HomeMy WebLinkAbout08 - Landscape Maintenance of City Parks & FacilitiesCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 8
July 8, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: General Services Department
Mark Harmon, Director, 949- 644 -3055
m harmon @city. newport-beach. ca. us
SUBJECT: Selection of a Vendor for Contract Negotiations for
Landscape Maintenance of City Parks and Facilities
ISSUES:
Should the City Council select a vendor and direct staff to negotiate a new
agreement to provide landscape maintenance of city parks and facilities?
RECOMMENDATION:
Direct staff to negotiate an agreement with TruGreen Landcare., of Orange to
provide landscape maintenance of City parks and facilities, and return to the July
22nd City Council meeting with an agreement for consideration.
DISCUSSION:
Existing Landscape Contracts: In August 2006, the City Council approved a
contract with TruGreen Landcare for the maintenance of 40 acres of turfgrass and
over 97 acres of parks and facilities throughout the City at an annual cost of
$528,997. Among the larger areas maintained under this contract are Buffalo Hills,
Eastbluff, and Back Bay View Parks; and City facilities such as the Police
Department, Central Library, and Fire Stations. Additionally the contract includes
turfgrass mowing and maintenance for all other City parks and facilities, except
those in the Newport Coast area.
TruGreen commenced work under this landscape maintenance contract on August
30, 2006. The term of the agreement was for two years, and it is renewable for up to
three additional years. Earlier this year, TruGreen elected not to renew the contract
Selection of a Vendor for Contract Negotiations for
Landscape Maintenance of City Parks and Facilities
July 8, 2008
Page 2
at the current price due to the increase in external costs such as personnel, fuel..
supplies, and equipment.
TruGreen Landcare has also been responsible for landscape maintenance at Bonita
Canyon Sports Park (BCSP) since June 1, 2003. The term of the agreement was for
one year, and it was renewable for up to four additional years, at an annual cost of
$164,338, with an expiration date of June 1, 2008. In March, Council approved an
extension of the contract for a period of three months in order to coordinate the
termination of the two landscape maintenance contracts, so BCSP could be included
with the Parks and Facilities agreement.
The combined current annual cost for the landscape maintenance of City parks and
facilities and the Bonita Canyon Sports Park contracts is $693,335.
The landscape maintenance of medians, roadside areas, and areas of Newport
Coast are not included, since those areas are maintained under different contracts
which were awarded in the past 9 months.
Request for Proposal Process: On May 20 ", staff mailed Requests for Proposal
to 18 landscape maintenance companies, with a due date of June 5th
This request for proposals combined the landscape maintenance activities of two
separate contracts into one contract. This change was made in order to have better
coordination of all of the landscape maintenance activities of city parks and facilities
and to achieve a better economy of scale for maintenance of the BCSP facility.
On May 29th. a mandatory pre -bid meeting was held at the Corporation Yard, and the
meeting was attended by 12 vendors. Following the meeting, the vendors toured the
City to view the maintenance areas.
The successful vendor is expected to by in place August 30th. upon the expiration of
the current agreements.
RFP Results: Staff received seven proposals by the 11:00 a.m. deadline on June
5t . The-respondents and annual contract costs were as follows:
Compact
Current (Parks & Facilities + BCSP)
TruGreen Landcare
Park West Landscape Maintenance Inc.
Merchants Landscape Services Inc.
Dworsky Landscape Services
Mission Landscape Services Inc.
Valley Crest Landscape Maintenance
Midori Gardens Landscape Service
TOTAL
$693,335
$852,000
$880,556
$897,912
$907,212
$987,996
$1,076,822
$1,306,311
Difference
($158,665)
- $0
$28,556
$45,912
$55,212
$135,996
$224,822
$454,311
Selection of a Vendor for Contract Negotiations for
Landscape Maintenance of City Parks and Facilities
July 8, 2008
Page 3
Evaluation of Contractor: In addition to the current landscape maintenance of City
parks and facilities and the Bonita Canyon Sports Park contracts with the City,
TruGreen Landcare currently has municipal contracts with the Cities of Santa
Monica, Norwalk, Beverly Hills, West Hollywood, and Manhattan Beach. Staff
contacted representatives from each of these cities, and the comments were
favorable.
Department Recommendation: Staff is recommending approval to negotiate with
TruGreen Landcare based on the cost and quality of work performed in the City and
in other cities. With Council approval, staff will return with an agreement for approval
at the July 22 "d meeting. In negotiations, we will attempt to further define fixed
pricing for extra work and out of contract services. It is staff's intention to seek a
contract term of two years, with up to three one -year renewals.
FUNDING:
Due to the rising costs of personnel, fuel, insurance, supplies and materials, the
overall maintenance cost has increased (approximately 22 %). However, it should be
noted that this increase is lower than the substantial increases in the Newport Coast
landscape maintenance (27% higher) and the median and roadside area (57%
higher) agreements which were approved late last year.
The cost included in TruGreen's proposal will be $13,223 more per month than the
combined costs of the current agreements for parks, facilities, and BCSP
maintenance. Consequently, staff will re�uest a budget amendment concurrent with
approval of an agreement at the July 22" meeting to fund the difference through the
remainder of the Fiscal Year 2008 -09.
ENVIRONMENTAL REVIEW:
This action requires no environmental review, as it is not a project pursuant to
CEQA.
Prepared by:
Maurj6e Tur r
Administrative Analyst
Submitted
Mark Hafmon / '
General Services Director
Attachment: Request for Proposal — Landscape Maintenance of City Parks and
Facilities
Request for Proposal
Landscape Maintenance
of
City Parks and Facilities
CITY OF NEWPORT BEACH
Request for Proposal
'L INTRODUCTION
The City of Newport Beach currently maintains all of its medians, roadsides, and the
majority of City parks and facilities through contracts with private landscape maintenance
companies.
The City of Newport Beach is now seeking proposals from qualified contractors to
provide professional contract landscape maintenance for all parks and facilities located in
the City, excluding Newport Coast. The City may also acquire or assume control over
additional property in the future, and in such case, will need to add more landscape
maintenance areas to this contract using the agreed -upon rates for service.
The City of Newport Beach currently maintains 40 acres of turfgrass and 159 acres of
parks and facilities by contract. The intent of this proposal is to provide, professional
contract maintenance for these areas.
II. RFP OBJECTIVES
The objectives of this RFP is to obtain suitable proposals from qualified contractors,
review all proposals in a comprehensive manner, and select a qualified company for a
landscape maintenance contract.
M.SELECTION PROCESS
The City of Newport Beach is interested in receiving proposals for landscape
maintenance from selected; qualified landscape maintenance companies. After a careful
review of each submitted proposal, the City will conduct an evaluation leading to the
selection of a contractor and the award of a contract. The resultant contract is intended as
a two (2) year contract, with the possibility of up to three (3) one (1) year extensions,
renewable on an' annual basis at the City's sole discretion based on the contractor's
performance. The contract will be re-bid no less than every five years. New landscape
areas, as developed or assumed by the City for landscape maintenance, may be added to
the contract (sample contract included).
Copies of this request for proposal may be obtained in person at the Administration office
of the General Services Department located at 592 Superior Avenue, Newport Beach.
Please do not mail any correspondence to the Superior Avenue address as it is not a valid
mailing address.
IV. SCHEDULE of EVENTS from ISSUANCE of the RFP to AWARD of CONTRACT
RFP Mailing Date
Mandatory Pre-Bid Meeting
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May 20, 2008
8:30 am., Thursday, May 29, 2008
Proposal due to the City
Award of Contract
Contractor In Place
V. CITY POINT OF CONTACT
11:00 a.m., Thursday, June 5, 2008
July 8 / July 22, 2008
August 30, 2008
The sole source of contact regarding this RFP is Dan Sereno, Parks and Trees
Maintenance Superintendent, (949) 644 -3069. Individuals or firms interested . in
submitting a proposal are asked not to contact other members of the City of Newport
Beach staff in connection with the RFP prior to the : announcement of the selected
contractor.
Proposals and all written inquiries related to this RFP are to be submitted in a sealed
envelope to the General Services Administration office, located in Bldg.. A at 592
Superior Blvd., no later than 11:00 a.m. on June 5, 2008 with the following notation:
CONFIDENTIAL (PROPOSAL FOR LANDSCAPE MAINTENANCE OF CITY
PARKS AND FACILITIES)
VI. CITY OF NEWPORT BEACH BUSINESS LICENSE
The contractor .must obtain and maintain in effect a valid City of Newport Beach
Business License. prior to commencement of work and during the entire time that work is
being performed under the contract. Questions regarding business licenses should be
addressed to the Revenue Division at (949) 644 - 3141.
VII. PROFESSIONAL LICENSES. PERMITS, ETC.
Contractor represents and warrants to the City that he /she has, and will keep.in effect at
all times during the term of a contract with the City, all licenses, permits, professional
qualifications, and approvals of whatever nature that are legally required to practice
his/her trade. Confirmation of this condition must be contained in the proposal.
Additionally, the contractor's personnel responsible for irrigation repairs shall be a
Certified Landscape Technician -I (irrigation), as provided through the California
Landscape Contractors Association or shall acquire certification within one hundred
twenty (120) days of the start of this contract.
VIII. PREVAILING WAGE REQUIREMENT
This contract shall be paid in accordance Section 1770 of the California State Labor Code
and in accordance with the terms of the Southern California Master Labor Agreement,
which has established a prevailing rate of per diem wages to be paid in the performance
of this agreement. The Director of Industrial Relations has ascertained the general
prevailing rate of per diem wages in the locality in which the work is to be performed for
each craft, classification, or type of workman or mechanic needed to execute the contract.
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A copy of said determination is available by calling the prevailing wage hotline number
(415) 7034774, and requesting one from the Department of Industrial Relations. All
parties to the contract shall be governed by all provisions of the California Labor Code
Relating to prevailing wage rates (Sections 1770 -7981 inclusive).
IX. PROPOSAL CLOSING DATE
Contractor must submit one (1) original and two (2) complete copies of the proposal
(copies.must be marked "COPY') no later than 11:00 AM on June 5, .2008. All
proposals must be delivered to the General Services Administration office in Bldg. A, at
592 Superior Avenue, Newport Beach, California 92658 or mail to: City of Newport
Beach, Attn: Maurice Turner, 3300 Newport Boulevard, Newport Beach, CA 92658. .
Proposals will become a part of the official files of the City of Newport Beach and will
not be returned.
X. INSTRUCTIONS AND CONDITIONS See pages 5 -17.
XL DESCRIPTION OF PROJECT AND INTENT (Scope of Work) See pages 18 -25.
XIL DELIVERABLES
The Contractor is. responsible for the following deliverables in keeping with the schedule
described in subsection below:
a. .Proposal in the format and content explained on pages 13 -17.
b. Attachments F, G, H, and I containing unit prices and total landscape
maintenance costs. See pages 50-55.
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CITY OF NEWPORT BEACH
Request for Proposal
Instructions and Conditions
The following instructions and conditions apply to this RFP:
I. GENERAL CONDITIONS
A. Pre - Contractual Expenses
Pre- contractual expenses are defined as expenses incurred by Contractor in:
Preparing a proposal in response to this RFP.
2. Submitting that proposal to the City of Newport Beach.
3. Negotiating with the City of Newport Beach in any matter related to this
RFP, proposal, and/or contractual agreement.
4. Any other expenses incurred by the Contractor prior to the date of an
executed contract.
The City of Newport Beach shall not in any event, be liable for any pre - contractual
expenses incurred by any Contractor. In addition, no proposal shall include any such
expenses as part of the price proposed to perform the contract landscape maintenance of
the parks and facilities.
B. Authority to Withdraw RFP and/or Not Award Contract
The City of Newport Beach reserves the right to withdraw this RFP at any time without
prior notice. Further, the City makes no representations that any agreement will be
awarded to any Contractor responding to the RFP. The City expressly reserves the right
to postpone the opening of proposals for its own convenience and to reject any and all
proposals in response to this RFP without indicating any reasons for such rejection(s).
The City also reserves the right to negotiate with the successful bidder concerning various
alternatives.
C. Pricing Approach
The City of Newport Beach intends to award a contract based on a fixed annual contract
price for the two -year tern of this contract, renewable annually for three (3) one. (1) year
terms based on performance at the City's sole discretion. The primary purpose of the
Unit Prices (Attachment F) proposal is to provide for additional contracted work during
the course of the contract and to establish clear payment deductions for contract duties
not rendered or not satisfactorily performed.
Upon the second anniversary of the Commencement Date of the Contract and upon each
anniversary of the Commencement Date thereafter, the Contract Amount shall be
adjusted in proportion to the changes in the Consumer Price Index, subject to the 2.5%
maximum adjustment increase set forth below. Such adjustment shall be made by
multiplying the original Contract Amount by a fraction, the numerator of which is the
value of the Consumer Price Index for the calendar month three (3) months preceding the,
calendar month for which such adjustment is to be made, and the denominator of which is
the value of the Consumer Price hdex for the same calendar month .one (1) year prior.
For example, if the adjustment is to occur effective June 1, 2008, the index to be used for
the numerator is the index for the month of March 2008, and the index to be used for the
denominator is March 2007. The "Consumer Price Index" to be used in such calculation
is the Consumer Price Index, All Urban Consumers (All Items), for the Los Angeles
Anaheim Riverside Metropolitan Area, published by the United States Department of
Labor, Bureau of Labor Statistics (1982 84 = 100). If both an official index and one or
more unofficial indices are published, the official index shall be used. If said Consumer
Price Index is no longer published at the adjustment date, it shall be constructed by
conversion tables including in such new index. In no event, however, shall the amount
payable under this Agreement be reduced below the Contract Amount in effect
immediately preceding such adjustment. No adjustment shall be made .on the first
anniversary of the Commencement Date. The maximum increase to the Contract
Amount, for any year where an adjustment is made in proportion to changes in the
Consumer. Price Index, shall not exceed 2.5%. of the Contract Amount in effect
immediately preceding such adjustment.
D. Right to.Reject Proposals
The City of Newport Beach reserves the right to reject any or all proposals submitted.
Any award made for this engagement will be made to the Contractor which, in the
opinion of the City, is best qualified to execute the contract. The City also reserves the
right to select and substitute unit prices for total costs.
E. Proposal Evaluation Criteria
Proposals will be evaluated on the basis of the response to all provisions of this RFP.
The City of Newport Beach may use some or all of the following criteria in its evaluation
and comparison of proposals submitted. The criteria listed are not necessarily an all -
inclusive list. The order in which they appear is not intended to indicate their relative
importance:
1. The Contractor's demonstrated awareness of safety in all operations.
2. The Contractor's responsiveness to the requirements of the contract as set
forth in the RFP.
3. A demonstrated understanding of the offeror's work plan and other proposal
documents.
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4. A logical, proven methodology for carrying out the work tasks described in the
proposal and developing contract deliverables.
5. The offerer's "recent experience in conducting contracts of similar scope,
complexity, and magnitude, particularly for government agencies.
6. The quality and quantity of personnel to be assigned to the contract, including
educational background, work experience, and, directly related recent
landscape maintenance experience.
T. The quality and quantity of equipment to be assigned to the contract.
8. A listing of the organizational structure of the proposed contract team.
9. The financial stability of the Contractor.
10. Recent references from local clients with particular emphasis on local
government.
11. The proposed contract schedule.
12. The proposed contract costs.
F. Compliance with Applicable Laws
The Contractor shall have in his/her possession and be familiar with all safety regulations
issued by the State Division of Industrial Safety and shall comply with these and all other
applicable laws, ordinances, and regulations governing Affirmative Action programs.
The Contractor shall provide all safeguards and protective devices and take any other
action necessary to protect the health and safety of their employees on the job, safety of
City employees and the public in connection with the performance of the work required
by this contract.
All Services rendered hereunder by Contractor shall be provided in accordance with all
ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State
or local government agency haying jurisdiction in effect at the time service is rendered.
G. Suspension and/or Cancellation of Contract
The contract may be terminated by the City at any time during the term and
without prejudice to any other remedy to which the City may be entitled at
law, in equity of under the contract, if Contractor should:
a. Be judged bankrupt, become insolvent or have a receiver of his/her assets
or property appointed because of insolvency, make a general assignment of
the benefit of creditors, suffer any judgment against him/her to remain
unsatisfied or un- bonded of record for thirty (30) days or longer, or
institute or cause to be instituted any procedures for reorganization.
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b. Abandon the work to . be done under the contract, unnecessarily or .
unreasonably delay performance under the contract, violate any of the
provisions of the contract, not follow the instructions of the City,, and fail
to cure such default by rendering satisfactory performance upon written
notice from the City within the time specified in such notice. Upon failure
to perform within such time period, the City shall have the right without.
further notice to terminate the contract. Determination of whether the
Contractor has defaulted on the contract under the provisions of this
subsection, shall be made by. the General Services Director or his
representatives and his decision shall be binding on the Contractor. In the
event of a termination under the provisions of this subsection, monies due
the Contractor or retained under the provisions of the contract shall be
forfeited to the City in an amount not to exceed the sum necessary to
correct deficiencies in the park maintenance. Such forfeiture will not
release the Contractor or his sureties from liability for failure to fulfill the
contract.
2. If the Contractor fails to meet the specifications of this contract for a period of
fifteen (15) cumulative days, the City may, at its option, terminate the balance
of this contract by written notice of termination to the Contractor. Notice of
such termination shall take effect fourteen (14) days after such notice is
mailed.
3. Written notice, as required to be given by the provisions of the section, shall.
be deemed complete one (1) day after deposit in the United States Mail in the
County of Orange, postage pre -paid.
4. When notice is directed to the Contractor, it shall be at his/her address as filed
with the City.
H, Familiarity with Work
By executing this Agreement, Contractor wan-ants that Contractor (a) has
thoroughly investigated and considered the scope of services to be performed, (b)
has carefully considered how the services should be performed, and (c) fully
understands the facilities, difficulties and restrictions attending performance of the
services under this Agreement. Contractor warrants that Contractor has
investigated the site and is fully acquainted with the conditions there existing,
prior to commencement of services hereunder. Should the Contractor discover
any latent or unknown conditions, which will materially affect the performance of
the services hereunder, Contractor shall immediately inform the City of such fact
and shall not proceed except at Contractor's risk until written instructions are
received from the City.
City and Contractor agree that City has made no representation regarding the
order or condition of any area or location for which Contractor is to provide
services or that the site or location of work will be free from defects, apparent or
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I.
J.
hidden, at the commencement of, or at any time during the term of this
Agreement.
Assignment of Contract
The Contractor shall not assign the Contract required to be executed by 'the City
without the prior written consent of the City.
Quality of Work and Material
All material and equipment furnished by the Contractor shall be new, high grade,
and fi-ee from defects and imperfections' unless otherwise hereinafter specified.
Workmanship shall be in accord with the best standard practices. Both materials
and workmanship shall be subject to the approval of the Parks and Trees
Maintenance Superintendent. All materials used shall be approved in advance by
the. Parks and Trees Maintenance Superintendent.
1. The actual cost of all materials passed onto the City shall be wholesale cost of
the material.
a. The wholesale cost shall be, the actual cost paid by the Contractor
reflecting the best price, including discounts available. Receipts shall be
required for reimbursements.
b. At no time shall the cost of materials exceed retail cost from the current
Price list, minus the discount rates.
c. Typical costs of the irrigation parts, plant material, etc. to be submitted to
the City prior to approval.
2. The City reserves the right to purchase materials directly and make them
available to the Contractor. In the event the City exercises the option to
purchase the materials, the following conditions will apply:
a. Contractor shall conform to all City practices and procedures.
b. All City purchases will be for the sole expressed use of and for the City.
c. The Contractor shall secure, store, inventory, distribute and control all
materials entrusted to the Contractor's. representatives. All materials and
inventories shall be made available to the City upon request.
d. The Contractor will reduce the unit cost for each maintenance task by the
City's actual cost for the materials provided and used.
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K Workmanship and Supervision
1.. The work force shall include a thoroughly skilled, experienced, and competent
supervisor who shall be responsible for adherence to the specifications. All
,supervisory personnel must be able to communicate effectively in English
(both orally and in writing). Any order given to supervisory personnel shall be
deemed delivered to the Contractor. The supervisor assigned must be
identified by name to ensure coordination and continuity. At a minimum,
Contractor shall provide:
q Positions
Work Performed
Required Vehicle
Location
(1) Supervisor
(I) Leadworker
(1) Crew cab truck
(2) Irrigation Technicians
Include Irrigation
(2) Fully stocked trucks with
All Contract
Maintenance
Irrigation controller remotes
Sites Except
for Rainmaster
Bonita Canyon
Sports Park
(I) Irrigation Techician
Include Irrigation
(1) Fully stocked truck with
Bonita Canyon
Maintenance
irrigation controller remotes
Sports Park
.
for Rainmaster
(I) Mow Crew Driver
Mowing / Turf
(1) Crew cab.truck
All Contract .
Maintenance
Sites '
(4) Mow Crew Laborers
(2) Detailed Maintenance.
Detailed Maintenance
(1) Truck or
Bonita Canyon
Laborers
utility vehicle
Sports Park
(2) Detailed Maintenance
Detailed Maintenance
(1) Truck or
Back Bay View
Laborers
utility vehicle
Park/ Castaways
Park/ Morning
Canyon/ Mesa
Birch Park
(3) Detailed Maintenance
Detailed Maintenance
All Other
Contract Sites
(I) Laborer
General litter control,
(1)1 -Ton stakebedtruck
All Contract
.refuse removal, and
Sites
gLounds; policing
The City reserves the right to increase minimum staffing based upon
additional acres being added to this contract.
2. Work shall be performed by competent and experienced workers. All
irrigation maintenance and repairs shall be performed by a California
Landscape Contractors. Association, Certified Landscape Technician-I
(Irrigation).
3. The work force shall include a thoroughly skilled, experienced, and competent
supervisor who shall be responsible for adherence to the specifications.
Supervisors and lead workers must communicate effectively, both in
written and oral English, and shall be present at all times during contract
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operations. Any order given to these supervisors or lead workers shall be
deemed as delivered to the Contractor.
4. All pesticide operations, where required, shall be performed by a California
State Licensed pest control operator with a Qualified Applications Certificate
or Qualified Applications License through written recommendation by a
California State Licensed Pest Control Advisor. The Contractor shall be
responsible for compliance with all local, state, and federal laws and
regulations regarding pesticide usage.
5. All personnel working at the outlined areas shall be neat in appearance and in
uniforms as approved by the Parks and Tree Maintenance Superintendent. All
personnel shall wear identification.badges or patches, and employees working
adjacent to traffic lanes must wear safety vests.
6. Persons employed by the Contractor who are found not to be satisfactory by
the City shall be discharged or reassigned by the Contractor on fifteen (15)
days notice from the City.
L. Equipment
All vehicles and equipment used in conjunction with the work shall be maintained
in a neat, clean, and orderly manner and shall be in good working order. The
General Services Director; or his authorized agent, may reject any vehicle or piece
of equipment and order it removed from the job site. Contractor vehicles used
within this contract shall, at all times, bear identification signs that the contractor
is performing services for the City. The Parks and Trees Maintenance
Superintendent shall approve these signs prior to installation by the contractor.
M. Safety Requirement
1. All work performed under this contract shall be performed in such a manner
as to provide maximum safety to the public and where applicable, comply
with all safety standards required by CAL -OSHA. The Parks and Trees
Maintenance Superintendent reserves the right to issue restraint or cease and
desist orders to the Contractor when unsafe or harmful acts are observed or
reported relative to the performance of the work under this contract. All
contractor vehicles shall have a "W.A.T.C.H." work area traffic control
manual at all times.
2. The Contractor shall maintain all work sites free of hazards to persons and/or
property resulting from his/her operations. Any hazardous condition noted by
the Contractor, which is not a result of his/her operations, shall be
immediately reported to the Parks and Trees Maintenance Superintendent.
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N. Claims by Contractor's Employees
It is understood that City retains Contractor on an independent contractor basis
and Contractor is not an agent or employee of City. The manner and means of
conducting the work are under the control of Contractor, except to the extent they
are limited by statute, rule or regulation and the expressed terms of this
Agreement. Nothing in this Agreement shall be deemed to constitute approval for
Contractor or any of Contractor's employees or agents, to be the agents or
employees of City. Contractor shall have the responsibility for and. control over
the means- of performing the work, provided that Contractor is in compliance with.
the terms of this Agreement. Anything in this Agreement that may appear to give
City the right to direct Contractor as to the details of the performance or to
exercise a measure of control over Contractor shall mean only that Contractor
shall follow the desires of City with respect to the results of the services.
O. Liability for Damages
1. The contractor shall be fully responsible for any and all damage done to City
property, equipment, or other property of the public premises that result from
the Contractor's operations under this contract. This shall include but not be
limited to the replacement, at Contractor's expense, of shrubs, trees, vines,
.turf, groundcover or other landscape items that are lost due to negligence in
pest and disease control practices; and/or due to improper watering, fertilizing,
or lack of proper maintenance and care.
2. The Contractor may insure the equipment, materials, and work to cover
Contractor.'s interest in the same. The City will not, under any circumstances,
be answerable or accountable for any loss or damage that may happen to said
equipment, materials and work, or any part or parts thereof, used and
employed in fully completing the contract.
3. Contractor shall indemnify and hold harmless the City, its City Council,
boards, commissions, officers, agents, .servants and employees from and
against any and all claims and losses whatsoever, including reasonable
attorney's fees, accruing or resulting to any and all persons, firms or
corporations fiunishing or supplying work, services, materials, equipment or
supplies in connection with the services, work or activities conducted or
performed by Contractor pursuant to a mutual contract.
P. Advertising
No advertising of any kind or description, bill posters, printed, painted, or by the
use of any other method application legible to human sight, shall appear on any
buildings, structures, fences, canopies, posts, or signs except valid and authorized
legal notices required to be placed thereon and except as may be specifically
authorized in these general conditions.
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IL PROPOSAL FORMAT AND CONTENT
Proposals should be typed as briefly as possible. They should not include any elaborate
or unnecessary promotional material. The following order and content of proposal
sections should be adhered to by each Contractor:
Cover Letter
A cover letter not to exceed three .(3) pages in length should summarize key elements of
the proposals. The letter must be signed by an individual authorized to bind the
Contractor. The letter must stipulate that the proposed price will be valid for a period of a
minimum of five (5) years.. Indicate the address and telephone number of the
Contractor's office located nearest to Newport Beach, California, and the office from
which the contract will be managed.
A. Background and Approach
The Background and Approach Section should describe your understanding of the
City and the work to be done.
B. Methodology
This section should clearly describe the methodology you plan to use to carry, out
the specific work tasks described in the Work Plan.
C. Work Plan
Describe the sequential work tasks you plan to carry out in accomplishing this
contract.. Indicate all key deliverables and their contents.
D. . Contract Organization and Staft'mg
Describe your approach, and methods for managing the contract. Provide an
organization chart showing all proposed contract team members. Describe the
responsibilities of each . person on the contract team. Identify the Contract
Director and/or Manager and the person who will be the key contact with the City
of Newport Beach. Indicate how many hours each team member will devote to
the contract by task, along with, a statement indicating the availability of the
members of the contract team for the duration of the contract. Please include
resumes for key members of the contract team with particular emphasis on their
experience and professional affiliation. Also include any additional information
or staff support required from City personnel during the course of the RFP
preparation.
E. Related Experience
Describe recent, directly related public agency experience. Include on each listing
the name of the agency; description of the work done; primary agency contact,
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I ddress and telephone number; dates for the contract; name of the Contract
Director and/or Manager and members of the proposed contract team who worked
on the contract, as well as their respective responsibilities. At least three
references should be included. For each reference, indicate the reference's name,
organization affiliation, title, complete mailing address, and telephone number.
The City of Newport Beach reserves the right to contact any of the organizations
or individuals listed.
F. Contract Schedule
Provide a schedule for completing each task in the work program, based upon the
Maintenance Frequency Summary (Attachment A).
G. Cost Data
Indicate the total annual Unit Prices. (Attachment F, G, H, and I) for which you
will conduct the contract based upon the information provided.
H. Statement of Compliance
Contractors must submit a Statement of Compliance with all parts of the Request
for Proposal and Draft. Agreement terms and conditions, or a listing of exceptions
and suggested changes, along with a description of any cost. implications or
schedule changes the exceptions and/or changes. cause. The Statement of
Compliance must declare either: .
1. This proposal is in strict compliance with the Request for Proposal and Draft
Agreement and no exceptions to either are proposed; or
2. This proposal is-in strict compliance with the Request for Proposal and Draft
Agreement except for the items listed.
For each exception and/or suggested change, the Contractor must include:
a. The suggested change in the RFP or rewording of the contractual
obligations.
b. Reasons for submitting the proposed exception or change.
Any impact the change or exception may have on contract costs,
scheduling, or other considerations.
1. Other Information
Include any other information you consider to be relevant to the proposal.
Additional optional services may be provided at the discretion of the contractor.
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J. Employment Provision
Contractor agrees that in carrying out its responsibilities under this agreement, and
in particular with regard to the employment of persons and sub- contractors
working on the contract; it will not discriminate on the basis of race, color, creed,
national origin, religion, sex, age, or handicap. In the event any of the work
performed by Contractor here under is subcontracted to another person or firm
(with approval of the City as required herein), sub- contract shall contain a similar
provision.
K. Insurance Coverage
Without . limiting Contractor's indemnification of City, and prior to
commencement of work. Contractor shall obtain, provide and maintain it its own
expense during the term of this Agreement, a policy or policies of liability
insurance of the type and amounts described below and in a form satisfactory to
City.
1: Certificates of Insurance. Contractor shall provide certificates of insurance
with original endorsements to City as evidence of the insurance coverage
required herein. Insurance certificates must be approved by City's Risk
Manager prior to commencement of performance or issuance of any pemrit.
Current certification of insurance shall be kept on file with City's at all times
during the term of this. Agreement.
2. Shmature. A person authorized by the insurer to bind coverage on its behalf
shall sign certification of all required policies.
3. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an :assigned
policyholders' Rating, of A (or higher) and Financial Size Category Class VII
(or larger) in accordance with the latest edition of Best's Key Rating Guide,
unless otherwise approved by the City's Risk Manager.
4. Coverage Reguirements.
a. Workers' Compensation Coverage. Contractor shall maintain Workers'
Compensation Insurance and Employer's Liability Insurance for his or her
employees in accordance with the laws of the State of California; however,
in no event shall the Employer's Liability Insurance be less than one
million dollars ($1,000,000) per occurrence. Any notice of cancellation or
non - renewal of all Workers' Compensation policies must be received by,
City at least thirty (30) calendar days (10 calendar days written notice of
non- payment of premium) prior to such change. The insurer shall agree to
waive all rights of subrogation against City, its officers, agents, employees
and volunteers for losses arising from work performed by Contractor for
City..
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b. General Liability Coverage. Contractor shall maintain commercial general
liability insurance in an amount not less than two million. dollars
($2,000,000) per occurrence for bodily injury, personal injury, and
property damage, including without limitation, contractual liability. If
commercial general liability insurance or other form with a general
aggregate limit is used, either the general aggregate limit shall apply
separately to the work to be performed under this Agreement, or the
general aggregate limit shall be at least twice the required occurrence limit.
c. Automobile Liability Coverage. .Contractor shall maintain automobile
insurance covering bodily injury and, property damage for all activities of
the Contractor arising out of or in connection with work to be performed
under this Agreement, including coverage for any owned, hired, non -
owned or rented vehicles, in an amount not less than two million dollars
($2,000,000) combined single limit for each occurrence.
5. .Endorsements. Each liability, employer's liability and automobile liability
insurance policy shall be endorsed with the following specific language:
a. The City, its elected or appointed officers, officials, employees, agents and
volunteers are to be covered as additional insureds with respect to liability
arising out of work performed by or on behalf of the Contractor.
b. This.policy shall be considered primary insurance as respects to City, its
elected or appointed officers, officials, employees, agents and volunteers
as respects to all claims, losses, or liability arising directly or indirectly
from" the Contractor's operations or services provide to City. .. Any
insurance maintained by City, including any self. - insured retention City
may have, shall b considered excess insurance only and not contributory
with the insurance provided hereunder.
c. This insurance shall act for each insured and additional insured as though a
separate policy had been written for each, except with respect to the limits .
of liability of the insuring company.
d. The insurer waives all rights of subrogation against City, its elected or
appointed officers, officials, employees, agents and volunteers.
e. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to City, its elected or appointed officers, officials,
employees, agents or volunteers.
f. The insurance provided by this policy shall not be suspended, voided,
cancelled, or reduced in coverage or in limits, by either party except after
thirty (30) calendar days (10 calendar days written notice of non - payment
of premium) written notice has been received by City.
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6. Timely Notice of Claims. Contractor shall give City prompt and timely notice
of claim made or suit instituted arising out of or resulting from Contractor's,
performance under this Agreement.
7. Additional Insurance. Contractor shall also procure and maintain, at its own
cost and expense, any .additional kinds of insurance, which. in. its own
judgment may be necessary for its proper protection and prosecution of the
work.
L. Guarantees
A Faithful Performance Warranty Bond in the amount of one hundred percent
(100 %) of the contract price shall be required for the entire length of the .contract
period.
Unless : otherwise specified, the Contractor shall guarantee that the work
performed under the Contract will be performed.to the HIGHEST IIVDUSTRY
STANDARDS specified in the RFP and remain as such for the term of the
contract. Whenever, in these, specifications, written guarantees are requested, or
specified, the Contractor shall guarantee the products or installations therein
described for the time specified and no further guarantee shall be required.
If defective material or workmanship is discovered by the City in the work
proposed within this contract, and this defective material or workmanship requires
repairs to be made under this guarantee, all such repair work shall be done by and
at the expense of the Contractor. Should the Contractor fail to repair such damage
within five (5) working days thereafter, the City may be the necessary repairs and
charge the Contractor with the immediate attention, the City shall have the right to
repair the. defect or damage and charge the Contractor with the actual cost of all
labor and material required.
M. Pre- Proposal Meeting
All parties selected to submit proposals for landscape maintenance of City parks
and facilities are instructed to attend a mandatory pre-bid meeting. The meeting is
scheduled for May 29, 2008 at 8:30 am., 592 Superior Avenue, Building A,
Newport Beach, California. Present at this meeting will be representatives of the
City of Newport Beach General Services Department.
The purpose of this meeting is_ to familiarize contractors with the contract's contents and
scope of work and to answer any questions which may arise prior to submitting proposals.
Copies of standard specifications will be included. Attendance at this meeting is
MANDATORY for those wishing to submit proposals. A map detailing the locations
(Attachment K) of all sites within this contract will be provided at this meeting. Failure to
attend the pre -bid meeting shall result in disqualification form the RFP process.
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DESCRIPTION OF PROJECT AND INTENT
I. INTENT
The intent of. these specifications is to provide full and complete contract landscape
maintenance at designated sites, herein described, and that such site be kept in a healthy,
weed free, vigorous, and well-kept state. at all times.
H. DESCRIPTION OF PROJECT (SCOPE OF WORIG
Furnish all labor, "equipment, materials, and supervision to perform landscape
maintenance as described herein including, but not limited to, the following:
1. Weeding, cultivating and brush control, both mechanically and with chemicals.
2. Turfgrass weed eradication and control, both mechanically and with chemicals.
3. Turf, shrub, and tree fertilization.
4. Shrub and groundcover trimming,. pruning, and training.
5. Minor tree pruning and staking. Pruning trees under 8 feet in height.
6. Irrigation programming, monitoring, maintenance, and repair.
7. Water meter reading and water conservation.
8. General rodent, pest, and disease control on landscape planting and turf.
9. Mowing, verticutting, and aerifying.
10. General litter control, refuse removal, and grounds policing.
11. Plant replacement.
12. Hardscape cleaning.
13. Maintenance of sand and wood chip areas.
14. Access roadway clearance and visibility maintenance.
15. General drainage structure and system maintenance.
16. Drinking fountain maintenance.
17. Reporting vandalism, graffiti, or any safety concerns.
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It shall NOT be the contractor's responsibility to maintain or repair:
1. Area lighting systems
2. Fencing
3. Gates
4. Any building located at the specified site
5. Graffiti
6. Vandalism
7. Signage
8. Damage resulting, from vehicular accidents
9. Water, sewer, and electrical lines or systems, except to the extent required in the
technical specifications of the Bid Schedules.
10. Trees over 8 feet in height.
III. WORHING HOURS
Normal working hours shall be within a ten -hour day between the hours of 7:00 AM and
5:00 PK Monday through Friday. No Saturday or Sunday work is to be scheduled other
than litter control and refuse, without permission from the City, unless it is an emergency
situation. No motorized equipment shall be operated before 8:00 AM or after 5:00 PM.
IV. TERM OF CONTRACT
Unless earlier terminated in accordance with Section 26 of this Agreement, the'Term of .
this Agreement shall be for a period of two (2) years. The term shall commence on
August 30, 2008, after City Council approval of this contract, and upon receipt and
approval of all required bonds and . insurance. The term of this Agreement shall
automatically be extended for three (3) additional one (1) year terms (automatic
extensions) with the extensions to automatically commence upon the expiration of the
initial term or any extended term, unless the City notifies Contractor in writing at least
thirty (30) days before the end of the initial term or any extended term, of its intent to
terminate this Agreement at the conclusion of the initial term or any extension. Time is
of the essence in the performance of services under this Agreement.
V. LEVEL OF MAINTENANCE
All work shall be performed in accordance with the HIGHEST INDUSTRY
STANDARDS, as stated in the enclosed maintenance specification description.
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Standards.and frequencies may be modified from time to time as deemed necessary by the
City for the proper maintenance of the sites. _ .
If, in the judgment of the City, the level of maintenance is less than that specified herein,
the City shall, at its option, in addition to or in lieu of other remedies provided herein, .
withhold appropriate payment from the Contractor until services are rendered in
accordance with specifications set forth within this document and providing no.
other arrangements have been made between the Contractor and the City. Failure
to notify of a change and/or failure to perform an item or work on a scheduled day
may, at the City's sole discretion, result in deduction of payment for that date, week,
or month. Payment.will be retained for.work not performed until such time as the
work is performed to City standard.
The Contractor is required to correct deficiencies within the time specified by the City. If
noted deficient work has not been completed, payment for subject deficiency shall be
withheld for current billing period and shall continue to be withheld until deficiency is
corrected, without right to retroactive payments.
VI. SUPERVISION OF CONTRACT
All work shall meet with the approval of the City of Newport Beach General Services
Department. There shall be a minimum of a weekly meeting with the Contractor and the
City representative to determine progress and to establish areas needing attention. A
monthly maintenance schedule will be submitted in writing to the City by the first day of
said month. The supervisor of this contract shall be available to meet with the City's
representative daily during working hours, as necessary.
Any specific problem area which does not. meet the conditions of the specifications set
forth herein shall be called to the attention of the Contractor and if not corrected, payment
to the Contractor will not be made until condition is corrected in a satisfactory manner as
set forth in the specifications.
VII. SPECIFICATIONS
These specifications are intended to cover all labor, material and standards of
architectural, landscaping, and mechanical workmanship to be employed in the work
I alled for in these specifications or reasonably implied by terms of same. Work or
materials of a minor nature which may not be specifically mentioned, but which may be
reasonably assumed as necessary for the completion of this work, shall be performed by
the Contractor as if described in the specifications.
VIII. CORRESPONDENCE
All correspondence shall be addressed to Dan Sereno, Parks and Trees Maintenance
Superintendent, General Services Department, City of Newport Beach, 3300 Newport
Boulevard, Newport Beach, California 92663 -3884.
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IX. PROVISIONS FOR EXTRAS
No new work of any kind shall be considered an extra unless a separate estimate is given
for said work and the estimate is approved by the City before the work is commenced.
The Contractor will be required to provide before and after photographs of safety items or
emergency repairs which were made without prior City approval. Documentation of.
contract compliance may be required on some occasions.
X. STREET CLOSURES, DETOURS, BARRICADES
Warning signs, lights, and devices shall be installed and displayed in conformity with
"The California Manual on Uniform Traffic. Devices ".for use in performance of work .
upon highways issued by the State of California, Department of Transportation and as
directed by City staff.
If the Contractor fails to provide and install any of the signs or traffic control devices
required hereby or ordered by the City staff, staff may cause such signs or traffic control
devices to be placed by others, charge the costs therefore against the Contractor, and
deduct the same from the next progress payment.
Beacon lighting visible from behind the vehicle will be installed on vehicles working
along.City streets.
XI. DISPOSAL
At least 50% of all landscape debris will be disposed of through a landscape material
recycling center or reused in some manner. The Contractor shall dispose of all cuttings,
weeds, leaves, trash; and other debris from the operation as work progresses. The City
shall not be responsible for the disposal nor the cost of disposal. Contractor shall pay all
disposal fees and provide documentation evidence of recycling to include location,
tonnage, etc. on a monthly basis to the City.
X11. RECORDS
The contractor shall keep accurate records concerning all of his/her employees or agents..
The contractor shall provide this information in an organizational chart as changes in
staffing occur. Additionally, the contractor shall provide the City with names and
telephone numbers of emergency contact employees.
The contractor shall complete a monthly maintenance report indicating work performed
and submit this completed report to the Parks and Trees .Maintenance Superintendent.
This report should also contain a description, including man- hours, equipment, and
materials breakdowns and costs used to accomplish any additional work which the
contractor deems to be beyond the scope of the contract and which has been approved by
the City in accordance with the Agreement. Payment for any extra work will not be
authorized unless the additional work, and costs thereof are first approved by the City in
accordance with the Agreement.
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The Contractor shall, within fifteen (15) days of the effective date of an executed
agreement, prepare and submit a written annual maintenance calendar to the Parks and
Trees. Maintenance Superintendent. This maintenance calendar shall clearly indicate all .
of the park maintenance tasks required by this agreement and the months of the year they
are scheduled to be performed. If it is necessary to make periodic revisions to this
maintenance schedule, a modified calendar must be submitted to the Parks and Trees
Maintenance Superintendent for approval prior to the date the changes are to take effect.
The Contractor shall permit the City to inspect and audit its books and records regarding
City - provided services only at any reasonable time.
XIII. EMERGENCY SERVICES
The Contractor will provide the City with names and telephone numbers of at least two
qualified persons who can be called by City representatives when emergency maintenance
conditions occur during hours when the Contractor's normal work force is not present in
the City of Newport Beach.. These Contractor representatives shall respond to said
emergency within.thirty (30) minutes of receiving notification.
XIV. SPECIALTY OPERATIONS
Written notification of all "specialty type". maintenance operations shall be given to the
City forty-eight (48) hours PRIOR to each of these operations by the Contractor.
"Specialty type" maintenance operations, are defined as: fertilization, turf
aerification, turf dethatching, seeding,. preventive and curative application of
fungicide, herbicide or any required pesticide applications, water truck operations,
and plant replacements. Positions used for specialty operations shall be in addition
to those outlined on page 10, section K -1.
XV. LANDSCAPE LICENSE
The Contractor shall hold a valid and current California C -27 License and submit a copy
thereof. The Contractor must be licensed as a California State Licensed Pest Control
Operator and a California State Licensed Pest Control Advisor. The name and permit
number will be supplied to the City at, the beginning of contract, and any changes
forwarded within twenty-four (24) hours of said change. A licensed pest control operator
must be provided to apply all restricted chemical materials.
XVI. CONTRACTOR'S OFFICE
Contractor is required to maintain an office within a 30 minutes response time of the job
site and provide the office with phone service during normal working hours. During all
other times, a telephone answering. service shall be utilized and the answering service
shall be capable of contacting the Contractor by cell phone or pager. Contractor shall
have a maximum response time of thirty (30) minutes to all emergencies. There will be
no on-site storage of equipment or materials. Contractor will have full responsibility for
maintaining an office and a yard.
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XVII. SCHEDULES
Annual Schedule
1. The Contractor shall provide an annual maintenance schedule indicating the time
frames when items of work shall be accomplished per the performance requirements.
2. The Contractor shall complete the schedule for each park in a manner which shall
correspond to the weekly schedules.
3. The annual. schedule shall be submitted for City approval within fifteen (15) calendar
days after effective date of the contract.
4. The Contractor shall submit revised
substantially from planned performance.
Weekly Schedule
schedules when actual performance differs
1 Weekly schedule forms shall be provided by the Contractor indicating the major items
of work to be performed in accordance with the performance requirements and further
delineate the time frames for accomplishment by day of the week and by morning and
afternoon.
2. The Contractor shall complete the schedule for each item of work and each area of
work.
3. The initial schedule shall be submitted one week prior to the effective date of the
contract. Thereafter, it shall be submitted weekly on Thursday mornings for City
approval, prior to scheduling work for the upcoming week.
4. Changes to the schedule shall be received by the Parks and Trees Maintenance
Superintendent at least twenty -four (24) hours prior to the scheduled time for the
work.
5. Failure to notify of a change and/or failure to perform an item of work on a
scheduled day may, at the City's sole discretion, result in deduction of payment
for that date, week or month.
6. The Contractor shall adjust his/her schedule to compensate for all holidays and rainy
days. Maintenance and litter removal shall be scheduled for all holidays and rainy
days, unless otherwise indicated by the City.
Performance on Schedule
The Contractor has been provided the maximum latitude in establishing work schedules
which correspond to its manpower and equipment resources. The Contractor has also
been provided the opportunity and procedure for adjusting those schedules to meet
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special circumstances. Therefore, all work shall be completed on the day scheduled, as
shown on the weekly schedule.
XVIH- PERFORMANCE DURING INCLEMENT WEATHER
1. During the periods when inclement weather hinders normal operations, the Contractor
shall adjust his/her work force in order to accomplish those activities that are not
affected by weather.
2. Failure to adjust the work force to show good progress on. the work shall result in
deduction of payments to reflect only the work actually accomplished.
3. The Contractor shall immediately notify the .Parks and Trees Maintenance
Superintendent when the work force has been removed from the job site due. to
inclement weather or other reasons. If the Parks and Trees Maintenance
Superintendent can not be reached, the contractor shall notify the Parks
Maintenance Supervisor.
XIX. UNDERGROUND EXCAVATIONS
Contractor shall be responsible for locating all. underground utility lines to insure. the
safety of his/her work crew and to protect; in place, existing utility equipment before
commencing any excavation. Contractor shall contact the Parks and Trees Maintenance
Superintendent and Underground Service Alert (1- 800 - 422 -4133) 48 hours before
commencing any excavation, to locate underground service lines.
XX. PESTICIDES
The City must maintain all documents thatpertain to the use of pesticides on its property.
Contractor must provide the Parks and Trees Maintenance Superintendent with all of the
following:
A copy of Contractor's Orange County Agricultural Commissioners Restricted
Materials Permit/Operator I.D. numbers and a copy of the Contractor's Pest Control
Business License.
2. A written "Pest Control Recommendation" for each chemical and site before
Contractor uses any pesticide. The Contractor shall provide (in a three ring binder)
with each Pest Control Recommendation the material safety data sheets and
manufacturers label for each chemical.
3. A "Pesticide Use Daily Record" for any site that a pesticide was used, within 24 hours
of application including: chemical name, quantity applied, applicator's name, and date
of application.
4. If a restricted pesticide is going to be used, a copy of the "Notice of Intent To Use
Restricted Materials," 24 hours before application. A Notice of Intent will also be
issued whenever chemicals are applied to turfgrass, regardless if it is "Restricted."
24
The contractor shall provide a "Proposed Pesticide List" of all the pesticides they
intend to use for this contract, including toxicity category and Environmental
Protection Agency number for each chemical, before any such use.
6. The contractor shall not use any pesticide that has not been authorized by the Parks
and Trees Maintenance Superintendent., .
7. A Pest Control Operator with a Qualified Applicator License will be assigned to this
contract to apply restricted materials.
8. Provide annual pest control training records for all employees who will be applying
such pesticide specified, on those records.
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TECHNICAL MAINTENANCE SPECIFICATIONS
I. GENERAL LANDSCAPE MAINTENANCE REOURIEMENTS
All maintenance functions, shall be performed in accordance with the following
specifications and at the frequencies indicated, unless otherwise indicated in the
"Maintenance Frequency. Summary," Attachment A. The City shall have the right to
determine schedule days and the extent and frequency of additional "as needed,' services.
Standards and frequencies may be modified from time to time as deemed necessary by the
City for the proper maintenance of the listed facilities.
All operations will be conducted so as to provide maximum safety for the public and
minimize disruption of the public use of City facilities.
Contractor will keep all gutters, curbs, and walks adjacent to contract areas free of weeds,
trash, and other debris.
Contractor will keep sidewalks free of algae where constant runoff occurs.
Leaves, paper, weeds, and any other debris will be removed from.landscaped areas and
disposed of off -site.
Contractor will clean sidewalks, roadways, and any other areas littered or soiled by
his/her maintenance operations.
The Contractor shall maintain the premises clean of. debris at. all times.. Upon completion
of any work project, the Contractor shall remove remaining excess materials, waste,
rubbish, debris, and his/her construction and installation equipment from the premises.
Any dirt or stains caused by the work shall be removed. Existing City trash containers
shall not be used by the Contractor for his/her debris.
Prune plant materials adjacent to roadway intersections to provide adequate sight distance
for vehicles entering the intersection.
Prune plant materials so that all traffic control signs are clearly visible to approaching
drivers.
Contractor must notify the City immediately of any unusual and hazardous conditions at
the work site.
Contractor must notify City within one (1) hour of malfunctioning facilities or conditions
that may break, malfunction, or interrupt the public's use of City facilities.
All insects, other like pests, and diseases shall be controlled by the Contractor. Any
control measures should be approved first by the Parks . and Trees Maintenance
Superintendent with written recommendations from the Contractor's Pest Control
Advisor. All rodent activity shall be eradicated as soon as possible. Particular attention to
burrowing rodents is necessary to protect the site.
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All animal feces or other materials detrimental to human health shall be removed from
the park areas immediately.
All broken glass.and sharp objects shall be removed immediately.
All areas, benches, picnic tables, and associated park amenities shall be inspected daily
and maintained in a neat, clean and safe condition at all times.
All play and sports equipment shall be inspected for vandalism, safety hazards and
serviceability daily. Deficiencies shall be reported in writing immediately to the City.
All sand and wood chip areas abutting maintained areas shall be cleaned daily when
dirtied by Contractor's operations and at other times as required.
Trash cans provided by the.City shall be emptied daily and washed after emptying (when
necessary) or as determined by the Inspector. Contractor shall provide plastic liners
for all trash cans at Contractor's expense.
All concrete "V" drains, to include the portion under the sidewalk, shall be kept free of
vegetation, debris,and algae to allow unrestricted water flow.
All other drainage facilities shall be cleaned of all vegetation and debris. All grates shall
be tested for security and refastened as necessary. Missing or damaged grates shall be
reported to the City.
All barbecue grills shall be emptied of all ashes once per week.
II. SPECIFIC LANDSCAPE MAINTENANCE REQUIREMENTS
Draina¢e Facilities
All drainage structures shall be checked and cleaned weekly or as needed to insure
consistent unrestricted water flow.
2. Any damage to structures shall be noted immediately to the Parks and Trees
Maintenance Superintendent.
3. Failure to properly maintain drainage systems or to notify the Parks and Trees
Maintenance Superintendent of. damaged systems will result in the contractor
assuming full responsibility for the repair of drainage damage to the facility.
Irrigation System Maintenance
1. The Contractor shall maintain the complete sprinkler system in an operable condition
in those locations where operable systems exist. This includes but is not limited to
controllers, backflow devices, moisture sensors, manual and remote control valves,
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wiring, pipes, vaults, heads, and anti -drain valves. The Contractor shall not be
responsible for the water meter assembly as he /she may cause damage to these items.
a. Repair and adjust all sprinkler' heads to maintain proper and uniform water
application. The Contractor will adhere to all State, County, and local regulations
accordingly.
b. Adjust water application (both manual watering and by adjusting the irrigation
controllers) to compensate for changes in weather. Contractor will be responsible
for damages occurring due to under- watering or over - watering. .
c. Contractor must turn off irrigation systems during rains.
d. All replacements to be made with original type material or as directed.
e. Repair or replacement of equipment. damaged as a result of Contractor's
negligence shall be replaced at the Contractor's expense.
f. Material substitutions must be approved by the Parks and Trees Maintenance.
Superintendent.
g. Necessary irrigation repairs shall be made prior to the next scheduled irrigation
cycle. All repairs shall. be made in accordance with City of Newport Beach
standard irrigation specifications.
h. Irrigation programming charts will be included in monthly reports in January,
April, July.and October.
L Areas that require irrigation will have such accomplished no earlier than 11:00
p.m. nor later than 6:00 am.
j. Contractor will maintain moisture sensors at all sites. at which such a unit is
installed.
k. Contractor will maintain master valve and flow sensors at each site they are
installed. Master valves will be tested weekly and repaired as required.
2. Turf shall be regularly mechanically trimmed around sprinkler heads to insure the
proper operation of the system.
3. Irrigation systems shall be thoroughly inspected by operating all control valves and
checking for proper coverage, leaks, valve actuation, proper timing, and other
operational conditions. Such inspection shall be made weekly at each site. However,
the contractor shall be responsible for the proper operation of the system at all times
and shall provide for obvious repairs as they occur or are needed.
4. Contractor will not charge labor for any irrigation repairs, unless it is pre- approved by
the City for emergency repairs on overtime.
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Water Conservation
Contractor shall appoint a staff member to act as the Water Manager. Contract personnel
performing water management duties shall have the following abilities and must meet the
following requirements.
Abilities
1. Meet Irvine Ranch Water District (IRWD) Landscape Irrigation Guidelines and
monthly water allocations (Attachment J).
2: Maintain a healthy landscape.
3. Calculate evapotranspiration (ET) rates.to GPM.
4. Maintain all parks and landscape in a usable condition (no flooding due to over -
irrigation).
5. Troubleshoot and diagnose irrigation systems issues and take corrective action.
Requirements
1. The Water Manager, shall program all controllers weekly, according to the IRWD
allocation.
2. The Water Manager shall notify the Contractor or City Representative of all required
repairs.
3. The Contractor shall meet the IRWD monthly water allocations for each meter on all
streetscape and park.. applications. The Contractor shall maintain healthy plant
material, and avoid monthly IRWD penalties.
Damages for Water Management
1. Should the Contractor exceed the IRWD allocation, all penalty charges for water used
above the allocation will be deducted from the contractor's monthly billing.
2. Deduction shall exclude all approved appeals such as mainline and control valve
failures.
3. The City's Representative shall meet monthly with the Contractor's Representative
and the Contractor's Water Manager to review over - allocation water billing to
determine which water billing appeals are to be approved and which are to be waived.
4. The Contractor shall copy City Representative on all such appeals, include all meter
readings and allocation calculations.
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5. Over - allocations that do not qualify for appeal or have not been waived will be
deducted from the Contractor's monthly payment.
Turf Maintenance
1. All turf is to be mowed once per week in the growing season, or as needed to
maintain the height specified below:
a. Frequency or mowing shall be scheduled so. that no more than one-third (1/3) the
height of the grass plant is removed.
b. Borders shall be edged at each mowing with a gas- powered walk - behind edger.
c. Clippings shall be collected and removed unless otherwise directed by the City
d. Mechanically trim around sprinklers as needed-to provide proper and unobstructed
irrigation. The cutting of holes around sprinklers shall not be permitted. .
e. Chemically kill turf around trees, as needed, a maximum of six inches from the
tree base or as directed by the. City. If a free wound is present then hand trimming
is required. A 2" layer of bark mulch (approved by City) shall be maintained in
this area at all times.
f. Mechanically trim around vaults, posts, and other similar features on. a weekly
basis.
g. Mowing equipment shall be approved by the City. Equipment must be sharp and
properly adjusted to avoid damage to the turf plant.
h. Pick up all litter prior to mowing.
L Edging using a string line shall along the base paths, as a guide be performed
weekly at Bonita Canyon Sports Park and other baseball infields as needed.
2. Mow turf to the following heights:
a. Warm season turf including Bermuda grass- 1/2 to 1 1/4 inches.
b. Cool season turf including Bluegrass, Perennial Rye, Fescues - 1 1/2 to 3 inches.
c. Kikuya and St. Augustine turf - 1 1/4 to 13/4 inches.
d. A reel -type mower shall be used to mow all athletic fields, unless otherwise
directed by the City. Scheduling will not conflict with public use /sport group
activities and will occur on Wednesday or Thursday.
3. Vertical mowing of warm season grasses shall be done once per year in September,
permitting sufficient time for turf regeneration.
01
a. Depth of cut shall be sufficient to remove thatch without damaging crown of turf
plant.
b. Cool season grasses shall be renovated to remove thatch annually as directed.
4. All turf shall be fertilized four times per year using a homogenous, pellet or granular
slow -release material. City must approve the material used. Apply at the following
rates and time:
a. January: 16 -6 -8 (or approved equivalent) fertilizer at one pound actual nitrogen
per 1,000 square feet.
b. April 22 -3 -9 (or approved equivalent) fertilizer.at one pound actual nitrogen per
1,000 square feet.
c. July: 21 -3 -5 (or approved equivalent) fertilizer at one pound actual nitrogen per
1,000 square feet.
d. October: 16 -6 -8 (or approved equivalent) fertilizer at one pound actual nitrogen
per 1;000 square feet.
e. Material shall be applied using a rotary-type spreader, ensuring uniform overlap.
All excess fertilizer deposited on sidewalks, parking lots, and other hardscape
areas shall be properly cleaned and removed
f. The Contractor shall perform a soil fertility analysis at individual parks (up to 13)
as directed by the City in the month of December and review the analysis with the
City representative in the month of January.
& All materials must be approved by the Parks and Tree Maintenance
Superintendent. Quantities used must be submitted to the Parks and Tree
Maintenance Superintendent on a "Monthly Fertilizer Use Report."
5. Appropriate, fungicide, weed control, and insecticide materials shall be applied to all
turf areas throughout the year on a curative basis.
a. Turf areas must be maintained in a weed -free basis.
b.. Chemical control of broadleaf weeds shall be initiated as needed on all turf.
6. Aerate all turf areas as often as required (minimum of twice per year; between April 1
and May 15 and between September 1 and November 1). Aerate all athletic fields an
additional two times in January and July.
a. Aerate all turf with a mechanical aerator set with 1/2" core spoons at not more
than 6" spacing and a minimum depth of 4 ".
31
b. Remove and dispose all cores.
c. Contractor is responsible for locating and marking all sprinkler components.
d. Topdress two times per year with approved topdress material (for sports fields
only, immediately following October and April aerations).
e. Apply Gypsum at 25 pounds/ 1,000 square feet to select turf areas one time per
year as conditions dictate.
7. Irrigate as necessary to maintain proper growth rate, optimum appearance, and the
health of the turf plant.
a. Irrigation must be scheduled to avoid either under- watering or over - watering.
b. Manually water where necessary.
c. Check operation of entire irrigation system at each site weekly, or more often
when conditions warrant, to insure proper operation of irrigation system.
8. Control all rodent pests as. necessary to provide a healthy and safe environment for
turf and public.
9. Visually check all turf areas on a weekly basis for pest, fertility, irrigation, damage,
and other needs. Correct as necessary.
10. Scheduling of mowing and turf care maintenance times will be approved by the City.
Use by the public will dictate schedules, and noise levels will be kept to an acceptable
minimum at all times.
Ground Cover Maintenance
1. All ground cover areas shall be maintained in a trimmed, weed -free condition.
a. Weeds shall be removed as they appear. A pre- emergent herbicide shall be
applied in all shrub and ground cover beds twice per year, once in April and once,
in September.
b. Morning glory and grass infestations shall be treated immediately when observed.
c. Groundcover areas shall be fertilized twice per year, once in April with 22 -3 -9 and
once in September with 9 -9 -9 + Iron, at a rate of 2 pounds actual fertilizer per
1,000 square feet. Substitutions may be considered at the City's sole discretion.
d. Trim and edge as necessary to restrict growth from encroaching on sidewalks,
curbs, turf areas, roadways, or other adjacent areas and plants. Growth retardants
may be used as approved by the City.
32
e. Irrigate as required to maintain adequate growth and reasonable appearance.
Manually water where necessary.
f. Control pests, including insects, fungus and rodents, as necessary to maintain a
healthy environment for plant growth.
g. Bare ground cover areas shall be kept cultivated and raked of all debris.
h. Bark mulch should be replaced as needed to ensure a layer of mulch at least 2"
thick all times.
Shrub. Vine, and Tree Maintenance
1. Shrubs shall be maintained in a safe and reasonably trimmed appearance by. proper
shaping and pruning to promote the plant's natural character.
a. Quarterly trim all shrubs to maintain the size and shape specified by the Parks and
Trees Maintenance Superintendent:
b. .Pruning shall be accomplished to maintain a "natural" appearance; decorative,
poodle cuts, or other unnatural pruning will not be permitted.
c. Control pests as required, including snails and insects.
d. Remove all dead, diseased; or damaged branches back to a side branch. Do not
leave branch stubs.
e. Areas shall be fertilized twice per year, once in April with 22 -3 -9 and once in
September with 9 -9 -9 + Iron, at a rate of 2 pounds actual fertilizer per 1,000
square feet. Substitutions may be considered at City's sole discretion.
f. Application of an iron chelate fertilizer or balanced fertilizer shall. be made as
needed throughout the year to maintain a healthy, vigorous growth and foliage.
g. Irrigate as required to maintain adequate growth and appearance. Manually water
where necessary.
h. Careful attention not to prune or trim shrubs prior to blooming shall be made. At
the conclusion of blooming of plants such as raphiolepsis, all blooms shall be
trimmed off or otherwise removed. Flower, stalks on agapanthus, day lilies,
morea, fountain grasses and other similar plants shall be removed immediately
after blooming or as directed by City.
i. All bare shrub bed areas shall be raked weekly to remove all litter and other
debris.
33
j. Growth of woody plants shall be encouraged ' except where it interferes with
circulation, maintenance activities, roadways, drainage facilities, fence lines, or
other structures. Dead branches of plants shall be removed regularly.
k. Trim plant material regularly adjacent to curbs, sidewalks, and roadways to
provide for proper, unobstructed circulation.
1. Bark mulch should be replaced as necessary to ensure a 2" layer of mulch at all
times.
m. All plant material wi�l be trimmed to protect property owners' ocean views, bay
views, vistas, etc. as needed or as directed by City staff.
2. The Contractor is responsibility for trimming all trees up to eight (8) feet in height.
Trees shall be trimmed 'as necessary to maintain adequate pedestrian and vehicle
traffic and to provide clearance from buildings, signs and other similar features.
a. Remove all suckers from base of trees as they develop throughout the year.
b. Stake and support trees as necessary. Staking and guying shall be as directed by
the City.
c. All tree guys, ties, and stakes shall be checked regularly to avoid girdling and
damage.
d. Contractor shall stake or otherwise support trees during inclement weather and
remove branches and other debris generated by such weather.
e. Inspect each site for dead or dying trees, broken, cracked, or hanging. branches or
other hazards. Immediately notify the Parks and Trees Superintendent if any of
the above conditions exists.
f. Except for emergency removal, no tree/shrub shall be removed without prior
direction or approval of the City. Trees/shrubs badly damaged and in need of
replacement shall be .brought to the attention of the Parks and Trees
Superintendent.
g. Water as required to maintain proper and vigorous.growth according to variety.
Manual water where necessary.
h. Tree wells shall be maintained with 2" thick layer of bark mulch unless ground
cover is present. Weeds shall be removed, including their roots, before they reach
3" in height.
L All trees shall be fertilized once per year with tree fertilizer spikes approved by
the City.
34
3, Complete pruning, heading back, lacing out, or removal will only be done at the
direction of the City and at the prescribed unit price. All such pruning shall be made
in accordance with current International Society of Arboricultural techniques and
practices that promote the natural character of the tree.
4. All pruning shall be done "with clean, sharp tools appropriate for the intended work.
Cuts shall be made sufficiently close to the parent limb, without cutting into the
branch collar or leaving a stub, so that closure can readily start under normal
conditions.
Hardscape Maintenance
1. During each site visit, concrete (including stamped concrete) and asphalt areas,
including turn pocket fingers, driveways, parking areas, sidewalks, patios, shall be
checked and cleaned.
a. All expansion joints and cracks are to be maintained free of weeds.
b. Dirt, litter, and other debris must be removed on a weekly basis.
c. Inspect for safety hazards, including tripping hazards, holes, or other conditions:
Immediately report such to the Parks and Tree Maintenance Superintendent.
2.. Vacuums, blowers; sweepers or other approved means may be used to clean
hardscape areas. However, debris shall not under any circumstance be blown or
otherwise swept onto adjacent streets or property. All debris must be picked up
by :the Contractor and removed from the site. Any equipment that is used for
cleaning hardscape must be approved by the City.
General Grounds Policing
1. The Contractor shall provide general grounds policing and inspection six (6) days per
week, except general grounds policing and inspection will be seven (7) days per week
from Memorial Day through Labor Day.
a. Remove all litter and other debris from site six (6) days per week and seven (7)
days per week from Memorial Day through Labor Day.
b. If refuse or litter is not removed during site visit, said litter or debris will be
considered an emergency and removed immediately upon notification by the
City. Faildre of said removal may result in deduction of payment for that
date, week, or month.
c. Provide safety and facility inspection and immediately report any deficiencies to
the Parks and Trees Maintenance Superintendent. Contractor shall be responsible
to report below standard conditions of all structures and fixtures, including but not
limited to:
35
1. Light standards and fixtures
2. Walls, fences, gates, park benches, gazebos
3. Signage
4. Graffiti
d. All areas, benches, picnic.tables, and associated park amenities shall be inspected
and cleaned six (6) days per week and seven (7) days per week Memorial Day
through Labor Day. Contractor shall use a welted rag to wipe these down as
needed.
Sand/Wood Chip Areas
1. These areas shall include tot lots, play areas, volleyball courts, etc.
a. All areas shall be maintained weed -free.
b. During the first week in April, June, August, October, December and February, all
sand areas shall be rototilled to the maximum depth that will allow complete
loosening of the sand but will not cause lower base materials to be mixed in with
the sand. After rototilling, all areas shall be raked level.
c. Sand and wood chips shall be replenished as necessary to maintain optimum level
in each area, and final level shall be determined by the City for each area.
Replacement sand shall be at least equivalent to washed plaster sand and approved
by the City (standard designation of rock product suppliers to denote a type and
cleanliness of sand). All additional sand or wood chips that are added shall be
at the contractor's expense.
d. All sand and 'wood chip areas shall be cleaned and raked level, six (6) days per
week and seven (7) days per week from Memorial Day through Labor Day.
Malty /Snorts Areas
1. General: (Applies to all hardscape maintenance areas)
a. These areas shall .include tennis courts, handball courts, basketball courts, baseball
dugouts and bleacher areas, bicycle trails, all asphalt, sand concrete and
decomposed granite walkways.
b. All areas shall be swept and disposed of off site, six (6) days per week and seven
(7) days per week from Memorial Day through Labor Day, if necessary, to remove
all deposits of silt and/or sand and glass and other debris.
c. On Monday and Thursday of each week, all areas shall be thoroughly cleaned by
sweeping or flushing with water.
d. All hard surface areas shall be inspected six (6) days per week and seven (7) days
from Memorial Day through Labor Day for uplifts and/or tripping hazards. All
01
uplifts and/or tripping hazards shall be barricaded immediately, and the City
notified verbally within two (2) hours and by written memo within twenty -four
(24) hours.
e. All animal feces or other materials detrimental to human health shall be removed
from the park areas immediately.
f. All broken glass and sharp objects shall be removed immediately.
g. All areas shall be inspected six (6) days per week and seven (7) days per week
from Memorial Day through Labor Day and maintained in a neat clean, and safe
condition at all times.
h. All areas shall be raked to remove leaves and debris six (6) days per week and
seven (7) days per week from Memorial Day through Labor Day.
i. All play and sports equipment within hardscape areas shall be inspected for
vandalism, safety hazards and serviceability daily. Deficiencies shall be reported
in writing immediately to the City
j. All leaves, paper and debris shall be removed from hardscape areas and disposed
of off -site.
Drinking Fountains
L Inspect, clean and adjust six (6) days per week.
2. Report any deficiencies to the City immediately in writing.
Native and Drought Tolerant Park Maintenance — Back Bay View Park, Castaways Park,
Morning Canyon Park, Bonita Canyon Sports Park and Mesa Birch Park
These requirements are in addition to the above written Technical Maintenance
Specifications:
1. All native and drought tolerant plant material at these sites will be maintained in their
natural shape. All dead wood for natives will remain on the plant or where it has
fallen.
2. The areas shall be maintained weed -free. Only manual pulling or mechanical
cultivation of non - native weed species will be allowed.
3. The contractor's maintenance personnel will be trained to distinguish weedy plant
species from native or drought tolerant vegetation to ensure that only weedy species
are removed.
4. All weeds will be removed manually before they can attain a height of six inches (6')
or produce seeds, whichever comes first.
37
5. Pulled weeds will be placed in a "mantilla" to prevent the seeds from coming in
contact with the ground and removed from the project site during the same day's
maintenance.
6. For Morning Canyon Park, leaf and branch drop and organic debris from native
species shall be left in place.
For California. Meadow Sedge areas at Castaways Park follow Turf Maintenance
Specifications (pages 30 -32), unless otherwise directed differently by City. Wash
mower thoroughly prior to each mow at Castaways Park. Apply two (2) inch layer of
mulch to walkways at Castaways Park and. Back Bay View Park once per year. Hand
pull all weeds in California Meadow Sedge areas prior to each mow, no chemical
eradication will be permitted. .
8. Handwater trees without bubblers as needed at Castaways Park and Morning Canyon
Park. Monitor excessive summer irrigation to Oak trees at Castaways Park, especially
those situated in California Meadow Sedge areas.
9. Inspect rabbit fencing at Back Bay View Park once per week..
10. At several times during the year, especially during the rainy season (November —
May), the contractor will have to make sure there is sufficient staff to acoommodate
manual removal of all weeds throughout the sites. If the Contractor fails to increase
staff to accommodate timely weed removal, per specifications, the City may hire an
outside Contractor to assist in weed removal and deduct these fees from the
Contractor's monthly maintenance invoice.
m
TOTAL COST PER YEAR OF LANDSCAPE MAINTENANCE:
NOTE: Bid Price shall include all sales, use or other taxes applicable to the above item.
If awarded the Contract, the undersigned hereby agrees to sign said Contract and furnish the
necessary Faithful Performance Warranty Bond within ten (10) days after the award of said
Contract.
The undersigned has examined the location of the proposed work and is familiar, with the
Specifications and other Contract Documents and the .. local conditions at the place where the
work is to be done.
The undersigned has checked carefully all the above figures and understands that the City of
Newport Beach will not be responsible for any errors or omissions on the part of the undersigned
in making up this bid. Proposals . are to remain valid for six (6) months.
(Signature)
,(Company)
(Printed or Typed Name). (Title) (Business Address)
(Telephone Number)
(Date)
we
REQUIRED REPORTS
Annual Maintenance Schedule which includes: Organization chart, mow and trash
schedules, once per year submittal
2. Weekly Maintenance Schedule, including approved extra work
3. Weekly Performance Report, including approved extra work completed
4. Monthly Chemical Use Report (As sent to County Agriculture Commission), daily as
needed for certain applications
5. Monthly Fertilizer Use Report
6. Proposed Pesticide List with EPA numbers, Pesticide Recommendations, Labels and
Material Safety Data Sheets
7. Weekly irrigation inspection check list (to include controller and site inspection for all
sites and a list of any repairs required)
8. Irrigation controller programming charts, submitted. quarterly (January, April, July,
October)
9. Bi- weekly maintenance inspection list for all sites
10. Annual pesticide safety training records
11. Required tailgate safety meeting records, include with Monthly Maintenance Report
12. Monthly maintenance report which includes Monthly Greenwaste Report
1.3. Weekly Master Valve/Flow Sensor inspection checklist
14. Monthly pest and disease inspection for all sites conducted by a qualified applicator
certificate or license holder
LEI
LIST OF ATTACHMENTS
Attachment A :
Maintenance Frequency Summary
Attachment B :
Parks and Facilities Areas
Attachment C :
Standard Materials
Attachment D :
Parks/Facilities Maintenance Locations .
Attachment E :
Parks/Facilities Turfgrass Maintenance Locations
Attachment F :
Unit Prices
Attachment G :
Bid Unit Costs ( Parks /Facilities Maintenance Locations)
Attachment H :
Bid Unit Costs (Parks/Facilities Turfgrass.Maintenance
Locations)
Attachment I :
Total Cost
Attachment I
IRWD Landscape Irrigation Guidelines
Attachment K :
Parks/Facilities Maintenance Locations Map
III
ATTACHMENT A
Maintenance Frequency Schedule
FUNCTION
FREQUENCY
Irrigation Inspection
Weekly
Turf Maintenance
Mowing
Weekly
Edging
At each mowing
Clipping Removal
At each mowing
String Trimming
At each mowing
Fertilize
Four times/year
Vertical Mow
Once/year
Aerate
Twice/year, Four times for Sports
Fields
Pest and Weed Control
As needed
Visual Inspection
Weekly
Topdress Application
Twice/year, for Sports Fields
Gypsum Application
Once/ year, for select turf sites
Ground Cover Maintenance
Trim
Monthly
Fertilize
Twice/year
Pest and Weed control
As needed
Visual Inspection .
Weekly
Pre-emergent Application
Twice/ ear
Shrub, Vine, and Tree Maintenance
Trim
Four times/year
Fertilize
Twice /year (oncelyear for trees)
Restake /Check
Each site visit/every two weeks
Visual Inspection
min.
Weekl
Six days/ week, Seven days/
Hardscape Maintenance
week Memorial Day thru Labor
Da.
Six days/ week, Seven days/
Grounds Policing/Litter Removal, Including
week Memorial Day thru Labor
Specialty /Sports Areas and Park Amenities
Da
Six days/ week, Seven days/
Site Inspection
week Memorial Day thru Labor
Da
42
ATTACTMENT A
(Continued)
FUNCTION 1FREQUENCY
Sand/wood chip areas
Cleaned and raked
Six days/week, Seven days/ week
Memorial Day thru Labor Da
Rototilled
Four times/year
Drinking Fountains
Six days/week, Seven days/ week
Memorial Day thru Labor Da
Native Area Maintenance
Weed Control
As needed
Tree Handwaterin
Weekly
43
ATTACHMENT B
PARKS AND FACIELMIES AREAS
Sites Requiring Mandatory Mowing Schedules
Before 7:00 am.
Before 9:00 a.m.
Before 10:00 a.m.
After 1:30 .m.
City Hall
38th St. Park
Las Arenas Park
Lincoln Athletic Ctr.
Newport Pier Plaza
Peninsula Park
Buffalo Hills Park
Sports Fields (after
1:00 .m
Oasis Senior Citizens Ctr. (Wed)
West Jetty View
State Beach
W. Newport Park
..Ocean Blvd. Bluffs
Ensign View Park
All Libraries
Irvine Terrace Park
All Fire Stations
Balboa Island Park
All Play Areas
San Joaquin Hills Park
San Miguel Park
Begonia Park
M
ATTACHMENT C
STANDARD MATERIALS
All material used in maintenance must conform to the products listed below. Any deviation from
the approved list must be approved by the City of Newport Beach before installation.. Any item
not mentioned in the Standard Materials list must be approved by Parks and Tree Maintenance
Superintendent.
STANDARD MATERIAL LIST:
HEADS
• Toro 570Z -COM Pop Up (small turf areas)
• Rain Bird 3500 (small. / medium turf areas)
• Rain Bird 5000 (medium turf areas)
• Toro 2001 (large turf areas)
• Toro 640 (large turf areas)
• Toro 5702 -COM Pop Up / Shrub Adapter (small slope & groundcover areas)
• Toro 300 Stream Rotor (medium slope & groundcover areas)
• Toro XP 300 Stream Rotor (large slopes & groundcover areas)
• Toro 500 Flood Bubbler (tree wells)
Head model to be selected by the City of Newport Beach. Please contact
Parks Supervisor Randy Kearns at (949) 644 -3082 to confirm..
CONTROLLER
■ Rain Master Evolution DX2 irrigation controller, contact John Torosian at Rain
Master
805 -527 -4498
Rain Master RUE Sentar (contact City before using)
DRIP AND SPECIALIZED LOW - VOLUME IRRIGATION
■ Rain Bird Xerigation
BATTERY POWERED IRRIGATION
• Rain Bird TBOS Battery Operated Controller
• Rain Bird GB Series Remote Control Valve
• Rain Bird Potted Latching Solenoid
MISCELLANEOUS
■ Febco 825Y RP
• Spears # DS -100 Dri-Splice Connectors with crimp sleeves
• Spears # DS -300 Dri- Splice Sealant
• Rain Bird #44 or #33 Quick Coupler Valve with Vinyl Cover
M
• Griswold DW Series Valve (Control Valve) .
• Griswold 2160 Solenoid Valve (Normally Open Master Valve)
• Griswold 2000 Solenoid Valve (Normally Closed Master Valve)
• Matco 754 Series Full Port Ball Valve
• Schedule 40 PVC. Lateral Pipes
• Class 315 Main Supply Pipe (2" and larger)
• Schedule 40 PVC Main Supply Pipe (1 -1/2" and smaller)
• Rectangle Valve Box- Plastic -l8 "L x 12 "W x 12 "D
• Round Valve Box - Plastic -10"
• Control Wire- U.F. 600 -Volt Direct Burial Copper with PVC Insulation.
• Rain Master EVFM Flow Sensor
• Rockwell Metal Repair Clamp for all Main Line repairs
• PVC Slip Fix for Lateral line repairs only
TURF FERTILIZERS, ETC.,
A. All commercial fertilizers must be homogenous.
B. All organic fertilizers must have lowest salinity rate possible.
C. No steer or chicken manure is allowed.
D. I All fertilizers, planting medium, humus material, etc. must be City approved.
PLANT STOCK
All selection and condition of the plant material of plant stock, seed, sod, trees, shrubs,
annuals and perennials, flowers, and ground covers must be approved by the Parks and
Trees Maintenance Superintendent before planting.
All pesticides proposed to be used must be submitted to City with application location
and written recommendation from the Contractor's Pest Control Advisor prior to use. All
materials must be properly labeled and certified for intended use. Proper and legal
disposal of any and all pesticides used is solely the responsibility of the Contractor. All
state, county, and city laws regarding pesticide use and disposal must be followed.
M.
ATTACHMENT D
Parks /Facilities Maintenance Locations
Parks
Address
Acreage .
Arro o Park
1411 Bayswater Bison Ave. at Bayswater
8.0
Back Bay View Park
Jamboree Road a East Coast H
. 8.13
Balboa Island Park
115 Agate Ave
0.18
Bayside Drive
Bayside Dr. between Carnation and Larkspur
4.4
Bayview
Mesa Dr. Bayview Ave.
3.0
Begonia
Begonia Ave. at First Ave.
2.1
Bob Henry
le Street a Dover Drive
4.8
Bonita Canyon Sports Park
1990 1880, 1641 Ford Road
38.0
Bonita Creek
University Dr. A La Vida
10.0
Buffalo Hills
N rt Hills Dr. East(West Ford Rd.
15.0
Casta Park
16 Street Dover Drive
18.83
Eastbluff
Vista Del Oro A Vista Del Sol
13.9
Irvine Terrace
Seadrift Dr. Q Evita Dr.
6.8
Jasmine View
Harbor View Dr.' @ Marguerite Ave.
1.0
Manning Tract
Newport Hills Dr. W. and Port Wheeler Pl.
2.7
Upper Bay View Park
2081 Mesa Drive
0.71
Morning Canyon
Cornea of Surrey Drive 0 Rockford Road
1.0.
Old School
Carnation Ave. Q 4th Ave.
0.8
San Joaquin Hills
San Joaquin.11111s Rd. R Crown Dr.
4.1.
San Miguel
an Miguel Dr. Spyglass Hill Rd.
7.3
S ass Hill
Spyglass Hill Rd @ El Capitan Dr.
1.4
Spyglass Hill Reservoir
Muir Beach Circle
1.0
Sunset View
North of West Coast Hwy off of Superior Ave
0.7
Total Acreage
153.85
Facilities
Address
Acreage.
Central Library
1000 Avocado Ave.
3.3
Police Department
870 Santa Barbara Dr.
0.4
Fire Station #7 — Santa Ana Heights
20401 Acacia St.
1.3
Fire Station #4 — Balboa Island
124 Marine Ave.
.03
Fire Station #3 — Fashion Island
868 Santa Barbara Dr.
0.1
Total Facilities Acreage
5.13
Grand Total 158.98 acres
47
ATTACHMENT E
Parks/Facilities Turfgrass Maintenance Locations
Parks
Address
Acreage
Bolsa
Bolsa Ave. @ Old Newport Blvd.
0.1
Channel Place
Channel Place 44 St
I
Cliff Drive
Cliff Dr. Riverside Dr.
1.5
Ensign View
2501 Cliff Dr. El Modena Ave.
0.5
Galaxy View
Ga Dr. between Polaris & Mariners Dr..
I
Grant Howald
Iris Ave. 5 Ave.
2.5 .
Harbor View Nature
San Miguel Dr. A Pacific View Dr.
I
Kings Road
Kings Road west of St. Andrews Road
0.1
"L" Street
"L" St. A Piazza del Sur
0.5
Las Arenas
Balboa Blvd.@ I e St
0.2
Lido
Via Lido entrance to Lido Island
0.5
Mariners
Dover Dr. Irvine Ave.
5
Newport Island.
Marcus 39 St
0.1
Newport Shores
61" St Coast Blvd.
0.1
Oasis Passive
Marguerite Ave. 50 Ave.
3.4
Ocean Blvd. Bluffs
Ocean Blvd. from Femleaf Ave. to Poppy Ave.
I 1
Peninsula
Main St. @ East Ocean Front, Balboa
3.5
Veteran's Memorial
15 St. @ Bay Ave.
0.4
Westcliff
Polaris Dr. @ Westwind Way
I
West Jetty View
Ocean Blvd. Channel Rd , Balboa
0.2
West Ne rt
Seashore Dr. between 5 St & Santa Ana River Jetty
4
38 Stmt
Balboa Blvd 38 St.
0.3
Total Acreage
27.9
Facility
Address
Acreage
Fire Stations: .
I
Balboa Blvd. Island Ave.
0.1
2
32nd St Villa Way
0.1
5
Marigold Ave. between Coast Hwy/2nd Ave.
0.1
6
hvine Ave. Dover Dr.
0.1
Libraries:
Balboa
Balboa Blvd Island Ave.
02
Corona del Mar
Marigold Ave. between Coast Hwy/2nd Ave.
0.1
EK
ATTACHMENT E
.(Continued)
Miscellaneous:
CdM State Beach
Ocean Blvd Jasmine Ave.
1
Ci Hall
3300 Newport Blvd 32nd St.
1
Lincoln Athletic Center
3101 Pacific View Dr.
8
Newport Pier Plaza
Balboa Blvd A McFadden Pl.
0.2
Oasis Senior Citizens Ctr.
800 Marguerite Ave. @ 5th Ave.
1
W. Nwpt Community Ctr.
883 W. 15th St, off Placentia Ave.
0.1
"A" Street Pump Station
A St. and Balboa Blvd.
0.1
Total Acreage
12.1
Grand Total 40.0
m
ATTACHMENT F
UNIT PRICES
I. The Contractor agrees that for requested and/or required changes in the scope of work;
including additions and deletions on work not performed, the Contract Sum shall be
adjusted in accordance with the following unit prices, where the City elects to use this
method in determining costs.
II. Contractor is advised that the unit prices will enter into the determination of the contract
award. Unreasonable prices may result in rejection of the entire bid proposal. Unit prices
listed below refer to all items installed and the Construction Documents and include all
costs connected with such items; including but not limited to, materials, labor, overhead,
and profit for the contractor.
111. The unit price quoted by the Contractor shall be those unit prices that will be charged or
credited for labor and materials to be provided regardless of the total number units and/or
amount of labor required for added or deleted items of work.
IV. All work shall be performed in accordance with specifications described in the RFP.
FUNCTION COST/UNIT OF MEASURE
Turf Mow -Real Blade
$ 1000 Sq. Ft.
Turf Mow -Rotary Blade
$ 1000. Sq. Ft.
Turf Edge
$ 1000 Linear Ft.
Turf Aerify
$ 1000 Sq.Ft.
Turf Fertilize
$ 1000 Sq. Ft.
Turf Dethatch/Renovate
$ Acre
Turf Topdress only
$ 1000 Sq. Ft.
Turf Gypsum Application at 25lbs
$ 1000 Sq. Ft.
HARDSCAPE
Cleaning $ 1000 Sq. Ft.
Powerwashing $ 1000 Sq. Ft.
GROUNDCOVERS
Fertilize $ / 1000 Sq. Ft.
PEST CONTROL
Tree disease/insect foliar spray $ / Tree
(using Talstar or Equal)
50
Tree disease/insect root injections
(using Merit or Equal)
Pre- Emergent/turf or planter
(using Snapshot or Equal)
General Weed Control Post Emergent
(using Roundup or Equal)
SHRUB PRUNING/REMOVALS
Pruning
Removals
FULL TREE PRUNING/REMOVALS
Pruning
Removals
$ Tree
$ 1000 Sq. Ft.
$ 1000 Sq. Ft.
$ 10 Linear feet
$ 10 Linear feet
$ Tree
$ Tree
PLANTING (All shrubs and trees will be planted with annroved soil amendment)
1 Gal. Shrub.
$ Each
5 Gal. Shrub
$ Each.
15 Gal. Shrub
$ Each
15 Gal. Tree (with root barriers,
$ Each .
tree stakes and ties)
$ / Hour
24" Box Tree (with root barriers,
$ Each
tree stakes and ties)
$ / Hour
36" Box Tree (with root barriers,
$ Each
tree stakes and ties)
64 Count Flat Groundcover
$ Flat
16 Count 4" Flat Annual Color
$ Flat
Turf - Seed and Top Dress
$ 1000 Sq. Ft.
Turf - Sod
$ / 1000 Sq. Ft.
Hand spread and rake in City Supplied seed
$ 1000 Sq. Ft.
(in California Native areas)
LABOR
Landscape Maint. Supervisor
$ Hour
Pest Control Applicator
$ / Hour
Irrigation Specialist
$ / Hour
Landscape Maint. Leadworker
$ / Hour .
Equipment Operator
$ / Hour
Landscape Maint. Laborer
$ / Hour
Tree Trimmer
$ / Hour
EQUIPMENT
1 -Ton Truck Day
51
Mi3LCH WG
0-2" Mulch at 2" layer 1000 Sq. Ft.
GREENWASTE
Disposal
�_/ Ton
Park and Facility Maintenance
$ Acre/Year
Park and Facility Turgrass Maintenance
$ / Acre/Year
Park and Facility Native Park Maintenance .
$ / Acre/Year
52
ATTACHMENT G
BID UNIT COSTS
Parks/Facilities Maintenance Locations
Parks
Address
Yearly Cost
Arroyo Park
1411 Bayswater; Bison Ave at Bayswater
Back Bay View Park
Jamboree Rd @ Pacific Coast Highway
Balboa Island Park
115 Agate Avenue .
Bayside .Drive
Ba side Dr. between Carnation and Larkspur
Bayview
Mesa Dr. @ Bayview Avenue
Begonia
Be onia Ave. at First Ave.
Bob Henry
16 Street @ Dover Drive
Bonita Canyon Sports Park
1990 1880, 1641 Ford Rd
Bonita Creek
University Dr. @ La Vida
Buffalo Hills
Vol, Hills Dr. EasttWest @ Ford Rd.
Castaways Park
16 St. Dover Drive
Eastbluff
Vista del Oro @ Vista del Sol
Irvine Terrace
Seadrift Dr. @ Evita Dr.
Jasmine View
Harbor View Dr. @ Marguerite Ave.
Manning Tract .
NewPort Hills Dr. W. and Port Wheeler Pl.
Upper Bay View Park.
2081 Mesa Dr.
1VIomio Canyon
Corner of S Dr. @ Rockford Rd.
Old School
Carnation Ave @ 4 Ave.
Sank ` uiwiiills
Sao Joaquin Hills Rd: @ Crown Dr.
San Mi ` el
San Mi el Dr. @ Spyglass Hill Rd.
Spyglass Hill
Spyglass Hill Rd. @ El Ca 'tan Dr.
SOY ass Hill Reservoir
Muir Beach Circle
Sunset View
North of PCH off of Superior Ave
Facilities
Address
Yearly Cost
Central lAbrary
1000 Avocado Ave.
Police Department
870 Santa Barbara Dr.
Fire Station #7 — Santa Ana Heights
20401 Acacia St.
Fire Station #4 — Balboa Island,
124 Marine Ave.
Fire Station #3 — Fashion Island
868 Santa Barbara Dr.
53
ATTACHMENT H
BID UNIT COSTS
Parks/Facitities Turfgrass Maintenance Locations
Parks
Address
Yearly Cost
Bolas
Bolsa Ave. @ Old Ne Blvd
Channel Place
Channel Place @ 44 St.
Cliff Drive
Cliff Dr. @ Riverside Dr.
Ensign View
2501 Cliff Dr. @El Modena. Ave.
Galaxy View
Galaxy Dr. between Polaris & Mariners Dr.
Grant Howald
Iris Ave. @ 5 Ave.
Harbor View Nature
San Miguel Dr. @ Pacific. View Dr.
Kings Road
Kings Road west of SI. Andrew's Road
"L" Street
"L" St. @ Piiazza del Sur
Las Arenas
Balboa Blvd. @ le St.
Lido
Via Lido entrance to Lido Island
Mariners
Dover Dr. @ Irvine Ave.
Newport Island
Marcus @ 39 St
Newport Shores
61" St @ Coast Blvd. .
Oasis Passive
Marguerite Ave. @ 5 Ave.
Ocean Blvd. Bluffs
Ocean Blvd. from Femleaf Ave. to Poppy Ave.
Peninsula
Main St. @ East Ocean Front, Balboa
Veteran's Memorial
713 St. @ Ba Ave.
Westcliff .
Polaris Dr. @ Westwind Way
West Jetty View
Ocean Blvd. @ Channel Rd., Balboa
West New"
Seashore Dr. btwn 57 St. & Santa Ana River joy
38 Street
Balboa Blvd. @ 38 St.
Facinq
Address
Yearly Cost
Fire Stations:
1
Balboa Blvd. @ Island Ave.
2
3Vd St. @ Villa Way
5
Marigold Ave. between Coast Hwy/2!d Ave.
6
Irvine Ave. @ Dover Dr.
Libraries:
Balboa
Balboa Blvd. @ Island Ave.
Corona del Mar
Marigold Ave. between Coast Hwy/2 Ave.
Miscellaneous:
"A" Street Pump Station
A St and Balboa Blvd.
CdM State Beach
Ocean Blvd. @ Jasmine Ave.
City Hall
3300 Newport Blvd. @ 3Vd St.
Lincoln Athletic Center
3101 Pacific View Dr.
Newport Fier Plaza
Balboa Blvd. @ McFadden Pl.
Oasis Senior Citizens Center
800 Marguerite Ave. @ 50 Ave.
W. Nwpt Cam muni ty Ctr.
883 W. 15i° St. off Placentia Ave.
54
ATTACHMENT J
Irvine Ranch Water District (IRWD)
Landscape Irrigation Water Rates
Irvine Ranch Water District's ascending block rate structure offers very low rates for use at,
or below, allocation and higher rates for use above allocation. The allocation for a particulal
landscape is determined by four factors:
1. ET (evapotranspiration) from IRWD weather stations located in coastal, central or
foothill zones.
2. Kc (crop coefficient), which is the relative amount of water cool- season turn needs at
various times of the year.
3. 1.25 (for 80 percent irrigation system efficiency), which is the extra water allocated t
make up for inefficiencies in the irrigation system.
4. LA (landscape acreage). This assumes that 100 percent of the landscape is
cool - season turfgrass.
Allocation formula:
ET x Kc x 1.25 x LA— landscape allocation in acre - inches. To convert to CCF, multiply by
36.3. CCF stands for "hundred cubic feet." One CCF equals approximately 748 gallons.
Landscape Irrigation Water Rates Effective July 1, 2007
Tier Rate (per ccf *) Use (percent of
Inefficient
101 -110%
Note: Some areas include a pumping surcharge per CCF of vrater used. potable v`ater account numbers
start mth 60: reclaimed voter account numbers start with 62.
Since the allocation changes weekly, the most effective way to avoid overuse charges is to
monitor the usage weekly (using the meter /allocation loo sheeE or IRWD water manaaemer
software) and compare it to the weekly allocation.
Allocation information is available at the ET Hotline, updated Monday mornings:
English (949) 453 -5451
Spanish (949) 453 -5452
To access this information from IRWD website, irwd.com, click on the ET Hotline icon located
on the home page.
If you have any questions, or need to discuss your landscape irrigation account, please
contact IRWD's Landscape Water Conservation Specialist, Nick Mrvos, at (949) 453 -5324 or
email mrvos(u)irwd.com.
56
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Note tlmUUnlyover�dlloratrorr ,¢liargesare•;arTjus'1>� There%re -'i£ao tae r- a114aafiior?; chargesese�u+ cmr ed,�.the�m,?.a�j�a[e��reslue�Cs
�.Itemeds,
3. ' MaY+ mel iomandfarT2nstaMatian .afNm:Plao}'Material; ..
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, T1w: ZIAY' m"`Ee raoeicednoltd than Orc emoNhsaftwthebillies-- periodin,w}ridlti •'w.eratkcatien,vsuge
oecuoed EFxa erem} le it:}jte billigg perioil'.is•(✓23 /03 - 7/Zi103, dxen the."must be received by MMmo lamrthm
The ;LLAY'm ateacoompmried by:oneofthafoilmingr
i. An invoice::show+n s the repay wotk.orplantiinsfallatibn.
ii: A•wb&brjvli the:repair wo&cr plamtit>sffiIlatidr.
Ic A[ Attcitt t1h: ITCiT; �v8l er�ean�e6nem: pregSamcrs, zipjrot: flS�Meterl alloealurtilogs }iaet€tvS6a#til>ing,
?xa�raul�
Eia' dedlo,�etaoeeiling.'�4,tj04 ox.6�
?eclz gallat�g(apin. CCl' 3' tltiecusfomermayheratpmed ,to:show- pro�thatYlwC�t3ifdm
Reg[oaa WAtertlaahtyCu=OIBomd.:SwAaAna Ropm has beenproPwly no$fied
esneta�rs
3{kem9tciintm gtljns4uOzf fix; over - see "dingwWbe3Q° /oabovathaC oUntsbilliig:}erlcxlaltocalioii
.. Themarimmmn : adjoslment1or ..a will.be24 hommattie'flow rate ftr thaGpaitiailm•vahee, .
o lirequcuoladjus exand .- Tregaestsenthersameacommim2ay bepaetmIlyappr ovedor denied iftheaccountisidemd9edw
havetg mnie: over- aIlacatimuse. Chronic overaflacetimtoseisdafined .av ft" consecutimmmbnthsoesk out of
twelvemonths of cwer4Ioeatioa are:.
As�nrdinertf:�Processnts! - .
- Limawillbepracessediatheorderamwlnclt. diet'' ar ereceived .IfamLiAF.isrettarDaduetoino mpleteinformationthe:reoeiptAka
willbethedataonvd"it• nsubrmued.'IRWDmnotresponsr'b@forlostor:mi4diteeteilLIAPs.Itisstronglyrecommendedthat:the-
wcostbr koop:cgiiesofallsubmittedLLAF&
2.. Aer W Changes
If'the amOOM tei o aeeow t is inoMect; a customer can request a change to tiieacreage hkd,for the accotmt[alyd adjustroO tof
char8es using:ttie'follow6lgPtoc�i�ae:.
SuborIacompletedLamdscafalrrigationAcao mtt Acre Change Requss t(LIAACR) aleng. with wsife:mep indicating the
metermnub�a? d areaxerved by lhat:Paitieularmetey.
If the acre cltmrgb•is approv0A the ac'A uTt : *iousbills will be recalculated, using the oorrected acreage, for a POW of*monft,
orfromt the beginning 6f.the'IRWD liked year (
R
Meter and Allocation Log
Site Name:
Meter Number:
Weather Station Zone:
Irvine Ranch Water District
www.irwd.com
ET Hotline: 949- 453 -5451 (English)
949- 453- 5452(Spanish)
Today's
Date
Today's Meter
Reading
Minus
Previous Meter
Reading
Equals
=
=
Water
Usage
CCF
Alloc. Per
Acre
CCF
T'"'as
x
x
Site
Acreage
Equals
=
=
Site Alloc.
CCF
Over/
Under
-
CCF
CCF
x
=
CCF
-
CCF
CCF
x
=
CCF
CCF
CCF
x
=
CCF
-
_
CCF
CCF
x
=
CCF
-
_
CCF
CCF
x
=
CCF
_
CCF
CCF
x
=
CCF
-
_
CCF
CCF
x
=
CCF
-
_
CCF
CCF
x
=
CCF
_
CCF
CCF
x
=
CCF
_
CCF
CCF
x
=
CCF
_
CCF
CCF
x
=
CCF
-
_
CCF
CCF
x
=
CCF
_
CCF
CCF
x
=
CCF
_
CCF
CCF
x
=
CCF
_
CCF
CCF
x
=
CCF
_
CCF
CCF
x
=
CCF
_
CCF
CCF
x
=
CCF
_
CCF
CCF
x
=
CCF
_
CCF
CCF
x
=
CCF
CCF
CCF
x I
=
CCF
Using the Meter and Allocation Log
Reading the Meter
Meters measure water used in Cubic
Feet (CF) but allocations are based on Hundred a
Cubic Feet (CCF), To use IRWD's Meter and e n
Allocation Log, you need to read only the CCFs,
which are the black on white numbers on the _
odometer portion of the dial. In this example, IO'
the meter shows 573.01 CCFs. You need only a.
record the 573 CCFs. However, for smaller sites
(less than 114 acre) you may also want to read
the first white on black number as a decimal.
How to Use the Log Sheet
1. Always read the meter on the same day of the
week, from week to week.
2. Read the white numbers on the meter, which are in
CCFs (hundred cubic feet). Note the date in the'Way's
Date" column and the meter reading in the "Today's
Meter Reading" column.
3. Wait a week and read the meter again. As before,
note today's date and the meter read in the same
columns. Write down the previous meter reading in the
"Previous Meter Reading" column. Subtract to calculate
the "Water Usage" and record the difference in the
"Water Usage" column.
4. Call the ET Hotline* at 949 - 453 -5451 to get the
allocation per acre for your climate zone. If you are not
certain which climate zone this meter is in, call IRWD
customer service at 949-453-5300.
5. Write in the acreage for this meter in the "Site
Acreage" column. This number is on the water bill.
6. Multiply the "Allot. Per Acre" number by your "Site
Acreage" to calculate the allocation for this meter for last
week. Write this number in the "Site Alec." column.
7. From "Site Allot" subtract "Water Usage ". Write this
number in the "Over /Under" column. If the number is
negative, you are over allocation and should make
adjustments to the irrigation schedule.
*Note: ;rvine Rands Water District (IRWD) updates the ET
Hotline each Monday. weekly ET updates are also pated m IRWD's web -
site, www.irwd.mm. if you have any questons cr concerns regadng
water usage on your site, please call IRWD at 949.453 -5324.
Scheduling
Changes in scheduling will need to be
done frequently during certain periods of the
nC -, '. year, particularly fall and spring. In September,
October and November, the rate of plants'
evapotranspiration (ET) typically drops steadily
3m as days get shorter and the energy reaching
E ' the earth from the sun is less intense.
s
Conversely, ET increases by approximately
40 percent in April, but gradually less rapidly
during May, June and July. IRWD recommends taking
extra care to adequately irrigate during the spring and
early summer to ensure that plants develop healthy root
structures in this growing season.
Calculating ET
ET changes almost every day because the ET
rate is calculated from weather data collected at three
Weather stations measuring these climate zones:
Coastal (covering Newport Coast and Santa Ana Heights);
Central (covering the City of Irvine, UCI, Tustin Ranch,
and Lake Forest, except Foothill Ranch); and Foothill
(covering Portola Hills and Foothill Ranch).
Each weather station monitors solar radiation, air
temperature, wind speed, humidity, and other evapotran-
spiration factors, 24 hours per day, seven days per
week. As every site is assigned to one of these weather
stations, the allocation for each site will increase and
decrease in response to all weather factors in its specific
climate zone. If you're not sure which climate zone your
site is located in, please call.
How Allocations Work
Landscape water -use allocations are determined
by the square footage of irrigated landscape and the ET
for exactly those day that occurred during the billing
cycle. Because ET changes daily, the allocation will
change with every bill.
Allocations have several "buffers" built in, so
your usage should always be below your allocation. For
example, IRWD assumes that all landscape is 100 per-
cent turf, located in 100 percent sun. There is also an
"inefficiency" factor built into the formula because you
are not expected to change your controllers daily nor
have a perfect irrigation system. If you believe you have
more acreage than is indicated on your bill, contact Nick
Mrvos at 949-453-5324,
IRWD's rates (in dollars per CCF) for landscape irrigation
Potable Water
Reclaimed Water
Low Volume Discount - 0% to 40% of allocation
$ .72
; .65
Conservation Base Rate - 41% to 100% of allocation
# .88
; .79
Inefficient - 101% to 110 0/a over allocation
$ 1.76
$ 1.58
Excessive - 111% to 120x/0 over allocation
$ 3.52
$ 3.16
Wasteful - 121% or more over allocation
$ 7.04
$ 6.32
60
LANDSCAPE IRRIGATION ADJUSTMENT FORM
IWUMA
Ri�HE
UM�
Account Name
Account Number
Meter Number
Contact Person
Phone Number
Billing Period From To
Amount to be adjusted CCF
Reason for adjustment
STUCK VALVES:
Size of valve GPM How long was it stuck open?
Please submit this form and any invoices related to the problem to:
Conservation Department
PO Box 57000
Irvine, CA 92619 -7000
Fax: (949) 453 -0228
If you have any questions, please call (949) 453 -5324.
Comments by Conservation Department:
Approved _Not Approved CSR4
roil
Adja F« Pff ovlN
Suggested WEEKLY Watering Schedule by Month for spray -head irrigation systems:
'By "cycling" your irrigation timer to turn on for the suggested number of minutes an hour apart, you
reduce runoff and gain deeper watering and healthier root growth. Start with this weekly schedule and
increase the times only if your plants show signs of stress. If stress occurs only in isolated area, check
your irrigation system before increasing the time.
"In September, plants water needs drop by approximately 30 percent even if the temperature is
hotter, for two reasons. First, the days are shorter, so evaporation decreases. Second, plants begin to
go into a dormant phase where they need less water. In some years, humidity is also higher,
decreasing plant water needs as it slows the rate of evaporation. This rapid drop in water needs wall
continue in October and November.
` -•Some irrigation controllers have a feature by which the watering time can be set by changing the
percentage instead of specifically entering the days, cycles and minutes.
62
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