contractor fails to perform work in accordance with this Scope of Work, Special Districts may issue written notice identifying the deficiency, location, required correction, and completion deadline. Corrective action may include completing or reperforming missed work, providing additional staffing, repairing or replacing damaged materials, or correcting unsafe conditions, water waste, or other deficient work. Emergency conditions shall be corrected immediately.

11.2 If the Contractor fails to complete the required correction within the stated timeframe, the City may assess liquidated damages of five hundred dollars ($500) per occurrence, per day until the deficiency is corrected and may deduct the amount from payments due. Each separate deficiency and affected location may constitute an individual occurrence. The Contractor may submit a written objection with supporting documentation within five (5) working days but shall continue performing the work and correcting the deficiency while the matter is reviewed under Section 6.

12. CONTRACTOR STAFF

12.1 Contractor shall at all times provide at a minimum, the proposed number of staff members as indicated in Exhibit G2 of the proposal, to satisfy daily and/or weekly requirements for high quality landscape maintenance. Contractor’s staff MUST be employees of the contractor except subcontractors identified in the response to this proposal. Contractor must perform all work in accordance with the specifications set forth herein. Contractor's employees, whether assigned to any one Zone or as part of a crew serving any number of Zones shall include at least one individual crew foreman who speaks and comprehends the English language.

12.2 Special Districts may at any time give Contractor written notice to the effect that the conduct or action of a designated employee of Contractor is, in the reasonable belief of Special Districts Staff, detrimental to the interest of the public using the premises, Contractor shall meet with representatives of Special Districts to consider the appropriate course of action with respect to such matter and Contractor shall take reasonable measures under the circumstances to assure Special Districts that the conduct and activities of Contractor's employees will not be detrimental to the interest of the public patronizing the LMD covered under this Agreement.

12.3 LMD staff reserves the right to require the Contractor provide alternate staff members to supplement and/or replace staff that is determined to be performing below the expectations of LMD. The City of Santa Clarita will maintain sole authority of determining if and when a staff members’ performance falls below these standards. The request for replacement from City staff is not limited to field crewmembers but also extends to management, supervisors, and specialized staff. Upon request, the contractor shall provide appropriately qualified alternatives for selection by LMD staff as necessary.

13. SIGNS AND IMPROVEMENTS

13.1 Contractor shall not place signs, advertisements, or similar materials on LMD property without prior written approval from Special Districts.

14. UTILITIES

14.1 Special Districts shall pay for utilities associated with LMD maintenance. The Contractor shall manage all irrigation controller scheduling to ensure water use is limited to approved irrigation schedules. The Contractor shall be responsible for the cost of excessive utility usage resulting from failure to monitor or correct irrigation system malfunctions, unauthorized watering, or irrigation outside approved schedules, including watering during or immediately following rainfall or special events. Excess usage shall be determined by comparing current consumption to historical usage for the same period. Special Districts shall provide documentation of the excess cost and allow the Contractor an opportunity to respond prior to deducting the amount from contract payments.

15. NON-INTERFERENCE

15.1 Contractor shall conduct all operations in a manner that minimizes disruption to the public, maintains safe access to LMD facilities, and avoids unnecessary interference with surrounding properties and activities.

16. USE OF CHEMICALS

16.1 Contractor shall furnish and apply all herbicides, pre-emergents, pesticides, and other chemical products required under this Agreement. All products must be registered with the California Department of Pesticide Regulation (DPR) and the U.S. Environmental Protection Agency (EPA). The City shall reimburse the Contractor for the actual cost of City-approved chemicals plus a markup not to exceed fifteen percent (15%). Contractor shall provide original supplier invoices verifying chemical costs upon invoice submission.

16.2 Regulatory Compliance and Licensing. All chemical handling, transport, application, storage, and disposal must strictly comply with FIFRA, approved product labels, California Food and Agricultural Code (FAC), Title 3 of the California Code of Regulations (3 CCR), and the DPR Pesticide Safety Information Series (PSIS).

All applications must be directed by a licensed Pest Control Advisor (PCA) and applied or supervised by a Qualified Applicator License (QAL) or Certificate (QAC) holder. The Contractor must maintain a valid Pest Control Business (PCB) License and active annual registration with the County Agricultural Commissioner. Copies of all licenses, registrations, and applicator certifications for Contractor and subcontractor personnel must be submitted to Special Districts prior to commencing work.

16.3 Integrated Pest Management (IPM) and Product Submittal. Prior to applying any chemical, the Contractor shall submit for Special Districts' written approval a proposed chemical application schedule. The submittal must include:

• Target pest and site location;

• Product brand names and EPA/DPR registration numbers;

• Intended application rates and dilution methods;

• A current written recommendation prepared by a California-licensed PCA; and

• Current Safety Data Sheets (SDS) and manufacturer specimen labels.

No application shall occur without prior written approval from Special Districts. In alignment with the City’s Integrated Pest Management (IPM) policy, the Contractor shall utilize least-toxic control methods, minimum effective application rates, and exhaust cultural, biological, or mechanical alternatives where feasible before applying chemical treatments.

16.4 Application Safety and Drift Prevention. Chemical applications must occur only under suitable environmental conditions to prevent drift, runoff, or leaching onto non-target areas, including public water bodies, storm drains, sidewalks, or adjacent properties. Applications must cease if wind, humidity, or precipitation violates label specifications or poses contamination risks.

Contractor shall post required public warning signs at treated sites in compliance with 3 CCR and municipal standards.

16.5 Restricted Materials. Contractor shall obtain all required restricted-material permits and electronic Notices of Intent (NOI) from the County Agricultural Commissioner prior to application. Copies of approved permits and NOIs must be submitted to Special Districts before handling or applying restricted materials https://www.google.com/url?sa=i&source=web&rct=j&url=CAESUAHrOzAVMNCYtLfFTY2lL0wXEECQh0ReejfsasfS2-mduuY5dGL0Cc1glXNxTjznnLX0FfhyZgQoteLxRyZBeh1Qwf7QFtPvuQxN0E3cAbS4&uoh=2&ved=2ahUKEwj567z71c2WAxXNPUQIHUz0H00Qy_kOegYIAAgNEAE&opi=89978449&cd&psig=AOvVaw28kWU36KjuNasNlbpzTTaH&ust=1788362059360000 https://www.google.com/url?sa=i&source=web&rct=j&url=CAESUAHrOzAVMNCYtLfFTY2lL0wXEECQh0ReejfsasfS2-mduuY5dGL0Cc1glXNxTjznnLX0FfhyZgQoteLxRyZBeh1Qwf7QFtPvuQxN0E3cAbS4&uoh=2&ved=2ahUKEwj567z71c2WAxXNPUQIHUz0H00Qy_kOegYIAAgNEAE&opi=89978449&cd&psig=AOvVaw28kWU36KjuNasNlbpzTTaH&ust=1788362059360000

16.6 Contractor shall obtain all permits required for restricted-use chemicals and provide copies to Special Districts prior to application.

17. STORAGE FACILITIES

17.1 Special Districts shall not provide storage facilities. Contractor storage shall be located outside the boundaries of the maintained LMD unless otherwise approved in writing by Special Districts.

18. TURF CARE

18.1 The Contractor shall provide all labor, materials, equipment, and supervision necessary to maintain all turf areas in a healthy, vigorous, weed-free, and aesthetically pleasing condition consistent with California Landscape Contractors Association (CLCA) standards and these Specifications.

A. Mowing and Edging

The Contractor shall mow all turf using properly maintained rotary or reel mowers equipped to produce a uniform appearance without scalping. Turf heights shall be maintained as follows, unless otherwise directed by Special Districts:

• Warm-season turf (Bermuda, St. Augustine): ½ to 1 inch.

• Cool-season turf (Bluegrass, Fescue):

• April through November: 1½ to 2½ inches.

• December through March: approximately 2 inches.

• A mowing schedule will be established and maintained. This schedule will provide that all areas will be mowed not less than once a week during Summer and once every two weeks during Winter. This schedule will be submitted to Special Districts for approval. Frequency may be adjusted at Special District’s discretion. Refer to items 1 and 2 in this section for turf length ranges.

• Any staining of pathways from mowing operations will be removed the same day.

Special Districts may modify mowing heights during turf renovation or other maintenance activities.

Turf shall be mowed a minimum of:

• Weekly during the growing season.

• Bi-weekly during winter.

Special Districts may adjust mowing frequency as conditions require.

Edging: Concurrent with each…