CITY OF EL CERRITO PUBLIC WORKS DEPARTMENT LANDSCAPE MAINTENANCE RFP Q & A To: All Proposers May 7, 2015 The following are answers to questions received as of the deadline for final questions on May 5, 2015 regarding the RFP for Landscape Maintenance Services. This document can also be found on the City of El Cerrito website at http://www.el-cerrito.org/bids.aspx?bidid=27. Questions: Bundle A #1 - Canyon Trail Park a. What is your expectation of the native and creek/wetland areas? The area around the pond, from the park sign east to the first bridge, is maintained by others. Horticultural care of this area should be excluded from the proposal. For the rest of the trail through the canyon, the expectation is to keep the pathways and bridges swept or blown and clear of vegetation and debris. b. Is the field at the school included or where is the upper field? Yes, the field at the school is included and is called the Upper Canyon Trail Play Field. c. With regards to Canyon Trail Park natural areas, how much trimming, weed abatement, etc. is expected or will we just be maintaining the walking trail? Similar to answer (a), Contractor will be maintaining pathways and bridges to keep them swept or blown and clear of vegetation and debris. #4 - Cerrito Vista Park a. What are your expectations for pruning/weed abatement in native areas surrounding the tennis courts and between baseball fields/courts? Bi-annual high weed mowing. b. What is your expectation for pruning around volleyball court/picnic area where is appears largely natural ivy and shrubs? Maintain edges, keep ivy off plantings and abate blackberry or other non-native invasives. #6 Tassajara Park a. What is your expectation for ivy maintenance does it need to be cut down once a year? Near the clubhouse/community center, the ivy at the fence should be hedged 2 times per year. Otherwise, the ivy throughout the rest of the park should be maintained off walk ways, plantings, and any uncovered fences. b. Is maintenance around the clubhouse/community center included? Yes.
#8 Arlington Park a. Is the pond included in maintenance? No. This is maintained by others. b. What is expectation in native areas/natural areas? Bi-annual high weed mowing, maintain edges, keep ivy off plantings and abate blackberry or other non-native invasives. c. The turf height at this park and several other parks seems very short. Is this required? No. This is a passive turf area, which are not required to be mowed as frequently as the athletic fields. #9 Creekside Park a. What is the expectation for the dry pond or retaining area? Exclude from proposal. This is maintained by others. b. Is creek maintenance included at all? Exclude from proposal. For all creeks, maintenance activities below top-of-bank are prohibited. c. Is the walkway adjacent to homes and along creek included? What is the expectation? Maintain edges and keep pathways swept and free of debris and litter. #10 Fairmont Park a. Is there any expectation for contractor work in the community garden? No. Please allow a 10 foot buffer between maintenance activities and the community garden. b. What is the limit of work between the greenway and the park? Use the west edge of the west path to demarcate the limit of work. #11 Poinsett Park a. What is the expectation for creek/ditch area? Maintain clearance pruning on sidewalk and street-side of creek. For all creeks, maintenance activities below top-of-bank are prohibited. Bundle B #2 Community/Swim Centers a. What is currently happening with the bare planters in the parking lot and what can we expect to maintain there? This area is a site for future plantings yet to be determined. For proposal purposes, this area should be maintained as is and kept free of weeds. Erosion control maintained by the City. b. Are we responsible for all the trash and table maintenance even inside the pool area? No. These tasks are done by the City. For all building grounds not in Bundle A, emptying of solid waste contrainers is the City s responsibility. For this reason, the Cost Proposal sheet does not contain a line item for Emptying Solid Waste and Recycling Containers under Bundle B. #3 Casa Cerrito Child Care Center a. Is the side undeveloped lot within fence included? What is the expectation? No. This is PG&E property. c. Is the back native area beyond fence with new trees included? What is the expectation? Yes. Quarterly high weed mowing.
#4 Madera Child Care a. Is the native slope included? What is your expectation and frequency if so? Yes. Bi-annual high weed mowing. b. There are large fallen trees. Will these be required to remove? No. #5 Senior Center and Library a. What is your expectation along greenway? It looks largely unmaintained at this time. Limit of work is up the west edge of the west pathway. Litter removal and non-native weed abatement. #6 Huber Park a. What is your expectation for native/creek area? Maintain clearance pruning on any path of travel. For all creeks, maintenance activities below top-of-bank are prohibited. b. There is a sign for improvement project? What is being planned that will be required to maintain in the future? All improvements will be to renovate hardscapes, drainage, and play equipment. Additional work as a result of the improvements is not expected. c. Are we responsible for maintenance around bridge and path/trails? Yes. #9 Fairmount Streetscape a. We are assuming this is the median, corners and sidewalk frontages. Anything on the other side of sidewalks is maintained by businesses? Limits of work include maintaining bulb-outs and corners and to back of sidewalk. Businesses maintain small buffer area in front of buildings. b. Are the trash and benches included? No. For all streetscapes, emptying of solid waste containers is done by others. For this reason, the Cost Proposal sheet does not contain a line item for Emptying Solid Waste and Recycling Containers under Bundle B. However, we expect the contractor to be vigilant for and to report any damaged or filthy benches/ trash cans in any areas they work in. c. Once you cross Richmond Street, what is to be maintained? In front of the houses, it looks like the homeowners maintain it. This is correct. The limit of work here should be from Carlson Blvd to Richmond Street. This revision to scope will be posted in an upcoming Addendum. #12 San Pablo Streetscape a. Is it correct to assume trash cans are included? To be emptied once per week only? No. For all streetscapes, emptying of solid waste containers is done by others. For this reason, the Cost Proposal sheet does not contain a line item for Emptying Solid Waste and Recycling Containers under Bundle B. #15 Moeser Streetscape a. Is this the median only? What is the expectation on the sides? Moeser is divided into several sections. Maintenance is confined only to the median from San Pablo Avenue to Pamona. From Avis to Galvin, there is no work, and this will be corrected in an upcoming Addendum. From Galvin to Arlington, the scope of work includes maintaining medians; pruning vegetation in medians for sight clearance 50 at intersections; and clearance pruning on sides of Moeser to back of sidewalk. Item 41, special bi-annual mowing of 50 from edge of curb along Moeser, will be removed from the RFP in an upcoming Addendum.
b. Between Avis and Shevlin, it s undeveloped is that included or starts at Shevlin with landscaped areas only? See answer above. #20 Julian Drive Island a. What is expectation for bi-annual clean up? Appears to be largely left natural. Expectation is high weed mowing, pruning, and abating non-native invasives on a bi-annual basis. #21 Arlington/Cutting a. In general, what is the expectation for these types of areas? Weedeat only? Prune ivy? Yes, and clearance pruning. #23 Alta Vista a. What is the scope and boundaries of this area? Maintain right of way (ROW) to fence line with bi-annual litter abatement and maintenance checks, and bi-annual high weed mowing of easement. #24 Scenic Ave Easement a. What is the scope and boundaries of this area? Maintain right of way (ROW) with bi-annual litter abatement and maintenance checks; and bi-annual clearance pruning of pathways. #25 Barrett to Tassajara Alva Stairway a. What is the expectation for the girl scout plantings? Remove litter and invasives, clearance pruning from stairways. Correction: this is the Barrett to Alva Stairway and #26 is the Tarrajara to Barrett stairway. b. How far off the stairway is included for the quarterly clean ups? Edge of steps. #28 - Easement at Tapscott to Upper Canyon Trail Field a. What is the scope and boundaries for this area? Boundaries of area include all native areas southwest and southeast of playfield, from back curb or property fence line to playfield fence line. Maintain clearance pruning/weeding and remove and manage non-native invasives. #29 Harper to Hagen Easement a. What is the scope and boundaries for this easement? Easement is 10 feet wide. Scope includes bi-annual clearance pruning and weed whipping, litter abatement, and maintenance check. b. Does it include the undeveloped lot? No. #33 1718 Eastshore a. What property is this? There are really no addresses in this section of the road. Is it the lot with all the dumping and debris behind the fence? Yes. b. Is it the entire property or just the frontage? Just the frontage. c. What are the expectations? Litter abatement on a quarterly basis and clearance pruning on a bi-annual basis. #38 PG&E roadside at Navellier and Portola: This area to be removed in upcoming Addendum. a. Is it correct to assume outside fence only? NA
b. Is it ok to do chemical applications here or mow/weedeat only? NA #39 Schmidt Lane at Navellier behind houses on Park Vista: This area to be removed in upcoming Addendum. a. What is the scope and boundary of this area? NA. #40 Recycling Center a. Is the redwood stand in the back or are you considering the evergreen grove on north side before you come into the recycling center? What is the expectation? The limits of work are the traffic islands and rain gardens associated with the Recycling Center, including those under the redwoods. A small rain garden is in front of the Recycling Center gates, but all other work will be behind the Recycling Center gates. b. What are the rain gardens? These are the bio-swales with notches in the curb to allow storm water into the planted areas. There are a total of 4 rain gardens at the Recycling Center. c. Is the sanitary district included? No, nor is the Corp Yard, behind the chain link fence. d. Is the pine tree slope across from the sanitary district included? What is the expectation? No. e. What are your expectations for blowing and trash pickup within the recycling center, assuming it will be heavy debris and their staff may handle it? The only expectation at the Recycling Center is biannual weeding and annual pruning of vegetation in the rain gardens and the traffic islands (round about and area near exchange zone). General clean-up and litter abatement is not expected. #41 Moeser, 50 Clearance: This area to be removed in upcoming Addendum. a. Is the expectation for mowing in this area? NA b. Are we expected to keep the jute intact? NA #42 - Moeser Bowl a. What is the expectation and boundary of this area? Bi-annual high weed mowing. #43 Contra Costa Stairway a. How far off are we to be maintaining or cleaning up stairways? This one looks like the secret garden so we are trying to anticipate extent of clean up required. On a bi-annual basis, maintain vegetation clearance from property line to property line and remove leaf litter and debris from stairway. Planter beds are maintained by others. #44 Terrace and Shevlin 3 Easements -- a. We had a lot of trouble finding these three easements. Do you have addresses and boundaries? a. Easement #1 is between 7724 Terrace and 808 Seaview up to right of 821 Shevlin. b. Easement #2 is to the right 8049 Terrace and into the park. c. Easement #3 is to the right 8045 Terrace and into the park. b. What is scope and expectation? On a bi-annual basis, high weed mowing and maintaining vegetation clearance from property line to property line and remove debris from paths.
Bundle C a. On the Ohlone Greenway, is a onetime clean up desired or expected? And is there a specification on all of the berry vines and ivy growing on the neighboring fences? A one-time clean-up on the Greenway is not expected, so the base bid should assume improving existing conditions incrementally over time. In general, maintaining berry vines and ivy growing on neighboring fences shall be considered extra work and not built into the base bid. b. What are your expectations for the v-ditch along the greenway? Remove litter and manage non-native invasives. c. What is your expectation for the drainage grates? No work is to be performed around the trash racks in creeks. d. Are we required to maintain the park with what appears to be an assortment of community toys near Lincoln? Yes. Please refer to Attachment 2, Section II.D.5 for more information about the expectations in maintaining play areas. Community maintenance of the toys in this park is long-standing. In order to accommodate keeping toys in this park, the City will issue a future addendum to Section II.D.5. e. What are your mowing expectations? Some appears to be no mow and others appear to be sod/fescue. Please refer to the mowing frequencies listed for Bundle C in Attachment 2, Section II.E. City Facilities and Service Levels. In general no-mow fescue stands should be mowed 4 times of year to abate weeds, passive traditional turf areas should be moved 2 times per month. f. Is the urban forest demonstration area included? Yes. g. What are your expectations for trash pickup along bart stations? Do they assist or is it entirely up to the contractor? Trash pickup on Greenway running along station areas is the responsibility of BART. This is not part of Contractor s scope. General Questions a. Why are you asking for the services to be priced by task versus lump sum by site? Great question. Ideally, we should ask for pricing both ways but felt that would be too complicated. b. Page 11 public image - if the contractor provides uniforms with company name, is it really required to have the individual s name on the shirt? We could be persuaded to remove the name requirement. c. Page 15 payment - on every invoice, it is expected to provide a summary of current amounts due, previous payments and total payments to date? Yes. That helps all parties manage the contract amounts. d. Page 16 - Materials provided by the City What is the frequency of fertilizer applications that labor needs to be built in to the base bid? It does not state frequencies on list of facilities and service levels. Attachment 5, Cost Proposal Form provides the frequencies for fertilization for both athletic fields and passive turf for the purposes of providing a base bid. Fertilization frequencies are also covered on page 18. What is the quantity and frequency expected for compost installation labor that needs to be built in the base bid? Adding compost should be considered extra work and not built into the base bid.
What is the quantity and frequency expected for mulch installation labor that needs to be built in the base bid? The contractor should only provide pricing for the labor required to maintain existing mulch at the specified levels. The Cost Proposal Form, as revised in Addendum 2, lists applying mulch in new areas under As Needed Services. What is the quantity and frequency expected for sand installation labor that needs to be built in the base bid? Adding sand should be considered extra work and not built into the base bid. What is the quantity and frequency expected for turf seed application labor that needs to be built in the base bid? Reseeding and establishment of turf is included in the Cost Proposal under As Needed Services and should not be built into the base bid. e. Page 16 pesticides - Is it correct that no chemicals will be allowed? No. Per Attachment 3, the City s Integrated Pest Management Policy allows pesticide use under certain, proscribed conditions and as approved by the City s Integrated Pest Management Coordinator. f. Page 18 fertilization if soil tests are completed and additional treatments are needed, is this extra work? Yes, as listed under As Needed Services in Attachment 5, the Cost Proposal Form. g. Page 18 pest control Is it correct to assume that our responsibility for pest control like grubs is to report and propose an extra work solution, especially if there is a large infestation? Yes. i. Page 20 shrub fertilization in previous sections, it sounded like the City will provide fertilizer, but in this section is the contractor required to provide organic fertilizer and if so, at what frequency? The City will provide fertilizer. Fertilization of shrubs will be on an as needed basis and should not be built into the base bid. This will be clarified in a future Addendum. j. Page 24 irrigation repairs is the City or Contractor responsible for repairs? Pages 17 and 19 state we report repairs and this section sounds like we are doing repairs with labor at our cost. Which is correct? Correct. This is inconsistent and will be clarified in a future Addendum. For purposes of the base bid, assume irrigation repairs will be included as extra work, though the City does expect that minor repairs such as replacing broken heads can be done easily during a normal site visit, with materials billed to City at the approved mark-up.