Scope of Work .pdf

JOSH GREEN, M.D.

GOVERNOR | KE KIAʻĀINA

SYLVIA LUKE

LIEUTENANT GOVERNOR | KA HOPE KIAʻĀINA

DAWN N. S. CHANG

CHAIRPERSON

BOARD OF LAND AND NATURAL RESOURCES

COMMISSION ON WATER RESOURCE MANAGEMENT

STATE OF HAWAIʻI | KA MOKUʻĀINA ʻO HAWAIʻI

DEPARTMENT OF LAND AND NATURAL RESOURCES

LAND DIVISION

180 Kalanikoa Street Hilo, Hawaii 96720

PHONE: (808) 961-9590

October 9, 2025

TO: Prospective Contractor

FROM: Pua Ishibashi

DLNR Land Agent

Hawaii District Land Office

RE: Maintenance of 2.957 acres of vacant State land located on the corner of

Komohana and Ainaola Streets at Waiakea, Hilo, Hawaii, identified as TMK: (3)

2-4-41:45.

PROPERTY DESCRIPTION:

The Northern border has a concrete sidewalk running parallel with Kilaha street. The Southern border has a drainage channel running parallel to Ainaola street. The Western border runs parallel to Komohana street. The Eastern border abuts residential properties. The Western

Ainaola street border drains downhill (North to South) then across the Southwest corner of property into an unconfined drainage ditch that drains into the drainage channel. There are two large mango trees at the Eastern portion of the property. See Exhibit A for maps, photos, and descriptions.

SCOPE OF WORK (SOW):

I. Expectation:

- The general expectation here is to maintain property in a clean and orderly fashion.

- II. Monthly Maintenance:

- Grass shall be cut as often as necessary to maintain a height of no more than 8”.

- At a minimum, grass shall be cut once a month no higher than 2-4”

- Grass on property shall be cut at the same time (within 1 to 2 days).

- Weeds shall be removed (such as sleeping grass) by hand pulling and or herbicide as needed.

- Except for the mango trees, there shall be no other trees, brush, or plants on property.

Anything besides grass shall be removed by hand pulling and or herbicide as needed.

- Mango tree canopy shall be maintained no lower than 10 feet from the ground. Any tree parts below this height shall be cut and removed from property.

- Collect and dispose of any rubble, debris, trash, or rubbish on property as needed.

This includes the unconfined drainage ditch area at the Southwest corner of property as well as the drainage channel that runs parallel to Ainaola street.

- Clean sidewalk, remove vegetation, and pressure wash to remove mold and slime as needed.

- Property borders shall be trimmed to maintain growth within boundary of property and prevent growth on/over sidewalks, streets, drainage channel, and adjacent properties.

- Weed eat the walls and floor of the unconfined drainage ditch that crosses the

Southwest corner of the property, maintain grass no lower that 4’ in this area to assist in erosion control.

- Note: Herbicide is not to be used in the unconfined ditch area, grass growing on the floor and walls will assist in erosion control during periods of heavy rain in this area.

- Herbicide may be used to maintain boundary along edge of sidewalk, streets, and drainage channel along Ainaola street.

- Weed eat around all signs, telephone poles and guide wires along Kilaha Street.

- All grass and green waste shall be mulched or removed from property.

IV. Invoicing:

- Contractor shall notify Pua Ishibashi, DLNR Land Agent, by email, within 3-days after each monthly maintenance so that property may be inspected.

- Contractor shall include photos of property with each invoice.

- Invoice shall include at least 5- photos, one each of the following areas:

(1) Property in general.

(2) Mango trees canopy height.

(3) Sidewalk running parallel with Kilaha street.

(4) Unconfined drainage ditch at Southwest corner of property.

(5) Drainage channel running parallel to Ainaola street.

- Payment of monthly invoice will be contingent upon satisfaction of services rendered as per SOW.

V. NOTE:

- Property is situated in a residential area, please be mindful of this when providing services. Do not us loud equipment (mower, weed wacker, power washer, etc.) before

8 am.

- Since property is situated in a residential area, please also be mindful of wind conditions and direction to mitigate dust blowing into residential areas as much as possible.

BID/CONTRACT PROVISIONS:

- Contractor shall not proceed with any work until PO is generated and notice to proceed is given by Pua Ishibashi, DLNR Land Agent.

- Work shall begin as per SOW as soon as possible after notice to proceed is given.

- Contract is for a total of 12 services, term of contract is for 15 months. Extended period (3 months) is to allow for unforeseen circumstances such as weather and or equipment break down that may impede services.

INSURANCE REQUIREMENT:

The following insurance coverage(s) and limit(s) shall be provided by Contractor:

Coverage Limits (no less than)

Commercial General Liability $1 million per occurrence/$2 million aggregate

Automobile Liability $500,000 per occurrence/$500.000 aggregate

Each insurance policy required shall contain the following clauses:

1. “This insurance shall not be canceled, limited in scope of coverage or non-renewed until after 30 days written notice has been given to the State of Hawaii, Department of

Land and Natural Resources, Land Division, 108 Kalanikoa Street, Hilo, Hawaii

96720.”

2. “The State of Hawaii shall be added as an additional insured for Liability Insurance in respect to operations performed for the State of Hawaii.”

3. “It is agreed and understood that any insurance maintained by the State of Hawaii will apply in excess of, and not contribute with, insurance provided by this policy.”

Insurance required here shall be in compliance with the Hawaii Insurance Code.

Certificates of insurance shall be submitted to Pua Ishibashi, DLNR Land Agent, before a purchase order is generated and before any work can be performed by Contractor.

HAWAII COMPLIANCE EXPRESS:

Vendor compliance will be conducted via Hawaii Compliance Express (HCE). It is the responsibility of the Contractor to ensure they are registered with HCE and that their information is current and accurate.