RFP 2461 Property Landscape Maintenance.pdf

City of Aurora

Finance Department Purchasing Services 15151 E. Alameda Parkway, Suite 5700 Aurora, Colorado 80012 www.auroragov.org

Request for Proposals: R-2461 Class/Item: 02030,02031,02230, 33500, 33504, 33530, 33537, 33538, 33540, 3575, 51520, 51575, 98836, 98852

Date: April 14, 2025

Proposal Deadline: 4:00 p.m., April 30, 2025 (MT) uploaded electronically only to the Rocky Mountain e-purchasing system website.

REQUEST FOR PROPOSALS

The City of Aurora (“City”) is requesting written proposals from qualified companies to provide property landscape maintenance work as required by the City. All work specifically mentioned which is necessary to provide the specified work shall be included in the proposal response and shall conform in quality of work that is generally provided in the industry.

Proposals shall only be submitted electronically through the Rocky Mountain E-Purchasing System (BidNet) at www.bidnetdirect.com/colorado) no later than 4:00 p.m., (MT), April 30, 2025. No late proposals will be considered.

Please be advised that proposals MUST be submitted through BidNet to be considered responsive. The proposals shall be retained by the City and cannot be returned. If you need assistance with the registration or proposal upload process, you may call BidNet’s vendor support at 1-800-835-4603 or e-mail support@bidnet.com.

Proposal Note: BidNet file size is limited to 2GB per file. Should a proposal exceed that size, make sure to split the document to accommodate the limitation and upload multiple documents if necessary. For any questions or issues contact vendor support above.

Proposals shall consist of:

PROPERTY LANDSCAPE MAINTENANCE SERVICES

Pre-Proposal Conference: NA

Mandatory Site Tour SEAM

A Site Tour is scheduled for April 21, 2025, at 1:00 PM (MT). The purpose of the site tour is to provide assistance for prospective Companies. Attendance at the site tour is mandatory and Companies must attend to be able to bid.

Mandatory Site Visit Location:

26791 E Quincy Ave, Aurora, CO 80016 April 21, 2025 at 1:00 PM (MT) http://www.auroragov.org/ mailto:support@bidnet.com

Questions Written questions regarding this RFP solicitation shall be emailed to Heidi Ellis, Senior Procurement Agent at heellis@auroragov.org no later than April 23, 2025, by 2:00 pm (MT). It is preferred that all inquiries be sent with R-2461 on the subject line. Inquiries received after the questions due date and time may not be addressed.

Responses to written inquiries (if required) will be published in the form of an Addenda/Addendum and posted on BidNet.

Contacts During the Solicitation Process Any questions, comments or other communications shall be directed to the Procurement Agent identified above in the Questions section. No other contact shall be made regarding this RFP solicitation with any other City of Aurora (City) staff, City Council Members, Agents, Consultant, etc., during the RFP solicitation process. Failure to comply with this requirement may result in the offending Company being removed from consideration.

A TENTATIVE SCHEDULE of key dates for the project has been established as follows:

April 23 2025 Deadline for written questions by 2:00 p.m.

April 30, 2025 Proposals Due by 4:00 p.m.

TBD Notification of short-listed Company’s TBD Discussion/Interview with Short-Listed Company’s (if needed) TBD Selection of Top-ranked Company/Awarded Agreement issued

RFP SOLICITATION PROCESS

This RFP is being solicited under a multi-step procurement procedure. The first phase requires all interested firms to submit price proposals addressing those items cited in Sections 1 and II, Proposal Submittal Requirements, of this solicitation. Proposals will be evaluated and ranked based on the evaluation criteria outlined in Section III, Evaluation Criteria, to select a short list of companies for further evaluation. Only those Companies who are placed on the short list on the basis of the evaluation criteria will be considered during the second phase. During the second phase, interviews may be held with the short-listed Companies, if deemed necessary by the City’s evaluation committee.

In the final phase, negotiations will be held with the Companies ranked the highest by the evaluation committee on the basis of the written proposal and interview, if conducted. The City and the top-ranked Companies will then negotiate the details of the final contract, and Council approval of the award will be requested. Upon Council approval, the contract will be signed, and work may begin. Should the City be unable to reach an agreement with the top-ranked company, negotiations will commence with the next-ranked Company. This process will continue until a satisfactory contract is negotiated, or the City exercises its right to reject all proposals. Although the City’s intent it to have one company providing the majority of services contemplated by this solicitation, the City may also exercise its right to accept multiple proposals in whole or in part, and contract with more than one company when that is deemed most advantageous and in the best interests of the City.

Proposals will be considered only from Companies who are firmly established in an appropriate business, who are financially responsible, and who have the resources and ability to offer services in a professional and expedient manner. The City may request additional information as deemed necessary. Failure to provide such information may result in the proposal being considered non-responsive.

The City reserves the right to reject any and all proposals, to waive any informalities in the proposals received, and to accept the proposal(s) deemed most advantageous and in the best interests of the City.

Period of Award:

The term of the contract will be for one (1) year with the option to renew for four (4), one-year terms that will be extended one year at a time.

Extensions:

The City shall have the option to extend the contract for up to four (4), one-year terms (to be awarded one term at a time) from the original date of the award and upon the same terms and conditions. If the City desires to extend the contract, not later than thirty days prior to expiration, the City shall send a notice in writing to the vendor requesting firm pricing for the next twelve-month period. After the City receives the firm pricing proposal from the vendor, it will determine whether to extend the contract. All awards and extensions are subject to annual appropriation of funds. The provisions of the foregoing paragraphs with mailto:heellis@auroragov.org respect to extension of the term of the contract shall be null and void if the contract has been terminated or revoked during the initial term or an extension thereof. All decisions to extend the contract are at the option of the City.

Conditions of Award Terms and conditions of this Request for Proposal shall be incorporated in the award by a Services Agreement (sample attached). No other documents, agreements, contracts or addenda will be a part of this Request for Proposal and/or award unless authorized by the Office of Purchasing Services.

Licenses The successful Company, without additional expense to the City, shall be responsible for obtaining any necessary licenses and for complying with any applicable federal, state, and municipal laws, codes and regulations in connection with the prosecution of the services. The successful firm and any Sub-Consultants, if applicable, will be required to obtain an Aurora Business License. The successful Company shall provide the Aurora Business License number(s) to the Heidi Ellis, Senior Procurement Agent, within thirty (30) days of the contract award.

Addendum to the RFP The City reserves the right to amend by an addendum or addenda to this RFP solicitation, at any time and/or a multiple number of times prior to the date set for receipt of the submission of proposals. Addenda or addendums will only be posted and updated on the Rocky Mountain E-Purchasing System located at www.bidnetdirect.com/colorado. It shall be the responsibility of Companies to obtain all addenda’s/addendums from the Rocky Mountain E-Purchasing System. Parties obtaining bid information from other sources do so understanding that their information may be incomplete, inaccurate, or out of date and therefore wholly unreliable from a commercial perspective. Companies registered for the paid bidding notification service shall be notified either by fax or email depending on the service that they have subscribed to. It shall be the responsibility of prospective Companies registered for the no charge, no notification service on the Rocky Mountain E-Purchasing System to monitor the Rocky Mountain E-Purchasing System for any addenda’s/addendums. Failure to do so may lead to reliance on incomplete, inaccurate, or out of date information when submitting proposals subjecting such proposals to automatic disqualification from consideration. If revisions are of such a magnitude to warrant, in the City’s opinion, the postponement of the date for receipt of proposals, an addenda/addendum will be issued announcing the new date.

Confidentiality Please be aware that proposals submitted to the City in response to this RFP solicitation shall be subject to the Colorado Open Records Law, Section 24-72-201, et seq., C.R.S. Any privileged or confidential information in the Company’s proposal shall be specifically identified as such by the Company. If any information is considered to be confidential, the Company shall agree to indemnify the City for any and all attorney fees the City may incur in defending the withholding of such information by signing and returning the letter found in Section VI of this RFP solicitation. Should the City receive a request for the release of any information in the Company’s proposal in accordance with the open records law, the City will review the Company’s proposal, giving consideration to the portions that the Company indicated contained trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data, and may release only that information which has not been identified as confidential so long as Section VI has been signed and returned by the Company along with the proposal. Should the Company choose not to sign and return Section VI, all information in the Company proposal may be considered releasable by the City. Firms will be notified of any open records requests prior to the release of such information. If, in the opinion of City's legal counsel, the City is nonetheless compelled to disclose any portion of such information to anyone or else stand liable for contempt or suffer censure or penalty, the City may disclose such information without liability.

Additional Information The City reserves the right to reject any and all proposals, to waive any informalities in the proposals received, and to accept the proposal deemed most advantageous to the best interest of the City.

Acceptance of the Request for Proposals (RFP) By submitting a proposal in response to this RFP solicitation, the firm accepts all of the conditions described in this RFP solicitation, including the Sample Services Agreement, and agrees to abide by all final decisions made by the City.

CITY OF AURORA, COLORADO

Heidi Ellis

Senior Procurement Agent

Attachments: Section I Scope of Work Section II Price/Hourly Rate Proposal Section III Proposal Submittal Requirements Section IV Evaluation Criteria Section V Special Conditions Section VI Sample Services Agreement with Insurance Requirements Section VII Letter of Indemnification for Withholding Confidential Information Section VIII W-9 Request for Tax-Payer Identification Section IX Business Size Status Form

SECTION I

SCOPE OF WORK

1. PURPOSE

The City of Aurora (“City”) is requesting written proposals from qualified companies to provide property landscape maintenance work as required by the City. All work specifically mentioned, but not limited to, which is necessary to provide the specified work shall be included in the proposal response and shall conform to the quality of work that is generally provided in the industry. All proposals must be made based on, and either meet or exceed, the requirements contained herein.

2. BACKGROUND:

The City of Aurora Water Department (“City”) moved into the Southeast Aurora Maintenance (SEAM) facility in September 2023. Upon completion of construction, a landscaping company was contracted by the general contractor to perform work on the premises for one year.

A landscape contract is necessary to ensure a well-kept facility that is visually appealing and safe throughout the year. Native vegetation reestablishment is also needed to meet the requirements of the site’s Stormwater Management Plan (SWMP) permit. The scope of work for the new contractor is to perform regular upkeep.

3. SCOPE OF WORK

The City is seeking qualified Landscape Maintenance Companies to provide labor, labor supervision, materials, necessary tools and equipment, to provide landscape maintenance services, including turf grass mowing, edging, string trimming, pest management, aeration, fertilization, weed control, litter and debris removal, shrub and perennial bed weed control and pruning, trash and debris removal, weed control on hard surfaces, irrigation system management, and revegetation for the Daniel P. Mikesell Southeast Area Maintenance Facility (SEAM) and various other properties as outlined in the Task Schedules following this section.

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FREQUENCY SCHEDULE

SEAM

LANDSCAPE MAINTENANCE

MAINTENANCE LOCATION: 26791 E. Quincy Avenue, Aurora, CO

HOURS: 7:00 a.m. to 3:30 p.m. Monday through Friday

SPECIAL INSTRUCTIONS:

• The pricing sheet is based on one week of work. This is the estimated amount of work the City anticipates for completing the work identified in the scope of work. The City anticipates having maintenance performed two times per week during the growing season

I. GENERAL SERVICE REQUIREMENTS:

A. The City of Aurora observes the following holidays; therefore, the facility will not be open to the public and will not require custodial service.

1. New Year’s Day - January 1st

2. Martin Luther King Jr. Day - 3rd Monday in January

3. President’s Day - 3rd Monday in February

4. Memorial Day - Last Monday in May

5. Independence Day - July 4th

6. Labor Day - 1st Monday in September

7. Veteran’s Day - November 11th

8. Thanksgiving Holiday – 4th Thursday in November

9. Day after Thanksgiving – 4th Friday in November

10. Christmas Day - December 25th

B. Tahoma 31 Turf Maintenance – Mowing / Trimming / Fertilization:

• The Contractor shall begin the first mowing after April 7, after green-up and before it reaches 2.5” tall. After the initial mowing, grass shall be mowed on a bi- weekly basis through October 15. Mowed height shall be no less than two (2) inches. No more than one-third (1/3) of the blade shall be removed during the mowing.

• The Contractor shall ensure the entire site is walked and freed of all trash before mowing begins. NO TRASH IS TO BE CUT AT ANY TIME.

• The Contractor shall provide suitable mechanical equipment to perform final trimming around permanent objects such as trees, shrubs, posts, fences, car stops and curbs. The Contractor shall ensure that all turf areas are cut at the same height of two (2) inches. Trimming must be completed on the same day each time the Contractor cuts open space areas.

Herbicides for trimming ARE NOT to be used without prior approval of the

City’s Project Manager or their designee.

• The Contractor shall edge all walkways and curbs once per month. A steel blade edger shall be used and all walks and curbs shall be swept or blown after this operation. All concrete and asphalt walks and curbing, boundary to boundary, shall be done once per month to maintain a one-half (1/2) inch margin from hard surface. All dirt and debris from edging operations shall be removed the same day. All sidewalks and curb seams will be kept free of weeds and grass.

• The Contractor shall not be required to pick up or bag cut grass unless the frequency of mowing is not within standards and unsightly windrows of clippings results. In the event grass clippings are picked up or bagged, the clippings shall be removed from the site and transported to an appropriate composting facility. In addition, subject to the prescribed mowing standards, the raking and bagging shall be a contract requirement at no additional cost to the Aurora Water. Mowing patterns shall be such that the clippings are evenly distributed. The Contractor shall not allow grass clippings to accumulate on hard surface areas, sidewalks or roadways. Mowing patterns shall be established and equipment operated so that the height of cut is uniform at two (2) inches and so no scalping occurs. The Contractor shall ensure that trees, shrubs, and other plants are not “barked” by running into them with mowing equipment and that grass clippings are not to be blown into shrubs or flower beds. The Contractor shall be required to replace trees, shrubs and other plants that are severely damaged due to barking.

• The Contractor shall ensure that mowers are kept sharp and free from leaking lubricants and fuel; and that fueling shall be conducted on pavement, not on turf.

• The Contractor shall manage all growth along secure facility lines to include at least a six (6) foot swath of clearing (low cut grass), wherever possible. Remove all trees or raise the canopy of trees that may provide access over a security fence. All trees and bushes should be trimmed away from lighting fixtures and mounted security cameras.

• The Contractor shall also maintain all areas near the natural tree line to prevent overgrowth over onto the lawn and parking lot/sidewalk areas.

• All facility courtyards shall be maintained at the same level of service (trimming, weeding, pruning, etc.).

• Spring application of 50% slow release, analysis 20-0-10, or approved equal, at the rate of one-half pound nitrogen per one thousand square feet.

Spring application shall take place within the month of April/May, scheduled to be coordinated with the City’s Project Manager or their designee.

• Summer application of 50% slow release, analysis 5-10-30, or approved equal, at the rate of one-half pound nitrogen per one thousand square feet. Summer schedule to be coordinated with the City’s Project Manager or their designee

• Fall application of 50% slow release, analysis 4-1-2, or approved equal, at the rate of one-half pound nitrogen per one thousand square feet. Fall application shall take place within the month of September, scheduled to be coordinated with the City’s Project Manager or their designee.

C. Landscape Maintenance – Mulch & Weed Control:

1. All organic mulched beds and tree rings (including raised beds and containedplanters) shall be mulched with dark, double-shredded hardwood bark mulch at a depth of three (3) inches in early spring, no later than April 30 or the last snow fall.

2. The Contractor shall remove any mulch existing from previous years that is in excess of three

(3) inches deep before new mulch is applied. The mulch must be kept at least two (2) inches away from the base of tree trunks and at least two (2) inches from the crown of all shrubs.

3. The Contractor shall keep all beds, tree rings, and planting areas (Native and Non-Native turf) weed-free at all times. The Contractor shall control weeds by hand at least monthly. If Contractor wants to use a pre- emergent herbicide, a written request must be provided to the City’s Project Manager or their designee. Post-emergent, non- selective contact herbicides SHALL NOT be used unless the Contractor submits a written request to the City’s Project Manager or their designee outlining special circumstances which warrant their use.

4. The Contractor is barred from using these post-emergent, non-selective contact herbicides unless approved in writing by the City’s Project Manager or their designee. This includes, but is not limited to the use on paved surfaces, sidewalks, etc.

5. The Contractor will have twenty-four (24) hours from the time of notification to correct any specific instances of unsatisfactory performance. In the event the unsatisfactory performance is not corrected within the time specified above, the City shall have the immediate right to complete the work to its satisfaction and shall deduct the cost to cover from any balances due or to become due the vendor. Repeated incidents of unsatisfactory performance may result in cancellation of the agreement.

D. Litter Removal:

1. The Contractor shall ensure all of the grounds, including planting areas, plant materials, lawns and paved areas are kept clean. This includes wooded and natural areas and dry and wet ponds where trash is visible.

2. The Contractor shall remove and dispose of any and all trash, including but not limited to cigarette butts, sticks, natural debris (soil, sand, rocks and gravel, withered flower buds, seed pods, leaves, etc.) from all landscaped areas, including all raised planters, turf and groundcover beds, and paves areas during every visit. Vegetation debris shall be collected separately and transported to an appropriate recycling facility.

3. In autumn, the Contractor shall rake and remove leaves by December 31. Leaf removal shall include removal of leaves from all turf areas, including street, parking lots and parking lot curb areas. The Contractor shall remove all leaf and vegetative debris from City sites and properly transport to an appropriate recycling facility.

4. The Contractor is required to remove all leaves from all lawns and bed areas each visit prior to mowing. These include leaves and branches that drop throughout the year.

All vegetative debris will be collected separately and transported to an appropriate recycling facility.

E. Maintenance Schedule:

1. Wekly Services:

• Mow, Trim and Blow: Includes bi - weekly Tahoma 31 mowing, weekly string trimming (i.e. sidewalks, edging landscape beds) and blow off walks and drive lanes.

• Edging: Stick edge sidewalks once a month.

• “Beauty Band”: Mow a “Beauty Band” not less than three (3) feet wide beginning at edge of sidewalks where sidewalks bisect native grass areas. This does not include native grass near the main building.

• Weed Beds: Hand pull weeds.

• Trash removal weekly.

2. Spring & Fall Operations:

• Spring Cleanup: Blowout landscape beds and turf to remove debris.

• Ornamental Grass Cleanup: Prune back in early spring.

• Spring Aeration: Plugs from grass 5/8” in diameter with 2” x 2” spacing and min. 2” d depth.

• Fall Aeration: Plugs from grass 5/8” in diameter with 2” x 2” spacing and min.

2” depth.

• Fall Cleanup: Leaf cleanup and prep for winter.

3. Tree and Shrub Care:

• Spring Shrub Pruning: spring pruning of shrubs to promote growth and healthy stub.

• Summer Shrub Pruning: summer pruning of shrubs to promote growth and healthy stubs.

• Tree Ring Establishment and Maintenance: Remove weeds, grasses, etc., from interior of rings; continue to keep interior free of grasses and weeds.

4 Chemical Application:

• Pre-Emergent Treatment Shrub beds.

• Turf Fertilization

• Non-Selective – Beds and Hardscapes

5. Witer Services:

• Winter Structural Shrub Pruning: Perform any necessary shaping to shrubs and trees.

• Winter Detail: Trash and Debris pickup.

• Tree Wrap: Wrap young deciduous trees to protect from freezing and winter sun-scalding, as needed directed by the City Project Manager or their designee.

• Tree Wrap Removal: Remove tree wrap material from selected deciduous trees, as needed directed by the City Project Manager or their designee.

F. Service Inspections:

• The Contract Administrator or their designee reserves the right and obligation to inspect and verify the delivery of all services identified in this agreement, to the extent practical and throughout the duration of the agreement.

• Inspections shall be conducted by the Contract Administrator or their designee.

Inspections shall be performed in a manner which will not unduly delay or interfere with the work of the Contractor.

• The Contractor shall provide and maintain a Quality Assurance Program, which verifies the delivery of the following:

Date of Service, Services Completed, Special Conditions, Problems Notes, Photographs of problem areas.

• The Contractor shall submit documentation of the Quality Assurance program with each monthly invoice.

G. Maintenance Locations:

26791 E. Quincy Avenue

• 2.13 Acres Tree/Shrub Beds

• 0.19 Acres Tahoma 31 Turf

• 31.2 Acres Irrigated Native Approximately 26 Acres Non-Irrigated Native The Contractor is responsible for verifying the locations, addresses, access points, and any given measurements within this contract.

H. Irrigation Maintenance:

• The Contractor shall be responsible for general maintenance of any on site irrigation systems.

General maintenance shall include the following items: replacement/flushing/adjusting of nozzles for proper coverage, replacement of broken/damaged irrigation heads, swing joint repairs, and maintenance of all surface drip line and emitters.

• The contractor shall be proficient in the use of Weather Track irrigation control systems including scheduling, reporting functions, learned flow, Et scheduling, flow sensing technology and master valves. Contractor shall respond to all alarms within twelve (12) hours. The contractor shall be responsible for weekly review of programming and make adjustments as needed. The contractor shall be responsible for ensuring the master valve and flow sensor are in good operating order and working as intended to alleviate ongoing leaks.

• The Contractor shall be responsible for a weekly irrigation inspection to include a zone-by zone assessment of irrigation system operation. This visual assessment shall identify general maintenance needs. Damages or defects not included within general maintenance shall be immediately reported to the Contract Administrator or their designee.

• Irrigation damages discovered by the contract that do not fall within general maintenance shall be reported to the City’s Project Manager or their designee immediately. The Contractor shall be responsible for isolation of lateral line damages at zone valves. In the case of main line damages, the Contractor shall turn off water at the irrigation meter and/or backflow. All such damages shall be flagged and painted for easy identification. The City’s Project Manager or their designee shall be responsible for repair coordination of such damages.

• The Contractor shall be responsible for the spring startup of any on site irrigation systems in coordination with the mowing dates stated within this contract. The Contractor shall conduct a system inspection at time of start up to include, back flow testing, zone-by-zone inspection, and general maintenance required at time of startup.

• The Contractor shall be responsible for winterization of any on site irrigation systems.

Winterization of systems shall take place in coordination with fall aeration and fertilization schedules and shall occur prior to the first damaging freeze. Any damage to the irrigation system due to delayed or improper winterization shall be the responsibility of the Contractor at the Contractor’s expense. The Contractor shall report final irrigation shut down dates to the City’s Project Manager or their designee no later October 31.

I. Native Vegetation Service:

• Before the process of revegetation takes place, all areas need to be sprayed properly with broadleaf weed killer. Full coverage of the area will be needed. Once all areas have been sprayed, Revegetation can begin in the fall or early spring, this is dependent on the moisture in the soil. The overgrowth of vegetation needs to be mowed after the herbicide has taken effect on the treated plants.

• Native mow, trim, cleanup: Native mowing (use string trimmer in tight areas), clean area.

• Once per season, before May 30.

• Reseeding needs to be performed by a no till drill for. Any area where equipment can easily access. All other areas including hill sides or rough terrain will need to be broadcast seeded or hydro seeded and mulched.

• Discing to be performed in heavy areas of weed covered vegetation.

• There are areas with rocks that were unable to be drilled the first time. These areas need to be addressed either with a rock picker or by broadcast seeding.

• Any sloped areas unable to be drilled will need broadcast seeded or hydro seeded.

• The existing temporary irrigation infrastructure will make it difficult to maneuver equipment around. Any equipment being used over 10’ will more than likely need to have the irrigation system removed before use. The Contractor shall be responsible for the maintenance and proper functioning of the temporary irrigation system until such a time that it is no longer required.

• Soil samples will need to be taken before reseeding occurs since the first round of seeding used heavy amounts of nitrogen (N). Thirty to fifty (30-50) lbs per acre of N is typically recommended for reseeding pasture grasses. Alkaline soil conditions can be adjusted through correct fertilizer application.

• Native grasses to be re-introduced to the disturbed ground around SEAM are identified in Attachment A. Additionally any areas labeled to use Parks, Recreation, and Open Space (PROS) seed mix is identified as PROS property and must follow the proposed specifications in the drawings.

• Mulching and crimping will need to be performed post seeding.

• Broadleaf spraying applications will need to be performed early and often after the grass has germinated and is actively growing to keep invasive weeds held back from over taking the site.

• Mowing will need to occur after the grass has had time to fully develop. Mowing pasture grass typically needs to occur two (2) times during the growing season. This may need to occur more frequently after the grass has been fully established and has completed a full growing season, due to the location of the revegetation site.

• Once the grass is established spraying for broadleaf weeds will need to happen on an annual basis. Spraying needs to happen early and often.

• Noxious weeds will also need to be spot sprayed by the contractor on a regular inspections basis to ensure they will not develop further into the seeding stage. These noxious weeds will continue to be an issue at SEAM until the surrounding areas are completely eradicated.

• Newly seeded grass is to receive one inch of water on a weekly basis until fully established.

Once established, water usage should be slowly removed on a weekly basis and the contractor needs to inspect that the native vegetation is growing properly.

11.

J. Scope of Work:

• The Contractor’s equipment shall be of such type as to accurately and effectively perform the task intended and to cause no hazards or dangers to the properties, tenants and pedestrians while doing so. The Contractor shall maintain equipment to minimize noise and noxious fumes beyond normal functioning levels as prescribed by the manufacturer.

• The Contractor’s trucks and trailers must be clearly marked with safety cones or other devices when parked to ensure the public and staff are well aware of their presence during operations and grounds maintenance. Contractor personnel must be aware of the safety of the public at all times during operations and shall adhere to all federal, state and local safety laws. The Contractor shall assume all on-the-job responsibilities for the actions of their personnel and those employed by any sub-contractor. The Contractor shall ensure caution be exercised to prevent injury to the public and damage to public or private property. The Contractor shall not hold the City responsible or make any claim for equipment damaged by rocks or other debris at the facility. The Contractor shall be responsible to ensure the site is free from such debris prior to performing any work.

• All materials used by the Contractor shall be of such type and quality as to accurately and effectively perform as intended. All proposed materials that do not match existing conditions shall require submittal to and approval by the Contract Administrator prior to use. All personnel employed by the Contractor to perform services under this Agreement shall be thoroughly trained in the techniques and methods of grounds maintenance prior to assignment to work under this Agreement. To ensure that Contractor personnel are easily identified while on the premises of any City facility, they shall at all times wear prominent identification as supplied by the Contractor.

• Any watering performed by the successful proposer shall be done according to current local restrictions and guidelines.

• The Contractor shall provide qualified supervision to direct all Contractor personnel and maintenance operations at all times. The Contractor shall have a supervisor fluent in

English on each site at all times while work is being performed.

• All work shall be accomplished by workers proficient and experienced in the trades required for each project. Work will be completed in an orderly and responsible manner in the shortest time possible in accordance with recognized standards.

• The Contractor shall be familiar with and operate within the guidelines as set forth by the Occupational Safety and Health Act.

• Schedule changes on behalf of the Contractor due to growing conditions, schedule conflicts or equipment failure shall be coordinated with the City’s Project Manager or their designee.

• All damage to the landscape, street, or plant material as the result of operations listed within, or improper horticultural practices, shall be repaired by the Contractor at the Contractor’s expense.

• The repair and the repair schedule must be reviewed and approved by the City’s Project Manager or their designee.

• The City’s Project Manager or their designee reserves the right to inspect all Contractor repairs prior to their acceptance.

• All damages to the infrastructure as the result of operations listed within shall be reported to the City’s Project Manager or their designee.

• Costs of infrastructure repairs found to be the result of operations listed within shall be deducted from the regular invoice.

• Substantiated claims of damage to private property or vehicles as the result of the operations listed within shall be the responsibility of the Contractor and must be communicated to the City’s Project Manager or their designee for the purpose of City of Aurora Risk Management notification.

FREQUENCY SCHEDULE

VARIOUS LANDSCAPE MAINTENANCE

MAINTENANCE LOCATIONS:

Gun Club Pump Station - 4473 S. Gun Club Road, Aurora, CO Sand Creek Water Reuse Facility – 11405 E. 30th Ave, Aurora, CO Smoky Hill Water Tanks – 16801 E. Smoky Hill Rd. (Corner of Buckley Road and Smoky Hill Road), Aurora, CO Thomas J. Griswold Water Treatment Plant - 14201 E. Hampden Avenue, Aurora, CO Wemlinger Water Treatment Plant - 18301 E. Quincy Avenue, Aurora, CO Binney Water Purification Facility, Aurora, CO Robertsdale Pump Station – 4975 S. Robertsdale Way, Aurora, CO Marina Pump Station – 5493 Powhaton Rd., Aurora, CO

HOURS: 7:00 a.m. to 3:30 p.m. Monday through Friday

SPECIAL INSTRUCTIONS:

• All employees must always wear the City of Aurora issued identification/access badge.

I. GENERAL SERVICE REQUIREMENTS:

A. The City of Aurora observes the following holidays; therefore, the facility will not be open to the public and will not require custodial service.

1. New Year’s Day - January 1st

2. Martin Luther King Jr. Day - 3rd Monday in January

3. President’s Day - 3rd Monday in February

4. Memorial Day - Last Monday in May

5. Independence Day - July 4th

6. Labor Day - 1st Monday in September

7. Veteran’s Day - November 11th

8. Thanksgiving Holiday – 4th Thursday in November

9. Day after Thanksgiving – 4th Friday in November

10. Christmas Day - December 25th

B. Scheduled Maintenance:

1. The Contractor shall begin the first mowing after April 7, but prior to May 5. Grass shall be mowed on a weekly basis between May 5 and October 15. Mowed height shall be no less than three (3) inches. No more than one-third (1/3) of the blade shall be removed during the mowing.

2. Scheduled services shall be coordinated with each facility owner listed below. All work to be performed Monday through Friday, between the hours

7:00a.m. to 3:30pm. Permission to work on weekend days must be requested by the Contractor forty-eight (48) hours in advance of the desired work date.

3. The Contractor shall ensure that the entire site is walked and freed of all trash before mowing begins. NO TRASH IS TO BE CUT AT ANY TIME.

4. The Contractor shall provide suitable mechanical equipment to perform final trimming around permanent objects such as trees, shrubs, posts, fences, car stops and curbs. The contractor must ensure no property damage is caused due to the mechanical equipment use. The Contractor shall ensure that all turf areas are cut at the same height three (3) inches. Trimming must be completed on the same day each time the Contractor cuts open space areas.

5. The Contractor shall edge all walkways and curbs once per month. A steel blade edger shall be used, and all walks and curbs shall be swept or blown after this operation. Maintain a one-half (1/2) inch margin from hard surface. All dirt and debris from edging operations shall be removed the same day. All sidewalks and curb seams will be kept free of weeds and grass.

6. The Contractor shall not be required to pick up or bag cut grass unless the frequency of mowing is not within standards and unsightly windrows of clippings results. In the event grass clippings are picked up or bagged, the clippings shall be removed from the site and transported to an appropriate recycling facility. In addition, subject to the prescribed mowing standards, the raking and bagging shall be a Contract requirement at no additional cost to the City. Mowing patterns shall be such that the clippings are evenly distributed. The Contractor shall not allow grass clippings to accumulate on hard surface areas, sidewalks or roadways.

Mowing patterns shall be established and equipment operated so that the height of cut is uniform at three (3) inches and so that no scalping occurs. The

Contractor shall ensure that trees, shrubs, and other plants are not “barked” by running into them with mowing equipment and that grass clippings are not to be blown into shrubs or flower beds. The Contractor shall be required to replace trees, shrubs and other plants that are severely damaged due to barking.

7. The Contractor shall ensure that mowers are kept sharp and free from leaking lubricants and fuel; and that fueling shall be conducted on pavement, not on turf.

8. The Contractor shall also be responsible for mowing maintenance of all Storm

Water Management Ponds (Dry ponds) located on the sites. The Contractor shall not cut any ponds where conditions are such that it creates rutting of the ground surface.

9. The Contractor shall also maintain all areas near the natural tree line to prevent overgrowth over onto the lawn and parking lot/sidewalk areas.

10. All beds and tree rings (including raised beds and contained planters) shall be mulched with dark, double-shredded hardwood bark mulch at a depth of two (2) inches in early spring, no later than April 30 or the last snow fall.

• The Contractor shall remove any mulch existing from previous years that is in excess of two (2) inches deep before new mulch is applied. The mulch must be kept at least two (2) inches away from the base of tree trunks and at least two (2) inches from the crown of all shrubs.

• All planting beds are to be edged to a depth to provide a clear separation of turf and mulch. Tree rings are to be established and maintained at a minimum diameter of four (4) feet. Tree rings are.

to be edged when contacting hard surfaces (sidewalks, curbs, gutters or roadways). All beds are to be edged prior to mulching.

11. The Contractor shall keep all beds, tree rings, and planting areas weed-free at all times. The Contractor shall control weeds by hand at least monthly. If the

Contractor wants to use a pre-emergent herbicide, a written request must be provided to the Contract Administrator or their designee. Post-emergent, non-selective contact herbicides SHALL NOT be used unless the Contractor submits a written request to the Contractor Administrator or their designee outlining special circumstances that warrant their use. The Contractor is barred from using these post-emergent, non-selective contact herbicides unless approved in writing by the Contract Administrator or their designee. This includes, but is not limited to the use on paved surfaces, sidewalks, etc.

12. The contractor will have twenty-four (24) hours from the time of notification to correct any specific instances of unsatisfactory performance. In the event the unsatisfactory performance is not corrected within the time specified above, the

City shall have the immediate right to complete the work to its satisfaction and shall deduct the cost from any balances due or to become due the vendor.

Repeated incidents of unsatisfactory performance within thirty (30) days may result in cancellation of the agreement.

13. The Contractor shall ensure that all of the grounds, including planting areas, plant materials, lawns and paved areas are kept clean.

This includes wooded and natural areas and dry and wet ponds where trash is visible.

14. The Contractor shall remove and dispose of any and all trash, including but not limited to cigarette butts, sticks, natural debris (soil, sand, rocks and gravel, withered flower buds, seed pods, leaves, etc.) from all landscaped areas, including all raised planters, turf and groundcover beds, and paves areas during every visit. Vegetation debris shall be collected separately and transported to an appropriate recycling facility.

15. In autumn, the Contractor shall rake and remove leaves by December 31. Leaf removal shall include removal of leaves from all turf areas, including street, parking lots and parking lot curb areas. The Contractor shall remove all leaf and vegetative debris from City sites and properly transport to an appropriate recycling facility.

16. The Contractor is required to remove all leaves from all lawns and bed areas each visit prior to mowing. These include leaves and branches that drop throughout the year. All vegetative debris will be collected separately and transported to an appropriate recycling facility.

C. Maintenance Schedule

1. Weekly Services:

• Mow, Trim and Blow: Includes weekly Blue Grass (irrigated turf) mowing, weekly string trimming (i.e. sidewalks, edging landscape beds), and blow-off walks and drive lanes.

• Edging: Stick edge sidewalks once a month.

• Weed Beds: Hand pull weeds.

• Buffalo Grass Maintenance: Mow and Trim: Mow Buffalo Grass

1 – 2 times per month.

• Trash removal weekly.

2. Spring & Fall Operations:

• Spring Cleanup: Blowout landscape beds and turf to remove debris.

• Buffalo Grass: Broadleaf spray weeds: Spray selective herbicide for weed control.

• Ornamental Grass Cleanup: Prune back in early spring.

• Fall Cleanup: Leaf cleanup and prep for winter.

3. Native Mowing:

• Native mow, trim, cleanup: Native mowing (use string trimmer in tight areas), clean area. Monthly and as directed by the City’s Project Manager, beginning before May 30.

4. Tree and Shrub Care:

• Tree Ring Establishment and Maintenance: Remove weeds, grasses, etc.

from interior of rings; continue to keep interior free of grasses and weeds.

5. Chemical Application:

• Pre-Emergent Treatment Shrub beds.

• Non-Selective – Beds and Hardscapes as needed.

D. Service Inspections:

• The City’s Project Manager or their designee reserves the right and obligation to inspect and verify the delivery of all services identified in this solicitation, to the extent practical and throughout the duration of the awarded agreement.

• Inspections shall be conducted by the City’s Project Manager or their designee.

Inspections shall be performed in a manner which will not unduly delay or interfere with the work of the Contractor.

• The Contractor shall provide and maintain a Quality Assurance Program, which verifies the delivery of the following:

Date of Service, Services Completed, Special Conditions, Problems Notes, Photographs of problem areas.

• The Contractor shall submit documentation of the Quality Assurance program with each monthly invoice.

E. Maintenance Locations:

• Gun Club Pump Station - 4473 S. Gun Club Road

• Site Designated Employee: Kevin Amann

• Weekly Services

• Fall and Spring Operations

• Sand Creek Water Reuse Facility – 11405 E. 30th Ave.

• Site Designated Employee: Megan Kelley

• Weekly Services

• Fall and Spring Operations

• Tree and Shrub Care

• Chemical Application

• Smoky Hill Water Tanks – 16801 E. Smoky Hill Rd. (Corner of Buckley Road and Smoky Hill Road)

• Site Designated Employee: Kevin Amann

• Weekly Services

• Fall and Spring Operations

• Chemical Application

• Thomas J. Griswold Water Treatment Plant - 14201 E. Hampden Avenue

• Site Designated Employee: Mike Mckee

• Fall and Spring Operations – Tree and Shrub Beds Only

• Tree and Shrub Care

• Chemical Application – Do not spray weeds on hard surfaces

• Native Mowing – Bi-Weekly

• Trees and Shrubs – Bi-Weekly

• Wemlinger Water Treatment Plant - 18301 E. Quincy Avenue

• Site Designated Employee: Nick Brushaber

• Weekly Services

• Fall and Spring Operations

• Native Mowing – Bi-Weekly Mow Entire Site

• Chemical Application as directed by Sign Owner

• Binney Water Purification Facility

• Bi-weekly mowing of non-irrigated areas surrounding buildings, stairs, and walkways between buildings, in and around storage tanks and designated areas to be mowed, trimmed, and edged as needed. Weed beds to be treated on a bi-weekly basis, established weeds to be pulled, environmentally and safe for human consumption weed killer to be applied as needed to prevent weeds.

• Monthly mowing of non-irrigated areas surrounding lagoons to maintain road type access around the areas. A minimum of 8’ width to be mowed to maintain current road access around areas.

• Monthly mowing of the east drainage area around the cattails to the drainage exit.

The Contractor is responsible for verifying the locations, addresses, access points, and any given measurements within this contract.

• Robertsdale Pump Station – 4975 S. Robertsdale Way

• Site Designated Employee: Kevin Amann

• Chemical Application around pump station

• Marina Pump Station – 5493 Powhaton Rd.

• Site Designated Employee: Kevin Amann

• Chemical Application around pump station

F Scope of Work:

• The Contractor shall be responsible to coordinate with the facility access times to secured locations which include Sand Creek Water Reuse Facility, Smoky Hill Water Tanks, Thomas J. Griswold Water Treatment Plant, Wemlinger Water Treatment Plant, and the Binney Water Purification Facility. Gun Club PS, Marina PS, and Robertsdale PS.

• The Contractor’s equipment shall be of the type as to accurately and effectively perform the task intended and to cause no hazards or dangers to the properties, tenants and pedestrians while doing so. The Contractor shall maintain equipment to minimize noise and noxious fumes beyond normal functioning levels as prescribed by the manufacturer.

• The Contractor’s trucks and trailers must be clearly marked with safety cones or other devices when parked to ensure the public is well aware of their presence during operations and grounds maintenance. Contractor personnel must be aware of the safety of the public at all times during operations and shall adhere to all federal, state and local safety laws. The Contractor shall assume all on-the-job responsibilities for the actions of their personnel and those employed by any sub-contractor. The Contractor shall ensure caution be exercised to prevent injury to the public and damage to public or private property. The Contractor shall not hold the City responsible or make any claim for equipment damaged by rocks or other debris at the facility. The Contractor shall be responsible to ensure the site is free from such debris prior to performing any work.

• All materials used by the Contractor shall be of such type and quality as to accurately and effectively perform as intended. All personnel employed by the Contractor to perform services under this Agreement shall be thoroughly trained in the techniques and methods of grounds maintenance prior to assignment to work under this Agreement. To ensure that Contractor personnel are easily identified while on the premises of any City facility, they shall at all times wear prominent identification as supplied by the Contractor.

• The Contractor shall provide qualified supervision to direct all Contractor personnel and maintenance operations at all times. The Contractor shall have a supervisor fluent in English on each site at all times while work is being performed.

• All work shall be accomplished by workers proficient and experienced in the trades required for each project. Work will be completed in an orderly and responsible manner in the shortest time possible in accordance with recognized standards.

• The Contractor shall be familiar with and operate within the guidelines as set forth by the Occupational Safety and Health Act.

• Schedule changes on behalf of the City’s Project Manager due to growing conditions, schedule conflicts or equipment failure shall be coordinated with the City’s Project Manager or their designee.

• All damage to the landscape, street, or plant material as the result of operations listed within, or improper horticultural practices, shall be repaired by the Contractor at the Contractor’s expense.

• The repair and the repair schedule must be reviewed and approved by the City’s Project Manager or their designee.

• The City’s Project Manager or their designee reserves the right to inspect all

Contractor repairs prior to their acceptance.

• All damages to infrastructure as the result of operations listed within shall be reported to the City’s Project Manager or their designee.

• Costs of infrastructure repairs found…