RFP2M18-5 Landscape Maintenance for City of Alhambra May 25, 2018 Addendum #2

Transcription

1 RFP2M18-5 Landscape Maintenance for City of Alhambra May 25, 2018 Addendum #2 1. In AREA 1 of the RFP we have removed some parking structures and verbiage from the original RFP. An updated copy of AREA 1 is attached along with this addendum. The changes are marked in RED. On page E-3: Under the proposal schedule, the City of Alhambra has removed Parking Lot No. 23, Parking Lot No. 13, Parking Lot No. 12, and Parking Lot No. 2. On page E-9: Under the description of Lot No. 1, we removed the language, Work shall include daily inspection, cleaning and removal of graffiti in elevator. Report any problems with elevator to City immediately. Under the description of Lot No. 4, we added the address number of the location: 26 and added, and parking structure at the end of the paragraph. Under the description of Lot No. 3, we added additional verbiage of general daily maintenance of to the paragraph. Lot No. 23, Lot No. 12 and its description has been removed from page E There were some additional verbiage added to AREA 2 of the RFP to clarify the work to be done in the Police Station, City Hall and Civic Library. An updated copy of AREA 2 is attached along with this addendum. The added language is in RED. On page F-8: Under AREAS NO. DAILY VARIOUS LOCATIONS, we added in addition to the Police Station, City Hall 111 South First Street and Civic Center Library 101 South First Street. Under TURF, after the paragraph on section #1, we added Once a year, reduce thatch by Verticutting and removing all materials from site

2 On the section header for SHRUBS and PLANTER BEDS, we added and XERISCAPE AREAS and removed the word miniature from section #1. We also added after section #3, and maintain adequate mulch levels. We also additionally added section #4, Maintained and water plotted plant materials. And section #5, Replace damaged plant materials. (Contractor will be responsible for the cost). 3. In AREA 3 of the RFP we have removed a project area and verbiage from the original RFP. An updated copy of AREA 3 is attached along with this addendum. The changes are marked in RED. On page G-5: Under the proposal schedule (cont.), the City of Alhambra has removed Northwest Corner of Valley Blvd & Fremont Ave. On page G-11: Under the Curtis Avenue paragraph, we added Kia, as the dealership and added and west to the paragraph. Below the Curtis Avenue paragraph, we added, Enterprise Car Rental to the paragraph. Under the Olive Avenue paragraph, we added Kia, as the dealership and also added /Jeep as another dealership to the paragraph. On Page G-12 The location Northwest Corner of Valley Blvd. & Fremont Ave, and the verbiage of, Mow, irrigate and fertilized lawn. (Manual irrigation system); Remove any trash or debris, has been removed. 4. Throughout the RFP (Areas 1-5) the first year term starts on September 1 st, 2018 and ends on June 30 th, 2019 for a total of 10 months. We will use the unit price per month that you indicated in your original proposals. The yearly term of the contract for Year 2 and beyond is 12 months. 5. Attached is also an updated Parking Lot Structures Map. 6. New Timeline Proposal Due: Wednesday, June 13 th, 2018 by 4:00 PM. Committee Evaluation: Week of June 18 th - June 22 nd, 2018 Interviews: Week of June 25 th June 29 th, 2018 Award Date: Monday, July 23 rd, 2018 Contract Preparation: Tuesday, July 24 th August 31 st, 2018 Contract Start Date: Saturday, September 1st, 2018

3 7. Method of Re-Submittal of Updated RFP for Areas 1, 2 and 3 Based on the revised RFP for Areas 1, 2 and 3, you will need to re-submit the RFP with your updated prices. Each area will need to be notarized prior to submittal. If your quoted price does not change based on the revised RFP s, you can just Vincent Hon: vhon@cityofalhambra.org and let us know that your original price will remain the same.

4 PROPOSAL FOR THE LANDSCAPE MAINTENANCE OF LANDSCAPE MAINTENANCE AREA NO. 1 REQUEST FOR PROPOSALS NUMBER RFP2M18-5 IN THE CITY OF ALHAMBRA In accordance with the City of Alhambra s Request for Proposals, the undersigned PROPOSER, hereby proposes to furnish all materials, equipment, tools, labor, and incidentals required for the above stated project as set forth in the Plans, Specifications, and contract documents therefore, and to perform all work in the manner and time prescribed therein. PROPOSER declares that this proposal is based upon careful examination of the work site, Plans, Specifications, Instructions to Firms Submitting Proposals, and all other contract documents. If this proposal is accepted for award, PROPOSER agrees to enter into a contract with the City of Alhambra at the unit and/or lump sum prices set forth in the following Proposal Schedule. Date: Name: Authorizing Signature: Title: Company: E-1

5 PROPOSAL FORM To the Alhambra City Council, herein called the Council ; Pursuant to and in compliance with your Request for Proposals and the other documents relating thereto, the undersigned proposer, having familiarized himself with the work as per the paragraph Discrepancies and Misunderstandings contained in the INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS section, and with the terms of the contract, the local conditions affecting the performance of the contract, and the cost of the work at the place where the work is done, and with the drawings and specifications and other contract documents, hereby proposes and agrees to perform, within the time stipulated, the contract, including all of its component parts, and everything required to be performed, and to provide and furnish any and all of the labor, materials, tools, expendable equipment, and all applicable taxes, utility and transportation services necessary to perform the contract and complete in a workmanlike manner all of the work required in connection with the maintenance of landscape areas in Landscape Area Number 1, in the City of Alhambra, all in strict conformity with the drawings and specifications and other Contract Documents on file at the office of the City Clerk of said City, for the following lump sum bid: BASE BID The furnishing of all labor, materials, methods, processes, tools, implements, machinery, transportation, insurance, bonds and superintendence for or incident to providing maintenance services for Landscape Maintenance as described in the specifications and contract document for monthly, and an eighteen month period. PER TWELVE PROJECT AREA MONTH MONTHS LANDSCAPE AREA NO. 1 Total Amount of bid $ X 12 Total Amount of bid in words: Please note the contract is for an initial two year term, with the option for a two-year extension, and an option for a final one year extension, at the City s discretion. However, an annual 12 month purchase order will be issue for the above amount for five years. No increase in the contract amount will be considered during this five year period. E-2

6 PROPOSAL SCHEDULE AREA NO. 1 - CENTRAL BUSINESS DISTRICT PER TWELVE PROJECT AREA UNIT MONTH MONTHS Main Street MONTHLY First Street MONTHLY Second Street MONTHLY Parking Lot No. 1 MONTHLY Chapel Parking Structure & Lot Parking Lot No. 17 MONTHLY Parking Lot No. 4 MONTHLY No. First Street Parking Structure Parking Lot No. 23 MONTHLY _Removed from Bid Parking Lot No. 13 MONTHLY _Removed from Bid Parking Lot No. 12 MONTHLY _Removed from Bid Parking Lot No. 3 MONTHLY So. First Street Parking Structure Parking Lot No. 16 MONTHLY Parking Lot No. 2 MONTHLY _Removed from Bid Parking Lot No. 26 MONTHLY TOTAL ANNUAL COST (Note: Total must match numbered and written totals on page E-2.) E-3

7 DESIGNATION OF SUBCONTRACTORS PROPOSER proposes to subcontract certain portions of the work which are in excess of onehalf of one percent of the bid and to procure materials and equipment from suppliers and vendors as follows: NAME, ADDRESS % OF AND PHONE NUMBER PORTION OF WORK CONTRACT OF SUBCONTRACTORS MATERIALS OR EQUIPMENT AMOUNT TOTAL % E-4

8 REFERENCES The following are the names, addresses, and telephone numbers for three public agencies for which PROPOSER has performed similar work within the past two years. 1. Name and address of owner Name and telephone number of person familiar with project Contract amount Type of work Date completed 2. Name and address of owner Name and telephone number of person familiar with project Contract amount Type of work Date completed 3. Name and address of owner Name and telephone number of person familiar with project Contract amount Type of work Date completed The following are the names, addresses, and telephone numbers for all brokers and sureties from whom BIDDER intends to procure insurance bonds: E-5

9 PROPOSER INFORMATION PROPOSER certifies that the following information is true and correct: Proposer's Name Form of Legal Entity (i.e., individual, partnership, corporation, etc.) If a Corporation, State of Incorporation (i.e., Calif.) Business Address Telephone State Contractor's License and Class Original Date Issued Date Expiration The following are the names, titles, addresses, and phone numbers of all individuals, firm members, partners, joint venturers, and/or corporate of officers having a principal interest in this proposal: The date of any voluntary or involuntary bankruptcy judgements against any principal having an interest in this proposal are as follows: E-6

10 All current and prior DBA S, alias, and/or fictitious business names for any principal having an interest in this proposal are as follows: Previous contract performance history: Was any contract terminated previously? If the answer to the above is Yes, please provide the following information: Contract/project name and number: Date of termination: Reason for termination: Name of agency/owner who issued contract: Owner contact person & telephone number: IN WITNESS WHEREOF, PROPOSER executes and submits this proposal with the names, titles, hands, and seals of all a forenamed principals this day of, 20. PROPOSER Subscribed and sworn to this day of, 20. NOTARY PUBLIC E-7

11 LOCATIONS Area No. 1 Central Business District Area includes all public parking lots, two parking structures, planters, planted areas, walkways, streets, curbs, alleys, median strips, bus shelters, benches, or other public property, and designated private property within the Central Business District along Main Street from Fourth Street to Almansor Avenue and north and/or south of Main Street on First and Second Streets as indicated in the specifications. Exclusions to the contract include: All concrete planters and flower pots on Main Street between Almansor Avenue and Third Street. The Central Business District shall cover the following areas: Street Right of Way Main Street: Fourth Street to Almansor Avenue Landscape maintenance work shall include but is not limited to: Maintenance of the planters, planter pots, plants, shrubs, ground cover, medians, sidewalks, seating areas, walkway next to Ross Dept Store and irrigation; removal of trash and debris daily. Work shall include regular replacement of the plants and shrubs, as required. Exclusions to the contract include: All concrete planters and flower pots on Main Street between Almansor Avenue and Third Street. First Street: North and South of Main Street. Both sides of the street Landscaping shall include: Maintenance of planters, planter pots, plants, shrubs, ground cover, sidewalks, seating areas, and irrigation. Removal of trash and debris daily. Second Street: North and South of Main Street. Both sides of the street Landscaping shall include: Maintenance of planters, planter pots, plants, shrubs, ground cover, sidewalks, seating areas, and irrigation. Removal of trash and debris daily. Public Parking Lots & Parking Structures Area includes all public parking lots, two parking structures, planters, planted areas, walkways, curbs, alleys, public property, and designated private property within the bounds of the Parking Lot/Structure. Landscape maintenance work shall include but is not limited to: Maintenance of the planters, plants, shrubs, ground cover, sidewalks, seating areas, and irrigation; removal of trash and debris daily. Work shall include regular replacement of the plants and shrubs, as required. E-8

12 Lot No. 1: 103 N. Chapel: Westside of Chapel Avenue north of Main Street (Includes three-level parking structure) Landscaping shall include but is not limited to: Maintenance of planters, plants, shrubs, irrigation, trash abatement and general daily maintenance of parking structure and surface parking areas. Work shall include daily inspection, cleaning and removal of graffiti in elevator. Report any problems with elevator to City immediately. Lot No. 17: 18 N. Stoneman Avenue, north of Main Street. East side of the street and pedestrian mall at southeast corner of lot. Landscaping shall include but is not limited to maintenance of planters, plants, shrubs, irrigation, trash abatement, maintenance of the alley and pedestrian mall, and general daily maintenance of parking lot. Lot No. 4: 26 N. First Street, north of Main Street. East side of the street, pedestrian mall and parking structure. Landscaping shall include but is not limited to maintenance of planters, plants, shrubs, irrigation, trash abatement, maintenance of the alley and pedestrian mall, and general daily maintenance of parking structure. Lot No. 23: 26 N. Second Street Removed from Bid Landscaping shall include but is not limited to maintenance of planters, plants, shrubs, irrigation, trash abatement and general daily maintenance of parking lot. Lot No. 13: 15 S. Chapel Avenue Removed from Bid Landscaping shall include but is not limited to tree trimming, maintenance of planters, plants, shrubs, irrigation, trash abatement, and general daily maintenance of parking lot. Lot No. 12: 28 S. Monterey Street Removed from Bid Landscaping shall include but is not limited to maintenance of planters, plants, shrubs, irrigation, trash abatement and general daily maintenance of parking lot from north end to foliage change, approximately at south driveway. Lot No. 3: 80 S. First Street, south of Main Street. East side of the street. Includes general daily maintenance of parking structure. Landscaping shall include but is not limited to maintenance of planters, plants, shrubs, irrigation, and trash abatement of the planting areas. Lot No. 16: 9 & 11 S. First Street (Gazebo Parking Lot) west to Second Street, south of Main Street. Includes parking area to the rear of 132 W. Main Street (Rick s Burger), Trellis Bandstand (east of 132 W. Main Street), sidewalk areas to the rear of buildings addressed as 100 through 126 W. Main Street, and Lot 16 (11 S. First St.) Landscaping shall include but is not limited to maintenance of planters, plants, shrubs, irrigation, trash abatement, and general daily maintenance of parking lot, walkways and trellis bandstand. E-9

13 Lot No. 26: 11 S. Second Street, south of Main Street. West side of Second Street to Third Street Landscaping shall include but is not limited to maintenance of planters, plants, shrubs, irrigation, and trash abatement of the planter area. Miscellaneous Locations Main Street Planter located on the southwest corner of Main Street and Sixth Street. Maintain planter shall be maintained. E-10

14 EXHIBIT B MAINTENANCE INSPECTION REPORT For: Date Inspector/City Contractor Satisfactory Comments: Explain any Yes No negative marks Litter control Turf care Moving Edging Weed Free Disease Free Rodent Free Soil Moisture Turf Shrubs Trees Ground Cover Shrub Care Pruning Insect Control Disease Control Planter Bed Maintenance Debris Free Weed Control Cultivated Rodent Free Sprinkler System Maintenance Heads Well Trimmed Heads Functioning Valves Functioning Nose Cones Weed Free Walkways Clean I (do) (do not) recommend full payment for the period of this report. Inspector/Date Contractor/Date E-11

15 PROPOSAL FOR THE LANDSCAPE MAINTENANCE OF LANDSCAPE MAINTENANCE AREA NO. 2 REQUEST FOR PROPOSALS NUMBER RFP2M18-5 IN THE CITY OF ALHAMBRA In accordance with the City of Alhambra s Request for Proposals, the undersigned PROPOSER, hereby proposes to furnish all materials, equipment, tools, labor, and incidentals required for the above stated project as set forth in the Plans, Specifications, and contract documents therefore, and to perform all work in the manner and time prescribed therein. PROPOSER declares that this proposal is based upon careful examination of the work site, Plans, Specifications, Instructions to Firms Submitting Proposals, and all other contract documents. If this proposal is accepted for award, PROPOSER agrees to enter into a contract with the City of Alhambra at the unit and/or lump sum prices set forth in the following Proposal Schedule. Date: Name: Authorizing Signature: Title: Company: F - 1

16 PROPOSAL FORM To the Alhambra City Council, herein called the Council ; Pursuant to and in compliance with your Request for Proposals and the other documents relating thereto, the undersigned proposer, having familiarized himself with the work as per the paragraph Discrepancies and Misunderstandings contained in the INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS section, and with the terms of the contract, the local conditions affecting the performance of the contract, and the cost of the work at the place where the work is done, and with the drawings and specifications and other contract documents, hereby proposes and agrees to perform, within the time stipulated, the contract, including all of its component parts, and everything required to be performed, and to provide and furnish any and all of the labor, materials, tools, expendable equipment, and all applicable taxes, utility and transportation services necessary to perform the contract and complete in a workmanlike manner all of the work required in connection with the maintenance of landscape areas in Landscape Area Number 2 in the City of Alhambra, all in strict conformity with the drawings and specifications and other Contract Documents on file at the office of the City Clerk of said City, for the following lump sum bid: BASE BID The furnishing of all labor, materials, methods, processes, tools, implements, machinery, transportation, insurance, bonds and superintendence for or incident to providing maintenance services for Landscape Maintenance as described in the specifications and contract document for monthly, and an eighteen month period. PER TWELVE PROJECT AREA MONTH MONTHS LANDSCAPE AREA NO. 2 Total Amount of bid $ X 12 Total Amount of bid in words: Please note the contract is for an initial two year term, with the option for a two-year extension, and an option for a final one year extension, at the City s discretion. However, an annual 12 month purchase order will be issue for the above amount for five years. No increase in the contract amount will be considered during this five year period. F - 2

17 PROPOSAL SCHEDULE AREA NO. 2 - VARIOUS LOCATIONS PER TWELVE PROJECT AREA UNIT MONTH MONTHS Police Department/City Hall/ Civic Center Library MONTHLY Community Garden MONTHLY Almansor Court/Golf Parking Lot MONTHLY Burke Park Xeriscape Garden MONTHLY TOTAL (Note: Total must match numbered and written totals on page C-3.) F-3

18 DESIGNATION OF SUBCONTRACTORS PROPOSER proposes to subcontract certain portions of the work which are in excess of onehalf of one percent of the bid and to procure materials and equipment from suppliers and vendors as follows: NAME, ADDRESS % OF AND PHONE NUMBER PORTION OF WORK CONTRACT OF SUBCONTRACTORS MATERIALS OR EQUIPMENT AMOUNT TOTAL % F-4

19 REFERENCES The following are the names, addresses, and telephone numbers for three public agencies for which PROPOSER has performed similar work within the past two years. 1. Name and address of owner Name and telephone number of person familiar with project Contract amount Type of work Date completed 2. Name and address of owner Name and telephone number of person familiar with project Contract amount Type of work Date completed 3. Name and address of owner Name and telephone number of person familiar with project Contract amount Type of work Date completed The following are the names, addresses, and telephone numbers for all brokers and sureties from whom BIDDER intends to procure insurance bonds: F-5

20 PROPOSER INFORMATION PROPOSER certifies that the following information is true and correct: Proposer's Name Form of Legal Entity (i.e., individual, partnership, corporation, etc.) If a Corporation, State of Incorporation (i.e., Calif.) Business Address Telephone State Contractor's License and Class Original Date Issued Date Expiration The following are the names, titles, addresses, and phone numbers of all individuals, firm members, partners, joint venturers, and/or corporate of officers having a principal interest in this proposal: The date of any voluntary or involuntary bankruptcy judgements against any principal having an interest in this proposal are as follows: F-6

21 All current and prior DBA S, alias, and/or fictitious business names for any principal having an interest in this proposal are as follows: Previous contract performance history: Was any contract terminated previously? If the answer to the above is Yes, please provide the following information: Contract/project name and number: Date of termination: Reason for termination: Name of agency/owner who issued contract: Owner contact person & telephone number: IN WITNESS WHEREOF, PROPOSER executes and submits this proposal with the names, titles, hands, and seals of all a forenamed principals this day of, 20. PROPOSER Subscribed and sworn to this day of, 20. NOTARY PUBLIC F-7

22 SECTION NO LOCATIONS Areas No. 2 Daily Various Locations Areas include all planted areas, walkways, streets, curbs, alleys, median strips, bus shelters, benches or other public property and designated private property throughout the city as shown in the specifications. The Various Landscape Areas shall include: Police Station South First Street City Hall 111 South First Street Civic Center Library 101 South First Street The successful contractor shall be responsible for the complete landscape maintenance program. Included in the program are irrigation, turf, shrubs, trees, annual flower plantings, walkways and parking lots. A complete landscape maintenance program includes; maintenance, repair and replacement as needed. As needed is determined by the Director of Community Services Department or his/her designee. The maintenance program includes but is not limited to; TURF 1. Mowing and edging all the turf one (1) time per week and an alternative winter schedule at once every other week or as needed. As needed is determined exclusively by the Director of Community Services Department. Mowing shall be set at no greater than 1-1/2 inches and no less than one (1) inch at any time of the year. Once a year, reduce thatch by verticutting and removing all materials from site. 2. Fertilize the turf three (3) times per year at 1lb of N /1000 sq. ft., during each fertilization. The schedule shall be the first week of April, the first week of July and the first week of November. During the November fertilization, addition of Sulfur and Iron shall be no less than 9% each, of the rate applied. 3. Over seeding with perennial rye at 10 lbs/1000 sq. ft. prior to the November fertilization. The seed type shall be approved by the Director of Community Services. SHRUBS and PLANTER BEDS and XERISCAPE AREAS 1. Shrub and Planter Beds include, but are not limited to; miniature roses, boxwood hedges, pittosporum, junipers, bird of paradise, flax and others. The trimming shall be a formal type of trimming keeping the hedges at no greater than 3 height and width. 2. Thinning shall be used with the bird of paradise and flax as needed. The bird of paradise and flax tend to over grow their area. Thinning is accomplished by reducing the diameter of the base of the overall plant. 3. All shrub and planter beds shall remain weed free throughout the entirety of the contract and maintain adequate mulch levels. 4. Maintained and water plotted plant materials. 5. Replace damaged plant materials. (Contractor will be responsible for the cost). F-8

23 TREES 1. Trees include Jacaranda in the courtyard, Japanese Maple along the walkway between City Hall and P.D., Italian Cypress on First Street side, a Cupania on First Street side and the Magnolia along Commonwealth and Second Street. 2. The Cupania shall be trimmed one time per year prior to going to seed which is usually in November of each year. The cypress shall be hedged like shrubbery at least twice a year, and the base should not exceed 4 in diameter, with taper to the top of the tree no greater than 3 in diameter. The height of the cypress trees shall be maintained at the current height of 30 feet. The jacaranda shall be trimmed during March prior to flowering. Care shall be taken to keep the jacaranda off the City Hall and Police Department walls. NOTE: All tree and shrub work shall be performed using the most recent standards from the Western Chapter National Arborists. NOTE: The magnolias are still small and may not need any trimming during the duration of the contract unless damage is done to the trees from storms, vandalism or wind. These trees shall be evaluated throughout the duration of the contract for trimming needs. ANNUAL COLOR 1. Annual color beds shall be replanted three (3) times per year with annual plants approved by the Director of Community Services or her/his appointee. 2. The soil in the annual beds shall be kept free of weeds, rocks, trash and other debris at all times. During each planting the soil shall be amended and fertilized. IRRIGATION 1. The irrigation system shall be maintained and repaired by the contractor. Irrigation repairs shall be completed within 24 hours from notice to repair. If damage is caused by the contractor due to mowing or edging, the contractor shall repair or replace at no cost to the city. 2. The watering schedule shall be determined by the Director of Community Services and set by the contractor. GROUNDS 1. The grounds shall be monitored daily for trash and shall be immediately removed by contractor. The walkways shall be blown weekly after mowing/edging. Stains (soda, candy, etc.) shall be hosed and swept for cleaning/removal. 2. The grounds maintenance area includes all areas inward from top of curb on First Street, Commonwealth Avenue, to Second Street. Community Garden - Southeast corner of Mission Road and Granada Avenue The contractor is to provide all horticultural supervision, labor, material, supplies, equipment, and transportation required to maintain the landscape, and irrigation, throughout the outside perimeter of the fence and keep the decomposed granite surface (path-ways) free of weeds at the Community Gardens. This maintenance contract also calls for washing the on site gazebo with site water, removal of accumulated waste and preventing weed growth to sidewalks and curbs. F-9

24 In addition to Section 4, specific work shall include: Edging: Edge ground cover the first and third weeks to keep within bounds and away from obstacles and other plants. Trimming: All plant material will have a trimming schedule as follows: 1. Trees trim annually, removing old flower stalks, branches growing toward the center of the plant, dead branches and dying branches 2. Espalier trim as needed or not less than two (2) times per year. Maintain away from other plants and off walkway on the inside of the garden. 3. Shrubs trim annually, informally maintaining as single plants. 4. Groundcover trim as needed to keep from invading surrounding plants and obstacles. 1 Weed Control: Maintain all areas including sidewalk to curb free of broadleaf or grassy weeds, by means of mechanical methods or with pre-emergent and/or selective contact herbicides. A Utilities Department Manager upon request will make approval of herbicides. Contractor shall supply MSDS sheets for their recommended herbicide requests two (2) weeks prior to any herbicide use. Fertilization: All perennial plant material will receive one (1) to three (3) pounds of actual nitrogen per one thousand (1000) square feet of space per year. The number of applications will be dependent on the type of nitrogen used and the type of plant material will be dependent on the type nitrogen used and the type of plant material. Quantities and frequencies will be adequate to produce healthy plant material. All annual plantings will receive pre-plant fertilizer at the time of planting. Irrigation System: Water for duration adequate for moisture to penetrate throughout the root zone, and frequencies consistent with seasonal requirements of the plant materials in the landscape. Controller programs will be adjusted as dictated by weather. Where practical, watering shall be done at night or early morning if the system is automatic, unless notified otherswise by the agency. Any damages to the system caused by the contractor equipment or carelessness while carrying out maintenance operations shall be repaired without charge. All repairs caused by the above reasons shall be made within one water period. Faulty equipment, vandalism or accidental damage caused by others shall be reported to the City. Cost of labor and material to perform repair is an extra and shall be paid for by the City upon authorization. Agency reserves the right to make repairs on vandalized equipment. Contractor will make minor repairs to irrigation system to include repair/replacement of sprinkler heads and rises. Annual Beds: Seasonal color changes shall by two (2) times per year (spring & fall) for each color spot. Summer color shall be planted during the first week in May and winter color shall be planted during the first week in October. Both plantings shall be remove two weeks prior to replanting and the soil amended with an approved soil builder for annual beds at no less than three (3) bushels per color sport. (Note: there are two color spots, one on the corner of Mission and Granada and the other on Mission at the East entrance to the City. F-10

25 Debris Cleanup and Removal: Gazebo and all landscaped areas shall be inspected on days of service and any litter shall be removed. The gazebo shall be washed down with water during the first visit of each month including the posts, handrails, floor and entry ramp. All debris, generated from maintenance work, shall be removed from the site and disposed of in accordance of AB939 on the days of service. Record of disposal shall be available to the agency upon request. Service Schedule: Frequencies of maintenance shall be as follows: 1. Contractor shall visit the site weekly to maintain weeding and trash control in all areas in the maintenance contract. 2. Edging shall be scheduled every other week in the maintenance schedule. 3. Trimming of trees, espalier and shrubs shall be during the second week of February and again in during the second week of September for the espalier. 4. Washing the gazebo shall take place at the first visit of each month. Note: The contractor will not be responsible for the maintenance of the backflows, any underground pipes, internal hose bibs and pipes or the irrigation controllers, unless damage was done while contractor was in the act of maintaining the grounds. The contractor will not be responsible for the maintenance of the parking lots and driveway areas or any other area not mentioned in any of the above specifications. Alhambra Golf Course Parking Lot Complex & Almansor Court Banquet Facility The following landscape/hardscape maintenance plan was developed to represent the acceptable standards for the maintenance and repair of The Almansor Court Banquet Facility and The Alhambra Golf Course Parking Lot Complex, The intent for the standard of maintenance in these specifications is meant to develop a maintenance program based on high expectations of the successful contractor. The setting for these landscape/hardscape grounds is in high visibility of the public and represents The City of Alhambra. The location of the maintenance site is, Alhambra Golf Course, 630 South Almansor Street, Alhambra, CA, The golf course is open every day of the week and operates from sunrise well past sunset with year round weddings at the banquet facility most weekends and conferences every weekday. The parking lot is nearly full every day and creates a challenge to the maintenance schedule for the contractor and the customers using the parking lot. The maintenance area includes; the entire parking surface, walkways around the complex, the planting wells in the parking lot and the mounds separating the sidewalk from the parking lot. It also includes all graffiti removal, the sidewalk surrounding the parking lot, the annual color beds, and the irrigation system from the back-flow to the heads supporting all the plants in these specifications and the turf and shrubs within the borders of the attached drawings. Following are the specifications for the above mentioned landscape/hardscape areas. F-11

26 TRASH AND DEBRIS REMOVAL Around the Pro Shop 1. Trash and debris shall be emptied and disposed of from the containers at the starters position and cart barn before the first tee time every day. 2. The concrete surface surrounding the Pro-Shop and Birdies Café shall be swept or blown if time allows before the carts are set for the first tee time every day. Parking Lots, Walkways and Landscape Areas 1. Trash and debris shall be removed and disposed of from containers and parking surfaces and walkways before 8AM daily. Trash and debris includes but is not limited to leaves, branches and clippings. 2. Walkways and parking areas shall be swept, blown off or vacuumed weekly, every Monday morning before 9AM. Trash and debris shall not be swept or blown into the street or planters. All trash and debris shall be picked up and disposed of, offsite by the contractor. LAWN MAINTENANCE 1. Lawns shall be mowed a minimum of one time a week or as deemed necessary by the Director of Community Services, at a standard height of 1-1/4 inches to maintain a well groomed appearance. 2. All lawn area shall be edged weekly or as often as needed to maintain a well-groomed appearance next to all lawn areas. 3. Fertilizer shall be applied four times a year, in the granular method, with fertilizer analysis and application timings, recommended by the Director of Community Services. 4. Pesticides including but not limited to herbicides, insecticides and rodenticides shall be applied as needed to maintain the turf with vigorous growth, color and be weed-free and pest-free. 5. Lawns shall be over seeded with seed and rates recommended by the Director of Community Services as deemed necessary. SHRUB MAINTENANCE 1. Shrubs shall be pruned and shaped on a monthly basis in a manner that preserves the health of the shrubs and to maintain an attractive and well-groomed appearance. 2. Shrubs shall maintained at a height that does not obstruct visibility to cars entering or exiting parking lot. Growth shall be restricted from curbs and walkways so as not to create a safety hazard. 3. Any dead or dying shrubs shall be removed promptly and replanted immediately with recommendations from the Director of Community Services. 4. Shrubs shall be fertilized bi-annually in March and October with analysis and rates recommended by the Director of Community Services. 5. Pests and diseases shall be controlled to prevent damage and maintain an acceptable appearance. F-12

27 FLOWERS AND GROUND COVERS 1. Annual flowers shall be replaced three times per year during the months of April, August and December with planting recommendations from the Director of Community Services. 2. Annual flower-beds shall be renovated, fertilized and amended before all replants with recommendations from the Director of Community Services. 3. Irrigation, fertilization and pest control shall be performed, as necessary, to provide an attractive and well-maintained appearance. 4. Any annual color or ground covers that are dead or dying, as deemed by the Director of Community Services, shall be replaced immediately at the contractor s expense. TREE MAINTENANCE 1. Tree maintenance shall not be the responsibility of the Landscape Contractor except in the following conditions; branches that have fallen and are not attached to the tree and branches that are still attached to the tree but are in the process of falling. 2. The contractor is responsible for immediately calling the Director of Community Services or her designee when a branch is hanging and cannot be removed by means of pole saw or any other non-climbing method by the successful grounds contractor. 3. The contractor is responsible for trimming new growth at the base of the tree. String trimmers are not acceptable tools for trimming around the base of trees at any location on city property. IRRIGATION SYSTEM 1. The irrigation system shall be maintained and repaired by the contractor at the expense of the contractor. The irrigation system includes every part of the irrigation system after the back-flow to the irrigation head at the plant including but not limited to the mainline, valves and components, wires, lateral lines and irrigation heads. 2. Irrigation shall be tested and adjusted weekly to insure proper operation and coverage, providing water to the plant site and not the walkways and parking areas. 3. All repairs necessary shall be performed by the contractor within 24 hours notice by the Director of Community Services. 4. All replacement parts shall be with the same name brand or as deemed by the Director of Community Services. FOUNTAINS 1. The two (2) fountains shall be maintained and repaired in entirety by the contractor. The locations are; 1) in front of Birdies Café at the half circle and 2) in the patio area of Almansor Court. 2. The water shall be maintained debris and algae free. 3. The pumps and lights shall be maintained and repaired by the contractor at the expense of the contractor. GRAFFITI REMOVAL 1. Graffiti shall be removed immediately and entirely by the contractor at all times deemed necessary by the Director of Community Services. F-13

28 BOUNDARIES The perimeter for the scope of work in this maintenance contract are as follows: Top of curb along the south side of cart path closest to buildings including the concrete and bedding material. Top of cart path curb closest to the buildings on the East side including turf and patio area plant containers. All the turf and planter beds to the East of Lakeview Room as far as the Privet hedge, Out of Bounds pole and South-East to the water. The North side of the fence separating Almansor Park from the golf course. Include the slope/bank on the South side parking lot. The top of curb along the sidewalk, including the driveway aprons, on Almansor Street and Corto Street. One-half the planter bed with Cupania trees separating the YMCA property from the golf course parking lot. The lower parking lot including the planter beds, parking areas and eight (8) feet above curb toward the railroad property. The West and South side of fence separating the driving range area and putting green. F-14

29 Burke Heritage Park and Xeriscape Garden corner of Alhambra Road and Bushnell Avenue Irrigate, mow, fertilize, and edge lawn; Trim trees once a year in June; Pick up trash and clean sidewalks daily; Planters shall be weeded and maintained as needed. Xeriscape Garden Maintenance GENERAL INFORMATION The City of Alhambra is seeking proposals for the maintenance of the xeriscape garden including the hardscape, irrigation/drip system, dedication plaque, soils, walkways, props and plant material located at 1550 West Alhambra Road, Alhambra. The garden also includes the plant material on the outside of the wrought iron fence up to the concrete mowing strip. The City of Alhambras objective, is to maintain the garden in a method that will keep the garden in a condition that most resembles an arid or dry landscape, keep the garden free of weeds, trash, graffiti and other types of removable, undesirables and provide a year round maintenance program that will be aesthetic and enjoyable for the public. It will be the responsibility of the successful contractor to maintain the garden and meet the goals of the xeriscape garden. PURPOSE OF SPECIFICATIONS The purpose of the specifications, in this document are, the contractor awarded the maintenance contract should completely understand the concept of, xeriscape garden maintenance which the City of Alhambra wishes to maintain and to provide guidelines for the maintenance contractor. PURPOSE OF MAINTENANCE CONTRACT The purpose of the contract is: 1) To completely and understandably maintain the xeriscape garden with thoroughness and credit. 2) To promote healthy, vigorous and mature plant material, cleanliness to the grounds and safety for the public. 3) To establish guidelines in landscape maintenance practices. This applies to pruning philosophies for trees, shrubs, espaliers and ground covers; proactive/complete irrigation maintenance and repair. 4) To be consistent with high maintenance standards for the Xeriscape garden@. MAINTENANCE SPECIFICATIONS The following maintenance plan was developed to represent the acceptable standards for the care and maintenance of the City of Alhambra, xeriscape garden located at 1550 West Alhambra Road, Alhambra. There are approximately, 4600 square feet of garden which includes al of the area inside the fence and all of the plant material outside the fence up to the mowing strip. F-15

30 TREES There are three (3) tree species in the xeriscape garden that will require trimming at one time or another. Each tree is specific to its own needs for pruning, although, all three shall be maintained with certain standards. Following are those routine procedures: Pruning will be done on an as needed basis. The trees will always be free of branches growing toward the center of the plant, branches that are dead or dying, branches that are growing straight down and crossing branches. The shape or crown of the trees will be maintained as natural and loose as possible. The only time branches larger than 2 inch should be removed is when there has been damage by vandalism, storm or insect pests. This procedure will require the notification of the Director of Community Services or her designee. Acacia baileyana Bailey Acacia Pruning the flowers off the tree shall take place no later than two (2) weeks after ninety (90) percent of the flowers have dropped or died. The contractor will notify the city representative prior to this pruning schedule. Any structural or cosmetic damage to the tree will require the contractor to notify the city representative as soon as possible. The city representative will then determine the corrective pruning procedure. Cassia leptophylla Gold Medallion Tree Pruning the flowers off the trees shall take place no later two, (2) weeks after ninety (90) percent of the flowers have died or dropped from the crown. Remove the old flower petiole/stem of the flower. The cut will be no less than 45 degrees and no more than ½ inch above the lateral bud or stem. The contractor shall contact the city representative prior to all pruning efforts. The gold medallion tree will grow twenty-five (25) feet and have weeping growth in the crown. Every effort will be made by the maintenance contractor to conserve this type of crown growth. Pyrus kawakamii Ornamental Pear, Evergreen Pear This tree was not planted with the development of the garden. This pear is mature and shall be maintained as such. Pruning will require thinning and shaping the crown to prevent the crown from spreading too far into the garden creating too much shade. The pruning shall be done annually and no more than two (2) weeks after flower drop. All cuts made during pruning procedures shall not be greater than ½ inch in diameter. The pruning schedule shall be the judgement of the city representative. ESPELLIERS There are two (2) specie of espalier in the garden. The first is the climbing bougainvillea variety and the second is pyracantha. Each plant will have a selective type pruning technique due to the garden design. The bougainvillea shall be allowed to cover the fence on the back-side of the plant and shall be maintained only on the fence. No growth shall be allowed on any other structure or plant around the bougainvillea. The pyracantha shall be maintained at six (6) feet high and no denser than one (1) foot during the first week of November annually. CLUMP GRASSES The clump grass varieties shall be maintained no greater than one (1) foot in diameter, at the base of the plant, on a continuous basis. It shall be the responsibility of the successful contractor to provide weekly maintenance in the garden and not rely on annual trimming of plants. F-16

31 GROUND COVERS The ground covers shall be maintained within the borders they were planted. The successful contractor shall be provided with the original specifications of the garden and shall be required to maintain the garden to original specifications and boundaries. When applicable, some ground covers may require removal and replanting. The contractor shall submit a proposal to the City of Alhambra upon request when overgrowth is questionable and cannot be maintained. PROPS The props in the garden are for effect to the garden. The contractor shall be responsible to keep the props visible and clean. If vandalism is found during the maintenance schedule, the city shall be notified immediately. PATHWAYS The decomposed granite (DG) pathways and borders shall be the responsibility of the successful contractor. The pathways shall be kept free of debris, weeds, ruts and any other abnormality to the design of the pathway. This includes the overgrowth of the desirable design plants in the garden. HARDSCAPE The fence/pillars, bench, plaque, rock and concrete mow strip surrounding the garden shall be kept clean and visible. No plant material shall be allowed to cover or encroach any of the hardscape at all times. IRRIGATION The contractor shall be responsible for the complete maintenance and repair of the entire irrigation system including but not limited to: backflow, main-lines, laterals, controller, and drip system. IRRIGATION MAINTENANCE AND REPAIR 1. The contractor shall be responsible for maintenance and repair of the entire irrigation system, after the back-flow to the irrigation head. The contractor shall repair all main lines, lateral lines, valves and components, wires and heads. 2. The irrigation system shall be tested weekly by the contractor to ensure operation and coverage. All repairs and adjustments shall be made immediately. If inspection by the city observes any problems with the irrigation system the contractor shall make repairs within 24 hours notice by the Director of Community Services. 3. The replacement materials, when needed, shall be of the same type currently in use or shall be approved by the Director of Community Services. TURF MAINTENANCE 1. The turf shall be mowed at a height of no greater than 1-1/2 inches with a rotary mower and edged every Monday before 10 AM. A weed wiper will not be and acceptable method of edging along walkways and mow-strips. 2. The contractor is responsible to fertilize the turf 4 times per year with an approved analysis from the Director of Community Services during the first weeks of March, July, October and December. The contractor shall save the bag analysis from each bag used at this site and make it available for inspection upon request. F-17

32 3. The turf shall be maintained weed-free by means of maintaining a vigorous color and continuous mowing schedule. In the event of any infestation of undesirable weed growth, the contractor can select an herbicide for eradication if approved by the Director of Community Services. GRAFFITI REMOVAL 1. The contractor shall be responsible for complete removal of all graffiti on all objects within the perimeters of the Emery Park. The objects include but are not limited to walkways, picnic tables, tot-lot apparatus, the buildings, signs, trash containers and all other objects owned by the City. 2. The contractor shall be responsible to keep records of all graffiti removal and inform the Director of Community Services, in writing, immediately after removing the graffiti. 3. The contractor is responsible for any hazardous removal materials to be collected at the use site when removing graffiti from any surface. If painting over the graffiti is the best method of removal, the contractor shall be responsible to contact the Director of Community Services for approval of color and method, prior to removal. The City of Alhambra as a rule, removes all graffiti within the same day of notice. TOT-LOT MAINTENANCE 1. The contractor is responsible to remove any debris from the tot-lot every morning. The debris includes but is not limited to glass, leaves, trash and cat feces. 2. The contractor shall be responsible to keep the sand level and within ¾ inch of any adjacent surface with wash-plaster sand or approved equal on a monthly basis. At no time shall the tot-lot apparatus have more than 12 inches of fall between the play apparatus and the top of sand. SHRUB AND TREE MAINTENANCE 1. The contractor will not be responsible for regular tree maintenance. However, the contractor will be responsible for removing and disposing of any fallen or hanging branches within reach of a 12 foot pole saw or other tool available in the landscape industry. 2. The contractor shall trim any growth at the bottom of the tree. F-18

33 PROPOSAL FOR THE LANDSCAPE MAINTENANCE OF LANDSCAPE MAINTENANCE AREA NO. 3 REQUEST FOR PROPOSALS NUMBER RFP2M18-5 IN THE CITY OF ALHAMBRA In accordance with the City of Alhambra s Request for Proposals, the undersigned PROPOSER, hereby proposes to furnish all materials, equipment, tools, labor, and incidentals required for the above stated project as set forth in the Plans, Specifications, and contract documents therefore, and to perform all work in the manner and time prescribed therein. PROPOSER declares that this proposal is based upon careful examination of the work site, Plans, Specifications, Instructions to Firms Submitting Proposals, and all other contract documents. If this proposal is accepted for award, PROPOSER agrees to enter into a contract with the City of Alhambra at the unit and/or lump sum prices set forth in the following Proposal Schedule. Date: Name: Authorizing Signature: Title: Company: G-1