The URL can be used to link to this page

Home My WebLink AboutRPM Co. - Renewal Liberty Landscaping @ HA Properties - FY 05/06PALM DESERT HOUSING AUTHORITY STAFF REPORT REQUEST: AUTHORIZE RPM TO ENTER INTO A RENEWAL CONTRACT WITH LIBERTY LANDSCAPING FOR LANDSCAPING SERVICES AT THE HOUSING AUTHORITY PROPERTIES SUBMITTED BY: JANET M. MOORE, HOUSING AUTHORITY ADMINISTRATOR SPENCER KNIGHT, LANDSCAPE MANAGER APPLICANT: LIBERTY LANDSCAPING 5212 EL RIVINO ROAD RIVERSIDE, CA 92509 DATE: JULY 14, 2005 CONTENTS: RENEWAL CONTRACT PROPOSAL Recommendation: By Minute Motion, 1. That the Palm Desert Housing Authority authorize RPM to enter into a renewal contract for fiscal year 2005-2006 beginning July 1, 2005, with Liberty Landscaping in the aggregate amount of $23,868 per month, $286,416 annually for routine landscaping services for nine Housing Authority Properties. The funds have been appropriated in the 2005-2006 Housing Authority operating budget under contract services; 2. Authorize work that is outside the routine landscape services noted in the proposal under "Additional Work" by Liberty Landscaping at the standard hourly rates stated in the proposal, plus materials. Executive Summary: Approval of this request will allow RPM to renew the contract with Liberty Landscape for 2005-06 to ensure continuity in the quality of landscape standards based on the recently assigned landscape inspector's directions. Staff feels it is important to have a full year under the landscape inspector's supervision for staff to see the effects of the seasonal cycles of landscape maintenance at the properties. Discussion: RPM Management Company manages the daily operations of 914 units for the Housing Authority. In order to maintain the grounds in prime condition, RPM is responsible for obtaining landscaping services based on the City standards on each of our properties. Based on RPM and staffs assessment of the current condition of the landscape, we concur that a renewal of Liberty Landscape's contract will best serve our intentions. Staff has been pleased with the performance of service by Liberty Landscaping and workmanship on site, however, staff G \RDA\Patty LeontN'pdocsUMM'.s aff report\LibertyLandscaping staff report wpd Staff Report Authorization to Enter into a renewal contract with Liberty Landscaping July 14, 2005 Page 2 believes it is important to get the benefit of a full seasonal cycle of landscape maintenance in order to ensure appropriate standards have been set and can be met. This will also make bidding for future years more complete. During the month of January 2005, landscape staff was assigned to oversee the landscape services being provided to the properties. Randy Chavez, Landscape Inspector, has assisted both the contracted landscaper with the methods expected by Palm Desert, and the annual tree trimming. His services to the property are both visible and valued. Consensus amongst the departments is that allowing Liberty Landscape's contract to be renewed will give staff additional time to work with the condition of the landscape at the properties without starting over with a new vendor. Staff has reviewed RPM's request to enter into a renewal contract with Liberty Landscaping to perform landscaping services for nine Housing Authority Properties, to include work performed outside the route such as, cleaning and/or repairing from acts of vandalism, natural cause, or acts of God; chemicals/materials for rodents, diseases or pests on lawns, trees or shrubs, etc, at a standard hourly rate noted in the proposal, plus materials. Liberty Landscape has been the lowest bidder each time the management company has gone out to bid for landscape services and is the current service provider. Staff agrees with this request for the reasons noted. Staff has reviewed the proposal from Liberty Landscape to RPM and has determined the price to be an increase of approximately 5% over last year's contract, or $1,192 per month for all properties. The new proposed annual contract for routine landscape maintenance totals $286,416. The Housing Commission reviewed and approved this request at its regular meeting of June 8, 2005. Submitted by: anet ou Sp La g ncer sca JMM:pl ),(rte„t__, Moore Authority Administrator night Manager Department Head: 'bave ?rigoy Director of development/Housing pment Paul Gibson, Director of Finance Carlos Oecutive Director G \RDA\Patty Leon 111'pdocs\MA\staff repon`libertyLandswping staff report wpd CITY OF PALM DESERT SUBMISSION FORM LANDSCAPE MAINTENANCE SERVICES FOR: Palm Desert Housing Authority Properties TO: RPM Company One Quail Place 72-600 FRED WARING DRIVE PALM DESERT, CA 92260 The undersigned declares that they have carefully examined the Specifications accompanying the Invitation to Bid and is thoroughly familiar with the contents thereof, is authorized to represent the bidding firm and propose services to Palm Desert. It is understood that the price shown hereon includes all routine and seasonal maintenance described in the specifications. For each item, the averaged one -month maintenance cost shall be indicated and the total of these costs shall be extended for the term of the contract. ITEM 1. 2. 3. 4. 5. 6. 7 8. 9. Total DESCRIPTION One Quail Place 72-600 Fred Waring Palm Desert Las Serenas 73-315 Country Club Dr. Palm Desert California Villas 77-107 California Drive Palm Desert Catalina Gardens 73-600 Catalina Way Palm Desert Desert Pointe 43-805 Monterey Palm Desert Laguna Palms 73-875 Santa Rosa Way Palm Desert Neighbors 73-535 Santa Rosa Way Palm Desert Taos Palms 44-830 Las Palmas Palm Desert Pueblos 73-695 Santa Rosa Way Palm Desert 384 units 150 units 141 units 72 units 64 units 48 units 24 units 16 units PRICE (MONTHLY) $ 8,307.00 $ 3,900.00 $ 3,660.00 $ 2,152.00 $ 1,958.00 $ 1,245.00 $ 951.00 $ 870.00 15 units $ 825.00 PRICE (ANNUALLY) $ 99,684.00 $ 46, 800.00 $ 43,920.00 $ 25,824.00 $ 23,496.00 $ 14,940.00 $ 11,412.00 $ 10,440.00 $ 9,900.00 914 units $ 23,868.00 $286,416.00 C Documents and Setthngs\Compaq Owner\Local Setungs\Temporary Internet F,;es\OLK1tRPM Contract 05-06 doc CONTRACTOR'S PROPOSAL (CONTINUED) TOTAL AMOUNT BASE BID IN FIGURES $ 286.416.00 TOTAL AMOUNT BASE BID IN WORDS Two hundred eighty-six thousand, four hundred sixteen dollars The costs of any work shown or required in the Plan and Specifications, but not specifically identified as a Pay Item are included in the Pay Items, and no additional compensation shall be due Contractor by virtue of Contractor's compliance with the Plans and Specifications. Liberty Landscaping Inc. COMPANY 5212 El Rivino Rd. Riverside. CA 92509 ADDRESS ( 951 1683-2999 ( 951 1 683-2591 TELEPHONE FAX Aleiandro Casillas BID PREPARED BY President TITLE d DATE TECHNICAL ABILITY AND EXPERIENCE The bidder must verify acceptable experience of diversified landscape maintenance, which will enable the City to judge the responsibility, experience, skill, and businesstfinancial standing of the bidder. Due to the location, difficult nature and plant material associated with this maintenance area, the City Council of the City of Palm Desert reserves the right to reject bids from firms that do not reflect adequate experience and qualifications to conduct the necessary work. Additional numbered pages outlining information required or this portion of the proposal shall be attached as necessary. The bidder is required to state all work of a similar character to that included in the proposed contract that he has performed in the last three years. Provide references with an address, contact person and phone number. C:1Ooc ments and SettingssOwneriMy Docurnentstbbery Landscaping\Customen PROPOSALSIRPMIRPM Contract OS-06.doc Due to the location, size/extent and maintenance requirements of the maintenance area, bidder is required to state how he will provide the necessary maintenance and services in the specifications. State the estimated manpower your company will use each week to fulfill the contract, including supervision, irrigation and general labor sub- categories. - Work to be performed as specifications provided. - Amount of hours per week by supervisor irrigation tech, QAC, and labor needed are Determined according to seasons requirements. Please include the following: Local Office Address: Liberty Landscaping Inc. 5212 El Rivino Rd. Riverside, CA 92509 Phone: (951) 683-2999 Emergency Contact Person Name: Nicacio Casillas Phone: Office (951) 683-2999 Mobil (951) 232-8849 C \Documents and SetDngs\Compaq Owner\Local SettmgslTemporary Internet Fdes\OLK1\RPM Contract 05-06 ooc GENERAL TERMS AND CONDITIONS BUSINESS TAX Business Tax Ordinance requires that a Business Tax Receipt be obtained before any business or trade is conducted within the City. City will obtain verification that the bidder has a valid Business Tax Receipt prior to the execution of the contract. CONTRACT REQUIREMENT The bidder to whom award is made shall execute a written agreement with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in this proposal. The agreement shall be made in the form adopted by the City and incorporated in the specifications. FAILURE TO ACCEPT CONTRACT If the bidder to whom the award is made fails to enter into the contract, the award will be annulled, and an award may be made to the next lowest responsible bidder, and that bidder shall fulfill every stipulation as if it were the party to whom the first award was made. LABOR ACTIONS In the event that the selected bidder is experiencing a labor action at the time of the award of the contract (or if its suppliers or subcontractors are experiencing such a labor action), the City reserves the right to declare said bidder is no longer the lowest responsible bidder and to accept the next acceptable low bid from a bidder that is not experiencing a labor action, and to declare it to be the lowest responsible bidder. WORKER'S COMPENSATION COVERAGE The Contractor shall procure and maintain, during the life of the contract, worker's compensation insurance for all his or her employees engaged on or at the site of the project; and in case any of the work is sublet, the Contractor shall require all sub- contractors to similarly provide worker's compensation insurance by protection afforded by, worker's compensation insurance carried by the Contractor. SAFETY PROGRAM Upon request by the City, the Contractor shall furnish the City with a copy of their California OSHA required Injury and Illness Prevention Plan, or written description of their exemption, before proceeding with any work under this agreement. C \Documents and Setangs\CompaQOwner\Local Sett,ngs\Temporary Internet F'IeslOLKI\RPM Contract 05-06 doc CALIFORNIA OSHA The Contractor is fully responsible for ensuring that all work performed under this contract is in compliance with the California OSHA standards and regulations. Any delays in project completion, fines, legal fees, consulting costs or other losses stemming from California OSHA actions against the contractor for work performed under this agreement are the sole responsibility of the Contactor. CONTROLLING EMPLOYER The Contractor shall acknowledge that for the purposes of maintaining compliance with all California OSHA regulations and Standards they are the "controlling employer" for all their work sites. INSURANCE - HOLD HARMLESS Workers' Compensation/Employer Liability Insurance: The Contractor shall procure and maintain, at its sole expense, Workers' Compensation statutory benefits as required by the State of California. Employer's Liability insurance limits shall not be Tess than Two Million Dollars ($2,000,000.00) per accident for bodily injury or disease. Unless otherwise agreed, this policy shall be endorsed to waive any right of subrogation as respects the City, its officers, volunteers, employees and agents. Insurance in such amount as will fully comply with the laws of the State of California and which shall indemnify, insure and provide legal defense for both the Contractor, the OWNER, and the Engineer against any loss, claim, or damage rising from any injuries or occupational diseases happening to any worker employed by the Contractor in the course of carrying out the agreement herein. Liability Insurance: During the entire term of this agreement, Contractor agrees to procure and maintain public liability insurance at its sole expense to protect against loss from liability imposed by law for damages on account of bodily injury, including death therefrom, suffered or alleged to be suffered by any person or persons whomsoever, resulting directly or indirectly from any act or activities of the OWNER or Contractor, or its subcontractors, or any person acting for the OWNER or Contractor, or its subcontractors, or under its control or direction. Such public liability and property damage insurance shall also provide for and protect the OWNER against incurring any legal cost in defending claims for alleged loss. Such public liability and property damage insurance shall be maintained in full force and effect throughout the term of the Agreement and any extension thereof in the following minimum limits: Bodily Injury $ 500,000 $1,000,000 $2,000,000 each person each occurrence aggregate products & complete operations C \Documents and Settings\Compaa OwnenLocai Settngs\Temporary Internet F,Ies\OLKt\RPM Contract 05-06 Coc Property Damage $200,000 each occurrence $500,000 aggregate A combined single limit policy with aggregate limits in the amount of $2,000,000 will be considered equivalent to the required minimum limits. The Contractor and its subcontractors shall carry automobile insurance, with limits of liability equal to those required for public liability insurance. All of such insurance shall be primary insurance and shall name the City of Palm Desert, its officers, agents and employees as an additional insured by in endorsement to the policy. Contractor agrees that provisions of this Section as to maintenance of insurance shall not be construed as limiting in any way the extent to which the Contractor may be held responsible for the payment of damages to persons or property resulting from the Contractor's activities, the activities of its Contractor or the activities of any person or persons for which Contractor is otherwise responsible. Hold Harmless: Contractor agrees to indemnify, defend and save OWNER, its officers, agents and employees harmless from any and all liability claims, damages or injuries to any person, including injury to Contractor's employees and all claims which arise from or are connected with the negligent performance of or failure to perform the work or other obligations of this Agreement, or are caused or claim to be caused by the negligent acts of Contractor, its agents or employees, and, all expenses of investigating and defending against same; provided, however, that this indemnification and hold harmless shall not include any claim arising from the sole negligence or willful misconduct of the OWNER, its agents or employees. CONTRACT ASSIGNMENT The Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity or any kind without the previous written consent of the City Council of the City of Palm Desert. NON-DISCRIMINATION In the performance of the terms of this contract, the Contractor agrees that it will not engage in, nor will it permit its subcontractors to discriminate in the employment of persons because of age, race, color, sex, national origin or ancestry, or religion. PERSONNEL The Contractor shall furnish sufficient supervisory and working personnel capable of accomplishing, on schedule, all work required under this contract. C \Documents and Settongs\Compaq_O ner\Locat Settungs\Temporary Internet Res\OLKI\RPM Contract 05-05 doc CONTRACTOR IDENTIFICATION The Contractor shall insure that all working personnel are identified by a work uniform that, at a minimum, consists of a shirt that identifies the company. All work vehicles used on the project shall also be identified, at a minimum, with the company name on the vehicles. PAYMENT TERMS The Contractor shall be paid monthly, in arrears, for the work specified and performed satisfactorily under this contract. Payment terms are thirty (30) days from the receipt of an original invoice, revised reports and acceptance of materials, supplies, or services (Net 30). SPECIFIC TERMS AND CONDITIONS LANDSCAPE MAINTENANCE CONTRACT LOCATIONS One Quail Place Apartments, 72-600 Fred Waring Drive Las Serenas Apartments, 73-315 Country Club Drive Catalina Gardens Apartments, 73-600 Catalina Way Desert Pointe Apartments, 43-805 Monterey Avenue Neighbors Apartments, 73-535 Santa Rosa Way Taos Palms Apartments, 44-830 Las Palmas Pueblos Apartments, 73-695 Santa Rosa Way California Villas Apartments, 77-107 California Drive Laguna Palms Apartments, 73-875 Santa Rosa Way SCOPE OF SERVICES Contractor shall provide the necessary manpower and equipment to maintain the areas listed in the specified locations at the level of maintenance and service defined by the City, for a period of twelve months commencing July 1, 2004. The City has the option of extending the contract yearly after this date, based on performance by the Contractor. The work shall include, but is not limited to, proper horticultural maintenance of all landscape materials and hardscape structures as designated; inspection of irrigation C \Documents and Settings\CompaQOwner\Local Sett,ngs\Temporary Internet F IestOLK'\RPM Contract 05.06 doc system and expedient implementation of necessary adjustments and repairs; weed and pest control; litter and trash removal. SPECIFIC SERVICES TO BE PERFORMED 1. Weekly turf mowing, edging, weed eating, clean and blow 2. Weed control as needed 3. Treatment of diseased shrubs and turf 4. Renovation of turf once a year 5. Weekly inspection of irrigation controllers by irrigation expert 6. Weekly inspection/evaluation of overall irrigation system 7. Two annual color changes per year 8. Hand pruning, trimming, thinning and maintenance of trees and shrubbery 9. Edge ground cover 10. Shrubs, ground cover and turf fertilized as necessary per year 11. Yearly tree trimming for trees under fifteen feet 12. Complete planter bed care 13. Application of snail bait 14. Certified pest control advisor 15. 24-hour "on -call" service Yearly Hours This is a Performance Contract with the expectations of City and Management to be the following: 1. Supervision 2. Labor 3. Annual Color 2 times per year 4. Overseeding perennial rye all turf areas Sidewalk/Hardscape Area Cleaning 880 Hours 12,296 Hours 2,000 Flats Contractor shall maintain and clean any accumulated sand, gravel, grass and plant clippings or debris on all sidewalk and hardscape areas within the defined property boundaries. All surfaces will be raked or swept after litter and/or weeds are removed. This shall be performed on a continuous basis. Chemical Applications The Contractor shall provide complete and continuous control and/or eradication of all plant pests including weeds and diseases at no extra cost. The Contractor shall provide control and/or eradication of other landscape pests such as gophers, snails and ants. The only exception to this is with regard to bees. The Contractor will be responsible for reporting to the City any bee activity (swarms or hives) immediately. Report any possible Red Imported Fire Ant problems to the City immediately. Preventative fungicide C \Documents and Sa ; ngs\Compaq_Owner\Local Settmgs\Temporary Internet Fdes\OLK1tRPM Contract 05-06 doc shall be applied as necessary. The Contractor shall obtain necessary permits and licenses to comply with the City, County, State or Federal laws for using pest control chemicals. The Contractor will assume responsibility and liability of use of chemical controls. The Contractor shall be responsible for the safe and proper application of all chemicals. The Contractor shall be responsible for the replacement of any plants, turf, and trees killed or damaged by improper chemical applications. Weed Control A. Control of Bermuda grass, Nut edge and bind weed will be achieved through appropriate chemical means. Mechanical removal of these weed species will not be permitted B. Planters, gravel areas, sidewalks, expansion joints, fence lines, drainage areas, bare areas, and around plants and trees shall be kept free of grass and weeds. This will be done on an as -needed basis. C. The Contractor shall perform weed removal and shall identify in their schedules approximate time frames for performing this function. D. After weeds have been sprayed and removed, the Contractor shall rake or sweep the area removing any debris generated from weed removal. E. Chemical herbicide control is the responsibility of the Contractor. The Frequency Schedule outlines the minimum herbicide controls. If weed control has not been maintained as specified, the City may request additional herbicide applications at no additional cost to the City. Preventative weed control, such as pre -emergent herbicides and post emergent herbicides is the responsibility of the Contractor. All applications are to be per label recommendations. F. Submitted with their monthly checklist, the Contractor shall complete and furnish an herbicide spray log to the City. The log shall identify the type of herbicide used, location sprayed and application rates. The City will require proof of California State Applicators license QAL or QAC Category B - landscape maintenance by the person(s) supervising or performing the herbicide applications. G. The Contractor shall be responsible for the results of application of all chemicals and will be responsible for replacement plants, turf, and trees killed or damaged by the use of these chemicals. Insecticide/Fungicide Applications Management shall notify the Contractor in writing of any insect, fungus or disease problems. The Contractor shall be responsible for the application of the appropriate chemical. The Contractor shall be responsible for the replacement of any plant, tree or turf area, at no cost to the City, if appropriate measures or actions were not taken to control and/or eradicate the problem. C %Documents and Sett,ngslCompagOwner\Local Settings\ Temporary Internet Fdes1OLK11RPM Contract 05-06 doc Fertilization All landscape areas shall be fertilized at intervals designated in the Frequency Schedule. This includes ground covers, shrubs and turf. Equipment and labor to apply any fertilizer shall be included in the contract. The Contractor is to supply the fertilizer materials. Compliance with fertilization specifications will be enforced by application inspections and periodic soil analysis. Annual Flowers Labor for twice a year color change. Includes approximately 2,000 flats in total annually. Contractor shall be required to prepare the soil, which will include rototilling of amendments and fertilizer. The Contractor will provide the plant material and installation of new plant material is to be completed in one week. Plant Maintenance A. All plant material shall be maintained as needed to prevent obstruction, as well as possible safety concerns to vehicles, pedestrians and/or the general public. Shrubs shall be maintained to create adequate line -of -sight vision for vehicles where applicable. All vegetation shall be maintained in such a manner as to eliminate over growth beyond its designated parameter and/or encroachment onto sidewalks or curbs. Keep plants located adjacent to sidewalks at a maximum height of three feet and pruned back three feet from edge of sidewalk. B. Dead material shall be pruned from plants as they occur. There shall be no dead blossoms, stalks, branches or foliage left on an otherwise healthy plant for more than one week, unless otherwise directed by the City. C. Plant material is to be pruned in a manner that is described as a two-step, naturalistic pruning procedure. For consistency, all plant material shall be pruned in accordance with the City of Palm Desert's "Landscape Maintenance Guidelines" book. This book provides pruning techniques and a calendar for ideal maintenance timing. This book is meant to be a visual guideline for the Contractor. The City may, at its own discretion, alter time lines or techniques, as the City deems necessary. D. The Contractor shall be responsible for replacing dead plant material, at no cost to the City, that dies 30 days from commencement of the contract and through- out the term of this contract due to neglect, lack of maintenance or improper care. It is the Contractor's responsibility to identify unacceptable plant material before inception of the contract. This will be accomplished during the mandatory acceptance walk-through with the City representative(s) and the Contractor. C \Documents and Sett•ngs\CompagOwner\Local Se;t,ngs\Temporary Internet FdIes1OLK11RPM Contract 05-05 doc E. Shrubs shall be fertilized twice a year. All shrubs shall be pruned to enhance the desired appearance. The Contractor is to provide the equipment and labor to apply the fertilizer as part of this contract. F. Ground Cover and Shrubs. Ground cover shall be fertilized no Tess than three times per year with commercial fertilizer. Weeds shall be removed not Tess than twice per month, chemically or manually. The Contractor shall provide control over gophers and snails. All ground cover shall be trimmed away from shrubs, trees and walkways. Minor erosion control shall be provided. Tree Maintenance A. Trees shall be pruned as needed to remove broken or diseased branches, or for traffic and pedestrian safety. Sidewalk clearance will be eight feet and vehicular clearance fourteen feet from grade. Any broken, structurally unsound or detached limb is considered a hazard. Suckers will be removed as they appear. B. The Contractor is only responsible for trees under fifteen feet in height. All other trees will be pruned under a separate contract, including palm trees. Dead palm fronds and seed pods, however, shall be removed from trees Tess than 15 feet as they appear. Juvenile trees will only be pruned under direct supervision of the City. C. It is the Contractor's responsibility to conduct a pruning program consistent with the current and applicable International Society of Arboriculture (ISA) guidelines, the American National Standards Institute (ANSI) standards, and the City of Palm Desert's Tree Pruning Ordinance to promote proper form, strength, health, and appearance consistent with the intended use. No pruning will be conducted without onsite inspection of City staff. D. NO TOPPING OF TREES WILL BE ALLOWED. E. The Contractor shall be responsible for all tree staking. Ties will be monitored to prevent girdling. Remove ties and stakes as directed by the City. Broken stakes are to be removed and if appropriate, replaced. Stakes should not remain on the trees longer than 6 months. If the tree cannot stand upright once stakes are removed, the Inspector will then determine whether or not to replace the tree. F The Contractor shall remove all debris from pruning, and tree maintenance the same working day as accumulated. G. The Contractor shall be held responsible for any damages done to trees due to poor management procedures. The Contractor shall replace trees, at no cost to the City, that die 30 days after acceptance of the contract due to neglect, lack of maintenance, infestation or improper care. This does not include those trees identified on the mandatory walk with the Management/City and the Contractor. C \Documents and Setbngs\Compaq Owner\Local Settmgs\Temporary Internet Fdes\OLK1\RPM Contract 05-05 doc H. Any trees broken or damaged as a direct result of storm damage, wind, accident or vandalism shall be pruned and/or removed within 24 hours of notification. Any debris blocking roadways or parking areas shall be removed within one hour of notification to Contractor. Replacement of trees and plants caused by reasons not related to contractual maintenance shall be reimbursable as an extra cost. Turf Maintenance A. Mowing 1. Bermuda grass will be mowed at 3/4" height during the actively growing period. 2. Ryegrass will be mowed at 1" height starting with its first cut after over seeding and continuing until spring when the Bermuda grass becomes active. The Contractor may be required to mow rye grass to a 1/2" or less in order to promote Bermuda grass development. Unless otherwise directed by the City (see Frequency Schedule), turf will be mowed every week and edged a minimum of every other week. Clippings may remain after mowing. However, in the event there is an overabundance of clippings, the Contractor is required to rake, sweep or vacuum, pick-up and dispose of these clippings at no additional cost to the City. The Contractor shall provide appropriate equipment and labor for the maintenance of the turf areas. Management reserves the right to inspect and/or approve any equipment being used in this contract. If Management deems the equipment is in disrepair or inappropriate for the task at hand the City may require that the equipment be removed from the job site and replaced with a different piece of equipment. After which time a rotary type mower may be used on those turf areas that have been over seeded. Reel and/or rotor type mowers are acceptable. B. Irrigation: Contractor shall collaborate with the Management/City or his designee on appropriate watering schedules. Contractor is to produce a yearly irrigation schedule for all facilities. These schedules shall integrate scheduled maintenance operations, play/use of fields, water conservation, soil conditions and weather conditions. Watering times will have the approval of the City or his designee. Additional watering hours will be allowed during the summer months at times when recreational areas are at non -peak use and if necessary. If necessary, the Contractor may be required to supplement the irrigation system should "problems" appear. C. Mechanical Core Aeration shall be performed as outlined in the Frequency Schedule. Any additional aerification will be performed as an addition to the contract. Core aerate to a depth of 6 to 8 inches into the soil. Cores may be C \Dccuments and Semngs\Compaq_Owner\Local Setdngs\Temporary Internet F IestOLK51RPM Contract 05-06 doc swept or mowed and dispersed during mowing operations unless otherwise requested by the City. D. Detailing and edging of grass shall be performed as outlined in the Frequency Schedule. This shall include but not be limited to chemical and/or mechanical detailing using a string trimmer or an edger around buildings, sidewalks, mow strips, paved areas, valve boxes, goal posts, Tight fixtures, fence lines, walls, along infield edges, drainage areas, and bare areas in planters. At no time will grass or weeds be allowed to grow unchecked. An edger shall be used but not be limited to hardscape areas such as sidewalks, mow strips. All other areas may use an edger or string trimmer as appropriate and as approved by the City. E. Fertilization of turf areas will be applied as outlined in Frequency Schedule. The Contractor shall supply the labor and equipment for fertilization application. Fertilizer material is to be approved by City representative. F Scalping/Overseedina Scalping/Overseeding Procedure: 1. The Contractor will determine date for the reduction of water. Begin lowering height of turf during scheduled weekly mowing (approximately three (3) weeks before final cut). One week before final cut the Contractor will reduce the water to minimum in the turf areas. Cut turf to a height of 1/2" or lower but do not allow blades to disturb soil. All grass clippings generated from this process will be vacuumed, swept or raked after each cut. No debris will be allowed to "stockpile" any longer than six (6) hours. A Tight irrigation syringe will be applied before the final cut to keep the dust levels to a minimum (per CVAG guidelines}. Actual dates for the scalping will be determined in the field with the City or his designee and the Contractor. Schedule will vary due to scheduled field use, condition of fields, and the actual mowing height needed to ensure seed to soil contact. 2. The Contractor shall repair and replace any irrigation that was damaged or otherwise impacted by the scalping and subsequent clean up. 3. The scalping process shall be fully completed and approved by the City's designee by October 30 (date as agreed upon in scheduling process) before any seed may be applied. The Contractor shall supply the seed. The application rate for the seed shall be approximately 12-Ibs./1,000 sq. ft. 4. Contractor will monitor the irrigation to ensure proper coverage for rye grass germination. The Contractor is responsible for notifying the Management of any problems with the irrigation system immediately. C %Documents and Sett,ngs\Comoaq_OwnerlLocaI Sett,ngs\Temporary Internet F Ies%OLK1\RPM Contract 05.06 doc Irrigation Maintenance The controlling factor in the performance of water management within the City landscape maintenance area is the application of water to landscape plants at a rate, which closely matches the demands of plants and turf with little or no runoff. Plant health, roadway safety and water conservation are the primary reasons for proper irrigation maintenance. Contractual requirements shall be strictly adhered to by the Contractor. The format for inspection and repairs are as follows: 1. The entire irrigation system, including all components beginning at the meter shall be maintained in an operational state at all times. This coverage shall include, but not be limited to: all City owned valves, backflow devices, piping, electrical wiring, heads, emitters, filters, and pumps. 2. All irrigation systems shall be tested a minimum of once a week. A monthly report shall be filled out and submitted to the Management listing locations, time and date of inspection and results thereof. The Contractor shall prepare a schedule of when and where these irrigation checks will take place. This schedule is to be submitted to the City or his designee on a weekly basis. 3. All systems shall be kept in adjustment to ensure proper coverage, prevention of excessive run off or erosion. Adjustments shall include, but not be limited to: actual head adjustment, cleaning and flushing of lines, heads, and filter screens as well as obstructions within these components. Repairs or replacements to the irrigation system shall be made with like parts. No substitutions shall be allowed without written approval of the City. Costs for adjustments shall be included in the contractual costs for operation and maintenance of the irrigation system. 4. All damage resulting from the Contractors maintenance operations including but not limited to: the Contractors failure to properly maintain the system, shall be repaired or replaced prior to the end of the work day or as directed by City or his designee at the Contractor's expense. 5. The Contractor is responsible for adjusting sprinkler heads and valve boxes to a level that will prevent damage by maintenance equipment or pedestrian traffic. Damage caused by improper height adjustment will be repaired by the Contractor at no cost to the City .The Contractor shall be responsible for all damage done to irrigation components as well as any plant material affected by Contractors personnel or equipment during maintenance operations. 6. The Contractor shall provide personnel fully trained in all phases of irrigation operation, adjustments and repairs for irrigation systems used in the City landscape maintenance area. The Contractor shall provide personnel capable of communicating with City representatives at a proficient level of English. C \Documents an Settngs\Compaq Owner\Local SetungslTemporary Internet Fres\OLK11RPM Contract 05-06 doc Extra Work During the course of the contract period, additional services, labor and materials, beyond those specified in the contract may be required and performed on a time and material basis. Such work will be billed according to the Extra Work pricing schedule provided as part of this contract. The Contractor shall submit a request for extra work, identifying the estimated material costs and a not to exceed labor cost, before commencing work. The Contractor must have a signed authorization before payment can be made. On any or all of the above items, at the Housing Authority's discretion, the contractor may be paid the listed hourly rate plus materials and a 15% markup on materials only. C \Documents and Settings\CompagOwner\Local Sett ngs\Temporary Internet F,Ies\OLK1\RPM Contract 05-06 doc C \Documents and Settings\Compaq_Owner\Local Settmgs\Temporary Internet Res Contract 05-06 doc — < 2 N a) fa) co C cn R m m ' -•CDCb VCDcn•aCAN-a - Q - a -a -a CD CO "A CD cn A CO N -a N -••a o CO V co cn Ja CA N < CO C) C) (n 1D 0 co U) ij m (A < CO C) C) GO -0 o Co cn 1) 11 10 17 2 2 2 70 7J 0 ✓ v o 0 O c m'cn o a3r.: o v n0 0 0° E Zr) o 53 G)G)c c c v v= Z=33m=amrncnm v<=33m��mmcnm ��=n=5'S•- CD<�- CD CO 0. cn� �m<-0-0moM-a=cn• mmm N �, iv Q� o ;� N v Q, _.1sR.W3 2m m m ct? (n m m m m fV4aNQ-Q CDgmp 3q X mm*mo 3o x cnoo��CD a ,1�z. can Tn� o0 CI) (9)<m v�<w c.-0 -0 — v3 �'3 cmnC 73 0 CD 0-0' (I)6 CO 0 CT ✓ m v a R -- m m En En En EA EA EA En En EA En En En EA En EA Efl En En EA EA EA EA En z • NCncn- --A 4a 4a^4CO I> cn CD CD cn cn cn cn cn cn cn 0000000000 0000000000 ▪ -.^IN.al —4a ^4CA D D cn cn o c.n cn cn cn cn cn cn 0000000000 EA En En En En EA EA En N NCDCDCA O o cn cn o cn co co O 0000000 0000000000 00000000 CD m m m m CD m CD CD m m m m m m m m m m mmm CD ✓ mmvnDvvv0Si) iv vvLI)suvvvSuvvvv CD m CD CD m m CD m 0 v v v v v v v P9IIe}SuI - S121Vd NOI1VOI2:12:1I DDD aaa Q Q a z ca.) co CU c 10 CO CT CD ED o 0 CD 0 EA EA EA •A CO N cn cn o O 00 000 m m CD O 0 0 c c c C0 O m x D 0 0 z 0) C) m cc r m 2" Valve: EXTRA WORK PRICING SCHEDULE LABOR (continued) 12) Solar Solenoids 1) Filter 2) Pressure Reg. 3) Solenoid 4) Bleeder Screw 5) Diaphragm 6) Plungers 7) Screens 8) Entire Drip Assembly Valve 9) Entire Electric Valve 10) Ball Valve w/Fittings 11) Valve in Heads (if applicable) 12) Master Valve 13) DIG/LEIT Solenoids PLANT MATERIAL REPLACEMENT $ N/A ea $ 15.00 ea $ 75.00 ea $ 45.00 ea $ 5.00 ea $ 45.00 ea $ 15.00 ea $ 15.00 ea $ 225.00 ea $ 225.00 ea $ 125.00 ea $ N/A ea $ 225.00 ea $ N/A ea Note: Unless otherwise described, replacement plant material will be whatever is normal and customary for the City of Palm Desert. 1 Gallon Shrub Installed 5 Gallon Shrub Installed 15 Galion Shrub Installed *15 Gallon Tree Installed *24" Box Tree Installed *30" Box Tree Installed $ 8.00 $ 20.00 $ 75.00 $ 75.00 $ 275.00 $ 950.00 *36" Box Tree Installed $ 1,206.00 Note: Anything over 36" Box size will be paid at the contractual hourly rate plus materials. *To include the following: Stakes (if needed), cinch ties, clean-up, water in (dig hole, set tree, back fill) adding irrigation if needed. 32" Cinch Ties $3.00 2" X 10' Lodge Pole $15.00 3" X 10' Lodge Pole $25.00 C %Documents and Settings\Compaq_Owner\Local Setu^gs\Temporary Internet F,Ies\OLK1'RPM Contract 05-06 doc EXTRA WORK PRICING SCHEDULE LABOR (continued) TURF MAINTENANCE Hybrid Bermuda Sod Only $ 1.25 per sq ft Aerification: Core Deep Tine Renovation: Top Dressing: Sweeping: *Overseeding (Seed Application Only): Mowing: Labor & Equipment Labor & Equipment Labor & Equipment Labor & Equipment Labor & Equipment Labor & Equipment Labor & Equipment $ 0.06 $ 0.07 $ 0.07 $ 35.00 $ 40.00 $ 24.00 $ 6.00 $ 6.00 per sq ft per sq ft per 1,000 sq ft per 1,000 sq ft per 1,000 sq ft per 1,000 sq ft per 1,000 sq ft per 1,000 sq ft *This line item is strictly for the application of seed. No scalping or sweeping, as that is covered in the renovation line item. Therefore, this is a labor and equipment price per 1,000 sq. ft. only. NOTE: On any or all of the above items, at the Housing Authority's discretion, the Contractor may be paid the listed hourly rate plus materials and a 15% markup on materials only. C \Documents and Settings\Compaq_Owner\Local Sett,ngs\Temporary Internet FilestOLK1\RPM Contract 05-06 doc ACTIVITY One Quail 1. Mowing of turf areas B 2. Aerify — Core _ H 3. Brodleaf weed application — I TURF 4. Crabgrass control — TURF 5. Fertilize — TURF G 6. Fertilize —SHRUBS (excluding shrubs on drip) H 7. Cleaning walks, curbs, gutters, hardscape B 8. Irrigation maintenance & repair _ M 9. Irrigation inspection B 10. Edging of all turf areas B 11. Pruning of trees under 15' K 12. Pruning of shrubs, ground covers, hedges F 13. Raking of DG areas B 14. Remove weeds in all areas B 15. Scalping and overseeding 16.Spraying insecticide M 17. Safety Pruning of trees L 18. Pre -emergent weed control H — LANDSCAPE 19. Pre -emergent weed control — TURF 20. Rake Sand/Bank at Tot -Lot I B 21.Annual Bed Preparation I H 22. Annual Color Planting I H 23. Annual Color Maintenance I B FREQUENCY SCHEDULE LANDSCAPE MAINTENANCE AREA AREA Las California Catalina Desert Laguna Serenas Villas Gardens Pointe Palms B B B B B H H H H H I 1 I 1 1 G G G G G H H H H H B B B B B Neighbors Taos Pueblos Palms B B B H H H 1 I 1 I I I G G G H H H B B B M M M M M M M M B B B B B B B B B B B B B - - B - - B B K K K K K K K K F F F F F B B B B B B B B B B I I I I I M M M M M L L L L L H H H H H I I H H H H B B F F F B B B B B B I I I M M M L L L H H H I I I I I I B B H H H H H H H H H H H H B B B B B B C \Documents and Settings\CompaQOwner\Local Settings\Temporary Internet Fdes\OLK1\RPM Contract 05.06 doc ACTIVITY 24. Power Wash Playground Equipment FREQUENCY SCHEDULE LANDSCAPE MAINTENANCE AREA AREA One Las California Catalina Desert Laguna Neighbors Taos Pueblos Quail Serenas Villas Gardens Pointe Palms Palms E E E A. DAILY -BEFORE 10:00 A.M. (7 DAYS PER WEEK) B. DAILY - BEFORE 10:00 A.M. (MONDAY — FRIDAY) A. DAILY - BEFORE CLOSE OF BUSINESS (MONDAY - FRIDAY) B. WEEKLY - BEFORE CLOSE OF BUSINESS FRIDAY C. DAILY (SUNDAY, WEDNESDAY, FRIDAY - BEFORE 10:00 A.M.) D. BI-WEEKLY (2 TIMES PER MONTH) E. MONTHLY (12 TIMES PER YEAR) F. BI-MONTHLY (6 TIMES PER YEAR) G. QUARTERLY (4 TIMES PER YEAR) H. BI-ANNUALLY (2 TIMES PER YEAR) I. ANNUALLY (1 TIME PER YEAR) J. SEASONAL K. AS NEEDED TO MAINTAIN TREE HEALTH AND PUBLIC SAFETY L. AS NEEDED FOR PUBLIC SAFETY M. AS NEEDED C \Documents and Settings\Compaq_Owner1Local SethngslTemporary Internet Fdes\OLK11RPM Contract 05-06 doc