TECHNICAL_SPECIFICATIONS_FOR_I-4_AND_DOWNTOWN_INTERCHANGE.pdf

TECHNICAL SPECIFICATIONS FOR

I-4 INTERSTATE AND DOWNTOWN INTERCHANGES GROUNDS MAINTENANCE

1. GENERAL

1.1 DESCRIPTION AND SCOPE OF WORK

The work described herein is for the turf mowing, landscape bed maintenance and amenity upkeep of I-4 Interstate and Downtown Interchanges Grounds Maintenance locations detailed on the Bid Response pages in OpenGov. All work detailed shall be performed by the Awardee using only material and workmanship of the best quality as directed by the Parks and Recreation Department representative.

The work to be done shall consist of the Awardee furnishing all labor, supervision, equipment and materials, and other means of maintenance necessary or proper for performing and completing the work. The Awardee shall perform and complete the work in the manner most consistent with the safety of life and property and to the satisfaction of the Parks and Recreation Department representative, and in strict accordance with the specifications. The Awardee shall clean up the work area and maintain them during the actual maintenance of the site, and shall do all work and pay all costs incidental thereto. The Awardee shall repair or restore, at his or her cost, all structures, property or fixture(s) that may be damaged or disturbed during performance of the work.

1.1.1 The cost of incidental work described in these specifications, for which there are no specific bid items, shall be considered as part of the general cost of doing the work and shall be included in the prices for the various bid items. No additional payment shall be made for these items.

1.2 DEFINITIONS:

The following words and terms or pronouns used instead shall wherever they appear in these specifications, be construed as follows, unless a different meaning is clear from the context:

“City Representative” The person appointed by the Parks and Recreation Department to represent their interest in the review and approval of the work and to serve as a contact with the Awardee.

“Awardee” The company awarded the maintenance bid.

“DAC” Florida Department of Agriculture Certification – I.E. Florida Pesticide License

“Fast Growth Season” The period from calendar week 20 thru week 39.

“Maintenance Frequency” Each site shall be completely maintained once every 14 calendar days during the fast growth season and once every 21 calendar days during the slow growth season. The number of maintenance visits is 22 times annually.

“Maintenance of Traffic” A process of establishing of a work zone, providing work zone related transportation management and temporary traffic control on streets and highways within the State Highway System .

Also known as “Temporary Traffic Control”

“Acts of God” Events that are beyond human control such as: extreme weather, hurricanes, earthquakes, drought, and floods, etc.

“PCO” Pest Control Operator – A person who holds a certificate for pesticide application who works under the supervision of an individual that holds a Florida Pesticide License.

“Slow Growth Season” The period from calendar week 40 to week 19.

“GI-BMP” Green Industries – Best Management Practices – A certification for people working in lawn care and landscape maintenance, teaching environmentally safe landscaping practices that help conserve and protect

Florida’s ground and surface water.

“Experienced Worker” A worker that has knowledge or skill in the grounds maintenance field, gained over a period of time. Does not include temporary or day labor workers.

1.3 LOCATIONS.

The City of Tampa reserves the right to add to or delete any location to this award that requires the same scope of services as specified herein. The City of Tampa also reserves the right to spot quote on the open market any new location in lieu of adding that location to this award. Parks, playgrounds, landscape areas, or other city owned properties, etc. that are under construction at the time of the bid are indicated by a “N/A”. The Parks and Recreation Department reserves the right to place a Request for Quote (RFQ) once the construction at that site is completed.

1.4 BIDDER SUBMITTALS

Bidders shall be required to furnish evidence in writing that they maintain permanent places of business and have adequate equipment, finances, personnel, and inventory to furnish the items offered satisfactorily and expeditiously, and can provide necessary services as part of this Bid document. Bidders shall furnish a current valid work site phone number where a representative can be reached at all times during working hours. After hours’ emergency telephone number must also be supplied. Any change in phone numbers must be forwarded to the Parks and Recreation Department representative within

24 hours of the change. The Parks and Recreation Department representative may further investigate, as deemed necessary, with respect to responsibility of the Bidder.

NOTE: The above information and Subsections 1.4.1 through 1.4.6 are required and must be submitted as part of the bid submittal at the bid opening date/time.

1.4.1 Bidders shall submit with their bid at least three letters of reference attesting to satisfactory performance of awards performed within the past two years, each of which must have been for grounds maintenance services on properties consisting of anywhere from 0.1 to 80.0 acres, with 15.0 to 30.0 acres formal landscape beds. This reference list shall be complete with contact person (s) and telephone numbers.

1.4.2 Bidders shall submit with their bid the current number of full-time and part-time employees that will be assigned to perform the services included in this contract including name, how long they have been employed with the Bidder’s firm, as well as years of experience in the grounds maintenance field. The estimated minimum number of crew members needed to maintain this contract is 20. The Awardee is expected to assign a minimum of four staff members for each of their landscape (crew cab) trucks. These crew members must be experienced workers in the field of grounds maintenance.

1.4.3 Bidders shall submit with their bid any written training procedures or an indication of training opportunities that are made available to all their employees both at commencement of employment and on-going. A training program for employees is recommended under this award. Bidders shall submit proof of their safety, equipment, and horticulture practices training programs for all staff associated with this bid. Submissions should include manuals, training rosters, and/or staff training logs with the employee’s printed name and signature as proof of attendance.

1.4.4 Bidders shall submit proof of DAC’s and/or PCO licensing, ISA Arborist Certification and Professional Mangrove Trimming Certification (Only if necessary or becomes necessary for this award) and shall maintain continuous licensing throughout the contract period.

1.4.5 Bidders shall be required to furnish evidence in writing that they maintain permanent places of business in Hillsborough County or a county immediately adjacent to Hillsborough County. Bidders that have these facilities located outside of this identified region will not be considered. Bidders shall be required to furnish evidence in writing that they have adequate equipment, finances, personnel (as referenced in 1.4.2 above), and inventory to furnish the items offered satisfactorily and expeditiously, and can provide necessary services as part of this Bid document.

1.4.6 Bidders shall provide a list of owned and/or leased equipment available for use on this award. Use of medium/heavy duty commercial landscape maintenance equipment is necessary for all turf and landscape bed maintenance. The following list of medium/heavy equipment may be helpful in satisfying the requirements of this service and should be on hand for inspection, at the City’s option, prior to bid award. Additional equipment will be required as sites are added to the award. All equipment must be in working order at the time of award and must remain in working order for the duration of the award.

Quantity Type of Equipment (Medium/Heavy Duty Commercial) 1 Tractor with finish mower (i.e. batwing)

6 Ride-on “Rotary” mowers 4 Walk behind Mowers

6 Stick or walk behind edger’s (75CC/5 HP)

6 Non-blade line trimmers (65 CC or greater) 2 Motorized spray tanks (25 to 50 gallon)

6 Hand held spray tanks (2/3-gallon) 6 Back pack blowers (65 CC)

5 Landscape trucks (crew cab) 3 Miscellaneous hand tools (shovels, rakes, (hard/leaf), etc., for each crew)

* To encourage the City’s goal of reduced emissions, please be aware that rechargeable equipment of similar specifications may be substituted for any of the above maintenance equipment. Please indicate where these substitutions are made.

1.5 BIDDER’S RESPONSIBILITY

1.5.1 Bidders must examine the entire bid document and other documents, if applicable, and shall exercise their own judgment as to the nature and amount of the work to be done. Further, the Bidder assumes all risk of variance in any computation or statement of amounts or quantities necessary to complete the work in strict compliance with the Bid Documents. Areas of Maintenance identified in this specification are believed to be reasonably correct, but are not guaranteed to be absolutely so and are presented only as an approximation.

1.5.2 Bids are to be based on a per cycle basis and totaled on an annual basis. A cycle is considered one cut or maintenance service. The six-month period from calendar week 20 to calendar week 39 shall be referred to as the “Fast Growth Season”. The “Slow Growth Season” is from calendar week 40 to calendar week 19. The twelve-month annual period shall include both the Fast Growth and Slow Growth Seasons. The Maintenance Frequency is 22 cuts annually.

1.6. UTILITY INSTALLATIONS AND STRUCTURES

The Bid Documents do not contain data relative to existing utility installations and structures above and below the ground surface. It is the responsibility of the Awardee to make its own investigations to inform itself fully of the character, condition, and extent of all such installations and structures as may be encountered and as may affect the work. The Awardee shall protect all utility installations and structures from damage during the work. All existing utilities damaged by the Awardee shall be repaired by the Awardee, at his or her expense, as directed by the Parks and Recreation Department representative.

No separate payment shall be made for such protection or repairs to public utility installations or structures.

1.7 AUTHORITY OF THE CITY REPRESENTATIVES

The authority of the Parks and Recreation Department Representative shall not be limited to the following enumeration, for it is the intent of this award that all of the work shall be subject to the Parks and Recreation Department’s representative determinations and approval, except where the determination or approval of someone other than the Parks and Recreation Department Representative is expressly called for herein.

1.7.1 To monitor the performance of the work.

1.7.2 To determine the amount, kind, quality, sequence, frequency, and location of the work to be paid for in this award and, when completed, to measure such work for payment.

1.7.3 To answer all maintenance questions and to interpret the Maintenance Work Method and schedules.

1.7.4 To determine how the work of this Award shall be coordinated with the work of others engaged simultaneously on or adjacent to the area(s) identified by these specifications.

1.7.5 To make minor changes in the work, as he/she deems necessary, provided such changes do not result in a net increase in the cost to the City or to the Awardee of the work to be done under the award.

1.7.6 To amplify the Maintenance Work Method, add explanatory information, and furnish additional specifications and drawings consistent with the intent of the bid documents.

1.7.7 The Parks and Recreation Department Representative may be present at the initial start of the contract work and inspect all work until the contract is complete. If at any time it is determined by the Parks and Recreation

Department's Representative that the terms of the contract are not being followed, said representative can stop the work until the corrections are initiated. Failure to correct violations (within 24 hours after notification) may result in penalty of a monetary deduction per section 1.9.2 or termination of the Award.

1.7.8 To review any and all questions in relation to the Award and its performance, except as herein otherwise specified, and the Parks and Recreation Department’s representative’s determination upon such review shall be final and conclusive.

1.7.9 To suspend the whole or any part of the work whenever Parks and Recreation Department’s

Representative deems such suspension is required: (1) in the interest of the City generally, (2) to coordinate the work of others engaged in work on or around the area(s) described in this specification, or (3) to expedite the completion of the work described in this specification.

1.7.10 If deemed necessary to take over, use, occupy, or operate any part of the completed or partially completed work, the Parks and Recreation Department Representative shall have the right to do so and the Awardee shall not, in any way, interfere with or object to the use, occupation, or operation of such work by the City after receipt of notice in writing from the Parks and Recreation Department Representative that such work or part thereof will be used by the City on and after the date specified in such notice. Such taking over, use occupancy or operation of any such part of the completed or partially completed work shall not constitute final acceptance or approval of any such part of the work.

1.7.11 The Parks and Recreation Department reserves the right to make additions, deductions, or changes to the maintenance schedules, work methods, materials used, and/or work sites, as it deems necessary. Any changes shall not affect the Awardee’s ability to carry out the agreement. If the changes result in additional or reduced services or costs, the Awardee shall provide the department with an estimate of said cost changes. The Awardee shall in no way be invalidated by any such additions, deductions or changes, and no claim by the Awardee shall be made for any loss of anticipated profits thereby. No changes shall be assumed, or work completed by the Awardee until final approval is provided in writing by the Parks and Recreation Department.

1.7.12 Maintenance conditions may require that minor changes be made in the Maintenance Work Method, location of the work, equipment and material to be furnished and other work to be performed hereunder. The

Awardee, when ordered by the Parks and Recreation Department Representative, shall make such adjustments and changes in said locations, work method, equipment and materials without additional cost to the Parks and Recreation Department, provided such adjustments and changes do not alter the character, quantity, or cost of the work as a whole, and provided further that such adjustments and changes are furnished to the Awardee by the Parks and Recreation Department within a reasonable time before any work involving such adjustment and changes is begun. The Parks and Recreation Department

Representative shall be the sole judge of what constitutes a minor change for which no additional compensation shall be allowed.

1.8 AWARDEE'S RESPONSIBILITY

1.8.1 The Awardee shall do all the work and furnish, at his or her own cost and expense, all labor, materials, equipment, except as otherwise specified, as may be necessary and proper to perform and complete the work under this specification. The Awardee shall be responsible for the entire work until completed and finally accepted by the Parks and Recreation Department representative. Once maintenance work has started at a site, all work must be completed in its entirety within 48 hours of the onset, with the exception of Acts of God situations.

1.8.2 The work shall be performed in accordance with the true intent and meaning of the Bid

Documents. Unless otherwise expressly provided, the work shall be performed in accordance with the best modern practice, with equipment as specified and workmanship of the highest quality, all as determined by and entirely to the satisfaction of the Parks and Recreation Department Representative. Unless otherwise expressly provided in the Bid Documents, the means and methods of maintenance shall be such as the Awardee may choose, subject, however, to the approval of the

Parks and Recreation Department Representative. Only adequate and safe procedures, methods, structures, and equipment shall be used. The Parks and Recreation Department Representative’s approval or failure to exercise his right thereon shall not relieve the Awardee of obligations to accomplish the result intended by the Awardee in a safe and efficient manner, nor shall such create a cause action for damages.

1.9 WORK INSPECTIONS

The Awardee shall, at all times, allow the Parks and Recreation Department Representative the opportunity to inspect the work done or being done under this Award.

1.9.1 Upon award, the Awardee shall submit service dates, for completed sites, via the

Smartsheet provided by the Parks and Recreation Representative, no later than 11:59pm on the date of service. Those sites submitted shall have had a complete service. At no time should sites not complete be submitted for inspection with the intention of finishing them the next business day. All maintenance work shall be monitored by the representative(s) of the City of Tampa Parks and Recreation Department. Work may be performed by the Awardee on Saturdays, Sundays or City observed holidays only if the request is submitted in writing 24 hours in advance and approved by the Parks and Recreation Department Representative prior to execution. Parks and Recreation Department inspection shall be reviewed on the first working day after maintenance work is completed. Work not approved will be required to be redone and must be redone and completed within 24 hours after being notified that the work was rejected. Notice will be returned to the Awardee within 24 hours of inspection of any work rejected. Re-done work cannot be combined with next cycle and must be completed and approved before next cycle can commence. Note: As advancements in reporting processes change, Awardee may be asked to adjust their reporting process at any time during this award.

1.9.2 The inspection of any work shall not relieve the Awardee of any of his or her obligations to perform proper and satisfactory work as herein specified. Finished or unfinished work found not to be in strict accordance with the agreement shall be redone or replaced as directed by the Parks and Recreation Department Representative even though such work may have been previously approved and an invoice paid. In addition, upon a second re-inspection of a site the

Awardee shall pay to the Parks and Recreation Department as monetary deductions the sum of $100.00 for each task (i.e.

mowing, litter pick up, weed removal, etc.) each calendar day thereafter that the work is not completed in full. In no way shall liquidated damages be construed as a penalty on the Awardee. The Parks and Recreation Department Representative shall have the right to deduct the said monetary deductions from any amount due or that may become due to the Awardee under this agreement or to invoice the Awardee for such monetary damages if the cost incurred exceeds the amount due the Awardee.

1.9.3 The Parks and Recreation Department Representative shall have the right to reject materials and workmanship, which are defective or require their correction. Rejected work and materials must be promptly removed from the site, which must always be kept in a clean, neat, and safe condition.

1.9.4 Failure or neglect on the part of the Parks and Recreation Department to condemn or reject bad or inferior work or materials shall not be construed to imply an acceptance of such work or materials, this also applies to bad or inferior work or materials that becomes evident any time prior to the final acceptance of the work by the Parks and Recreation Department. The City shall not be barred at any subsequent time from the recovery of damages or sums of monies needed to redo all portions in which inferior work or improper materials were used, whenever found.

1.9.5 The Awardee shall furnish all necessary work schedules, labor, and materials, should it be necessary or advisable by the City at any time prior to the acceptance of any and/or all work completed. If such work is found to be below requirements in any respect, due to the fault of the Awardee or materials being used, the Awardee shall assume all expenses of such examination and of satisfactory completion of work per this award.

1.10 PRESERVATION OF PROPERTY

1.10.1 The Awardee shall preserve from damage, all property (public and/or private) along the line of the work, or which is in the vicinity of or is in anywise affected by the work, the removal or destruction of which is not called for by the specifications. This applies, but is not limited to vehicles parked in such parking lots, parking garages, vehicles traversing public or private rights-of-way, parks or otherwise, , the public utilities, trees, lawn areas, landscape plantings, irrigation systems, building monuments, fences, all pipe and underground structures, the public streets (except natural wear and tear of streets resulting from legitimate use thereof by the Awardee), and wherever such property is damaged due to the activities of the Awardee. The city must be notified immediately and the Awardee will be responsible for the expense of the damages.

In case of failure on the part of the Awardee to restore such property or make good such damage or injury, the Parks and Recreation Department representative may, upon 24 hours written notice, proceed to repair, rebuild, or otherwise restore such property as may be deemed necessary, and the cost thereof shall be deducted from any monies due or which may become due to the Awardee under this award. Nothing in this clause shall prevent the Awardee from receiving proper compensation for the removal, damage, or replacement of any public or private property not shown by the bid documents and/or Specifications, when this is made necessary by alteration of grade or alignment authorized by the Parks and

Recreation Department Representative, provided that such property has not been damaged through fault of the Awardee, its employees or agents.

1.11 HAZARDOUS MATERIALS

1.11.1 The Awardee must follow OSHA, Regulation 29 Code of Federal Regulation (C.F.R.) Part 1926.59, Division 17 Florida Administrative Code, City of Tampa Code Chapter 5, Section 5-121, Article III, Division 9, Sec.5-121.351-

121.352, the product MSDS, plus any and all other applicable Regulations when using substances containing hazardous materials. These Regulations apply to transporting, storing, mixing, application, clean up and disposal of excess materials and their containers. Any illegal disposal of hazardous materials and/or containers shall place the Awardee in default.

1.11.2 The Awardee shall assume all cost arising from citations, clean up spills and/or oversprays (if applicable) and subsequent inspections due to non-compliance of the above-mentioned regulation(s), or misuse of the product as specified by the manufacturer. The Awardee further agrees to indemnify and hold harmless the City of Tampa and its duly authorized agents from any and all suits of law or actions of any nature for, or on account of, non-compliance of the above stated regulations and/or product use guidelines as specified by manufacturer.

1.12 MAINTENANCE FREQUENCY

1.12.1 The work shall commence immediately upon notice to proceed being given to Awardee from the

Parks and Recreation Department Representative. All maintenance site(s) shall be completed according to the time frame set out in this specification. Maintenance shall be completed following the Maintenance Frequency Schedule unless changes are requested and approved by the Parks and Recreation Representative.

1.12.2 The Awardee shall complete the work in the number of consecutive calendar days set forth in this specification, unless the date of maintenance is extended pursuant to the approval of the Parks and Recreation Department

Representative. Extensions are as follows:

• If the Awardee has an unforeseen circumstance, he/she may service a site 24 hours prior to the initial maintenance scheduled date or 24 hours thereafter with prior written approval from the

Parks and Recreation Department Representative. The Parks and Recreation Department Representative shall be the sole judge of what constitutes an unforeseen circumstance.

• If the Awardee performs the service outside the 48 hours before or after the initial maintenance schedule date for a particular awarded site, the Awardee shall pay to the City as monetary deductions $100 per day per task that the work was not completed per the award specifications, per section 1.9.2.

1.12.3 The following MAINTENANCE FREQUENCY SCHEDULE represents the frequency each site shall be maintained during this agreement:

Each site shall be completely maintained once every 14 calendar days during the fast growth season and once every

21 calendar days during the slow growth season. The number of maintenance visits is 22 times annually. The City reserves the right to increase or decrease the number of service cycles or days between service cycles based on weather conditions or event requests. Additional cuts will be compensated in accordance with the accepted bid quote.

1.12.4 There shall be no provision provided for rain delays. It is the Awardee’s responsibility to fulfil the requirements as set forth in this contract. Any delays in service due to adverse weather shall only occur with prior written approval from the Parks and Recreation Representative.

1.13 SAFETY AND HEALTH REGULATIONS

1.13.1 The Awardee shall comply with the Department of Labor Safety and Health Regulations for construction promulgated under the Occupational Safety and Health Act of 1970 (PL 91-596) and under Section 107 of the

Contract Work Hours and Safety Standards Act (PL 91-54).

1.13.2 The Awardee shall keep a complete and up to date first aid kit at each location where work is in progress and shall be accessible at all times.

1.14 ENVIRONMENTAL CONSIDERATIONS

The Awardee, in the performance of the work under this Award, shall comply with all Local, State, and Federal Laws, statutes, ordinances, rules, and regulations applicable; and in the event it violates any of the provisions of same, it shall be answerable to the local, State and Federal agencies designated by law for the protection and enforcement of the environment. In the event the City receives, from any of the environmental agencies, a citation which is occasioned by an act or omission of the Awardee, its officers, employees or agents, it is understood and agreed that Awardee shall automatically become a party-respondent under said citation; and a City Representative immediately shall notify the

Awardee and provide them with a copy of said citation. The Awardee shall comply with the requirements of the citation and correct the offending condition(s) within the time stated in said citation and further shall be held fully responsible for all fines and/or penalties.

1.15 REPORTS, RECORDS, DATA AND COMMUNICATIONS

The Awardee shall furnish to the Parks and Recreation Department Representative, such schedules of quantities and costs, progress schedules, reports, invoices, delivery tickets, estimates, records, and other data when they may request concerning work performed or to be performed, and the materials furnished or to be furnished under the award. Requested documents must be submitted to the Parks and Recreation Department Representative within three business days of the request. F o r daily work completed, upon award, the Awardee shall submit service dates, for completed sites, via the Smartsheet link provided by the Parks and Recreation Representative, no later than 11:59pm on the date of service. See also section

1.9.1.

1.16 WORK SITE TRAFFIC REGULATIONS

During the execution of the work, the Awardee shall put up and maintain at all times such barriers, signs, and/or lights as shall effectively prevent accidents. The Awardee, at their expense, shall provide suitable barricades, cones, red lights, “danger” or “caution” or “street closed” signs and watchmen at all places where the work is taking place within 15 feet of the edge of pavement. Such barriers and signs shall comply with the State of Florida Department of Transportation’s guidelines for “Traffic

Controls for Construction and Maintenance Operations”. All lane closures shall be approved and permitted by the Florida Department of Transportation, or the City of Tampa Transportation Division, whichever is applicable. Vehicles or equipment shall not be parked within 15 feet of the edge of pavement. Work shall be halted immediately if work operations are deemed unsafe per any City Representative.

1.17 USE OF CHEMICALS.

All chemicals used during maintenance must show approval of either the EPA or USDA. Use of all chemicals and disposal of residues shall be in strict conformance with EPA, USDA, and manufacturer instructions. Final approval for use of all chemicals on the work site(s) shall rest solely with the Parks and Recreation Department Representative. Awardee's employees shall be fully licensed by the State of Florida to apply pesticides. All chemicals shall be handled in strict accordance with the Federal, State and County regulations. Awardee shall use sound cultural practices that aid in minimizing the presence or proliferation of insects and disease. Awardee is responsible for the purchase and cost of all chemical applications to include fertilizer, insecticide, fungicide and pre and post emergent herbicides.

All chemicals must be approved by the Parks and Recreation representative prior to use. No application shall take place under windy conditions. Any and all applications of Herbicides (pre-emergent or post-emergent) abutting or adjacent to waterways shall require prior written approval from Parks and Recreation Department designee. Any area of turf, plants or trees damaged or destroyed through improper or incorrect herbicide (pre-emergent or post-emergent) application shall be immediately replaced at the Awardee's expense.

Trifluralin or its active ingredient equivalent is the only pre-approved pre-emergent chemical covered in these specifications for all landscape beds. Glyphosate is the only pre-approved post- emergent chemical to be used in/on the specified areas/items and only where allowed in this technical specification, see Sections 1.21.1, 1.21.2 and 1.21.4. All applications of Glyphosate must use a cone/guard on sprayers when using chemical control to avoid overspray into unwanted areas. See specific details under Part 2:

Turf Mowing and Maintenance and Part 3: Landscape Bed Maintenance.

1.18 LICENSING AND PERMITS

Awardee, at its own expense, shall obtain and comply with all Federal, State and local licenses, permits, ordinances, regulations, etc., for the operation of any equipment, the use of any material or undertaking any operation necessary to complete the work within these specifications.

1.19 UNSCHEDULED MAINTENANCE

Any additional work not in keeping with these specifications, such as those of vandalism and/or mischief, shall involve additional cost. The Awardee shall notify the Parks and Recreation Department Representative of any damage within 24 hours, so their designee can inspect the damage prior to authorizing repair. The Awardee shall notify the Parks and Recreation Department Representative after repairs have been completed so final inspection can be made for compliance prior to authorizing payment.

1.20 WORK DAYS

All maintenance work shall be performed Monday through Friday. Awardee’s workdays shall start at 7:00 a.m. Permission for times and workdays other than those approved must be submitted via email to the Parks and Recreation Department

Representative, prior to starting the work. All workdays must end one hour prior to sunset and any deviation from these hours must be pre-approved by the Parks and Recreation Department. Before changing any schedules, th wardee shall submit workdays and hours for review and approval by the Parks and Recreation Department Representative.

1.21 MAINTENANCE REQUIREMENTS

Pre-inspection of the sites shall be done prior to performing maintenance. This shall include de-littering the site including the removal of any illegal dumping present on site. The trash, debris, signs, etc., shall be disposed of properly at the expense of the Awardee at the time of service. All fallen Palm and tree debris of six inches or less in diameter shall be removed by the Awardee at their expense on the normal scheduled maintenance service. All material cleaned up must be removed from the worksite and disposed of in a recognized landfill or incinerator at the expense of the Awardee ideally at the time of service but no later than 24 hours after service for larger debris and larger than normal amounts of debris(piles). The Parks and Recreation

Department Representative will gauge if the amount of debris is larger than normal. Where present, all illegal dumping and all larger than normal amounts of debris(piles) must be communicated to the Parks and Recreation Representative via email for each site. After 24 hours the guidelines of Section 1.9.2 will apply. Mowing of all turf areas within the site includes right of ways, perimeter roads, waterway banks (to mean high water line), and excludes natural maintained areas and irrigated athletic turf areas. All material cleaned up must be removed from the worksite and disposed of in a recognized landfill or incinerator at the expense of the Awardee. Blowing or sweeping debris into the street or storm water inlets is prohibited and fineable by

City Code Sections 19-53 and 21-9.

1.21.1 SIDEWALK(S). Paths, trails, sidewalks, shelters, bleacher pads, bench pads, and other impervious improvements within site perimeter shall be edged on both/all sides using a mechanical edger. All grass and weeds growing in the cracks shall be removed. Any post-emergent herbicide used to retard growth must include a tracer and be approved by the Parks and Recreation Department Representative in writing prior to use. Grass and weeds killed with post-emergent herbicides must be removed during the next service cycle. All hardscapes including paths, trails, and sidewalks shall be blown free of all grass, weeds, dirt, sand and any foreign material or debris. Blowing or sweeping debris into the street or storm water inlets is prohibited and enforceable by City Code Sections 19-53 and 21-9. Glyphosate is the only herbicide approved for use in this section (1.21.1). Use of a cone/guard is required and any damage from overspray shall be repaired by the Awardee at the Awardee’s expense when directed by the Parks and Recreation Department Representative. At no time is Glyphosate to be used along the sidewalk edge in lieu of the use of an edger or line trimmer.

1.21.2 CURBS, GUARDRAILS AND ROADWAYS. Curbs and roadways shall be edged with mechanical edgers, trimmed and swept or blown free of all grass, weeds, dirt or foreign material and debris. All plant material shall be maintained a minimum of 12 inches behind the back of the curb, to include turf and landscape bed plantings. At no time should plant material be allowed to cover or obstruct the curb line. Curbs that abut with concrete or asphalt walks shall be cleaned of grass, weeds, sand, gravel, trash, debris, or anything unsightly. All grass or weeds growing in or through cracks or breaks, or through concrete or asphalt, shall be removed using the same guidelines as Section 1.21.1 above. Those roadways where no curb or gutter exists shall be edged to the edge of the pavement during each cycle. Ma i n t a i n p lan t ma te r i a l 5 f ee t o f f gua rd ra i l . All material cleaned up must be removed from the worksite and disposed of in a recognized landfill or incinerator at the expense of the Awardee ideally at the time of service but no later than 24 hours after the time of service. After 24 hours the guidelines of Section 1.9.2 will apply. Blowing or sweeping debris into the street or storm water inlets is prohibited and fineable by City Code. Glyphosate is the only herbicide approved for use in this section (1.21.2). Use of a cone/guard is required and any damage from overspray shall be repaired by the Awardee at the Awardee’s expense when directed by the Parks and Recreation Department Representative. At no time is Glyphosate to be used along the curb and roadway edge in lieu of the use of an edger or line trimmer.

1.21.3 STORM SEWER/DRAINAGE GUTTERS, INGROUND UTILITY BOXES AND TREE GRATES

ON SITE OR DIRECTLY ABUTTING SITES. Shall be cleaned and left free of all grass/weed clippings, sand, rocks, foreign material, or other unsightly material. Any broken, damaged, or missing grates must be reported to the city Representative within 24 hours. No sand, debris, or other item shall be blown into storm drains per City code.

1.21.4 MULCH OR SHELL PATHWAYS AND WALK AREAS. Glyphosate may be applied, at labeled rates, for weed control to shelled or mulched pathways and/or walk areas where no landscape plant material or turf is present. Do not use a tracer when applying in shelled pathways or walk areas to avoid staining of the shell. This is the only time a tracer is not to be used. All other pathways and walk areas must have a tracer used when applying Glyphosate. Use of a cone/guard is required and any damage from overspray shall be repaired by the Awardee at The Awardee’s expense when directed by the Parks and Recreation Department Representative.

1.21.5 BOLLARDS, FENCES, POLES, ETC. Awardee must spray and maintain a six-inch wide strip of Glyphosate around bollards, poles, guy wires, fire hydrants, signs, benches, trash receptacles, picnic tables, decorative landscape ornaments, along fences, along gutters, etc. At no time shall the maintained strip exceed six inches. The use of a tracer is required for ease of inspection.

1.21.6 LANDSCAPE BED MAINTENANCE. Refer to Part 3: Landscape Bed Maintenance for details.

1.21.7 ASSOCIATED COSTS. The Awardee shall be responsible for all costs associated with replacing all dead, dying and/or damaged plants, shrubs and/or trees that have become deficient due to lack of proper care and treatment and/or vehicle/equipment accidents and/or any other damage caused by the Awardee through routine maintenance. The Awardee shall notify the Parks and Recreation Department Representative of said plants and must receive permission prior to purchasing and/or installation. Substitute material shall be permitted only with prior written approval from the Parks and Recreation Department Representative. The Parks and Recreation Department Representative shall be the sole judge as to the status or state of the plants, shrubs, or trees to be replaced. Acts of God, traffic accidents and vandalism the Awardee is to assist with and/or correct any damage that occurs from any of these events.

1.21.8 WEED CONTROL - GENERAL. Controlling weeds with chemicals shall be in compliance with the product labeling. Weed control shall be performed at the early signs of weed growth and shall be repeated as required. The manufacturer’s written instructions shall be strictly adhered to for application rates, etc. Weed control shall specify no mechanical removal. Chemical herbicides may be used, where stated in this document and only where allowed in this technical specification. Strict adherence to the Round-up or its active ingredient equivalent product restricted areas shall be diligently followed. The appearance of dead vegetation shall not be apparent from ten feet away. Any damage to existing turf or landscape plant material due to herbicides shall be the responsibility of the Awardee at the Awardee’s expense.

Weeds in paved areas shall be controlled with a chemical herbicide provided they are treated before the growth exceeds one inch in height. If this height is exceeded, weeds in paved areas must be removed by hand. Use of an approved herbicide with tracer is required for ease of inspections and recommended for the control of the types of weeds encountered with the exception listed in Section 1.21.4 above. Glyphosate is the only pre-approved post- emergent chemical to be used in/on the specified areas/items and only were allowed in this technical specification, see Sections 1.21.1, 1.21.2 and 1.21.4 for guidelines. Awardee must use care and precision when spraying tracer, dye, markers, etc. When applying Glyphosate a cone/guard must be used at all times on the spray nozzle to avoid drift onto unwanted areas. At no time shall the cone/guard be removed to apply Glyphosate to any area. The manufacturer’s written instructions shall be strictly adhered to for application rates, etc. Manufacturer’s safety guidelines and practical safety precautions must be adhered to at all times. Any damage caused due to chemical misapplication must be corrected at the Awardee’s expense. All weeds shall be removed from the site as the work is in progress and before leaving the service area. Weed control by hand and/or spraying shall continue through the year as required or as may be specified by the Parks and Recreation Department Representative.

See specific details for weed control under Part 2: Turf Mowing and Maintenance Section 2.4 and Part 3:

Landscape Bed Maintenance – Section 3.8. Where suspected of Glyphosate damage, testing of plant material and soil will occur. Awardee will be responsible for the costs of the Glyphosate testing IF

Glyphosate is discovered. Awardee will also be responsible for all cost of plant replacement: this includes plant costs and installation costs.

1.21.9 PESTICIDES. All pesticides must be approved by the Parks and Recreation Department Representative before any are applied. This includes all insecticides, fung icides, and all herb i cides (Both pre and post emergent). Awardee's employee shall be fully certified DAC’s with both ornamental and turf pest control. Awardee shall notify the Parks and Recreation Department Representative of types to be used, application rates and all particulars with reference to chemical composition. Strict observance of all Federal, State, and local laws and ordinances, and manufacturer’s safety guidelines and practical safety precautions must be observed at all times in handling and applying chemicals.

1.21.10 FERTILIZER. See specific details under Part 2: Turf Mowing and Maintenance – Section 2.7 and Part 3: Landscape Bed Maintenance – Section 3.5

1.21.11 PEDESTRIAN AREAS - PLAY AREAS, PLAYGROUNDS, SHELTERS, BENCHES, & DOG

PARKS. Extreme Caution must be used when working with power equipment in and around athletic fields, dog parks, shelters, benches, and playgrounds. Use of power mowing, trimming, and edging equipment, etc., within 50 feet of patrons and dogs playing or using the play space or dog park is prohibited. The Awardee shall notify the Parks and Recreation Representative in writing a minimum of 24 hours prior to servicing an area with a dog park. To ensure the safety of the patrons and pets, the Parks and Recreation staff will post signage closing the dog park for maintenance until the service cycle is complete.

Any damage incurred during the visit shall be the responsibility of the Awardee and shall be reported within one hour of occurrence to the Parks and Recreation representative. Playground rubberized fall surfaces, shelters, and benches shall be blown clean of all grass clippings, leaves and debris at each visit. The Awardee shall remove all foreign debris, such as grass, glass, metals, weeds, and plant litter from all play areas and dog parks at the time of service.

1.21.12 LITTER. The Awardee shall remove litter, trash, and debris from work sites per scheduled maintenance visit, including illegal dumping (including illegally dumped plant debris). This task must be completed before any mowing of an area begins. All trash, debris (including plant debris) and illegally dumped materials shall be removed by Awardee at the Awardee’s expense at the time of service whenever possible. All material cleaned up must be removed from the worksite and disposed of in a recognized landfill or incinerator at the expense of the Awardee ideally at the time of service but no later than 24 hours for larger debris and larger than normal amounts of debris (piles). The Parks and

Recreation Department Representative will gauge if the amount of debris is larger than normal. Where present, all illegal dumping and all larger than normal amounts of debris (piles) must be communicated to the Parks and Recreation

Representative via email for each site. After 24 hours, the guidelines of Section 1.9.2 will apply. Do not relocate any trash, debris, or junk from one area to an adjacent lot or any unauthorized area as this is in violation of City of Tampa Ordinances and could jeopardize the Awardee’s position of being able to conduct business with the City. Trash must be disposed of at the County landfill, incinerator, or other legal and acceptable means at the expense of the Awardee. At no time shall leaf litter or any type of debris be blown, raked or by any other means be placed in any landscaped bed. Excessive leaves and debris shall be raked and removed from the site by the Awardee, at the Awardee’s expense, at the time of service. Any violation of this procedure will be corrected immediately by the Awardee at the Awardee’s expense. If not corrected immediately by the Awardee, the site shall be considered not completed for payment. Blowing or sweeping debris into the street or storm water inlets is prohibited and enforceable by City Code Sections 19-53 and 21-9.

1.21.13 SITE IMPROVEMENTS. From time to time, the Awardee shall be required to submit a written quote for the cost of the removal or installation of trees, plants, shrubs, etc. and/or the re-landscaping of Contracted inventory/sites. The City of Tampa reserves the right to decline the quote or accept the quote and add the site to the existing contract. The City also reserves the right to spot quote the revised site/work on the open market. All plant replacements shall be with Florida No. 1 material and approved by the Parks and Recreation Department Representative.

1.21.14 ACTS OF GOD. In the course of an act of God, man-made disaster, or weather-related events

(i.e. hurricane, drought, saturation, etc.), the City has the right to suspend services associated with the contract and remain suspended until normal activities can resume. The Parks and Recreation Department reserves the right to suspend any and/or all parts of this award and payment with a 24-hour notice to the Awardee. This suspension of services does not nullify, void, or otherwise change the scope or extent of this contract. Any suspension of services will reduce the overall cost associated with the funds agreed to between the Awardee and the City of Tampa. The Parks and Recreation Department will provide 24-hour notice for reinstitution of the contract. In the event of inclement weather including: a tornado, windstorm, hurricane, hail, lightning, flooding, etc. all fallen or damaged material of six inches or less in diameter shall be removed by the Awardee at their expense on the normal scheduled service. All “Acts of God” cleanup of fallen or damaged materials larger than six inches in diameter will be considered an Exceptional Special Maintenance Task and will be invoiced separately at an hourly rate based on the Bid Response. The Parks and Recreation Department Representative will provide a completion timeline for all Exceptional Special Maintenance Tasks.

1.21.15 CARELESSNESS. The Awardee shall be responsible for all damage on/or to City, private, or public property that may be caused to plants, trees, turf, irrigation, utilities, etc., due to improper, incorrect, or careless work methods while conducting its work under this award.

1.21.16 GRAFFITI. All graffiti shall be reported immediately to the Parks and Recreation Department Representative and documentation shall be included on the Awardee’s daily worksheet provided for all graffiti reported.

1.21.17 AWARDEE VEHICLES AND EMPLOYEE IDENTIFICATION. All transport vehicles must be easily identified by displaying the company name. Awardee employees must also be easily identified by uniforms, safety vest or other apparel that displays the company name. Employees assigned to Parks or Playground locations must have current Jessica Lunsford Identification (if applicable).

1.21.18 UNAUTHORIZED WORK. Any deviations from this scope of the agreement may be subject to termination of the agreement and will not be compensated. If you have questions as to what is designated as Parks and/or

Playgrounds Maintenance, contact the Parks and Recreation Department Representative.

1.21.19 DESIGNATED WORK AREAS. All designated work areas, listed on the Awardee’s worksheets, shall be done in accordance with this specification unless otherwise described herein.

1.21.20 MINIMUM PERSONNEL REQUIREMENTS. The Awardee shall assign enough personnel to achieve the maintenance schedule and all other maintenance tasks in a way that allows each day’s work, in a specific maintenance location, to be completed in that workday. Tasks should be staffed so each can be completed before the next maintenance zone or site is started. The Awardee shall assign a minimum of 4 workers for each maintenance visit. All 4 workers shall address weed control and litter abatement and shall address mowing, edging, trimming and all other maintenance items listed in this bid specification.

2. TURF MOWING AND MAINTENANCE

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