SOW - Trinity Mills Grounds Maintenance.pdf

CITY OF CARROLLTON, TEXAS

TRINITY MILLS DEVELOPMENT

BID #26-038 SCOPE OF WORK

GROUNDS MAINTENANCE SERVICES

PURPOSE AND CLASSIFICATION

PURPOSE

The city of Carrollton, hereinafter referred to as the City, seeks bids from landscape maintenance firms, trained and qualified in providing grounds maintenance services. The city of Carrollton is seeking to obtain an annual contract with one contractor for mowing, edging, trimming, cleanup of turf, shrubs, trees, weed/insect control, floral plantings, irrigation inspections/repairs, and litter control at the Trinity Mills Development.

CLASSIFICATION

The landscape maintenance services will be performed at the Trinity Mills Development located at 1450 Sunrise, Carrollton, TX 75006. Areas of responsibility are outlined in Exhibit A.

SCOPE OF WORK

The grounds maintenance services shall be provided as deemed necessary to meet the contract requirements. The contractor shall provide landscape maintenance services as described herein and shall provide all labor, material, appliances, tools, equipment, transportation, and services necessary for and incidental to performing all operations in connection with the execution of this document.

The schedule of work hours for accomplishment of the maintenance service shall conform to the requirements of the City of Carrollton. No weekend or holiday work will be permitted and all work shall be performed Monday through Friday, 8:00 a.m. to 7:00 p.m. A variance from these hours may be approved, with prior written approval of the Supervisor. The Contractor shall in no way interfere with the normal work of the City employees.

The contractor shall furnish and maintain all equipment necessary for the proper maintenance of this location. Contractor shall provide an equipment inventory list to be submitted with the bid, identifying all equipment by age and condition to be used in the performance of this contract. The city of Carrollton reserves the right to make inspections of equipment. Should any and all equipment be found to be in poor condition, it must be pulled from service and replaced at the Contractor's expense. Failure to provide suitable equipment for the performance of this contract, will be grounds for the City to terminate the contract. The Parks Manager or Designee shall be the undisputed judge as to the condition of the equipment.

Materials and supplies used by the Contractor shall conform to the requirements listed herein. No material shall be used which will damage the turf, trees, shrubs, or fixtures. Where a specific product is specified there shall be no deviation without the express permission of the city of Carrollton. In the event a deviation is requested by the contractor, samples of all materials will be submitted prior to approval.

The Landscape Plan Set (Exhibit B) outlines the specific areas to be maintained to include approximately 0.6 acres of turf, 23,350 S.F. of plant beds and 175 trees (6” and ornamental). A Proposed Schedule (Exhibit C) for grounds maintenance may be followed but should be adjusted according to weather, conflicts in scheduling, etc.

Turf Care: Grass cut once every five working days during mowing season. Aeration as required but not less than two times per year. Reseeding or sodding when bare spots are present. Weed control practiced weekly or when weeds present a visible problem. Some pre-emergent products may be used/required. Edging required along sidewalks, curbs, steps, driveways, and pavements. Trimming required adjacent to or under park structures, trees, poles, tables, signs, fences, and shrub bed. Also includes removal of all plant material from expansion joints and any other cracks in curbs, sidewalks, end caps, driveways, and any other hard or concrete surface. Any damage to trees, turf, hardscape, building, structures, etc. shall be repaired at the contractor's expense.

Fertilizer: Adequate fertilizer level to ensure that all plant materials are healthy and growing vigorously. Amounts depend on species, length of growing season, soils and rainfall. Rates should correspond to at least the lowest recommended rates. Distribution should ensure an even supply of nutrients for the entire year. Nitrogen, phosphorus, and potassium percentages should follow local recommendations. Trees, shrubs, and flowers should receive fertilizer levels to ensure optimum growth.

Irrigation: Electric automatic control being used and scheduled by the City. All regular inspections and repairs are required by Contractor.

Litter Control: Minimum of at least once per day, five days per week. Off-site movement of trash depends on size of containers and use by the public. High use may dictate daily or more frequent cleaning. Any debris within the grounds maintenance area such as paper, bottles, cans, limbs three (3) inches or smaller in diameter, rocks, etc.

which is not intended to be present as part of the landscape. Inclusive of the entire area including parks, streets, sidewalks, curbs, tree wells, etc. Removal of debris will require sweeping of hard surface areas such as sidewalks and curbs. All debris is to be removed at contractor's expense.

Pruning: Usually done at least once per season unless species planted dictate more frequent attention. Sculpted hedges or high-growth species may dictate a more frequent requirement than most trees and shrubs in natural-growth plantings.

Disease and Insect Control: Usually done when disease or insects are inflicting noticeable damage, are reducing vigor of plant material, or could be considered a bother to the public. Some preventative measures may be used, such as systemic chemical treatments. Cultural prevention of disease problems can reduce time spent in this category.

Snow Removal or Ice Treatment: Snow removal or ice treatments as needed. Snowmelt may be used to reduce ice accumulation.

Surfaces: Should be cleaned, repaired, repainted, or replaced when their appearances have noticeable deteriorated.

Repairs: Should be done whenever safety, function or appearance is in question.

Inspections: Inspection should be conducted by some staff member at least once a day when regular staff is scheduled.

Floral Plantings: No more than two to three rotations of bloom per year. Care cycle is usually at least once per week, but watering may be more frequent. Health and vigor dictate cycle of fertilization and disease control. Beds essentially kept weed free.

PLEASE NOTE: Trimming of shrubs/bushes/trees shall be in accordance to city ordinance at the Water and Waste Water sites.

A. It shall be unlawful for any owner or occupant of any property or a portion thereof, occupied or unoccupied, within the city to permit grass, weeds, brush or unsightly vegetation to grow thereon to a height greater than ten inches.

B. It shall be unlawful for any owner or occupant of any property within the city to suffer or permit tree limbs, brush or unsightly vegetation to grow within one foot of the public street or alley adjacent to the property for any tree limbs, brush or vegetation which hangs lower than 12 feet above the alley or street pavement.

C. It shall be unlawful for any owner or occupant of any property within the city to suffer or permit limbs, brush or other vegetation existing above a public street or alley to hang lower than 12 feet above the alley or street pavement or seven feet above the sidewalk or other rights-of-way.

D. It shall be unlawful for any owner or occupant of any property within the city to suffer or permit limbs, brush or other vegetation to obstruct any gate, garage door, or any doorway on private property.

E. It shall be unlawful for any owner or occupant of any property within the city to suffer or permit tree limbs, brush, or other vegetation to hang lower than ten feet above the driveway.

F. It shall be unlawful for any owner or occupant to allow the existence of tree stumps, dead trees, dead bushes, dead shrubs or other dead vegetation on residential property.

G. Allegation and evidence of a culpable mental state is not required for the proof of an offense defined by this section.

Maintenance Schedule and Liquidated Damages: Failure on the part of the contractor to maintain the required production rate for a project area or in the event the contractor develops difficulty in performing maintenance schedule or meeting contract specifications, the contractor may be assessed two hundred fifty dollars ($250.00) per day as liquidated damages for incomplete work in the project area until all work is completed (liquidated costs will not exceed the total dollars for project area cycle). Liquidated damages will be withheld from the Contractors monthly payment.

Note: Should it become necessary to penalize a contractor on more than one occasion for failure to meet the grounds maintenance specifications within the prescribed maintenance schedule, the contract may be terminated with the forfeiture of any performance bond. The project area will then be awarded to an existing alternate contractor of next lowest and best bid.

Assessment of Damages to Trees During Grounds Maintenance Operations:

1. Trees in the contract area will be checked before contract work begins with Contractor and Manager.

Any existing damage is to be noted and signed by the winner contractor and the city representative. A copy will be placed in the contract file.

2. Random checks of the trees will be carried out during the contract period at the option of the Parks Manager.

3. A check of all trees may be made at the end of the contract period. The inspection will be attended by the City's designated forester or arborist, area inspector, and the contractor.

4. Damages shall be documented by memo to the area inspector with a copy to contract file and Contractor.

5. Damages shall be assessed: $200.00 for any slight damage to trees, this is damage that may heal;

$500.00 for badly damaged trees which in the opinion of the City's designated forester, arborist, or representative may eventually contribute to the death of the tree.

Assessment of Damages to Sprinkler Heads and Valve Boxes:

1. Random checks of irrigation system by Park Manager or designated staff will be carried out during the contract period.

2. Pictures of any damage will be sent to mowing vendor with explanation of pay deductions.

3. All irrigation repairs are the responsibility of the contractor and must meet General Design Standards set forth by the City.

GROUNDS MAINTENANCE

1. Supplemental mowings may be required on an as needed basis. In some cases, special events may dictate the need for additional mowings in areas designated by the Parks Manager. Typically, this site will only require mowing once per week; however, the Contractor must be capable of providing mowing crews at last minutes notice in case the Parks Department requests the site be mowed for a special event.

2. Mowing shall be at the proper height according to the season and type of grass to keep all turf areas looking crisp, clean, and well groomed. Most sites are planted with TifTuf Bermuda Grass. Height of mowing will be dictated by the time of season. Mowing heights will vary according to growth rate. The contractor shall be responsible for adjusting mower heights to prevent scalping.

3. Use of rotary mulching type mowers designed for commercial use is required. Rotary mulching mower blades will be kept sharp at all times. The Owner will perform periodic inspections on mowers for blade sharpness.

4. All lawns damaged due to negligence of the Contractor will be sodded by the Contractor as necessary to maintain a healthy growth and attractive appearance at all times.

5. Trees damaged by the contractor shall be repaired within one week from when the damage occurred.

6. Must pull and remove any weeds or foreign growth from garden and walkways.

7. All trees and bushes shall be trimmed on a monthly basis or as needed.

8. Bushes must be trimmed 12 inches from all fences and walkways on scheduled monthly trimmings.

9. Trees along streets must be trimmed to keep branches from hitting trucks or pedestrians.

Edging/Trimming

1. All turf perimeters along and around walks (including pavers and tracks), curbs, bed edging, utility poles and other fixtures (including recessed lighting) will be edged/trimmed at each mowing.

2. Sprinkler valve boxes will be trimmed as often as necessary to keep them visible.

3. The hard surface areas adjacent to turf will be swept and/or blown and cleaned after each operation.

4. Turf clippings shall not be left in any street and shall be removed before the Contractor leaves the site.

5. Vegetation shall be trimmed out of the cracks on all concrete end caps or medians.

Litter/Cleanup

1. All debris, trash, limbs, rocks, etc. shall be collected in the turf areas and removed from site by the Contractor prior to and after each mowing.

2. All drives, parking areas, storm drains, ditches, culverts, vaults, valley curbs and any storm drainage structure shall be kept clean of grass clippings, litter, soil and debris. A free flow of water shall be maintained at all times.

3. The Contractor is responsible for cleaning any pavement, structure or other surface of debris, litter, tire markings, or material created by grounds maintenance activity.

4. Contractor shall be responsible for removal of all excess grass clumps or excessively piled grass clippings to prevent smothering of turf. Any excessive grass left after mowing will be raked or vacuumed. Clippings shall not be placed in on-site dumpsters. Contractor shall remove clippings to a legal dumpsite.

INSPECTIONS

1. The Owner will make regular inspections of the property related to the appearance of the grounds and the

Contractor's performance. The Contractor shall make repairs and adjustments as required by the Owner.

2. Schedule: Prior to beginning work under this contract, the Contractor will provide the Owner with a detailed maintenance schedule of how he expects to accomplish the work along with a statement of anticipated labor forces in order to maximize production, quality, and efficiency. The schedule shall include target dates for all cycle and period work, time estimates for task completion, staffing requirements, equipment requirements, etc. Any time the schedule changes or is anticipated to change, the Contractor will provide the Owner with a revised schedule.

3. The contractor's authorized representative shall personally contact the Owners designated representative should any unforeseen problems arise or if grounds maintenance is not to occur on any given day due to weather or any other reason.

4. It will be Contractor's responsibility to provide adequate personnel, materials, and equipment to meet his participation and commitments to these schedules. Periodic meetings will be held either on-site or in the offices of the Owner to discuss progress made to date and modifications to the schedule required to meet short term as well as long term objectives and goals of the Owner. It is further understood that a representative of the Contractor shall attend all job meetings of this nature.

GENERAL CONDITIONS

1. All services herein provided shall be done in a courteous and orderly manner with a minimum of inconvenience to the tenants/residents and Owner's representatives. All maintenance personnel shall be appropriately and neatly dressed, in clearly identifiable uniforms that are the same color and bearing the company logo, at all times while on the property. Shirts must be worn. At all times, gym shorts and halter tops are not appropriate dress.

2. The Contractor shall provide a qualified English-speaking supervisor or foreman on-site with each crew at all times during any maintenance activities to be responsible for the progress of the work and the conduct of the Contractor's personnel. The supervisors/foremen on-site must have read and be familiar with these specifications.

3. The personnel performing the services described herein shall be under the sole responsibility and the employee of the Contractor and shall be constantly supervised, shall be a competent, experienced, skilled lawn and plant maintenance-oriented people. All of the Contractor's employees shall be authorized to work in the United States as required by the Immigration Reform and Control Act of 1986.

4. All materials and equipment brought to the site are the full responsibility and liability of the Contractor until removed from the site as required. Vehicles on the sites must bear the company logo and be clearly identified.

Trucks and equipment may not be parked on major streets. They must be parked on a side street or other approved location. Any vehicles parked on a city street for any reason should be coned off with proper signs according to the laws and guidelines of the State of Texas.

5. While on the site, the Contractor's representative shall take directions from the Owner's designated representative. Each month a schedule of activities and anticipated dates should be provided to the Owner's representative for review. Should the need arise, scheduled grounds-keeping activities may be preempted by the Owner's representative in order to respond to other landscaping priorities.

6. The Contractor is responsible for inspecting and repairing site irrigation.

7. The Contractor shall supervise and direct the work, using his best skill and attention. The Contractor shall be responsible for all turf maintenance methods, techniques, and procedures and for coordinating all portions of the work under the contract.

8. Unless otherwise specifically noted, the Contractor shall provide and pay for all labor, material, equipment, tools, transportation, and other facilities and services necessary for the proper execution and completion of the work contemplated by the contract.

9. The Contractor shall at all times enforce strict discipline and good order among his employees. The Contractor shall only utilize workmen who are in the opinion of the owner, satisfactory and sufficiently skilled for the efficient performance of all work under this contract.

10. The Contractor shall give all notices and comply with all laws, ordinances, rules, regulation, and orders of any public authority in connection with the performance of the work.

11. The Contractor shall be responsible for the acts and omissions of all his employees, his agents and employees and all other persons performing any of the work under a contract with the Contractor.

12. The Contractor shall be responsible for initiating, maintaining and supervising appropriate safety precautions and programs in connection with his work. He shall take all reasonable precautions for safety of, and shall provide all reasonable protection to prevent damage, injury or loss to (1) all employees on the project and other persons who may be affected thereby, (2) the project and all materials and equipment to be incorporated therein, and (3) other property at the site or adjacent thereto.

13. The contractor shall instruct his employees to use caution while operating mowers, edgers and line trimmers near trees, shrubs, ground cover, poles, benches, etc to prevent damage. Damage to any structures will not be tolerated. The Owner shall make weekly inspections of each site to inspect for mower or line trimmer damage. Repeated signs of damage to trees by mowers or by line trimmers may be grounds for termination of this contract or a replacement value shall be assessed by the Owner. The Contractor shall be responsible for seeing that his employees are taking every precaution to protect trees, shrubs, and ground cover from damage.

14. Contractor will be responsible for immediate notification of all damage to the property; including, but not limited to the metal edging, lighting, windows, fences, tree wells, trees and shrubs of all sites caused by Contractor and/or employees. The Contractor shall be liable for any and all damages to our property or adjacent property while executing the provisions of the contract.

15. Any labor, services, or materials over and above the scope of this contract must be approved by Owner's designated representative, and may be billed at extra per man hour cost plus cost of any materials (on bid form).

COMPLIANCE PROCEDURE:

1. Complaints from residents resulting from work done under this contract will be received and recorded by the Parks Division, Parks and Recreation Department, City of Carrollton. The complaints will then be forwarded to the Contractor. The contractor will make contact with the person or persons registering the complaint within twenty-four (24) hours and do whatever is necessary to investigate the situation and make a sound judgment as to its authenticity. If, in fact, a liability situation does exist, every effort will be taken to insure that the claim is settled as expeditiously as possible. In each case the Parks Division, Parks and Recreation Department, City of Carrollton will be kept informed as to the deposition of complaints.

AVAILABILITY:

1. The contract must have at least one responsible member of the company on call/available twenty-four (24) hours per day to respond to service and inspection requests from residents of Carrollton, Texas. A list of names, titles, addresses and telephone numbers of these responsible individuals will be furnished to the Parks Department.

CONTRACT TIME AND EXTENSION:

1. This contract is for one year. However, the contract may be extended for up to two additional one year periods if mutually agreed to the by Contractor and the City of Carrollton. The contract amount will be remain the same as the bid amount unless the contractor can provide proof of increases in labor, material, insurance, etc. which exceeds five (5) percent. Payroll records and/or receipts of materials shall be submitted to the City in order to substantiate increase approvals.