RFP 27-02 Landscaping_ Grounds_ and Irrigation Maintenance Services.pdf

RFP 27-02 Landscaping, Grounds, and Irrigation Maintenance Services

Procurement Operations Department 3100 Main Street, 11th Floor

Houston, Texas 77002

REQUEST FOR PROPOSAL (RFP)

RFP 27-02

Landscaping, Grounds, and Irrigation Maintenance Services

ISSUED BY:

Procurement Operations Department

FOR:

Facilities & Construction

PROCUREMENT OFFICER:

Nikole Cruz, Buyer of Record Email: nikole.cruz@hccs.edu

Phone: (713) 718-2528

PROPOSAL CLOSE DATE:

October 20, 2026

TIME (Before): 2:00 P.M. (CDT)

HCC BID Portal: Houston City College (hccs.bonfirehub.com)

This Solicitation Requires All Proposals to be Submitted Electronically Through Bonfire.

No Paper, Email or Fax Submissions Will Be Accepted.

mailto:nikole.cruz@hccs.edu https://hccs.bonfirehub.com/portal/?tab=login

TABLE OF CONTENTS

Section Headings Page Number Introduction 3 Section 1 – Project Overview and Scope of Services 3 Section 2 – Submittal Instructions 60 Section 3 – Schedule of Items and Pricing 62 Section 4 – Evaluation Criteria 64 Section 5 – Instructions to Proposers 66 Section 6 – General Information 73 Section 7 – Required Attachments 84

Exhibit Number Exhibit Title

Exhibit A HCC Campus and Area Managers (Page No. 29) Exhibit B Maintenance Schedule (Page No. 30) Exhibit C Recommended Annual Plant Bed List (Page No. 31) Exhibit D Services Area and Campus Mapping (Page No. 32) Exhibit E HCC Master Services Agreement (Attachment)

SOLICITATION SCHEDULE

The following is the anticipated solicitation schedule including a brief description for milestone dates:

Solicitation Milestone Date & Time

RFP released and posted to HCC’s, ESBD’s, & DCR’s websites

September 18, 2026

Virtual Pre-Proposal Meeting (Non-Mandatory) September 29, 2026, at 10:00 am (CDT)

Deadline to receive written questions/inquiries October 6, 2026, by 5:00 pm (CDT)

Responses to written questions/inquiries (estimated) October 13, 2026

Proposal Submittal Due Date October 20, 2026, by 2:00 pm (CDT)

Anticipated Board Recommendation and Approval Date December 2026

Virtual Pre-Proposal Conference: Event Information Online Pre-Bid Conference – September 29, 2026, at 10:00 am (CDT)

Microsoft Teams meeting Join: RFP 27-02 Landscape, Grounds, and Irrigation Maintenance Service Online Pre-

Bid Conference | Meeting-Join | Microsoft Teams Meeting ID: 293 340 035 878 472 Passcode: Rs3Vx7dg

NOTE: Houston City College reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted on HCC Procurement Portal for your convenience.

https://teams.microsoft.com/meet/293340035878472?p=NBWxHdhOJwBx444TkK https://teams.microsoft.com/meet/293340035878472?p=NBWxHdhOJwBx444TkK https://hccs.bonfirehub.com/portal/?tab=openOpportunities

INTRODUCTION

Houston City College's service areas include Houston, Katy, Spring Branch, and Alief Independent School Districts, as well as Stafford Municipal District, and the Fort Bend portion of Missouri City. The System is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award associate and baccalaureate degrees.

HCC serves its students and the region by offering associate and bachelor’s degrees, certificates, academic preparation, economical education options, vocational trainings, flexible class schedules, and lifelong learning opportunities that prepare students in our diverse community to compete in an increasingly technological and international society. Houston City College increases the economic outcome of its students and communities, playing an integral role in transforming and improving lives.

As of the year 2024, HCC has nineteen (19) campuses, spanning 6,517,666 square feet, serving 95,401 students.

More information regarding HCC is found in the annual HCC Fact book

SECTION 1 –PROJECT OVERVIEW & SCOPE OF SERVICES

1.1 Project Overview

This is a Request for Proposal (RFP) pursuant to Chapter 44.031 of the Texas Education Code.

Houston City College (“HCC” and/or “the College”) is accepting sealed proposals from qualified firms/contractors to provide Landscaping, Grounds, and Irrigation Maintenance Services. Sealed responses, subject to the terms and conditions of this RFP as more fully explained herein, for evaluation of services must be received on or before the due date specified in the Solicitation Schedule above. The purpose of this request is to allow HCC to purchase services from your firm while remaining in compliance with state and federal laws and requirements. HCC reserves the right to award separate contracts to multiple contractors. Visit Houston City College (bonfirehub.com) for additional information on this and other business opportunities.

1.2 Contract Term

It is anticipated that the contract term for contract(s) awarded as a result of this RFP, if any, will be two (2) years with the option to renew for three (3) additional one-year terms. Further, HCC reserves the right to extend the contract on a month-to-month basis, not to exceed three (3) months upon the expiration of the initial term and any successive renewal term.

HCC estimates the annual contract spend to be one million dollars and no cents, ($1,000,000,00).

PLEASE NOTE THERE IS NO GUARANTEED ANNUAL VOLUMES. The College makes no guarantees on quantities and may purchase more or less than those stated in this proposal.

https://www.hccs.edu/about-us/institutional-data/hcc-fact-book/

1.3 Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at a time and location (virtually) as indicated in the Solicitation Schedule above. Attendance at this conference is advised if your firm wishes to ask any questions in connection with this RFP. The College intends to present general information, which may be helpful in the preparation of proposals, and to offer firms the opportunity to ask questions concerning this RFP.

Attendance is highly recommended to understand the requirements of this proposal. Any questions/clarifications that result from the meeting shall be submitted through the Vendor Discussion section in Bonfire.

The pre-proposal conference also provides opportunities for respondents to network and establish SBE and/or subcontracting relationships.

1.3.1 Contractor Must Make Thorough Study and Investigation

The Contractor is encouraged to tour campuses on their own to understand the scope of its geography and parking and access limitations that impact the Service Provider’s ability to provide service in a timely and cost-effective manner.

The Contractor must familiarize himself/herself with the project by thorough personal examination of the proposed work site(s), by due consideration of the specifications if applicable, and by use of any other means that may be necessary to determine the following:

a. The actual conditions and requirements of the work;

b. Any unusual difficulties that may be encountered in the prosecution of the work;

c. The character and respective amounts of all classes of labor and material which the contractor may be required to furnish in order to complete all or any part of the work; and

d. All circumstances and conditions affecting the work or its cost.

The Contractor's proposal must include any and all expenses he or she may incur in order to complete the work stipulated under the proposed contract. Any failure of the Contractor to acquaint himself or herself with all the available information concerning the above shall not relieve him or her of responsibility for estimating properly the difficulties or cost to successfully perform the work.

A map of the various campus locations is provided on the College’s website at:

https://www.hccs.edu/locations/.

1.4 Scope of Services

HCC seeks proposals from qualified firms to provide Landscaping, Grounds, and Irrigation Maintenance Services all labor, material, tools, equipment, transportation, insurance, incidentals, https://www.hccs.edu/locations/ and other facilities to perform all work for the said Landscape and Grounds Maintenance Services for Service Areas No. 1, No. 2, No. 3, No. 4 No. 5 and No. 6. Work to be performed comprises general grounds keeping, horticultural maintenance, irrigation and cleanup of landscape areas as designated in each service area and the list of locations and, when necessary, repairs due to vandalism, irrigation systems and replacement of plant materials. The purpose of this request is to allow HCC to purchase services from your firm while remaining in compliance with state and federal laws and requirements. HCC reserves the right to award separate contractors to multiple contractors.

Services to be rendered include but are not limited to the following:

a. Maintenance of turf and groundcover areas, mowing and edging;

b. Removal of litter and debris from turf, planter beds, fence lines and street curbs;

c. Pruning of trees and shrubs;

d. Application of chemical agents for control of weeds, plant disease and insects that are harmful to plant growth and/or pedestrians;

e. Monthly inspection and maintenance of irrigation systems by a licensed irrigator

(provide evidence of such licensure);

f. Replacement of plant material and

g. Other work as defined in the attached schedule.

1.5 Pre-Existing/Deficiency List

At the start of the Contract, the Contractor shall inspect all trees, plants, containers, ground covers, irrigation systems and any ground keeping related items for pre-existing conditions at all locations in each service area, and in accordance with the Scope of Services incorporated herein.

Within forty-five (45) days of contract execution, the Contractor shall provide a written deficiency inspection report with illustrations that identifies and details all deficiency, and methods of repair and/or replacement components needed in order to properly maintain the landscape and grounds. HCC’s Director of Maintenance or the Designee Authorized Representative and the Contractor shall negotiate in good faith to establish the Final Deficiency List within sixty (60) day period of contract execution. The Final Deficiency List will become part of the contract once developed and accepted by HCC. Any deficiencies not included in the Final Deficiency List shall be the responsibility of the Contractor.

Examples of deficiencies; dead trees, leaning trees, dead shrubs, damaged or “non” working or broken irrigation lines.

Examples of “non” deficiencies; trash/debris in plant beds, overgrown weeds, washed out mulch, edging, and weeds in general.

1.6 General Landscape

The Contractor shall:

a. Furnish all labor, materials, and equipment necessary to perform the work described within the Scope of Services in strict accordance with these specifications and subject to the terms and conditions of the contract.

b. Not allowed to post signs or advertising material anywhere on HCC premises or improvements thereon without prior written approval from the College’s authorized representative.

c. Ensure that all employees wear the appropriate personal protective equipment (PPE) for the activity they are performing.

d. Collaborate with the Pest Control Contractor to guarantee coordination with pest management services, for pest control issues beyond the control of the landscape vendor.

e. Perform grass mowing, edging, trash & debris removal and power blowing of lawn areas.

f. Maintain the health and appearance of existing landscape plants, trees, shrubs, groundcovers and lawn area.

g. Ensure that each facility site is free of debris, weeds, insect infestation.

h. Replace plants or dead ground cover that died under the Contractor's care and not due to vandalism or circumstances beyond Contractor’s control.

i. Reduce mowing frequency if a drought period is determined to exist and approved in advance by the HCC Director of Maintenance or the Designee Authorized and provide a revised mowing schedule to the HCC Director of Maintenance or the Designee Authorized Representative for approval prior to implementing the schedule change.

j. Inspect existing irrigations systems at all locations by a licensed irrigator and provide the following:

i. Maintain and repair existing irrigation systems to support functional operations and ensure plant life receives sufficient levels of watering for healthy appearance.

Report deficiencies and repairs made to HCC Director of Maintenance or the Designee Authorized Representative.

ii. The Contractor shall be required to make-up missed scheduled cycled maintenance due to foul weather conditions.

iii. For special events and activities, the College representative may request additional landscape maintenance items or request a change/modification to the schedule.

k. Make adjustments and setting to automatic controllers on a monthly basis to maintain a healthy lawn growth.

l. Replace existing irrigation systems & equipment damaged by the Contractor with original brand and model at Contractor's expense.

m. Report in writing and provide illustrations of any conditions that are not conducive for thriving plant growth to HCC on a monthly basis.

n. Provide an option to subcontract with a certified tree pruning and tree removal company for any major tree removal/pruning work that is outside the scope of the landscaping maintenance contract. Subcontractor must be approved, in writing, by HCC prior to work.

o. Respond to all emergencies within 4 hours of notification within specified hours and days of operation.

p. Establish and announce at the beginning of the Contract a specific day of the week each facility will be maintained.

q. Perform all work in a professional skilled manner using quality equipment and materials.

r. Have a full-time staff employee that is State licensed to operate and apply chemicals in all categories and provide evidence of such licensure.

s. Secure any gated or doored areas that require landscaping services after services are completed.

t. Report large trash/debris and illegal dumping to HCC representative upon discovery include photographic evidence and specify the location of the items.

HCC shall monitor all work performed, and meet as needed with Contractor to discuss concerns, additions, and or deletions in the performance of the contract. Contractor shall maintain and have available for review all records that reasonably confirm frequency of tasks performed at each location.

The College reserves the right to add, delete, and or change Scope of Services of this contract, and may do so by submitting written notification to Contractor. Any increase or decrease in maintenance fees shall be negotiated at that time and incorporated into the contract documentation.

All material and design of landscaping services shall be in accordance with Houston City College guidelines.

1.7 Damages

All damages incurred to existing facilities by the Contractor's operation shall be repaired or replaced, at the College’s discretion, and at the Contractor's expense.

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

i. Irrigation damage shall be repaired or replaced within 2 watering cycles including replacement of damaged sprinkler heads, risers, drip lines and bubblers.

ii. All damage to shrubs, trees, turf or groundcover shall be repaired or replaced within five (5) working days.

iii. Any damaged windows shall be boarded up within three (3) hours of discovery or notification. All boarding materials must be painted black on the exterior-facing side. Permanent window repairs shall be completed within a three-week period.

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

i. Trees - a qualified tree surgeon or arborist shall remedy minor damage such as bark lost from impact of mowing equipment. If damage results in loss of a tree, the damaged tree shall be removed and replaced to comply with the specific instructions of the College.

ii. Shrubs - Minor damage may be corrected by appropriate pruning. Major damage shall be corrected by removal of the damaged shrub and replacement to comply with the specific instructions of the College.

iii. Chemicals - All damage resulting from chemical application, either spray-drift or lateral leaching shall be corrected in accordance with the maintenance practices and the soil conditioned to ensure its ability to support future plant life.

iv. Windows – Contractor is responsible for replacing broken windows if they or their workers caused the damage through direct impact, negligence, or poor workmanship, widows are to be replaced with similar type, color and size by an authorized window company.

1.8 Safety Plan

a. The Contractor shall be required to submit a written safety plan to the attention of the

Colleges’ Risk Management and Director of Maintenance, prior to commencement of work under this contract.

b. The Contractor agrees to perform all work outlined in this Scope of Services in such a manner as to meet all accepted standards for safe practices during the maintenance operation and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work. Contractor agrees additionally to accept the sole responsibility for complying with all local, County, State, or other legal requirements including but not limited to, full compliance with the terms of the applicable O.S.H.A. Safety Orders at all times so as to protect all person, including Contractor's employees, Students, Faculty, agents of College, vendors, members of the public or others from foreseeable injury, or damage to their property. Contractor shall inspect all potential hazards at said facilities and keep a log indicating date inspected and action taken.

c. It shall be the Contractor’s responsibility to inspect, and identify, any condition(s) that renders any portion of the maintenance area unsafe, as well as any usage practices occurring thereon. The College shall be notified immediately of any unsafe condition that requires major correction. Contractor shall be responsible for making minor corrections including but not limited to; filling holes in and correcting irregular turf areas and replacing valve box covers so as to prevent loss/damage and to protect members of the public or others from injury. Contractor shall cooperate fully with the College in the investigation of any accidental injury or death occurring in the maintenance area. For any accident requiring medical attention, the contractor is to notify the College immediately, and file a written report to the College within three (3) working days.

d. It shall be the Contractor's responsibility to provide safety training to their employees.

Documentation of this training must be available upon request.

1.9 Delays

The Contractor shall make a good faith effort to adhere to the contracted maintenance schedule.

In the event that Contractor is unable, for whatever reason, to maintain maintenance schedule (i.e.

poor weather conditions, etc.), and Contractor does not reschedule the service, or inform the College of intent to make up the service within 72 hours, that amount for the failure to perform may be deducted from Contractor’s fee. If the work cannot be completed on the proposed scheduled day, the Contractor must notify the College Designee to advise them accordingly.

1.10 Maintenance Schedules

a. The Contractor shall adhere to maintenance schedule.

b. The Contractor shall contact the College key personnel described within the Scope of

Services on arrival at the respective site as per the weekly schedule for landscaping maintenance. The College will provide list of key personnel and contact information.

c. The Contractor MUST notify the College’s authorized representative, by e-mail, at least one (1) week prior of the scheduled date and time for all “specialty type” maintenance operations. “Specialty Type” maintenance operations are defined as but not limited to:

i. fertilization and aeration;

ii. turf removal, addition and reseeding;

iii. micro-nutrients/soil amendments;

iv. spraying of trees, shrubs or turf;

v. aesthetic tree pruning;

vi. planting bed removals and/or additions and

vii. other items as determined by the College.

1.11 Staffing / Managerial

a. There will be no subcontractors working on the College grounds and facilities without the express prior written consent of the Colleges’ Director of Maintenance or the Designee Authorized Representative.

b. The Contractor shall be required to provide a Project Manager that will be responsible for managing and overseeing services provided in all service areas and ensuring quality control. The Project Manager shall be responsible for all aspects of the successful implementation and management of landscaping and grounds maintenance projects including a complete and regularly scheduled program for maintaining the health and appearance of the College’s landscape, plantings and irrigation. The Project Manager must provide pro-active recommendations to HCC’s Director of Maintenance or the Designee Authorized Representative ongoing maintenance of HCC College properties throughout the term of the contract.

c. The Contractor must provide a competent, English speaking Crew Leader for each crew, who can understand and speak English fluently, during all times while work is performed. The crew leader shall have the authority to represent or act on behalf of Contractor in any matter pertaining to the performance of this contract. Contractor shall furnish the names of all such crew leaders to the College prior to the commencement of this contract and further advise of any changes.

d. The Contractor shall be required to provide a Trash and Debris Monitor/Collector,

(1) person 8 hours a day to police all Service Areas 1 – 6 on a weekly basis (Monday – Friday) patrol all locations collect and remove trash and debris such as paper, plastic, shopping carts etc., to keep college grounds free from all litter. Address areas reported by landscape crews as to clean up remove trash and debris as needed. If larger items are discovered arrangements must be made to have those items removed and areas cleaned, report to college designee.

e. The contractor shall provide a Licensed Arborist with the knowledge and resources to accurately diagnose and treat any type of parasitic infection or disease.

f. Arborist shall inspect all trees within this portfolio and shall provide a written report

(2) twice a year early April and early October, provide a copy to the Director of Maintenance or the Designee Authorized Representative.

g. The contractor shall provide a Licensed Irrigator to inspect all existing irrigation systems on a monthly basis and provide a monthly report, oversee all aspect of the irrigation system.

h. If in the opinion of the College, a Contractor’s employee is incompetent or disorderly, refuses to perform in accordance with the contract specifications, threatens or uses abusive language while on college property, that employee shall be removed from all work under this contract.

i. The College may at any time give Contractor notice to the effect that the conduct or action of a designated employee or Contractor is, in the reasonable exercise of discretion of the College, deemed to be detrimental to the interest of the students, faculty, staff and the public patronizing the premises. Following the College notice, the Contractor shall, at HCC’s discretion take, but not limited to, any of the following actions as listed below.

i. Immediately terminate such employee’s work assignment at the premises and the Contractor shall not assign such employee to any other HCC facility contracted for and maintained.

ii. The Contractor shall meet with the College to consider the appropriate course of action with respect to such matter and Contractor shall take reasonable measures under the circumstances to assure the College’s authorized representative that the conduct and action of Contractor's employees will not be detrimental to the interest of the students, faculty, staff and public patronizing the premises.

j. The Contractor shall require each of its employees to adhere to basic public works standards of working attire. These are uniforms, proper shoes, and other gear required by State Safety Regulation, and proper wearing of the clothing. Shirts shall be worn and buttoned at all times.

k. The Contractor’s staff shall wear identification (uniform, logo tee shirt, etc.) allowing anyone to readily identify that individual as part of Contractor’s staff.

l. The Contractor nor any of its employees shall interfere with the public use of the premises and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are being performed.

m. The College Director of Maintenance or the Designee Authorized Representative shall make quarterly inspections with Contractor at each site to review work performed.

T h e Contractor shall maintain and have available such records that reasonably confirm frequency of tasks performance at each location. Contractor shall furnish an itemized statement of work performed on all invoices.

1.12 Planting, Planter Boxes and Bed Care

a. The Contractor shall be required to provide the plant materials, soils, soil amendments, and other necessary materials for installing plants, perennials and associated plant materials, service shall include regular maintenance once installation is complete. Plant beds to be well kept free of debris, trash and dead plant materials.

b. Any exterior plant container planters located in the parking garage elevator lobby areas and container planters in courtyard areas shall be serviced throughout all service areas. The Contractor shall be required to install perennial plant materials in each planter and be required to provide filter sun materials for planters located in parking garages and full sun tolerant materials for planters located in courtyard areas.

c. All diseased plants are to be removed from all beds and then properly disposed of offsite. Broken, damaged, or unsightly flowers or plants are to be removed promptly and replaced with like kind or a variety of plant that is approved by the authorized College representative.

d. Special emphasis shall be placed on public safety during all operations, particularly when adjacent to roadways and sidewalks.

e. All trimmings and debris, etc. shall be removed by the contractor and disposed of offsite.

f. Contractor will be required to plant bedding materials such as flowers if existing, and shrubs as needed, and in accordance with college landscaping policy. Pricing shall be bid on a case-by-case basis unless the plants are under warranty or die under the care of the contractor.

g. The Contractor shall conduct a major cleanup of all turf and planter bed areas and perform major trimming of all scrubs, planter beds and ground cover plants in late winter (no later than mid-March) in preparation for the growing season. This trimming will be a benchmark for future maintenance trimmings throughout the growing season. The College authorized representative will dictate trimming heights of shrubs and distances between plant groupings during the active growing season.

1.13 Ground Cover

The Contractor shall be responsible for the maintenance of any plant that grows over an area of ground used to provide protections from erosion and drought, and to improve its aesthetic appearance (by concealing bare earth).

The Contractor shall be required to provide the following:

a. Replace dead or diseased plants;

b. Fertilize lawn five (5) times per year, in February, April, July, September and November. Utilize slow- r e l ea se granular fertilizer, 12-12-6, at the rate of 10 lbs.

per 1000 sq. ft.;

c. Apply winter rye seed once a year in October at the rate of 10lbs per 1000 sq. ft.;

d. Trim all ground cover as necessary to keep borders away from paving, lawns, planted areas and buildings.

e. Trim top growth to achieve an overall even appearance. Keep free of weeds and debris;

f. Maintain ground cover free of pests such as snails, slugs, ants, etc.;

g. Keep fence lines groomed on both sides and all areas along side of buildings and any adjacent walls; and

h. Maintain all ground cover areas clean and cleared of dead leaves each spring and as necessary if severe leaf drop occurs.

i. Ground Cover to be well kept free of debris, trash and dead plant materials.

1.14 Tree, Shrub and Hedges Care

The Contractor shall have the knowledge, expertise and responsibility to trim, remove and plant trees and shrubs as approved by HCC (refer to Exhibit C) below for frequency and recommended plant selection). Contractor will provide a licensed Arborist with the knowledge and resources to accurately diagnose and treat any type of parasitic infection or disease. If required, the treatment shall be performed by a qualified technician. Contractor will provide the following:

a. Tree and shrub watering and irrigation system. Maintain basins around trees and shrubs. Open basins during winter rains to prevent accumulation of excess water.

b. Perennial Plant Maintenance:

Perennial plant maintenance includes watering, fertilizing, mulching, deadheading, and staking, treat as needed for pests and diseases, and to prepare the soil before planting, maintenance shall include preventive measures for winterizing Perennials.

Fertilize perennial plants at least twice a year: in the early spring when new growth begins to emerge, and again in early fall and any time contractor cuts a perennial back during the active growing season.

c. Trim all trees that are within 20 ft. in height and 10 Inches in diameter at the base, once a year, Mid-February to Early-March, without additional compensation. The Contractor will specify the costs for trimming all trees over the aforementioned specification in the price proposal.

d. Maintain trees:

Clearance- Maintain trees to achieve a ten (10) foot clearance for all branches overhanging walkways/fence lines and fourteen (14) foot clearance for branches overhanging beyond curb line into the paved section of roadways. Prune trees where and as necessary to maintain access, safe vehicular and pedestrian visibility and clearance, and to prevent or eliminate hazardous situations.

i. All cuts shall be sufficiently close, flush, if possible, to the parent stem.

ii. All limbs 1-1/2” or greater in diameter shall be undercut to prevent splitting.

iii. Limbs are to be lowered to the ground using a method which prevents damage to remaining limbs.

iv. Climbing spurs shall not be used.

v. Contractor will provide Hazard and Security pruning as needed.

vi. Remove all new growth on trees up to the appropriate height clearances.

vii. Remove all dead, diseased, and unsightly branches, and dead trees.

Contractor, at Contractor’s cost, shall remove dead/dying trees that have a caliper of eight (8) inches or less measured six (6) inches above the ground level. Larger trees and dead- wooding above fourteen (14) feet will be considered specialty/unscheduled work a Proposal shall be provided for all specialty/unscheduled work on a case-by-case basis.

viii. The Contractor shall remove trimmings and all cuttings and debris from the site.

ix. All structural weaknesses such as split crotch or limbs, diseased or decayed limbs, or other severe damage shall be immediately reported to College’s authorized representative.

x. All trees shall be trimmed prior to budding each year in accordance with directions given by the authorized College representative for the facility.

e. Pruning:

Prune hedges and shrubs where necessary to maintain access, safe vehicular and pedestrian visibility and clearance, and to prevent or eliminate hazardous situations and promotion of pests and insects in all areas especially those adjacent to the College building perimeters.

All shrubs/trees shall be trimmed prior to budding each year in accordance with directions given by the authorized College representative for the facility. Restrict growth of hedges and shrubs to areas behind curbs and walkways and within planter beds by trimming.

i. Prune deciduous trees in March to develop a strong framework or as necessary.

ii. Prune evergreen trees in March to thin out heads and shape as necessary.

iii. Remove all dead and damaged branches back to point of branching. Paint all cuts over one (1) inch in diameter with tree wax.

iv. Prune all shrubs and young trees as required by thinning and shaping as necessary for a natural appearance.

v. Prune flowering shrubs after blooming once per month.

vi. Prune Nandinas in late winter so as not to cut off next year berries. Initially prune to the ground about a quarter of the stems randomly through the plant.

Then prune a quarter of the remaining stems at 1/3 the height of the plant. Next prune one quarter of the stems 2/3 of the height of the plant. Leave final quarter of the stems uncut.

vii. Prune Photinia, Viburnums heavily in March, light prune, and shape monthly thereafter.

viii. Trim trees to keep them from touching any building.

f. Weeding – Every Visit:

i. Keep basins and areas between plants free of weeds.

ii. Use herbicides per manufacturer's recommendations.

iii. Pull by hand if herbicide is not effective

iv. Cultivate as necessary for aeration.

v. Weed ground cover areas, cracks, crevices and all mulch beds.

vi. Weed perimeter of Bldgs. and any fence lines and structures on the property.

g. Staking and Guying: Maintain and replace stakes and guys with equal material until plant is capable of standing vertically with the ability to resist changes in weather patterns.

i. Plant ties shall be checked frequently and either re-tied or removed along with the stakes when no longer required.

ii. Replace missing or damaged stakes when the tree diameter is less than three inches within 5 days.

iii. Contractor must stake trees that are not straight and upright and/or require additional support.

iv. Contractor must stake new trees or recently planted trees not previously staked.

v. Tree stakes (at least three per tree) shall not be less than 6 feet in length for five-and eight-gallon trees.

vi. Stakes cannot be closer than 8 inches from trunk.

vii. Damaged or uprooted trees shall, at the discretion of the College, be staked and tied within 72 hours.

Note: Removal of tree stakes and guide wires will be at the Contractor’s cost and will be determined by the Contractor and the authorized College representative.

h. Plant Replacements: With the prior written approval of the HCC Director of Maintenance or the Designee Authorized Representative.to remove and purchase plants, remove dead and damaged plants and replace with plants of equivalent size and variety.

i. Mulching:

Contractor shall install medium shredded hard wood/brown mulch, three (3) times per year in the months of March, June and November at a minimum depth of two inches on all existing beds, at the base of trees and other mulched areas. Mulch must be at least two inches away from the base of the tree and not mounded to the trunk.

Contractor shall remove the top layer of 2 inches of old mulch, prior to new install, contractor is also required to fluff mulch areas once a month.

j. Fertilizing:

i. Fertilize Gardenias after flowering with a fertilizer blended for Gardenias, Azaleas and Camellias. Fertilize Sweet Olives and Viburnums with a balanced fertilizer in early spring.

ii. Fertilize shrubs and ground cover areas with one-half (1/2) cup of granular 14- 7-14 fertilizer per each foot of shrub height. Trees shall be fertilized per standard perforation method with three (3) feet holes on center inside drip line.

Tree fertilizer will be Doggett 32-7-7-Tree Fertilizer with micro and macronutrients.

k. Tree Saucers:

i. Weed tree saucers and maintain existing size of circumference in a clean and neat condition.

ii. Remove top layer mulch; apply mulch to maintain a depth that shall be two (2) inches.

l. Tree Replacement and Additions:

i. With the prior approval of the HCC Director of Maintenance or the Designee

Authorized Representative remove dead and damaged trees.

ii. Supply and plant trees to replace or add new trees with the prior approval of the Director of Maintenance.

iii. Remove all dead, diseased and unsightly branches, and plants. Unless instructed otherwise, remove all vines or other growth as they develop on buildings, structures and on/along fence lines. All groundcover areas shall be pruned to maintain a neat edge along planter box walls and to eliminate areas for pests and insects. Any runners that start to climb buildings, shrubs or trees shall be pruned out of these areas.

iv. Trimmings, etc. will be removed by the Contractor and disposed of offsite.

1.15 Lawn Care

HCC is specific and stresses the importance of lawn maintenance quality at all of the HCC campuses and properties. Not only does good lawn maintenance affect the quality and value of the property but it also reflects on the College as a higher education institution. The appearance and the professionalism of lawn maintenance affect employees, students, clients, and HCC partners by creating a first impression. The Contractor and HCC Maintenance Tech assigned to landscape are responsible for weekly review and quality control of lawn maintenance. The Contractor will have a college representative review the work completed and sign a work ticket at each facility location serviced.

a. Mowing:

i. Mowing operations shall be completely performed at each site according to

Maintenance Schedule (Exhibit B).

ii. Walkways shall be cleaned immediately following each mowing and all cuttings and debris shall be removed from the site by the contractor and not blown into the street, planter beds or storm drains.

iii. Maintain turf areas at two (2) inch level above soil level being careful not to remove more than one-third (1/3) of the turf blade at any time.

iv. Edge along but not limited to sidewalks, walk areas, walking tracks, detention ponds, curbs and fence lines.

v. Use monofilament trimmers only for areas around light poles, fire hydrants, irrigation vacuum breakers, building foundations and all fences.

vi. Remove all turf and edge clippings each time.

vii. For periods of cool weather, mow lawn at one and one-half (1 & 1/2) inches.

viii. For periods of hot weather, mow lawn at two (2) inches from the soil.

ix. Do not scalp the lawn or cut more than half the existing top-growth in one morning. Remove or catch the clippings immediately.

x. Care must be taken not to leave ruts or spinouts in the turf area during wet periods; contractor will be held accountable and will be required to make needed repairs. Any mud tracked onto sidewalks on facility grounds must be removed and cleaned with brush and water prior to leaving the maintenance site.

xi. Mow newly seeded turf in accordance with Exhibit B Maintenance Schedule.

b. Edging / Detailing / Weed Control:

i. All turf areas shall be kept neatly edged and all weed/foreign grass invasions eliminated.

ii. When designed edges exist in flower beds, these edges shall be kept clean, sharp, well defined, free of weeds, and grass invasion.

iii. All turf edges including but not limited to sidewalks, patios, drives, curbs, shrub beds, flowerbeds, groundcover beds, and around the base of trees shall be edged to a neat and uniform line.

iv. The edge of turf shall be trimmed or limited around all sprinklers (to provide maximum water coverage), valve boxes, meter boxes, back-flow devices, and other obstacles.

v. All grass-like type weeds, morning glory, or vine-weed types, ragweed, or other underground spreading weed shall be kept under strict control.

vi. Remove all weeds and grass from but not limited to building perimeter, fence lines, walkways, curbs, concrete expansion joints, roadways, driveways, parking lots, outdoor sitting areas and drainage areas.

vii. Methods for removal of weeds, turf encroachment and detailing of planter beds shall incorporate manual, mechanical and/or chemical means of eradication.

viii. Mechanical edging of turf shall be performed at each site at same frequency as mowing.

ix. Where trees and shrubs occur in turf areas, all grass growth shall be limited to at least eighteen (18) inches from the trunk of trees and away from the drip line of shrubs.

x. Linear edging of turf boundaries may be performed in a manner that ensures a defined turf edge and limits its encroachment into beds or across boundaries where it is impractical to edge mechanically. A six (6) inch barrier width shall be considered normal.

xi. Detailing of sprinkler heads (to provide maximum water coverage), valve boxes, meter boxes, and similar small obstacles in turf areas shall be performed in a manner that ensures operational clearance.

xii. Walkways and planter beds shall be cleaned immediately following each mechanical edging all excessive cuttings and debris shall be removed from the site by the contractor.

c. Fertilizing:

i. Fertilize lawn five (5) times per year, in March, April, July, September and

November. Use a balanced slow-release nitrogen fertilizer, 1 lb. available nitrogen per 1000 sq. ft.

ii. Apply Winter Rye each October to provide ground cover during the winter season.

iii. Weeds include; hand pulled weeds during every visit such as, Johnson Grass, Nut Grass and Poison Ivy.

iv. Apply pre-emergent weed killer three (2) times per year in Mid-February and August always implement safety precautions during applications. Use pre-emergent as your first line of defense and post-emergent as your cleanup tool.

v. With the prior approval of the Director of Maintenance or the Designee Authorized Representative spray only the foliage of grass to be eradicated to prevent killing healthy plant life.

vi. Spray weeds in paving cracks two (2) times per month (every other week) and as needed basis.

vii. Spray walkway sidewalks, driveways, expansion joints and bumper stops with contact herbicide to eliminate weed growth in and around areas without damaging surrounding turf and plant materials include along fence line, adjacent walls and building perimeter.

d. Watering:

i. Use irrigation system for watering where available.

ii. Water two (2) times per week under regular conditions.

iii. During the five (5) summer months May through September, increase watering to three (3) times per week.

iv. During very hot weather, apply fast watering with fine spray.

v. For shaded areas caused by trees or shrubs, water more frequently.

vi. When lawn shows signs of wilting or begins to turn grey-brown, water more frequently.

e. Mulching:

Contractor shall install medium shredded hard wood/brown mulch, three (3) times per year in the months of March, June and November at a minimum depth of two inches on all existing beds, at the base of trees and other mulched areas. Mulch must be at least two inches away from the base of the tree and not mounded to the trunk. Contractor shall remove the top layer of 2 inches of old mulch, prior to new install, contractor is also required to fluff mulch areas once a month. Keep mulch areas free of trash and debris.

f. Raking / Sweeping / Blowing:

Accumulation of leaves and/or debris shall be removed from all landscaped areas including beds, planters, and turf areas under trees and removed from site. Under no circumstances shall leaves, grass clippings and/or debris be blown into the street or into storm drains as a means of removal from the site, all debris to be removed on the same day of service.

Frequency:

• Ground cover/planter beds- at each visit

• Turf, under trees- as needed.

Sweeping/ blowing of concrete areas and walkways, as well as patios and decks, etc., once per visit.

g. Irrigation System Repairs and Maintenance:

The Contractor is responsible for cleaning, maintaining, installing, operating, and repairing irrigation systems at HCC facilities. The Contractor shall provide a licensed irrigator to inspect all existing irrigation systems on a monthly basis and shall inspect all installation work provided for irrigation systems and submit a monthly irrigation report to the Director of Maintenance or the Designee Authorized Representative detailing health of the existing systems.

To the best of the College’s knowledge, the irrigation systems that are currently in operation are in good condition. Therefore, extreme care must be taken when maintaining the landscape not to damage the irrigation system. Repeated damages attributed to carelessness or inaptitude of contractor personnel will be addressed with Contractor for reimbursement. For example, damages to spray heads that are broken or mowed off in turf/planter areas and repair costs for risers, spray heads and drip lines in planter beds will be items that will be closely monitored. Repairs such as these, unless caused by vandalism, shall be a Contractor responsibility at no cost to the College.

Irrigation Systems: Refers to all lines and equipment associated with irrigation of system.

Lines: Refers to Irrigation line beginning from the City/County main line meter throughout the irrigation system.

Plant losses due to the improper setting of watering times/frequencies and repairs that are not made within a timely period will be at the Contractor’s cost to remove and replace to include but not limited to the affected plants/turf, trees, shrubs, flowers etc.

The Contractor shall:

Maintain entire irrigation system and all parts associated with the irrigation system flushed clear and system working properly on a monthly basis.

i. Check clock settings, clock operation, head elevation, coverage valve function and vacuum breaker on a monthly basis.

ii. Test and certify pressure vacuum breakers on a monthly basis.

iii. Maintain detention pond basin.

iv. Control irrigation to avoid runoff that may cause erosion or unnecessary waste of water.

v. Automatic irrigation system controllers shall be set to water during the hours between 11:00pm and 6:00am.

vi. Make adjustments to sprinkler heads as required to keep over-spray from walls, windows, walkways and roadways.

vii. The Contractor shall respond to calls from HCC for non-emergency irrigation repairs within four (4) hours and within two (2) hours for emergency irrigation repairs. HCC personnel will make the determination as to whether or not the matter is deemed to be an emergency.

viii. The Contractor shall work in collaboration with HCC’s staff in preparing Landscape and Irrigation Systems for Cold Weather and/or Freezing conditions.

ix. Winter temperatures in Texas are unpredictable therefore the contractor is expected to coordinate the preparation for icy and freezing conditions, with the Director of Maintenance, in order to protect landscape and irrigation systems from damage due to icy and freezing conditions.

h. Insect and Disease Control:

The Contractor shall ensure all areas are inspected regularly for weeds, fungus, grubs, slugs, snails, twig borers and insect infestation. Lawn disease applications and insect control applications shall be performed on a monthly basis for prevention and intervention purposes and with the prior approval of HCC Director of Maintenance.

Proper chemicals approved by the HCC Director of Maintenance or the Designee Authorized Representative shall be applied as soon as possible to correct the infestation.

Note: Weed killers and other chemicals shall be applied during off-hours Saturday or Sunday.

i. Trees:

i. Spray deciduous trees with dormant oil and fungicide after leaf drop and just prior to leaf break.

ii. Spray evergreen trees and deciduous trees in leaf and shrubs with specific insecticides and fungicides as frequently as necessary to control all forms of pests and diseases.

j. Herbicide:

i. Distribute herbicides weekly from March to October.

ii. Distribute herbicides one (1) time per month, November to February.

k. Turf Areas:

i. Monitor weekly all turf areas for insect and disease infestation.

ii. Treat fire ant infestation routinely.

iii. Remove contaminated materials from the site and dispose in a proper and safe manner with prior approval of the HCC Director of Maintenance.

l. Detention Pond:

Herbicides shall be applied according to Exhibit B, Maintenance Schedule.

m. Clean Up and Waste Disposal:

i. The Contractor shall be responsible for disposing all waste materials or refuse from Contractor's operations off site. The Contractor must have prior written approval by the Director of Maintenance or the Designee Authorized Representative.to dispose of Contractor generated waste materials on HCC property.

ii. Maintain sidewalks and driveways free of trash, leaves, and other debris by sweeping, hosing, and power blowing as necessary.

iii. Remove branches and other debris from planting areas on a weekly basis, off site.

iv. Clean up to include but not limited to; litter, leaves, papers, grass clippings, remove trash, cigarette butts and by- products of landscape maintenance in landscape area, courtyard area and along the lawn areas of the perimeter walk for both sides of walkway, parking garage and around buildings.

v. Clean mulch beds and container plants of all debris and litter. Maintain a clean and neat appearance around the mulch bed areas by removing scattered and excess mulch.

n. Equipment Utilization – Mowers:

i. Use power rotary mowers with bagger attachment for maintenance of smaller lawn areas.

ii. Use riding mowers with bag attachment for maintenance of extensive lawn areas.

iii. Mulching mowers are prohibited without the prior approval of the HCC Director of Maintenance.

iv. Use rigid or flexible steel blade edger is to produce a fine, clean edge along walkways, pavements, curbs, headers or buildings.

v. Use only monofilament trimmers.

vi. Use cyclone fertilizer spreaders. Visible overlapping of applications is prohibited.

vii. Maintain pruning tools in good working order with sharp cutting edges.

Disinfect pruning tools after use to remove diseased limbs.

viii. Water container plants that do not have irrigation system. Water hose connected to facility hose bibs are not available for watering plant materials.

o. Stakes and Guys:

The Contractor shall use the following stakes and guys materials to provide project services:

i. Tree Stakes: Seven (7) ft. long, steel T-post weighing 1.33 pounds per foot.

ii. Paint for Stakes: Pittsburgh Ash Grove Gray No. 542-4 or equal.

iii.…