HomeMy WebLinkAboutC-3503 - Landscape maintenance of City medians and roadsides in the Newport Coast areaSUBJECT. Award of Landscape Maintenance Contract Agreement for Newport Coast Area
Recommendations
Approve the attached contract agreement with TruGreen LandCare, Inc. to provide landscape
maintenance of City medians and roadsides in the Newport Coast area.
Background
In 1995 it was determined, following an extensive study, to be in the City's best economic
interest to maintain the landscaping of medians and roadsides by private contract. On April 8,
1996 the City entered into a 5 -year contract with a private contractor, California Landscape
Maintenance, Inc. (CLM) to perform maintenance functions of medians and roadsides.
In January 2000, CLM was purchased by TruGreen- ChemLawn company and began to operate
in the City under the name of TruGreen LandCare, Inc. (TGL). TGL assumed the duties and
responsibilities of the existing maintenance contract. TGL currently maintains all medians and
roadsides in other parts of the City. Additionally, TGL maintains 80 acres of City parks.
Staff mailed nine requests for proposals (RFP) for the Newport Coast Area to landscape
maintenance companies. Three companies responded to the RFP. Staff recommends that
TruGreen LandCare, Inc. be awarded this contract based on current experience, proposed
staffing levels and cost of service (low bid).
Discussion
TGL desires to enter into a new agreement to provide service as referenced in the agreement, for
a total of $84,758.40 per year to the City. TGL acknowledges that the City has relied upon its
representations and commits to faithfully perform the services required by the agreement and in
accordance with the terms and conditions of the agreement.
The agreement is proposed for a one -year term, which will automatically renew for four
consecutive years based on satisfactory performance. The City may terminate the agreement
with a 30 day written notice at the conclusion of the initial term or during any of the automatic
extension periods. No annual Cost Price Index adjustment is included in the proposed contract.
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Council Agenda
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Item No. 9
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January 8, 2002
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TO:
Mayor and City Council
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FROM:
General Services Director
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SUBJECT. Award of Landscape Maintenance Contract Agreement for Newport Coast Area
Recommendations
Approve the attached contract agreement with TruGreen LandCare, Inc. to provide landscape
maintenance of City medians and roadsides in the Newport Coast area.
Background
In 1995 it was determined, following an extensive study, to be in the City's best economic
interest to maintain the landscaping of medians and roadsides by private contract. On April 8,
1996 the City entered into a 5 -year contract with a private contractor, California Landscape
Maintenance, Inc. (CLM) to perform maintenance functions of medians and roadsides.
In January 2000, CLM was purchased by TruGreen- ChemLawn company and began to operate
in the City under the name of TruGreen LandCare, Inc. (TGL). TGL assumed the duties and
responsibilities of the existing maintenance contract. TGL currently maintains all medians and
roadsides in other parts of the City. Additionally, TGL maintains 80 acres of City parks.
Staff mailed nine requests for proposals (RFP) for the Newport Coast Area to landscape
maintenance companies. Three companies responded to the RFP. Staff recommends that
TruGreen LandCare, Inc. be awarded this contract based on current experience, proposed
staffing levels and cost of service (low bid).
Discussion
TGL desires to enter into a new agreement to provide service as referenced in the agreement, for
a total of $84,758.40 per year to the City. TGL acknowledges that the City has relied upon its
representations and commits to faithfully perform the services required by the agreement and in
accordance with the terms and conditions of the agreement.
The agreement is proposed for a one -year term, which will automatically renew for four
consecutive years based on satisfactory performance. The City may terminate the agreement
with a 30 day written notice at the conclusion of the initial term or during any of the automatic
extension periods. No annual Cost Price Index adjustment is included in the proposed contract.
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To ensure that a high standard of service is maintained, specifications for the installation of
materials, the application of herbicides or fertilizers, the planting of landscaping materials, and
hardscape and landscape maintenance schedules are detailed in the proposed agreement.
The Agreement also includes a provision allowing the City to alter the frequency of maintenance
when necessary. City supervisory staff will monitor service levels and review the Contractor's
required weekly, monthly, and annual reports of maintenance activities.
Very respectfully,
-
W _� O _
David E. Niederhaus
Attachment: Landscape Maintenance Contract Agreement
C9WINDOWSQempomry Imemet Files %OLK76%Cowcil- TG_StaflRepd 802.doc
CONTRACTOR AGREEMENT
THIS AGREEMENT, entered into this day of January of 2002, by and
between the City of Newport Beach, a Municipal Corporation and Charter City ( "City "),
and TruGreen LandCare, Inc., a California Corporation ( "Contractor or TruGreen "), is
made with reference to the following Recitals:
RECITALS
WHEREAS, In 1995, the City determined it to be in the City's best economic
interests to maintain medians and roadsides by private contract.
WHEREAS, On April 8, 1996, City entered into a contract with a private
contractor, California Landscape Maintenance, Inc. (CLM) to perform landscape
maintenance functions on medians and roadsides.
WHEREAS, In January 2000, California Landscape Maintenance, Inc. was
purchased by TruGreen — ChemLawn company and recently began to operate in the
City under the name of TruGreen LandCare Inc. TruGreen assumed the duties and
responsibilities of CLM under the contract.
WHEREAS, In January 2002, City annexed the area referred to as Newport
Coast. The City needs to have landscape maintenance performed in the area accepted
for maintenance by the City.
WHEREAS, The Contractor desires to enter into an Agreement to provide
services to the City and acknowledges that the City has relied upon its representations
and commits to faithfully perform the services required by this Agreement and in
accordance with the terms and conditions of this Agreement.
WHEREAS, The Contractor has examined the location of all proposed work,
carefully reviewed and evaluated the specifications relative to the type, common nature
and frequency of work to be performed, is familiar with all conditions relevant to the
performance of services and has committed to perform all work required for the price
specified in this Agreement
NOW, THEREFORE, the Parties agree as follows:
1. TERM
The Term of this Agreement shall be for a period of one (1) year. The term shall
commence within ten (10) working days of City Council Approval and upon receipt and
approval of all required bonds and insurance. The term of this Agreement shall
automatically be extended for four (4) additional one (1) year terms (automatic
extensions) with the first extension to commence upon the expiration of the initial term,
unless the City notifies Contractor in writing at least thirty (30) days before the end of
the initial term or any automatic extension, of its intent to terminate this Agreement at
the conclusion of the initial term or any extension.
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2. CONTRACTOR DUTIES
Contractor shall perform the services specifically described in, and in strict
compliance with the Scope of Work ( "Contract Services ") requirements at the landscape
maintenance locations listed in Exhibit C. The Contract Services shall be performed at
least as frequently as specified in Exhibit A. City shall have the right to alter frequency
of maintenance as necessary to ensure highest industry standards of maintenance.
Contract Services relative to the installation of material, the application of substances,
or the planting of landscaping shall be in strict conformance with Exhibit B. Bid Unit
Prices and Costs are contained in Exhibits D and E. All of the Exhibits are considered
to be a part of, and are incorporated into, this Agreement.
3. WORKMANSHIP, SUPERVISION AND EQUIPMENT
A. The Contractor shall provide a work force sufficient to perform the
Contract Services and all members of the work force shall be legally
documented.
B. All Contract Services shall be performed by competent and experienced
employees. Irrigation maintenance and repairs shall be monitored by a
certified California Landscape Contractors Association Landscape
Technician I (irrigation). All pesticide operations, where required, shall be
performed by a California State Licensed Pest Control Operator through
written recommendation by a .California State Licensed Pest Control
Advisor. Contractor shall be responsible for compliance with all local,
state, and federal laws and regulations regarding pesticide usage.
Contractor shall employ or retain, at its sole cost and expense, all
professional and technical personnel (in addition to irrigation and pesticide
specialists) necessary to properly perform Contract Services.
C. The work force shall include a thoroughly skilled, experienced, and
competent supervisor who shall be responsible for adherence to the
specifications by directly overseeing the contract operations. 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.
D. All Contractor personnel working at the outlined areas shall be neat in
appearance and in uniforms as approved by the Parks and Tree
Maintenance Superintendent when performing Contract Services. All
Contractor personnel shall wear identification badges or patches. Those
contract employees working in or adjacent to traffic zones shall wear
orange vests.
E. All work shall be performed in accordance with the highest landscape
maintenance standards.
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F. All vehicles and equipment used in conjunction with the work shall be in
good working order and have appropriate safety guards (mowers, etc.).
All vehicles shall bear the identification of the Contractor and clearly post
"Serving the City of Newport Beach."
G. Contractor shall provide an Operation Manager to coordinate work with
the City Administrator and ensure satisfactory performance of Contract
Services. An area supervisor shall coordinate work crews on a daily basis
to ensure compliance with the terms of this Agreement.
4. COMPENSATION TO CONTRACTOR
City shall pay Contractor the sum of $84,758.40 per year. Contractor shall
submit invoices to City on a monthly basis. City shall pay invoices within thirty (30) days
after receipt by the City. Payment shall be deemed made when deposited in the United
States mail, first class postage pre -paid, and addressed to Contractor as specified in
Section entitled "Notices ".
5. INDEPENDENT CONTRACTOR
City has retained Contractor as an independent contractor and neither Contractor
nor its employees are to be considered employees of the 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 express terms of this Agreement. No civil
service status or other right of employment shall accrue to Contractor or its employees.
6. TYPE AND INSTALLATION OF MATERIAL
A. Contractor shall use only the standard materials described in Exhibit B in
performing Contract Services. Any deviation from the materials described
in Exhibit B shall not be installed unless approved in advance by the City
Administrator.
B. Subject to the provisions of Section 7, City shall reimburse Contractor for
the actual cost, plus fifteen percent (15 %), of all materials installed by
Contractor in the performance of Contract Services. Actual cost shall be
the best price available to Contractor including all applicable discounts.
Contractor shall provide City with a schedule of typical costs of irrigation
parts, plant materials and other commonly used items within thirty (30)
days from the date of this Agreement. Contractor shall retain records
reflecting the actual cost of parts or materials used and the performance of
services required by this Agreement.
C. City reserves the right to purchase material or parts and make same
available to Contractor. City shall notify Contractor of its intention to do so
seven (7) days prior to Contractor's obligation to use City provided parts
and /or materials. Contractor shall secure, store, inventory, distribute and
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control all mtterials or parts provided to ContraLior by City. Contractor
shall make all materials and inventory available to the City upon request.
7. REPAIRIREPLACEMENT
A. Contractor shall advise the City Administrator of any damage to City
equipment or property immediately upon becoming aware of the damage.
B. Contractor shall repair, at its sole cost and expense, any damage to City
equipment or property caused by Contractor or it agents, employees,
representative or officers.
C. Contractor shall repair damaged irrigation pipes, controllers and valves
only after the City Administrator has approved a written estimate of the
cost of repair.
D. Contractor shall, at its sole cost and expense, replace all plant materials
(including shrubs, ground cover, mulch and bark) which requires
replacement due to the failure of Contractor to properly perform the
services required by this Agreement or has been damaged by the acts of
Contractor or its employees. Contractor shall replace plant materials
damaged or destroyed by the acts of others only after the City
Administrator approves a written estimate of the costs of replacement
including materials and labor costs.
8. EXAMINATION OF WORK SITES
City makes no representation regarding the order or condition of any area or
location for which Contractor is to provide services. City has also made no
representation that the site or location of work will be free from defects, apparent or
hidden, at the commencement of, or at any time during the term of the Agreement.
9. HOLD HARMLESS
A. Contractor assumes all risk in any way related to the performance of
Contract Services. Contractor agrees to indemnify, defend, save and hold
harmless City, its elected and appointed boards and commissions,
officers, agents, and employees from and against any loss, damages,
liability, claims, costs, expenses or damages, including, but not limited to,
bodily injury, death, personal injury, property damages, attorneys fees and
court costs arising from, or in any way related to, the performance of
Contract Services required by this Agreement, provided, however,
Contractor's obligation in this regard shall not apply in the event of the
fraud or willful misconduct by City, its officials, agents, employees or
representatives.
B. Contractor shall defend, indemnify and hold harmless City, its City
Council, boards and commissions, officers and employees from and
against any and all loss, damages, liability, claims, costs and expenses
whatsoever, including reasonable attorneys' fees, which may accrue to
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any and a "ersons, or business entities furniking or supplying work,
services, materials, equipment or supplies to Contractor in the
performance of services under this Agreement.
C. In the event that Contractor and City are sued by a third party for damages
caused or allegedly caused by negligent or other wrongful conduct of
Contractor, or by a dangerous condition of City's property created by
Contractor or existing while the property was under the control of
Contractor, Contractor shall not be relieved of its obligation to defend,
indemnify, and hold City and its officers, employees and representative
harmless, by any settlement with any such third party unless that
settlement includes a full release and dismissal of all claims by the third
party against the City.
10. INSURANCE
A. In addition to Contractor's obligation to defend, indemnify, and hold City
harmless, Contractor shall obtain and maintain at its own expense during
the term of this Agreement, policy or policies of liability insurance of the
type and amounts described below and satisfactory to the City. Insurance
policies shall be signed by a person authorized by that insurer to bind
coverage on its behalf and must be filed with the City prior to performing
any Contract Services.
B. Prior to the commencement of work, Contractor shall provide to City
certificates of insurance from an insurance company certified to do
business in the State of California, with original endorsements. At the
option of City, Contractor shall provide copies of all policies, providing
coverage as required by this Agreement.
C. Contractor shall provide the following insurance, with Best's Class A -7 or
better carriers:
1. Worker's Compensation and Employers Liability insuring statutory
Workers' Compensation limits as required by the California Labor
Code and one million dollars ($1,000,000) per accident Employers'
Liability;
2. Commercial general liability insurance covering third party liability
risks, including without limitation, contractual liability, in a minimum
amount of one million dollars ($1,000,000) combined single limit per
occurrence for bodily injury, personal injury; and property damage.
If the policy contains a general aggregate limit, then the aggregate
limit shall not be less than two million dollars ($2,000,000);
3. Commercial auto liability and property insurance covering all owned
and rented vehicles of Contractor coverage Code 1 "any auto" with
a minimum amount of two million dollars ($2,000,000) combined
single limit per accident for bodily injury and property damage;
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D. Endorsements to the policies providing the above insurance shall be
obtained by Contractor, adding the following three provisions:
1. Additional Insured:
"The City of Newport Beach and its elected and appointed boards,
officers, agents, and employees as additional insured."
2. Notice:
"The policy shall not terminate, nor shall it be canceled or the
coverage reduced, until thirty (30) days after written notice is given
to City."
3. Otherinsurance:
"Any other insurance maintained by the City of Newport Beach shall
be excess and not contributing with the insurance provided by this
policy."
E. Contractor shall give to City prompt and timely notice of any claim made or
suit instituted arising out of Contractor's performance of this Agreement.
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 performance of Contract Services.
F. Contractor agrees that in the event of loss due to any of the perils for
which it has agreed to provide comprehensive general and automotive
liability insurance, that Contractor shall look solely to its insurance for
recovery. Contractor hereby grants to City, on behalf of any insurer
providing comprehensive general and automotive liability insurance to
either Contractor or City with respect to the services of Contractor, a
waiver of any right of subrogation which any such insurer of Contractor
may acquire against City by virtue of the payment of any loss under
insurance.
11. PROHIBITION AGAINST TRANSFERS OR ASSIGNMENT
A. Contractor may not assign any right or obligation of this Agreement or any
interest in this Agreement without the prior written consent of City. Any
attempted or purported assignment without consent of City shall be null
and void. Contractor acknowledges that these provisions relative to
assignments are commercially reasonable and that Contractor does
possess special skills, abilities, and personnel uniquely suited to the
performance of Contract Services and any assignment of this Agreement
to a third party, in whole or in part, could jeopardize the satisfactory
performance of Contract Services. Contractor may not employ any
subcontractors unless specifically authorized by City.
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B. The sale, assignment, transfer, or other disposition of any of the issued
and outstanding capital stock of Contractor, of the interest of any general
partner or joint venture which shall result in changing the control of
Contractor, shall be construed as an assignment of this Agreement.
A. All Contractor's books and other business records, or such part as may be
used in the performance of this Agreement, shall be subject to inspection
and audit by any authorized City representative during regular business
hours.
B. No report, information, or other data given to or prepared or assembled by
Contractor pursuant to this Agreement may be made available to any
individual or organization without prior approval by City.
C. Contractor shall, at such time and in such form as City may require,
provide reports concerning the status or cost of services required by this
Agreement.
D. Contractor shall complete a monthly maintenance report indicating work
performed and submit this completed report to the City Administrator
within ten (10) days after the end of each month. Irrigation programming
schedules will be submitted monthly. A phone log will be submitted
monthly of all calls from the City of Newport Beach General Services
Department and the City of Newport Beach Police Department to the
Contractor, whether or not those calls require a request for service and a
description of the action taken from the City call.
E. Contractor shall keep records and invoices in connection with its work to
be performed under this Agreement. Contractor shall maintain complete
and accurate records with respect to the costs incurred under this
Agreement. All such records shall be clearly identifiable. Contractor shall
allow a representative of City during normal business hours to examine,
audit, and make transcripts or copies of such records. Contractor shall
maintain and allow inspection of all work, data, documents, proceedings,
and activities related to this Agreement for a period of three (3) years from
the date of final payment under this Agreement.
13. ADMINISTRATION
A. This Agreement will be administered by the General Services Department.
The General Services Director or his /her designees shall be considered
the City's Administrator and shall have the authority to act for the City
under this Agreement. The Administrator or his /her authorized
representative shall represent the City in all matters pertaining to the
services to be rendered pursuant to this Agreement.
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B. City shall furnish to Contractor maps, ordinances, data, and other existing
information as may be requested by Contractor necessary for Contractor
to complete the work contemplated by this Agreement. City also agrees to
provide all such materials in a timely manner.
14. INCREASE OR DECREASE IN SCOPE OF WORK
A. Contractor shall perform additional turfgrass maintenance or landscape
maintenance services as requested by the Administrator. The
Administrator may give verbal authorization for additional services up to
five hundred dollars ($500).
B. City reserves the right to withdraw certain median or roadside locations
from the Scope of Work to be performed by Contractor pursuant to this
Agreement. City shall notify Contractor in writing of its intent to do so at
least thirty (30) days prior to the effective date of withdrawal of any
location. In the event a location is withdrawn from the scope of services,
compensation to Contractor shall be reduced in accordance with the bid
unit costs specified in Exhibits D and E. In the event the location is
withdrawn for a period of less than a full one (1) year term, Contractor's
compensation shall be reduced on a prorated basis.
15. DISPUTES PERTAINING TO PAYMENT FOR WORK
Should any dispute arise respecting whether any delay is excusable, or its
duration, or the value of the work done, or of any work omitted, or of any extra work
which Contractor may be required to do, or respecting any payment to Contractor during
the performance of the Agreement, such dispute shall be decided by the City Manager
and his decision shall be final and binding upon Contractor and his sureties.
16. REIMBURSEMENT FOR EXPENSES
Contractor shall not be reimbursed for any disposal fees or other expenses
unless authorized in writing by City Administrator.
17. LABOR AND PERFORMANCE BONDS
Contractor shall furnish, concurrently with the effective date of this Agreement, a
bond or other instrument satisfactory to the Administrator in an amount equal to fifteen
thousand dollars ($15,000) as security for the Faithful Performance of this Agreement.
18. LABOR
A. Contractor shall conform with all applicable provisions of State and
Federal law including, applicable provisions of California Labor Code, and
the Federal Fair Labor Standards Act.
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B. Whenever Contractor has knowledge that any actual or potential labor
dispute is delaying or threatens to delay the timely performance of this
Agreement, Contractor shall immediately give notice to City, including all
relevant information.
19. NONDISCRIMINATION BY CONTRACTOR
Contractor represents and agrees that it does not, and will not, discriminate
against any subcontractor, consultant, employee or applicant for employment based on
race, religion, color, sex, handicap, national origin, or other basis that violates the
federal or state constitution or federal or state law. Contractor's obligation not to
discriminate shall apply, but not be limited to, the following: employment, upgrading,
demotion, transfers, recruitment, recruitment advertising, layoff, termination, rates of
pay or other forms of compensation, and selection for training, including apprenticeship.
20. CITY'S RIGHT TO EMPLOY OTHER CONTRACTORS
City reserves the right to employ other contractors in connection with this project.
21. CONFLICTS OF INTEREST
A. The Contractor or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose financial interest that may foreseeable be materially
affected by the work performed under this Agreement, and (2) prohibits
such persons from making, or participating in making, decisions that will
foreseeable financially affect such interest. The Contractor will provide a
completed disclosure form noting the above. Contractor will comply with
the Act and relevant City Resolutions.
B. If subject to the Act, Contractor shall conform to all requirements of the
Act. Failure to do so constitutes a material breach and is grounds for
termination of this Agreement by the City. The Contractor shall indemnify
and hold harmless the City for any claims for damages resulting from the
Contractor's violation of this Section.
22. NOTICES
All notice, demands, requests or approvals to be given under this Agreement
must be given in writing and will be deemed served when delivered personally or on the
second business day after the deposit thereof in the United States mail, postage
prepaid, registered or certified, addressed as hereinafter provided.
All notices, demands, requests or approvals from Contractor to City shall be
addressed to City at:
General Services Department
City of Newport Beach
3300 Newport Boulevard
N
• PO Box 1768 •
Newport Beach, CA 92658 -8915
All notices, demands, requests or approvals from City to Contractor shall be
addressed to Contractor at:
TruGreen LandCare, Inc.
1150 West Trenton Avenue
Orange, CA, 92867
23. TERMINATION /DEFAULT
A. In the event Contractor fails or refuses to timely perform any of the
provisions of this Agreement in the manner required or if Contractor
violates any provisions of this Agreement, Contractor shall be deemed in
default. If such default is not cured within a period of two (2) working
days, or if more than two (2) working days are reasonably required to cure
the default and Contractor fails to give adequate assurance of due
performance within two (2) working days after Contractor receives written
notice of default from City, City may terminate the Agreement forthwith by
giving written notice. City may, in addition to the other remedies provided
in this or authorized by law, terminate this Agreement by giving written
notice of termination.
B. This Agreement may be terminated at anytime, without cause by City or
Contractor, upon thirty (30) days written notice. Upon termination, City
shall pay to Contractor that portion of compensation specified in the
Agreement that is earned and unpaid prior to the effective date of
termination.
C. In addition to, or in lieu of, remedies provided in this Agreement or
pursuant to law, City shall have the right to withhold all or a portion of
Contractor's compensation for Contract Services if, in the judgment of the
City Administrator, the level of maintenance falls below appropriate
landscape or hardscape maintenance standards and /or Contractor fails to
satisfactorily perform Contract Services. City shall have the right to return
funds withheld until the City Administrator determines that Contract
Services are performed as well as required by this Agreement.
24. COST OF LITIGATION
If any legal action is necessary to enforce any provision of this Agreement, or for
damages by reason for an alleged breach of any provisions of this Agreement, the
parties agree that the court with jurisdiction over the action may determine and fix
reasonable attorneys' fees and expenses to be paid to the prevailing party.
25. COMPLIANCE
Contractor represents that it is familiar, and shall comply, with all state, federal,
or local laws, rules, ordinance, statutes or regulations applicable to the performance of
Contract Services.
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26. WAIVER
A waiver by City of any breach of any term, covenant or condition contained
herein shall not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant or condition contained herein whether of the same or a different
character.
27. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties concerning the services to be provided under
this Agreement. All preliminary negotiations and agreements of whatsoever kind or
nature are merged in this Agreement. No verbal agreement or implied covenant shall
be held to vary the provisions hereon. Any modification of this Agreement will be
effective only by written execution signed by both City and Contractor.
IN WITNESS WHEREOF, the parties have caused this Agreement to be
executed on the day and year first written above.
ATTEST:
LaVonne Harkless, City Clerk
CITY OF NEWPORT BEACH
A Municipal Corporation
In
TruGreen LandCare, INC.
APPROVED AS TO FORM: By:
Daniel K. Ohl, Deputy City Attorney
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Title:
•
LIST OF EXHIBITS
Exhibit A Maintenance Frequency Summary
Exhibit B Standard Materials
Exhibit C Locations
Exhibit D Unit Prices
Exhibit E Bid Unit Costs
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• EXHIBIT A •
MAINTENANCE FREQUENCY SUMMARY
FUNCTION IFFiiEQUENCY
Irri ation Inspection
lWeekly
Turf Maintenance
Mowing
Once/Week
Edging
At each mowing
Clipping Removal
At each mowing
String Trimming
At each mowing
Fertilize
Three times/year
Vertical Mow
Once /year
Aerate
Twice /year
Pest and Weed Control
As needed
Visual Inspection
Weekly
Ground Cover Maintenance
Trim
Monthly
Fertilize
Twice /year
Pest and Weed control
As needed
Visual Inspection
Weekly
Shrub, Vine, and Tree Maintenance
Trim
Four times /year
Fertilize
Twice /year (once /year for trees)
Restake /Check
Each site visit/every two weeks min.
Visual Inspection
Weekly
Hardscape Maintenance
Each site visit/weekly min.
Grounds Policing/Litter Removal
Six days/ week
Site Inspection
Six days/ week
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EXHIBIT B
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:
1. Febco 825Y RP
2. Rainbird #ST -03UL Snap Tite Connectors
3. Rainbird #PT -55 Snap Tite Sealer
4. Toro Series Sprinklers
5. Griswald DW Series Elect. Valve
6. Rainmaster Evolution DX2 - Contact Al Lastuck of Rainmaster if
you have any product questions (714)536 -3772.
7. Rainmaster EVMV 2 way master valve
8. Rainmaster EVFM Flow sensor
9. Rainmaster EV -SEN ADJ moisture sensor
10. Matco 754 Series Full Port Ball Valve
11. Class 200 PVC Lateral Pipe
12. Class 315 PVC Main Supply Pipe 1 1/2" and Larger
13. Schedule 40 PVC Main Supply Pipe 1 1/4" and Smaller
14. Rectangular Valve Box - Plastic -180L x 12 "W x 126Deep
15. Round Valve Box -Plastic - 10"
16. Rainbird #44 Quick Coupling Valve with Vinyl Cover
17. Control Wire: AWG, U.F. 600 -Volt Direct Burial Copper with
PVC Insulation.
18. Head model to be selected by the City. Please contact Randy
Kearns, Park Supervisor at (949) 644 -3082 to confirm this
information. City uses and stocks the following Toro head series
and these head models need no pre - approval for use.
a. Toro 570C Pop Up
b. Toro 300 series Stream Rotor -Pop Up
c. Toro XP 300 Series - Pop Up
d. Toro 640 Series - Turf Head
e. Toro 500 Series Shrub Flood Bubbler
f. Toro 2001 Turf Rotor
g. Toro V1550
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TURF FERTILIZERS, ETC.:
1. All commercial fertilizers must be homogenous.
2. All organic fertilizers must have lowest salinity rate possible.
3. No steer or chicken manure is allowed.
4. 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 Park and
Tree 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.
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• EXHIBIT C •
LOCATIONS
LOCATIONS
JACREAGE
North side of Pacific Coast Hwy.
1.8
Pelican Hill Road
2.5
Newport Coast Road
12.5
San Joaquin Hills Road
5.0
Total
21.8
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• !
EXHIBIT D
UNIT PRICES
A. 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.
B. 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.
C. 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.
D. All work shall be performed in accordance with specifications described in the
RFP.
FUNCTION COST/UNIT OF MEASURE
TURF
Turf Mow -Reel Blade
$3.00/1000 Sq. Ft.
Turf Mow -Rotary Blade
$3.00/1000 Sq. Ft.
Turf Mow and Clippings Picked Up
$8.00/1000 Sq. Ft.
Turf Edge
$16.00/1000 Linear Ft.
Turf String Trim
$16.00/1000 Linear Ft.
Turf Chemical Edge 6" Swath
$4.00/1000 Linear Ft.
Turf Chemical Edge 12" Swath
$5.50 11000 Linear Ft.
Turf Aerify
$18.00 /1000Sq.Ft.
Turf Fertilize
$4.00/1000 Sq. Ft.
Turf Dethatch/Renovate
$300.00 /Acre
Turf Sweeping
$2.50/1000 Sq. Ft.
Flail Mow of Natural Areas
$65.00 /Acre
HARDSCAPE
Cleaning and weed abatement $1.00 /1000 Sq. Ft.
GROUNDCOVERS
Mow $20.00/1000 Sq. Ft
Edge $1.00 /1000 Linear Ft.
Fertilize $3.00/1000 Sq. Ft.
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SHRUB PRUNING
1 -4 Feet, Lacing
$6.00 /Shrub
PEST CONTROL
$1.00 /Shrub
Turf disease /insect spray
N /A/1000 Sq. F.
Boom Application
$3.50/1000 Sq. Ft.
Hand Application
$7.00/1000 Sq. Ft.
Turf Broadleaf Spray
$20.00/Each
Boom Application
$3.00/1000 Sq. Ft.
Hand Application
$7.00/1000 Sq. Ft
Groundcover disease /insect spray
$4.00/1000 Sq. Ft.
Shrub disease /insect spray
$7.00/1000 Sq. Ft.
Soil Sterilant Applicant
$10.00 /1000 Sq. Ft.
Turf Pre - Emergent
$7.50/1000 Sq. Ft.
Landscape Planter Weed Control
$6.00/1000 Sq. Ft.
General Weed Control Post Emergent
$7.00/1000 Sq. Ft.
SHRUB PRUNING
1 -4 Feet, Lacing
$6.00 /Shrub
1 -4 Feet, Hedging
$1.00 /Shrub
4 plus Feet, Lacing
$8.00 /Shrub
4 plus Feet, Hedging
$2.00 /Shrub
TREE PRUNING
Up to 8 Feet
$18.00/Tree
PLANTING
$24.00/Hour
1 Gal. Shrub /Tree
$5.50/Each
5 Gal. Shrub
$15.00/Each
5 Gal. Tree
$20.00/Each
15 Gal. Shrub
$50.00/Each
24" Box Tree
$175.00/Each
64 Count Flat Groundcover
$15.00/Flat
Turf -Seed and Top Dress
$25.00/1000 Sq. Ft.
Turf -Sod
$1.00 /1000 Sq. Ft.
LABOR
Landscape Maint. Laborer
$16.00/Hour
Landscape Maint. Leadworker
$24.00/Hour
Landscape Maint. Supervisor
$30.00/Hour
Irrigation Specialist
$35.00/Hour
Pest Control Applicator
$55.00/Hour
Tree Trimmer
$35.00/Hour
Equipment Operator Heavy Equip.
$22.00/Hour
M
EXHIBIT E •
BID UNIT COST
LOCATIONS
UNIT COSTIYEAR
North side of Pacific Coast Hwy.
$583.20/$6,998.40
Pelican Hill Road
$810.00/$9,720.00
Newport Coast Road
$4,050.00/$48,600.00
San Joaquin Hills Road
$1,620.00/$19,440.00
19