Municipal_Stadium_+_Misc_Lots_Specs.pdf

EXHIBIT A

Scope of Services

A: SCOPE OF SERVICES

The scope of this Contract includes landscape maintenance. The scope of services includes, but is not limited to furnishing all labor, supervision, equipment, supplies, tools, materials, services, and all other necessary incidentals required to perform complete landscape maintenance of all the areas as detailed in a manner that will maintain healthy turf, shrubs, and plants and present a clean, neat, and professional appearance.

All Landscaping will be maintained in a healthy, neat, and attractive condition, and will be maintained in accordance with Landscape Industry Standards.

The Contractor will mow, trim, eliminate weeds, and repair or replace damaged or dead landscaping.

Dying or dead shrubs, hedges, plants, and flowers will be replaced at no cost to the City unless the landscaping is due to an outside third-party, force majeure, or directed by the Department Contact.

Examples of third-party damage include damage due to vehicular accidents, hurricanes, etc.

Shrubs will be pruned to enhance their beauty and health and to maintain their natural growth characteristics, including height and shape.

The Contractor will maintain existing landscape beds. Regular maintenance includes weeding and watering as necessary during dry periods. Grass and weeds will not be permitted to grow in the plant beds, and all plants will be kept trimmed from curbs, sidewalks, streets and/or parking areas.

B: GENERAL

The Contractor will provide landscape maintenance services at designated Locations within the City limits as listed below. The initial term of the Contract is three (3) years, with 2 renewal options of one-year each.

Each location will be serviced in accordance with the Maintenance Specifications – all sites will be serviced once a week for the duration of the Contract.

Services include mowing, edging, string trimming, hedge trimming, weeding, mulching, tree and palm tree pruning, litter trash and debris removal.

C: BASE MAINTENANCE SERVICE LOCATIONS

Tasks outlined in the Maintenance Specifications will be provided at the following Service Locations.

All locations are within the City of Daytona Beach city limits.

Areas to be maintained may include, but are not limited to, Right of Way boundary to Right of Way boundary. Right of Ways are defined by visible survey markers; by utility poles, 2’-0” beyond the sidewalk, back of swale, fence line, or existing tree line whichever is furthest from travel lane, unless otherwise instructed by the City of Daytona Beach. The areas to be maintained under this Contract are as follows:

A. Seneca Strip B. 301 Jean Street C. 310 Jean Street D. 544 Orange Ave E. Caribbean Pine Way (Andros Isles) F. 100 Springwood Dr. (Pine Lake Lot) G. Pinewood Cemetery (301 Main Street) H. Daytona Municipal Stadium I. Veteran's Museum Parking Lot J. 2010 S. Peninsula Drive

D: DEPARTMENT CONTACT

The Department Contact will be provided a monthly schedule by the Contractor at the beginning of each month, outlining services to be provided that month. Monthly invoices listing all dates for services provided will be submitted to the Department Contact. The Department Contact is:

Public Works Department

Cordel Dietzig Contracts and Renovation Supervisor.

386-671-8634 dietzigcordel@daytonabeach.gov

E: FREQUENCY

Each site will be serviced once per week, on the same day of the week.

F: SPECIFICATIONS

A. Base Maintenance Base Maintenance will include everything described in this document that is not itemized on the fee schedule including but not limited to turf mowing, litter control, planting bed maintenance, hard and soft edging, cleanup, trimming shrubs, tree trimming (exclusive of palm trimming), weed control on hard surfaces, and maintenance of traffic.

Base maintenance price does not include trimming of palm trees over 10’, replacement of plant material, or mulch.

1. Mowing Requirements

a. The Contractor will provide a monthly anticipated schedule of mowing and other maintenance activities to the Department Contact prior to commencing service. The Contractor will mow only with a rotary mower at the following frequencies for a total of at least 44 cuts per year: every other week mowing will be permitted December through February if no more than 1/3 of the grass blade is being removed; Weekly mowing March through November.

mailto:dietzigcordel@daytonabeach.gov

b. The Contractor will mow all turf to a uniform height. Turf cutting is to be accomplished free of scalping, rutting, bruising, uneven and rough cutting. If this occurs, the Contractor may be asked to correct any of the area(s), as determined by the Department Contact at no additional cost to the City.

c. Mowing height will vary based upon the type of grass mowed. At no time will more than one-third (1/3) of the leaf surface be removed in one mowing. No tractor/bush hog type equipment is permitted unless specifically approved.

d. The mowing height may be adjusted at the discretion of the Department Contact and provided by written notification a minimum of one week in advance. No mowing height adjustments are to be made without authorization from Department Contact. The Contractor will make recommendations based on observed conditions and seasonal adjustments.

Bahia Grass Mow to a height of 3” on average St. Augustine Grass Mow to a height of 4”-5” on average Zoysia Grasses Mow to a height of 2”-3” on average, depending upon established grass needs, by finish mower or a groom mower

e. Mowing wet grass will be avoided when possible. Mower blades must be kept sharp so that the cut grass edge is clean and not ragged. Mowing patterns will be changed frequently to avoid wear.

f. Any visible grass clippings or other plant debris remaining on the grass surface will be removed. The Contractor will ensure that no visible rows or clumps of turf clippings remain on turf areas that have been cut. Grass clippings may be mulched to remove clumping or reduce visibility, or, if not mulched, the clippings must be removed from the site the same day as the mowing service is performed. No turf clippings or trimming will be left in any of the landscape beds or mulched or paved areas. Sidewalks and other paved areas will be swept, vacuumed, or blown free of any resulting dirt and debris.

g. Turf will be free of bare ground, which is defined as any single area of five (5) square feet without vegetation. Bare grass areas will be restored by seeding or re-sodded and soil conditions improved upon approval from Department Contact. All stones and rubbish that appear on the surface will be removed. The areas will be sodded to industry standards. The Contractor will ensure the new sod is sufficiently watered to promote growth.

Areas damaged by disease, vehicular traffic, removal of vegetation, erosion, or construction will be restored and re-sodded as directed by the Department Contact to match the existing turf. The type of grass to be used is to be based upon the amount of shade and soil condition as analyzed by approved testing methods. The Contractor will perform soil testing and sampling at the Department Contact’s request, which will be conducted by a college or university with a specialty in land management or a commercial soil laboratory. The Contractor will bill the City for the cost of sod and labor at the contract unit price. Sodding will only be performed with prior written approval from the Department Contact.

h. Mowing in Stormwater areas. The requirements of Chapter 40C-42.029, Monitoring and Operational Maintenance Requirements from St. Johns River Water Management District will be followed when mowing around stormwater management facilities. Clippings, mulch, or other plant debris must be prevented from entering ponds. lakes, water features, or drains. If this occurs, the Contractor will remove those materials immediately

i. Care must be taken when removing all vegetative debris, lawn clippings, leaves, branches, and trash found in and around berms, ditches, and structures to prevent these materials from entering the City’s stormwater system.

2. String Trimming

a. String trimming must be performed around all structures. No herbicide may be used in lieu of string trimming unless prior written permission is obtained from the Department Contact.

b. Areas inaccessible to mowing equipment will be kept neat and string trimmed as needed. The Contractor will trim all grass around all fixed objects (walls, light posts, light fixtures, equipment boxes, pond structures, signposts, trees, etc.) as needed. In some pond bank and ditch bank locations, string trimming will be required down to the waterline to maintain a clean appearance. The Contractor will perform string trimming at the same time as mowing.

c. The Contractor will trim turf using string trimming in a manner that does not leave dead or dying grass in areas around trees, shrubs, buildings, fences, light poles, signposts, fire hydrants, or other fixed obstacles. Trimming height will match surrounding area turf heights.

d. The Contractor will trim around trees leaving a neat tree ring appearance.

e. The Contractor will ensure the trimming does not damage the trunk, bark, or roots of trees and shrubs. Trees or shrubs damaged because of line trimming will be replaced or repaired at the Contractor’s cost. If vegetation dies or becomes unhealthy due to string trimming damage, the Contractor will repair or replace the damaged vegetation with vegetation of the same size and type at their cost. Vegetation replacement will occur within fifteen (15) days of notice of damage.

3. Hard & Soft Edging / Cleanup

All sidewalks, driveways, parking lots, street edges, curbs, and other paved areas will be edged to maintain a clear zone immediately adjacent to pavement and to provide uniform edge lines. The Contractor will trim and properly edge all shrub and flower beds, as well as tree rings, curbs, walkways, lighting, and all other obstacles in the landscape at each service and will remove all clippings. Edging height will match surrounding area turf heights and will be neat and clean, providing a clear zone free of scalping, rutting, bruising, or uneven or rough cutting.

The Contractor will edge by mechanical cutting by machine, stick edger, or walk- behind edger. A string trimmer will not be used to perform edging functions. The use of any chemicals in lieu of mechanical edging will require prior written approval from the Department Contact.

The Contractor will exercise extreme care where tree roots are in close proximity to curbs and sidewalks to prevent damage to concrete during the edging process.

a. Hard Edging - Edging of all walks, curbs, and edges of pavement/concrete will be performed at the same time as grass mowing to maintain a clean appearance free of grass invasion. All grass and dirt to be blown off onto grass areas (not hard surfaces or roadways).

b. Soft Edging - Edging of all planting beds and any tree rings will be performed at the same time as grass mowing to maintain a crisp clean appearance free of grass invasion. The goal is to provide a well-defined line between the turf and planting bed or tree rings.

c. Edging/Clean-up – The Contractor will blow off, sweep, or vacuum walks, as needed while the mowing, edging, or trimming is in process so that the appearance suffers for the least amount of time. The Contractor will blow off, wipe off, sweep, or vacuum landscape lighting as needed to prevent accumulation of clippings and dead insects. The Contractor will make all areas clean of leaves, sticks, twigs, and all litter at each service. This will apply to all locations.

4. Trash/Litter Control

The Contractor will ensure all maintained areas are clean, neat, and free of debris at time of weekly service. The Contractor will collect and legally dispose of all litter and maintenance related debris.

Litter/Debris Removal - Litter in the Facilities and Right of Ways is to be removed prior to mowing or edging, to reduce the possibility of hazards to those using the facilities, i.e., motorists, pedestrians, equipment operators, etc.

The Contractor will remove all litter and debris in all areas where work is performed during each service, including but not be limited to the removal as well as disposal of all-natural debris, (tree limbs, fallen trees, dry brush, dead animals, etc.), and man-made debris (tires, tire pieces, lumber, building materials, furniture, household items, vehicle parts, metal junk, packaging materials. campaign/advertising or other signs and postings, etc.) Leaves will be removed from all sidewalks, pathways, and paved areas.

5. Landscape Beds

All landscape beds will be kept weed free at all times by manual or chemical means. All shrubbery will be kept trimmed in a manner so as not to touch any building, block any windows, signage, sidewalk, entryways, roadways, or driveways where it could result in view obstruction.

6. Shrubs, Ornamentals, Palms, and Trees

This section applies to all locations that contain shrubs or trees. Cuts shall be made with sharp and proper tools. When cutting parts of branches, leave a living bud at the end of the stub. Make cuts sufficiently close to parent stem so that the healing can readily start under normal conditions. On trees known to be diseased, disinfect tools after each cut and between trees. Prune only at the time of season proper for the variety. Prune or trim at least twice each growing season to keep the natural shape of the individual plant. Removal of dead limbs, branches and fronds from all trees and palms (up to a height of 10 feet) will be ongoing. No pruning will be performed to live wood that would affect the fullness or intended character of the planting.

The Contractor will prune all hedges, shrubs, and ground cover material to ensure the best shape, health, and character of the individual plant as needed. Mechanical trimming may only be utilized when the health or appearance of the plant will not be damaged by the mechanical trimmers.

Ground cover plants will be selectively cut back to encourage lateral growth and kept in bounds and out of other plantings, walkways, lighting, etc.

Ornamental grasses will be trimmed back and cut in February – March if needed. Any overgrowth obstructing sidewalks, roadways, paths, etc. will be maintained on an ongoing basis.

Trees and Palms – The Contractor will remove all sucker growth from the base of trees on an as needed basis. Remove any limbs which pose a threat to public safety (up to a height of 10 feet). All mature shade trees shall have a canopy of no less than 10’ at all times.

Ornamental trees shall be trimmed to industry standards. Remove any dead or broken limbs as needed (up to 10 ft).

7. Weed Control on Hard Surfaces

Hard surfaces such as driveways, roadways, sidewalks, curbs, storm drains, parking lots, building perimeters, brick pavers, signage, utility poles, air conditioning units, picnic tables, fence lines (inside and out), other hard surfaces in the right of way, and any other amenities will be kept weed free by mechanical or other means.

8. Palm Tree Trimming

Palms should never have fronds removed above zero (0) degrees horizontal (9:00 or 3:00 o'clock); remove only descending fronds below zero (0) degrees horizontal. No spikes or sharp objects are to be used that would penetrate the trunk during the pruning process;

ladders or ‘cherry picker’ type vehicles and lifts shall be used. Palm trunks shall be maintained with neat, rounded, classic cuts on all boots. All dead and pruned fronds, seeds, seed heads, and suckers are to be removed from the site the same day and properly disposed. The Contractor will be responsible for removing any fronds that are nicked by the saws but do not drop. The Contractor will exercise care during the pruning process to ensure that fronds or other trimmings do not endanger pedestrians, traffic, or cause damage to property.

9. Mulching

The Contractor will provide labor and materials to apply mulch twice a year, as needed throughout the sites. This section will apply to all locations that require mulch. All bed prep work shall be included in the unit price for mulch, including edging and the removal of existing (old) mulch. New mulch shall be installed no higher than curb tops, sidewalks, or asphalt to help reduce runoff. All landscape beds will be mulched with a Premium Dark Brown Shredded mulch. Cypress mulch is prohibited. The Contractor will only install mulch upon prior written approval from the Department Contact.

10. Plant Replacement

Any plant or turf requiring replacement not caused by the Contractor’s failure to mitigate adverse conditions will be performed upon request at the City’s expense. No plant or turf will be replaced without prior written authorization. Payment for replacement plants or turf will be made at the Contract unit price without markup. The City will pay a reasonable number of general landscape labor hours at the Contract unit price for such replacement.

The Contractor will ensure that all industry standards are following for plant replacement, additionally, the Contractor will ensure that watering requirements are meet for proper plant establishment.

11. Expedited - Major Storm Clean up

The Contractor, using high sense of urgency, will remove all storm related debris in all areas where Work is performed, including but not limited to, the removal as well as disposal of all natural debris, (tree limbs, fallen trees, dry brush, etc.), and man-made debris (tires, tire pieces, lumber, building materials, furniture, household items, vehicle parts, metal junk, packaging materials. campaign/advertising or other signs and postings, etc.). The Contractor will only start post-storm cleanup with the approval from the Department Contact. The Contractor will be directed where the staging area for debris will be.

G: CONTRACTOR’S RESPONSIBILITIES

A. The Contractor will have thirty (30) days from the start of Contract to inspect the turf and landscaping conditions, and report existing major damage to the City. The City will repair any major damage as noted. If the City cannot complete repairs, the Contractor will maintain property in “as is” condition until corrections are completed, at which point the Contractor will assume all maintenance activity.

B. Internal Inspection Processes. The City from time to time, will inspect the work performed at sites for completion and quality. The Contractor shall correct all deficiencies before the next service cycle.

C. General Labor/Supervision. The Contractor will provide service and quality control at all locations during service cycles.

D. Repair to Damaged Areas and City Property. Turf and landscape areas damaged by Contractor vehicles or equipment through negligence on the Contractor’s behalf, will be sodded to meet the standards of surrounding areas. This will be done at the Contractor’s expense.

E. The Contractor will provide supervised staff for all aspects of operation and maintenance, and pay all costs including hiring, training, and administering all personnel-related issues to complete the maintenance requirements at all locations. The Contractor will provide a sufficient number of certified and qualified personnel, including management, operational, and technical staff, who meet relevant legal requirements and certifications regarding operation and maintenance according to the State of Florida, are capable, and demonstrate experience necessary to maintain the facilities.

F. Supervision – The Contractor will provide quality control and all other services necessary to perform the Work. The Contractor will always enforce good order among the Contractor’s employees and independent contractors and will not employ on the work site an unfit person or anyone not skilled in the work assigned to them. Subcontractors, employees, or independent contractors of the Contractor whose work is unsatisfactory in the opinion of the City or who are considered by the Departments

Contact to be careless, incompetent, unskilled, or disorderly, or who use threatening or abusive language to any person, will be dismissed from Work with the City and will not be permitted to provide services pursuant to this Agreement. No individual employed by the Contractor will use any alcoholic beverages or illegal drugs while performing any services.

G. Supervisor – The Contractor will identify a Supervisor for this Agreement, and the Supervisor will always be available by cellular telephone. The Supervisor will manage all facets of landscape maintenance. The Supervisor must be fluent in English, have excellent communication skills, and be capable of directing all regular maintenance and additional services and coordinating the services provided pursuant to this Agreement. The Supervisor will constantly use their experience and training to prevent, detect, and control adverse conditions by physically inspecting all City property which is the subject of this Agreement. The Supervisor will be the single point of contact.

H. Employee/Sub-Contractor’s Performance - The City reserves the right to request the removal of a Contractor’s employee/independent contractor from performing maintenance on the City’s grounds, where such employee’s/independent contractor’s performance or actions are obviously detrimental to the City’s interest. The Contractor will provide ongoing training and education for appropriate personnel in all necessary areas of operations, management, maintenance, repair, safety, and supervisory skills.

I. Equipment Safety – The Contractor will keep all equipment in an efficient and safe operating condition while performing work under this Contract. Equipment will have proper safety devices always maintained while in use. If equipment does not contain proper safety devices or is being operated in an unsafe manner, the City may direct the Contractor to remove such equipment and/or the operator until the deficiency is corrected to the satisfaction of the City. The Contractor will be responsible and liable for injury to persons and property caused by the operation of the equipment.

While performing services, the Contractor will keep all vehicles in good repair, free from leaking fluids, properly registered, of uniform color, and will bear the company name on each side in not less than 1” letters.

J. The City reserves the right to direct the Contractor to rearrange the schedule to meet the needs of the City, and to avoid any conflicts with City scheduled events. The Contractor will meet with representatives of the City as needed and as requested by the City monthly at minimum, to review operations, reports, and costs. The Contractor will maintain a professional, responsible, and responsive working relationship with representatives of the City, regulatory authorities, and the public. The Contractor will be responsible to always coordinate all work with the City’s representatives so as not to cause any disruptions of any scheduled events.

K. Chemicals - To obtain consent for chemical use, the Contractor will furnish the City the name of the chemical, manufacturer's label, and Safety Data Sheets (SDS) inclusive of all Environmental Protection Agency (EPA) numbers. The Contractor shall possess and provide a copy of a Commercial Pest Control Operator's certification issued by the Florida Department of Agriculture and Consumer Services.

L. Discovery and Notification - If the Contractor discovers damages, vandalism or theft, the Contractor will immediately notify the Department Contact of such.

M. Inspection Processes. The Contractor will conduct a quarterly, comprehensive landscape inspection with representatives of the City to evaluate and document conditions of the locations, safety issues or other concerns. There is no separate charge for this inspection.

H: PERFORMANCE STANDARDS

General Labor/Supervision. The Contractor will be fully responsible for providing service and quality control at all facilities during service cycles. Repair to Damaged Areas and City Property. Areas damaged by the Contractor’s vehicles, erosion, drought, or pest(s)/disease(s) will be sodded to meet the standards of surrounding areas. Other vegetation areas will be repaired to match the surrounding area, if damaged.

I: INVOICING / REPORTING

A. The Contractor will notify the Department Contact by phone or email of work completed at each site within one calendar day of completion of the service.

B. The Contractor will submit invoices monthly for services performed. All services performed must include the date of service on the invoice.

J: MISCELLANEOUS

A. Only authorized employees of the Contractor will be allowed on job premises. The Contractor's employees are NOT to be accompanied in the work area by acquaintances, family members, assistants, or any other person unless said person is an authorized employee of the Contractor.

B. All personnel providing services to the City under the terms of this Contact, will be employees of the Contractor, unless express written permission to use temporary employees or to subcontract a portion of the work is authorized by the City.

C. All individuals performing services under this Contract will adhere to prohibition of smoking on city owned property, usage of proper language, prohibition of use and possession of controlled substances and alcoholic beverages, prohibition of the possession of firearms, either on their person or in their personal vehicles and any other restrictions or prohibitions as may apply.