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HomeMy WebLinkAboutItem Fi AGENDA STAFF REPORT DATE: November 13, 2017 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Steve Myrter, Director of Public Works SUBJECT: APPROVAL OF LANDSCAPE MAINTENANCE SCOPE OF SERVICE SUMMARY OF REQUEST: That the City Council approve a scope of service for citywide landscape maintenance service. BACKGROUND AND ANALYSIS: On October 6, 2016, the City's landscape maintenance provider, Spectrum Landscape Care, terminated their agreement with the City without prior notice due to financial difficulties within the company. On October 18, 2016, the City released a Request for Proposal (RFP) for citywide landscape maintenance services. At the time, a total of five vendors responded to the request. The results of all five bids represented a significant increase in cost to the amount the City was previously paying for the same maintenance services. Therefore, on December 12, 2016 City Council rejected all bids and directed staff to bring back a landscape maintenance services agreement to fulfill general landscape maintenance services until the end of the fiscal year. On December 22, 2016, the City released a new RFP with a reduced scope of service for citywide maintenance services. In the interim, on February 13, 2017, the City Council adopted Resolution No. 6713 approving an agreement with So Cal Land Maintenance, Inc. This agreement was for five (5) months and included two (2) one year extensions. In June 2017, the City exercised the first extension of that agreement. At the Strategic Planning meeting on October 18, 2017, the City established a goal of bringing a new scope of landscape maintenance services forward for the City Council's consideration. Staff utilized the Spectrum Landscape Care scope of services as a starting point to develop a new scope. Additionally, in September, the City recruited a new Maintenance Services Supervisor to oversee landscape maintenance and tree Agenda Item F trimming. The new Maintenance Services Supervisor has over 19 years of experience working in the field, and based on his experience and recommendation, staff has suggested removing some items from the Spectrum Care scope of services to reduce costs while adding some additional items that would help meet the City's current needs. Some of the items changed in the new scope of services include: • Reduction of fertilization from seven times annually to two times annually • Removal of pest/rodent control • Removal of Zoeter Field infield maintenance • Removal of cigarette butt collection containers • Added blowing of Main Street three times per week • Added watering and maintenance of sixteen (16) hanging flower baskets along Main street • Removal of trash can pick- up on Main Street and in Parks In review, staff believes the items removed will not have a significant impact on the overall aesthetic of the City and/or the City could capture these services through another provider at a lower cost. The current contract that the City is operating under runs through June 30, 2018. If the City Council approves the scope of services as presented, staff will begin advertising and include the actual cost for providing these services in the budget for fiscal year 2018-2019. The City Council could also direct staff to execute the second year of the extension with the City's current vendor. This represents a significant cost savings to the City. Additionally, staff believes that the current agreement is sustainable and would meet the needs of the community given the addition of the new, experienced professional staff member now afforded the time to manage the agreement. ENVIRONMENTAL IMPACT: There is no environmental impact related to this item. LEGAL ANALYSIS: No legal analysis is required for this item. FINANCIAL IMPACT: As the agreement will be effective July 1, 2018 all fiscal impacts will be included in the budget for fiscal year 2018-2019. Page 2 RECOMMENDATION: That the City Council approve a scope of service for citywide landscape maintenance services. SUBMITTED BY, NOTED AND APPROVED: — Ingram, CitMaSteveM r bar Director of Public Works Prepared by: Tim Kelsey, Recreation Manager Attachments: A. Proposed Scope of Service Page 3 Attachment "A" Contract Scope of Work The work shall include furnishing all labor and equipment necessary to maintain City parks, medians, parkways and City facilities. Duties include, but are not limited to, trash collection, cleaning of city property and facilities, maintaining turf, hardscape surfaces, ground cover, shrubs, vines, and trees, maintaining and repairing irrigation systems, maintenance of drainage facilities, and providing weed and pest control. SCHEDULING OF WORK The Contractor shall provide the Maintenance Services Supervisor with a weekly schedule submitted the Friday before the week of the scheduled work. The schedule must identify landscape areas and facilities to be maintained that week and the specific tasks to be completed. Schedule must ollow the maintenance activity schedules outlined within this contract scope of work. General/Daily Maintenance Unit price for Bid Item R1 shall be inclusive of the following tasks for every maintenance area included in this contract: 1. The daily removal of all trash such as paper, cans, bottles, broken glass, animal feces, and any out -of -place or discarded items upon sight by the contractor. 2. The dally removal of any dead plant material upon sight by the contractor. 4. The daily removal of fallen plant material such as hanging or fallen tree limbs, leaves, branches, and tree bark upon sight by the contractor. 3. All refuse material shall be disposed of by the Contractor in the City's refuse dumpster. 4. Daily — 365 days — empting of all trash cans in every park and at various locations throughout the City. All trash cans must be emptied before noon each day. Plav4round Maintenance General/Daily Maintenance 1. Clean, rake and level playground wood chips daily. 2. Clean, rake and level play sand daily. 3. Dally removal of graffiti. 4. Daily removal of leaf litter or other debris from sports courts. General Property Maintenance 1. All repairs to damaged City property shall be completed within twenty-four (24) hours after damage is reported or noticed, by contractor's staff. 2. Every instance of damage shall be reported to the Maintenance Services Supervisor. 3. All sidewalks adjacent to City -maintained parkways shall be swept or blown or cleaned daily, if necessary, to remove any glass or debris. In addition, all sidewalk areas shall be thoroughly cleaned every week on the day the area is maintained. If inclement weather is present (i.e.: rain) then once a week. 5. All sidewalk areas abutting maintained areas shall be cleaned when dirtied by Contractor's operations and at other times as required. 6. All leaves, paper, and debris shall be removed from landscaped areas and disposed of off-site daily. 7. At no time will Contractor be allowed to blow grass cuttings/debris into public streets or gutters without being swept or vacuumed clean. Debris generated from adjacent maintained landscape areas shall be the responsibility of the Contractor to remove, (i.e., sidewalks, streets, gutters). 8. Main Street shall be inspected daily and all sidewalks must be kept free of debris from tree leaves, trash and litter. The contractor will be responsible to sweep or blow as necessary. 1 9. Hanging baskets on Main Street must be watered and maintained to keep in good presentable condition. Failure to comply with the scope of work related to General/Dally maintenance shall result in a performance deduction in the amount of $400. Payment for general maintenance shall be for actual quantities completed for each maintenance area. Contractor billing for this activity shall detail the specific days trash was collected during that billing period. Payment shall be made based on the unit bid price and actual quantities completed. Weed Control 1. Unit price for Bid Item #2 shall be inclusive of the following tasks: 2. All weeds shall be removed upon sight, on a daily basis. Planters, non -concrete walkways, i.e.: decomposed granite, natural soil and asphalt, sidewalk expansion joints, planting beds, shall be kept free of grass and weeds at all times. 3. Turf grass shall be weed free at all times Common reed (Arundo Donax) will be 100% controlled due to its fast growth and invasiveness. 4. When requested by the Maintenance Services Supervisor, the Contractor shall spray weeds with herbicide for weed control at no additional cost to the City if control is not maintained as specified in this section. Preventive weed control is the responsibility of the Contractor. Any pre -emergent herbicide used will be considered a weed management tool and the cost will not be reimbursed by the City. 5. Monthly, the Contractor shall complete and furnish copies of an herbicide application log to the City. 6. The Contractor shall submit a report naming the herbicide proposed for use, where and how it is to be applied, and a copy of the product label and any applicable M.S.D.S. (material safety data sheets) sheets to the City before use begins. 7. The Contractor shall be responsible for the results of application of all herbicides and chemicals. Plants killed or severely damaged by the use of herbicides shall be replaced at no cost to the City, with the nearest size nursery stock available to the size of the dead or severely damaged plant. The soil in the area of the affected plant(s) and planting pit shall be treated with activated charcoal and other soil amendments that may be required to enhance the potential survival and growth of the existing or replacement plants. The treatment and materials must be approved by the City and shall be furnished at no cost to the City. All replacements must be made within fifteen days upon discovery by the Contractor and/or the City. 8. Weed Control of Paved Surfaces: Contractor shall be responsible for controlling, by mechanical or chemical means, weeds growing in cracks, or expansion joints, and areas contiguous to the City Public Landscape. No dyes shall be used when applying liquid weed control to paved surfaces. 9. Weed Control of Landscaped Areas: A. The contractor is required to maintain all landscaped areas in a weed -free condition at all times, and a regular program of chemical application shall be used to prevent or control weed growth, supplemented by hand removal of noxious weeds or grasses as necessary. Weeds allowed to grow taller than two inches will be removed by hand and not sprayed. Any "non -target" or "desirable" plant material un -intentionally sprayed or removed during manual weeding shall be replaced at contractor's expense. 1) A contact herbicide shall be employed to control broadleaf weeds as required to maintain turf grass in a completely "weed free" condition without injury to turf. a) Weeds not killed with herbicides shall be removed manually. However, manual weed control shall not be substituted for herbicide applications. 2) In addition, turf grass areas shall be treated as follows: a) Between January 15 and February 15, a pre -emergent crabgrass control shall be applied to all turf areas. b) Twice per year, in December and June, a broad spectrum fungicide (such as Actizone RZ) shall be applied at the manufacturer's recommended coverage rate. B. All restricted chemicals to be used to control weeds shall be approved by the Maintenances Services Supervisor prior to use. A written recommendation of the proposed restricted chemicals to be used, prepared by a licensed California Pest Control Advisor accompanied by a Notice of Intent to apply restricted/non-restricted materials form prepared by a licensed Pest Control Operator shall be submitted to the Maintenances Services Supervisor a minimum of 14 days prior to intended use. Additionally, Contractor shall notify the Orange County Department of Agriculture a minimum of 48 hours prior to intended use. No work shall begin until Maintenances Services Supervisor written approval is obtained. 1) Written recommendation shall include the following information: a) Owner or operator of the property to be treated; b) Location of property to be treated; c) Commodity, crop, or site to be treated; d) Total acreage or units to be treated; e) Identification of weed(s) or pest(s) to be controlled by recognized common name; f) Name of each herbicide or device recommended or description of method recommended; g) Dosage rate per acre or other units; h) Warning of the possibility of damages by the application from hazards that are known to exist; and i) Signature and address of the person making the recommendation, the date, and the name of the employer. 2) Chemicals shall be applied only by persons possessing a valid California Pest Control Operators License in the appropriate category. Application shall be in accordance with all governing regulations. Records of all written recommendations and operations stating dates, times, methods of application, approved Notice of Intent to apply restricted/non-restricted materials, weather conditions at the time of application, and applicator's name shall be made and retained in an active file for a minimum of 1 year. The Maintenances Services Supervisor shall have access to those files as required. After this period, they shall be retained in accordance with Orange County Department of Agriculture Regulations. 3) Contractor shall calibrate all chemical application equipment prior to each use to insure chemicals are applied at the rate specified in the written recommendation. 4) All rubber hoses shall be made of neoprene rubber or equivalent material; shall be free of cracks; shall not be weathered, worn, or rotted; and shall be equipped with quick connectors or fittings which shall provide a water tight connection to prevent any leakage of chemicals from the point of connection to spray equipment. 5) All pressurized spray equipment, when in use, shall be kept in a state of good repair, safe to operate and shall be equipped with appropriate pressure relief valves. All spray nozzles shall be free of any foreign particles to allow proper control of rate, uniformity, thoroughness, and safety of application. 6) All chemical spraying operations shall be performed under acceptable climatic conditions to be determined by the Maintenances Services Supervisor in such a manner to limit drift to twelve (12) inches. All precautionary measures necessary shall be employed to insure public safety since all areas will be open to public access during application. 7) All equipment used to perform chemical application shall be thoroughly cleaned when necessary to prevent injury to persons, plants, or animals from residue of materials previously used in the equipment. Equipment shall be cleaned in accordance with the procedure recommended on the label. C. Non -restricted chemicals shall be used whenever possible to perform weed control in turf and landscape areas. D. The Contractor shall not be allowed to use the restricted chemicals 2,4-D and Dicamba without submitting a written recommendation by a California Pest Control Advisor. 1) Prior to application, Pest Control Operator shall read product label, identify weed pests in area to be sprayed, and identify environmental hazards such as waterways, eating and food preparation areas, sensitive ornamentals, production agricultural sites and take all precautionary measures necessary to prevent contamination of these areas. 2) Equipment used to apply 2,4-D and Dicamba shall consist of waterproof gloves, waterproof boots, respirator, coveralls, goggles, accurate measuring device, and spray equipment. To minimize drift, a spray thickener may be required. 3) Operator shall not apply 2,4-D or Dioamba during excessively hot, dry, or windy periods. Irrigation systems shall not be operated for a minimum of 24 hours after chemicals have been applied. Operator shall spray all target plants to wet. Chemicals shall be applied within the drip line of any ornamental shrub. Large mature weeds should not be sprayed. 4) Upon completion of 2,4-D or Dicamba chemical spray application, the area treated should not be re-entered until the spray has dried. Contractor shall be responsible for any on-site signage, posting as well as monitoring access during the chemical drying period. Failure to comply with the scope of work for weed control shall result in a performance deduction of $400 per day per incident. Payment for weed control shall be for actual quantities completed for each maintenance area. Contractor billing for this activity shall detail the specific days weed control was conducted during that billing period. Payment shall be made based on the unit bid price and actual quantities completed. Turf Grass Maintenance Mowina 1. Unit price for Bid Item #3 shall be inclusive of the following tasks: 2. All turf areas shall be mowed once per week throughout the contract period. Exact dates shall be set on an annual calendar to provide 52 mows per year. The "1/3" rule (no more than one-third of the total length of the leaf blade shall be removed with any single mowing shall be followed as closely as possible to minimize mowing stress to the turf grass. 3. Mowing shall be performed on the same day each week. Initial weekly schedule must be submitted and any changes must be approved by the Maintenance Services Supervisor prior to implementation. 4. All mowing missed due to inclement weather or ground conditions from such weather shall be rescheduled and completed within three working days. If adverse weather or ground conditions persist, the Maintenance Services Supervisor may change annual schedule. 5. Cutting heights shall be adjusted to the type of grass in accordance with the following: Bluegrass and Fescue (June through September) 3 inches (September thorough May) 2 inches St. Augustine (Year Round) 2 inches Bermuda (Year Round) 1 inch 6. All warm season grasses, including Bermuda, Kikuyu and St. Augustine, shall be mowed with a power -driven 7 -blade reel type mower. Bluegrass and Fescue may be mowed with either power -driven reel type or rotary type mowers. All equipment shall be adjusted to the proper cutting heights. The mowers shall be maintained and sharpened to provide a smooth even cut without tearing of the leaf blade. The reel or blade adjustment shall provide a uniform, level cut without ridges or depressions. 7. When conducting 'rotary type" mowing activities in City Parks a mulching deck rotary mower shall be utilized. Contractor shall take special care to completely mulch all grass clippings so as not to leave corn rows or piles of clippings behind. If clippings cannot be completely mulched then they will need to be removed the same day they are cut. 8. All trash and paper products shall be removed before mooring begins and will not be run over by mowing equipment. All grass, leaves, and other debris shall be removed and disposed of off-site, in a lawful manner, at the completion of mowing. 9. All portable obstructions, such as picnic tables and trash containers shall be moved in order to mow all portions of turf. 10. All walkways,roadways, trails, or other areas dirtied by mowing operations shall be cleaned and all debris disposed of off-site prior to the completion of that day's mowing operations or the end of the day, whichever occurs first. 11. Irrigation: A regular, deep watering program shall be accomplished to give the best results. The established turf should not be allowed to dry beyond 500% of the soil water holding capacity between watering. At a minimum, omit irrigation the night prior to turf mowing. Contractor shall not irrigate Friday night, Saturday morning, Saturday night or Sunday morning unless absolutely necessary. Contractor shall obtain approval from the Maintenance Services Supervisor before any weekend watering occurs. 12. Care shall be exercised during the mowing operation to prevent damage to trees and other obstacles located within the turf areas such as irrigation heads, irrigation valve boxes, quick couplers/boxes, electrical boxes or fixtures. Do not mow areas that are wet. Alternate mowing patterns whenever possible to prevent wheel ruts. If ruts are made, or damages incurred, Contractor will immediately schedule repairs at its expense. Renovation. Aeration. and Dethatching: 1. All turf areas shall be aerated twice per year once between February 15 and March 15, and once between October 15 and November 15 to reduce compaction/ stress conditions, which will offer greater water penetration and reduce runoff. In those areas, when soil condition is poor, top -dress may be required by the Maintenance Services Supervisor. 2. Aeration shall be accomplished by removing 3/4" diameter by three-inch deep cores at a maximum spacing of six inches by use of a mechanical aeration machine. Contractor shall aerate entire area first in one direction (east to west), then repeat the operation in the opposing direction (north to south). All cores shall be removed from the turf and disposed of off-site the same day. Contractor shall be responsible for the marking of all irrigation heads, valve boxes, quick coupling boxes, electrical boxes and any other in ground equipment that could be damaged by the Aerator tines. Should any of the above equipment get damaged during the aeration process contractor shall be responsible for immediate replacement and repairs at contractor's expense. 3. All turf areas shall be dethatched once per year between September 15"' and October 15'" or as directed by the Maintenance Services Supervisor. a) Dethatching shall be accomplished by use of "vertical cut type" dethatch machine. The vertical cutting machine shall be set at a depth to penetrate the soil ''A inch. b) All thatch and debris shall be picked up and disposed of off-site prior to the end of the work day. After clean-up, mow turf at regular cutting height. c) All walkways, roadways, trails, landscaped areas, or other areas soiled by dethatching operations shall be cleaned and all debris disposed of off-site prior to the completion of this operation or the end of the day, whichever occurs first. Refurbishment of Turf grass Turf areas which have thinned out due to the shading effect of trees and structures, and by foot traffic will be reseeded with an approved grass seed to restore thinning areas. Contractor shall re -sod 20,000 square feet of turf grass area complete in place on an annual basis at no additional cost to the city. The City shall determine the locations and quantities for re -sodding efforts. Winter Overseedina of All Turf Areas 1. Upon the completion of dethatching all grass areas in the fall, winter over seeding of all turf areas will be required. All Bermuda grasses will be lowered in two continuous stages by mowing with mowers that have sharp, properly adjusted cutting units. This process will be done until grass height is at 1/2". After the Bermuda grass is lowered, the entire area will be vacuumed. Contractor shall sow perennial rye grass at the rate of 10 lbs per 1000 square feet or as approved by the Maintenance Services Supervisor. 2. Turf grass areas that have multi type grasses (i.e.: Kikuyu Grass, Fescue Grass, Bermuda Grass, Blue Grass, etc.) will be over seeded using the "Imperial Blend" grass seed or an approved equal. 3. Fertilize all grass areas to be over seeded. Broadcast 6-20-20 fertilizer at the rate of 6 lbs per 1000 square feet or approved equal. Apply fertilizers by constant flow P.T.O. driven rotary spreaders when applicable or walk behind cyclone spreaders in smaller areas. 4. Immediately after dethatching operations with a verticutter, the area will be aerated. These two processes will be followed by motor driven vacuum to remove all grass clippings and thatch. Perform reseeding operations when soil is dry and when winds do not exceed 5 miles per hour velocity. Apply seed with a rotary or drop type spreader. Install seed evenly by sowing equal quantities in two directions, at right angles to each other. 5. Cultivate bare areas and aerate compacted areas thoroughly. Where substantial, but thin turf remains, rake, aerate if compacted, and cultivate soil. 6. Remove diseased or unsatisfactory turf areas; do not bury into soil. Remove top soil containing foreign materials, i.e., gas/oil drippings, stones, gravel, debris, etc. 7. Topdressing, when applicable, shall be applied with materials and methods approved by Maintenance Services Supervisor. 8. Maintain over seeded turf areas until successful seed germination and complete establishment of turf has taken place. Over seeded areas will be maintained until inspection and acceptance by the Maintenance Services Supervisor. 9. After preparation and over seeding have been completed, the area will be watered. Watering will be three (3) to four (4) times each day, or as necessary in combination with appropriate run time sufficient to maintain even moisture at a dept of 1/2" during daylight hours. 10. When the perennial rye grass approaches a height of 2' to 2'h', the first mowing will be done. The grass clippings will be checked for root pulling on the first pass or two. If this happens, the Contractor will readjust his/her mowers and check the blades for sharpness. Contractor may use rotary mowers on over seeded turf. 11. The rye grass over seeding will be completely established by November 1. 12. After first mowing, and subsequently thereafter, fertilize with 1 Ib N/1000 SF through the winter fertilization period. Summer Overseeding of all Turf Areas 1. All bare, worn, or sparse areas in the turf shall be reseeded to reestablish turf to an acceptable condition annually beginning in June or as required to maintain adequate appearance, as determined by the Deputy Director of Public Works — Maintenance and Utilities or Designee. 2. Reseeding shall be performed in accordance with the following criteria: A) All areas to be reseeded shall be raked or vericut to remove all thatch and to provide a rough (scarified) seedbed suitable for seeding. 8) Areas to be reseeded shall be fertilized to provide 1 Ys pounds of nitrogen per 1,000 square feet. Chemical formulation of fertilizer to be used shall be 10-10-10 unless otherwise specified by the Maintenance Services Supervisor. C) Grass seed shall be applied at the rate specified on the label for the type of seed being used for reseeding. Seed quality shall meet the following criteria: i) Minimum purity shall be 98% weed free for all grasses. ii) Minimum germination rate shall be 85% for all grasses. iii) No seeds shall be applied without prior verification of seed quality by the Inspector. iv) All seeding equipment shall be calibrated to deliver the desired seeding rate for the specific species or seed mixture to be used prior to each reseeding operation. v) Once seed has been applied, Contractor shall cover all seed and firm the soil with a water ballast roller either empty or partially filled depending upon soil conditions. Seed shall be lightly covered with mulch to prevent erosion and reduce evaporation of soil moisture. Edging 1. All turf grass borders shall be neatly and uniformly edged or trimmed on the same schedule as the mowing operations, unless otherwise specified. String trimmers will not be permitted. All edging is to be completed with a fixed blade edger. 2. Mechanical methods shall be used except where physically impossible, impractical, or around trees. Turf growth around all trees shall be controlled by chemical application, not to exceed a 6' distance from the trunk. 3. Chemical application shall also be used on areas such as along concrete, asphalt, and decomposed granite trails/paths, around sports field equipment, fence lines, etc., but not on the field areas. Do not use around sprinkler heads, valve boxes, electrical boxes or along sidewalks. A. Prior to application of chemicals, all areas shall be trimmed to the proper mow heights. B. Contractor shall use only non -restricted chemicals to perform chemical edging. Chemicals shall be approved by the City prior to use. A Notice of Intent to apply non-restricted/restricted materials form shall be completed and submitted to the City a minimum of fourteen (14) days prior to intended use. Agricutlure DPTD Haz form shall be provided by City. No work shall begin until written approval is obtained from the Maintenance Services Supervisor. C. Chemicals shall be applied only by persons possessing a valid California Pest Control Operator's License or Qualified Applicators Certificate. Records of all chemical application operations, authorizations stating dates, times, methods of applications, chemical formulations, weather conditions at the time of application, and applicator's name shall be made and retained in an active file for a minimum of one (1) year. After this period, records shall be retained in accordance with Orange County Department of Agriculture regulations. D. Chemical edging shall be restricted to a four inch wide strip around buildings, planters, concrete, decomposed granite and asphalt trails/paths, and other projections, a six inch radius around tree trunks, and an eight inch wide strip around sports field equipment and fence lines. E. Chemical edging shall be performed a minimum of once every 60 days 4. All walkways, roadways, trails, or other areas dirtied by edging operations shall be cleaned and all debris disposed of off-site prior to the completion of that day's edging operations or by the end of the day, whichever occurs first. Failure to comply with the scope of work for turf grass maintenance shall result in a performance deduction of $400 per day per incident. Payment for turf maintenance shall be for actual quantities completed for each maintenance area. Contractor billing for this activity shall detail the specific days turf grass maintenance was conducted during that billing period. Payment shall be made based on the unit bid price and actual quantities completed. Shrubs 1. All shrubs and hedges shall be pruned in such a manner that they present a pleasing and natural appearance and do not obstruct the vision from building windows or the vision of vehicle drivers. 2. All shrubs, hedges, and ground vegetation shall be maintained so the vegetation does not overgrow its designated growth perimeter. Along all walks, overgrowth shall not be overfourinches 3. Whenever shrubs die as a result of vandalism, or acts of God, the Contractor shall call the Maintenance Services Supervisor to confirm the vegetation is dead, request authorization for replanting, replant it and submit an invoice with the monthly statement for additional labor and applicable materials. The City reserves the right to furnish the required shrubs. The City will use the quoted extra labor charges and unit prices submitted with the proposal for reimbursement. Should shrubs expire due to contractor's negligence, all replacement charges shall be at contractor's expense. All damaged, diseased (untreatable) or dead shrubs shall be replaced with the same exact species and size of the existing plant material at not cost to the City. 4. Contractor shall remove any spent blossoms or dead flower stalks as required to present a neat and clean appearance. Sometimes the plant's flower stalks are many in number or part of the plant's character (i.e., Dietes). Coordinate with the City on a plant -by -plant species basis. 5. Shrub mounding shall not exceed eighteen inches in height within areas required for vehicular line -of -sight distance depending upon roadway topography. (Maintenance Services Supervisor is to be informed by Contractor if the plant material will continually be a problem.) 6. Formally sheared shrub hedges shall be continually maintained in their formal design by shearing and trimming. These shall be specifically designated by the City and shall not infer that any other shrub shall be sheared or trimmed. 7. Shrubs designed to be grown full size shall not be sheared or trimmed. Selective pruning may be necessary to remove dead, diseased, or intertwining material. Shrubs sheared or trimmed, when they are not designed to be so, shall be replaced at Contractor's expense in a size designated by the Maintenance Services Supervisor. B. All shrubs shall be pruned to prevent encroachment onto private property. 9. Pruning Procedures: A. All cuts shall be made sufficiently close to the parent stem so that healing can readily start under normal conditions. B. All limbs one inch or greater in diameter shall be "under cut" to prevent splitting and tearing. C. All equipment utilized shall be clean, sharp, and expressly designed for shrub pruning. D. Avoid pruning plants when seasonal bloom is present (i.e., Indian Hawthorne). 10. All trimmings and debris shall be removed and disposed of off-site at the end of each day's work. 11. Existing shrubs shall be replaced by the Contractor if it is determined by the Maintenance Services Supervisor that they died due to Contractor's neglect. Replacement shrubs shall be of like kind and size. Vines 1. Vines and espalier plants shall be checked and retied as required. Secure vines with appropriate ties to promote directional growth on supports. 2. Nails shall not be used to secure vines on masonry walls. 3. Contractor shall deep water vines in pockets without sprinklers and where required to promote optimum growth. 4. Pruning of vines will be in accordance with good horticultural practices. 5. Whenever vines die as a result of vandalism, or acts of God, the Contractor shall call the Maintenance Services Supervisor to confirm the vegetation is dead, request authorization for replanting, replant it and submit an invoice with the monthly statement for additional labor and applicable materials. The City reserves the right to furnish the required vines. The City will use the quoted extra labor charges and unit prices submitted with the proposal for reimbursement. Should vines expire due to contractor's negligence, all replacement charges shall be at contractor's expense. All damaged, diseased (untreatable) or dead vines shall be replaced with the same exact species and size of the existing plant material at not cost to the City. Ground Cover 1. Contractor shall trim ground cover adjacent to walks, walls, and/or fences as required for general containment to present a neat, clean appearance at four inches maximum from vertical surfaces and six (6) inches back from walk/trail edges, and curbs. 2. Contractor shall prevent soil compaction by regularly cultivating bare spots in all ground cover areas on a monthly basis. 3. Any paper or litter that accumulates in ground cover areas shall be picked up daily. 4. Contractor shall keep ground cover trimmed back four inches from all controller units, valve boxes, quick couplers, structures or walls, and private property. Ground covers shall not be allowed to grow up trees, into shrubs, or mix in with vines on walls. Ground cover shall be kept six (6) inches from all other plants. 5. All planter areas and tree wells located in the city parks shall be mulched to a depth of 3 inches once per year, along with a per -emergent application. 6. Ground cover areas shall be maintained in a manner which will promote the healthy growth of the plant material in a primarily natural state while removing weed infestations. 7. The un -mowed fescue areas may be 'mowed' only as often as necessary to control weeds and to maintain the 24 -inch maximum height with approval of the Maintenance Services Supervisor. In the fall, the seed heads shall be allowed to remain in order to reseed the area and then removed before they change color. Whenever groundcover dies as a result of vandalism, or acts of God, the Contractor shall call the Maintenance Services Supervisor to confirm the vegetation is dead, request authorization for replanting, replant it and submit an invoice with the monthly statement for additional labor and applicable materials. The City reserves the right to furnish the required groundcover. The City will use the quoted extra labor charges and unit prices submitted with the proposal for reimbursement. Should groundcover expire due to contractor's negligence, all replacement charges shall be at contractor's expense. All damaged, diseased (untreatable) or dead vines shall be replaced with the same exact species and size of the existing plant material at not cost to the City. 9. All medians, parkways and shrub beds and tree wells located in City parks shall be mulched once per year by February 1 each year at no additional cost to the City. The mulch application must follow a pre -emergent treatment The scope of work for landscape maintenance shall be completed on a bi-weekly basis. Failure to comply with the scope of work for landscape maintenance shall result in a performance deduction of $400 per day per incident. Payment for landscape maintenance shall be for actual quantities completed for each maintenance area. Contractor billing for this activity shall detail the specific days landscape maintenance was conducted during that billing period. Payment shall be made based on the unit bid price and actual quantities completed. Maintenance of Drainaae Facilities The Contractor shall be responsible for continual inspection of surface drains (i.e., bench drains, flow structures, v -ditches), located within each park and landscaped areas on a monthly basis. Surface drains shall be checked and maintained free of obstruction and debris at all times to assure proper drainage. Remove any debris or vegetation which accumulates and prevents proper flow of water. All drain sumps or catch basins and drain lines shall be cleared twice per year. 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 Maintenance Services Supervisor. Fertilization Unit price for Bid Item #6 shall be inclusive of the following tasks: Scheduling Fertilization will be applied in accordance with FERTILIZER SCHEDULE, or as otherwise directed by the Maintenance Services Supervisor. AN applications shall be recorded and specifically identified on the weekly schedule, indicating the fertilizer used, frequency applied and the landscape material applied to (i.e., turf, trees, shrubs, ground cover, etc.). General Fertilizers shall be inorganic, dry, pelletized formulation. Application shall be in accordance with manufacturer specifications. Method of Application In making application of fertilizer granules, precautions shall be taken to contain these materials in the planting areas. Caution should be used when using a cyclone spreader which tends to throw material onto paved areas. The use of constant flow P.T.O. driven spreaders will keep materials contained in planting areas, eliminating sidewalk stains. The Contractor will be responsible for removing all fertilizer stains from concrete caused by his application. Fertilizer shall be applied at manufacturer's recommended rate. Any fertilizer that is applied to non -target areas such as a roadway, sidewalk, parking lot, etc., will be removed immediately by contractor. Absolutely no fertilizer is allowed to enter the storm drain system. Contractor shall choose which methods of removal will work best. (i.e.: sweeping or gas powered blower, etc.) Timing of Application When climatic factors cause problems of the general use of fertilizers, an adjustment of the fertilizer schedule may be necessary. After fertilizer application, monitor watering schedule to eliminate runoff or leaching of fertilizer materials. Trees and Shrubs Fertilizers, pre -approved by Maintenance Services Supervisor, shall be applied to trees and shrubs that require supplemental feeding. Annual spring feeding shall be done in accordance with the rate indicated by the manufacturer. Fertilization may require deep root feeding or foliar applications to correct iron chlorosis and other micro -nutrient deficiencies. Landscaped Areas All landscaped areas shall be fertilized in accordance with the following criteria: 1. All proposed chemical formulations shall be submitted to the Maintenance Services Supervisor for approval prior to use. 2. All fertilization schedules shall commence with the effective date of the contract then follow the cycles established in the annual schedule. 3. Ground cover areas shall be free of moisture at the time of fertilizer application. Application of the fertilization shall be done in sections, determined by the areas covered by each irrigation system. All areas fertilized shall be thoroughly soaked immediately after the fertilizer is broadcast. Soil Tests for Fertilization Upon request, soil samples for testing shall be taken from landscape locations as determined by the Maintenance Services Supervisor. I . Samples shall be tested at an agricultural soils testing laboratory approved by the Maintenance Services Supervisor. 2. Contractor shall pay all costs for testing, taking samples, pickup and delivery to the testing laboratory; all incidentals and no additional payment will be made thereafter. Ground Cover Apply fertilizer a minimum of 2 times a year, (March and September) to all landscape areas with a commercial fertilizer as often as required to promote a healthy appearance. Water thoroughly to prevent burning. Apply at the rate recommended by the manufacturer that is listed on the package. Vines Fertilize all vines with a commercial fertilizer a minimum of twice per year, in March and September, or needed to promote a healthy appearance. Water thoroughly to prevent burning. Apply at the rate recommended by the manufacturer that is listed on the package. Fertilizing of Turf Grass 1. Apply fertilizers so as to provide sufficient nutrients on a regular basis to keep turf grass in healthy looking condition. Fertilizer will be applied as per the fertilization schedule, or as otherwise directed to maintain an aesthetically pleasing turf grass stand. Type of turf and time of year will determine type of fertilizers used. The frequency of application will greatly depend on amount of leaching caused by excess use of water. The type of fertilizer used and frequency applied will be recorded. 2. Use 6-20-20 starter fertilizer at a rate of 1 Ib. P and K per 1,000 square feet during over seeding process until first mowing and subsequently thereafter use 15-15-15 fertilizer at a rate of 3A Ib. N / 1,000 square feet per month through the winter fertilization period. 3. Winter fertilization period shall begin November I and continue until the end of March. A 16-20-20 commercial fertilizer shall be required. 4. Summer fertilization period shall begin April 15 and continue until the end of September. A 16-6-8 or 16-4-4 commercial fertilizer shall be required. S. For additional or special applications requested by the City of nutrients (i.e., application of additional nitrogen, iron, calcium or gypsum), the Contractor will be paid extra for the special applications. The City will use the quoted extra labor charges and unit cost submitted with the proposal for reimbursement. 6. The Contractor shall supply to the City a list of dates and approximate times each bid area is scheduled for fertilizer application before the Contractor begins fertilization. 7. All proposed changes in formulation shall be submitted to the City for approval prior to use. 8. Turf shall be free of moisture at the time of fertilizer application. Application of the fertilizer shall be done in sections, determined by the areas covered by each irrigation system. All areas fertilized shall be thoroughly soaked immediately after the fertilizer is broadcast. 9. The Contractor shall take precautions to contain the fertilizer to planting areas only. The Contractor shall be responsible for removing all fertilizer stains from concrete caused by his application. Turf Fertilization Schedule FREQUENCY TYPE & SOURCE 1 x 15-15-15 Commercial 1 x 16-6-8 or 21-4-4 Commercial 1 x 6-20-20 XB + Commercial Landscapina.Fertilization Schedule FREQUENCY TYPE & SOURCE TIME OF YEAR Winter (October) Summer (April) @ summer reseeding October@ winter reseeding TIME OF YEAR 2 x 40-10-10 March 1 & September 1 Slow Release 4-1-1 wfiron or Approved Equal Trees Trees shall be fertilized and aerated by Landscape Maintenance Contractor in accordance with the National Arborist Association Standard for Fertilizing Shade and Ornamental Trees, National Arborist Association Standards current edition. Compliance Inspection Compliance with fertilization specification will be enforced by application inspections, bag counts, and periodic soil analyses by independent soils laboratory. Failure to comply with the scope of work for fertilization shall result in a performance deduction of $400 per day per incident. Payment for fertilization shall be for actual quantities completed for each maintenance area. Contractor billing for this activity shall detail the specific days fertilization was conducted during that billing period. Payment shall be made based on the unit bid price and actual quantities completed. Irrigation System Maintenance Unit price for Bid Item #7 shall be inclusive of the following tasks: General The controlling factor in the performance of water management within the City landscape maintenance area is the application of water to landscape plants at a rate which closely matches the actual needs of the plant material with no runoff. Contractor shall have the sole responsibility for managing the City's irrigation usage. Irrigation/Operation and Maintenance Scheduled Times Irrigation shall be accomplished in accordance with Contractor -provided schedules. The following irrigation times shall be applied to various types of public facilities. Medians, Parkways and Parks (Sunday -Thursday) 9:00 PM - 6:00 AM Manual Irrigation 9:00 AM - 3:00 PM Failure to adjust irrigation controllers to comply with designated watering windows and Contractor -provided schedules will result in a performance deficiency deduction. 2. Contractor shall monitor the requirements of the plant material, soil conditions, seasonal temperature variations, wind conditions and rainfall, and shall recommend appropriate changes in duration of watering cycles. 3. Special watering required during daytime hours such as after over seeding, fertilization, during periods of extreme dryness or heat or during manual irrigation cycles shall be conducted in accordance with the following criteria: A. There shall be minimal drift onto private property or roadways caused from the wind. B. There shall be irrigation personnel present at each location until watering cycle is completed. 4. Contractor shall respond within two (2) hours of any request by the Maintenance Services Supervisor to turn on/off irrigation systems, particularly in respect to rainfall. 5. All damages resulting from under or over watering shall be repaired at the Contractor's expense. Oneration/Reoair The entire irrigation system, including all components from connection at meters, shall be maintained in an operational state at all times. This coverage shall include but not be limited to the following: all controllers and remote control valves; gate valves, ball valves, and backflow devices; main and lateral lines; pumps; sprinkler heads; moisture sensing devices; and all related equipment. Contractor is required to notify the Maintenance Services Supervisor of mainline failures within twelve (12) hours of occurrence. 2. All irrigation systems shall be tested and inspected a minimum of once every week (excluding Saturday and Sunday) and a written report shall be submitted biweekly in accordance with the schedule submitted at the start of the contract showing the location, day of week, and time of day that each system was tested. Any changes shall be submitted for approval prior to enactment. Failure to inspect irrigation systems within the required timeframes shall result in a performance deduction. 3. All systems shall be adjusted in order to: A. Provide adequate coverage of all landscape areas B. Prevent runoff and/or erosion C. Prevent watering roadways, facilities such as tennis, basketball or handball courts, walkways, trails, fences, and private property D. Match precipitation rates E. Limit evapotranspiration loss using State of California ET area ratings. F. Limit hazardous conditions G. Contractor will adjust or clean as necessary all sprinkler heads, quick couplers, or valves to continue operation of maximum efficiency and performance. H. Sprinkler heads shall be kept clear of overgrowth, which may obstruct maximum operation. Chemical edging around turf heads will not be permitted. Raising heads or lowering grade and reseeding are options to keeping head height in the correct position for maximum effectiveness. I. Contractor will keep system in adjustment by valve or head adjustment to keep all systems operating at manufacturer's recommended operating pressures. This shall be accomplished by valve throttling and pressure gauging. At all times, the valves should be throttled so as to prevent sprinkler heads from fogging, allowing droplets for effective watering. At any time, Maintenance Services Supervisor may request a coverage test to evaluate proper settings, timing, usage, or maintenance of system. 4. All system malfunctions, damage, and obstructions shall be recorded and timely corrective action taken. 5. In addition to weekly testing, all irrigation systems shall be tested and inspected as necessary when damage is suspected, observed, or reported; daily if necessary. A. Repair malfunctioning controllers, quick couplers, manual or automatic valves and sprinkler heads within twelve (12) hours of receipt of written notice. B. Correct deficient irrigation systems and equipment as necessary following notification from the Public Works Supervisor or Public Works Landscape Inspector. The Contractor shall turn off irrigation systems immediately as directed during periods of rainfall and times when suspension of irrigation is desirable to conserve water while remaining within the guidelines of good horticulturally acceptable maintenance practices. C. Once the City representative acknowledges the necessity to turn on the water once again, all controllers shall be activated within twelve (12) hours. 6. Adjustment, damage, and repairs shall be divided into the following categories and actions: A. Any repairs made by the Contractor will be in accordance with the original details. At no time shall contractor install irrigation heads other than what is on-site at the time of inspection. (i.e.: Rainbird irrigation heads will not be installed where Hunter irrigation heads are the uniform irrigation head.) Failure to comply with this issue will result in a performance deduction issued once every day until mismatched irrigation heads are removed and the proper heads are installed. Contractor shall keep an adequate supply of replacement heads on repair vehicle at all times. Contractor shall make repairs immediately using "like" materials to maintain uniformity and to match application rates. Contractor shall replace, at his cost, any irrigation heads installed improperly or heads that do not match existing or "like" heads. B. All sprinkler heads shall be adjusted to maintain proper coverage. Adjustment shall include, but not be limited to, actual adjustments to heads, cleaning and flushing heads and lines, and removal of obstructions. Costs for adjustment shall be included in costs for operation and maintenance of the irrigation. system. C. Repairs to the system caused by conditions under which the Contractor does not have direct control shall be done by others or paid for by the City. Repairs under this category shall be "extra work' and are as follows: 1) Theft (missing heads) 2) Storm damage (Acts of God) 3) Damage by others 4) Malfunctions to automatic controller, remote control valves, or pressure lines. D. Damage and repairs shall be divided as follows: 1) Minor repairs shall include, but not be limited to, all irrigation components from, and including, the valve to lateral line and heads/emitters, replacement of adjusting pins, friction collars, washers, trip assemblies, tubing, and other small parts. The cost for minor repairs shall be included in the costs for operations and maintenance of the irrigation system. 2) Major repairs shall include all items before the automatic control valve including but not limited to backflow devices, pressure regulators, and mainline control wire (except as previously noted). The cost for major repairs, except as noted, will be considered extra services based on the contract labor and unit cost. E. Repairs to the irrigation system shall be completed within 12 hours after approval of the Irrigation Materials Request Form by Maintenance Services Supervisor for major component damage such as broken irrigation mainlines. F. Contractor shall be responsible for adjusting height of sprinkler risers necessary to compensate for growth of plant material. If pop -ups are used, adjust pop-up height and do not convert to a riser. G. Work performed by the Contractor and paid for as extra work will be guaranteed for a period of one year by the Contractor. H. Until the ground cover plantings are established, care shall be exercised to minimize silting of walks from soil erosion by the use of proper irrigation programming. The Contractor shall use repeat cycles to eliminate run-off. I. Contractor shall pay for all excessive utility usage due to failure to repair malfunctions on a timely basis or unauthorized increases in the frequency of irrigation. Costs will be determined from comparisons of usage with historical usage for the same time period. Costs to be deducted from monthly payments will be presented to the Contractor by the City. J. The Maintenance Services Supervisor will conduct spot inspections to check the accuracy of the Contractor's maintenance reports. If discrepancies are found, the Contractor will have twenty-four (24) hours to correct problems. While the Contractor is correcting problems in unsatisfactory areaS,..the specified level of service will be maintained in all other aspects of this Contract. K. The Contractor shall adjust sprinkler heads and valve boxes to the level of the ground surface as necessary or when instructed by the Maintenance Services Supervisor. L. Control valves, sprinklers, and direct burial control wires shall be located and repaired by the Contractor. M. The Contractor shall be responsible for properly removing control clocks needing repair, marking station wires, delivering clocks for repairs to a City -approved repair facility, and reinstalling the control clock with station wires in the original order as found. If repairs encountered will take more than two working days to correct, a temporary controller, supplied by the Contractor, will be installed by the Contractor until the permanent controller can be repaired. N. When sprinkler systems are out of service due to the Contractor's neglect, the Contractor shall be required to water by hand or other means in accordance with plant and vegetation needs. This shall not be an extra labor charge. O. When rain occurs or is in the forecast with some certainty, all sprinkler system controllers shall be turned off by the Contractor's personnel. The Contractor will notify the City before the turn-off process starts and when the turn-off process is completed. The Maintenance Services Supervisor will confer with the Contractor when the sprinkler system controllers are to be turned back on. P. The Contractor shall be held responsible for damage done to sprinkler heads and valves due to careless operation of vehicles and lawn mowers. O. Monthly water meter readings are required to be provided to the City by the f IP of the following month. 7. Personnel A. The Contractor shall provide personnel fully trained in all phases of landscape irrigation system operation, maintenance, adjustments, and repair; in all types of components to include irrigation controllers, valves, moisture sensing devices, and sprinkler heads; and with all brands and models of irrigation equipment used within the City. B. The Contractor shall provide personnel knowledgeable of, and proficient in, current water management concepts, with the capability of working with City staff in implementing more advanced water management strategies. C. The Contractor shall provide personnel capable of verbal and written communication in a professional level of English. 8. Materials A. All replacement materials are to be with original types and models unless a substitute is approved by the Maintenance Services Supervisor. B. Contractor shall maintain an adequate inventory of medium to high usage stock items for repair of the irrigation systems. C. Contractor shall implement repairs in accordance with all effective warranties, and no separate payment shall be made for repairs on equipment covered by warranty. D. The cost for all irrigation repairs shall be controlled via the unit bid price for extraordinary irrigation repairs. E. All materials are to be new and identical to existing materials, unless directed otherwise by the Maintenance Services Supervisor. 9. Invoicing A. Irrigation Repair Invoices shall be organized according to controller number and submitted on a weekly basis to reflect work carried out via the irrigation management sheet. 10. Water Management A. All systems shall be programmed weekly and/or as needed to maintain healthy plant material and landscape. B. All program changes shall be recorded on an Irrigation Management Form. C. Water meter reading for each system shall be submitted on a monthly report the first working day of each month. D. The watering schedule will be established and programmed by the Contractor's landscape maintenance supervisor. Application rates will be based on the amount the planting areas are capable of receiving without excessive run-off. The irrigation system schedule shall be monitored and adjusted accordingly to maintain an efficient use of water being applied. E. In determining rates of application, soil type, topography, and weather conditions will be taken into consideration. The project sites are equipped with an automatic system which provides for repeat cycles, applying water over shorter periods of time that will allow for proper infiltration and thereby minimize run-off. F. The irrigation system will be physically inspected a minimum of once per week (excluding Saturday and Sunday) to keep the system operating at an optimum level of efficiency. G. Particular observation shall be paid to all slope areas which will, by physical nature, provide for greatest potential run-off. H. Contractor will be responsible for hand watering any areas not provided with an irrigation system. I. In those areas where a drip/water saver system is used, the Contractor will be required to hose off or wash dust/soot off plant material bi-weekly or more often 9 required to prevent plant damage. J. Contractor will submit to the Maintenance Services Supervisor a copy of the irrigation schedule for each controller. K. Contractor will be expected to use minimal amount of water in all areas, but maintain healthy plant growth. L. Where moisture sensing devices are used, a continual monitoring will be made to assure units are functioning properly. If malfunction is noted, the Maintenance Services Supervisor will be notified immediately. M. Automatic controllers will be kept locked at all times. N. All non -stainless steel controller enclosures must be painted as needed to maintain a good appearance. Color will be determined by the Maintenance Services Supervisor. New enclosures shall be made of stainless steel. O. Contractor will maintain an active "site schedule" in each controller enclosure. Any changes made in the field or to the current program will be documented on the site schedule to ensure the most recent, active schedule is represented upon review by Maintenance Services Supervisor. GUARANTEE AND/OR REPLACEMENT POLICY The contractor has the ultimate responsibility to ensure that all landscaping and turf grass is maintained in healthy and aesthetically pleasing condition. All new plant material and irrigation installations shall be guaranteed for a period of one calendar year except due to "Acts of God", i.e., damage or death of plant material due to wind, storm, vandalism, theft, or other willful acts over which the maintenance contractor has no control. Existing plants shall be replaced by Contractor at the Contractor's expense, if it is determined by Maintenance Services Supervisor that they died due to Contractor's negligence. All existing plant material that dies as a result of contractor negligence shall be replaced at the Contractor's expense. All irrigation system components that fail or break as a result of contractor negligence shall be replaced by the contractor at his expense. GENERAL PROVISIONS Minimum Staffing Requirements Contractor shall provide adequate staffing levels to service this contract to ensure maintenance activities are completed according to the schedule intervals required herein. If contractor falls behind schedule additional staff will be required at contractor's expense to ensure schedules are adhered to. The City requires that the contractor provide one full-time (1) irrigator and one full-time (1) irrigation assistant. Completion of Extra Work Contractor must utilize separate crews to provide all extra work activities. Contractor may not use regular maintenance crews for extras. Regularly scheduled maintenance work shall be completed in conjunction with extra work and cannot be postponed in order to complete extra work. Failure to comply with this requirement shall result in a $400 performance deficiency deduction. Storage Yard The City will provide a storage yard for the Contractors use to store vehicles and equipment used to provide maintenance services to the City of Seal Beach. The storage yard is located at the northwest end of Adolfo Lopez Drive. The Contractor shall store ONLY VEHICLES & EQUIPMENT THAT IS ASSOCEATED WITH THE CITY OF SEAL BEACH LANDSCAPE MAINTENANCE CONTRACT. Failure to adhere to this requirement will result in the termination of the yard agreement and/or termination of this contract. It is the contractors responsibility to verify the size and location of the storage yard. The City will provide a 40 CY tallboy bin in the yard for disposal of landscape waste collected within the City of Seal Beach only. The bin will be emptied weekly. Any damage to the yard shall be repaired at the sole expense of the contractor. Turtgrass Maintenance — Zoter Park, Arbor Park & Bluebell Park Contractor shall provide designated mowers to each sports field to prevent cross -contamination Bermudagrass maintenance (Apr -Oct) M win , Once Bermuda grass comes out of dormancy begin mowing at 3A" height to reduce shade from cool -season grasses and allow more heat to the crown of the Bermuda plant with a reel mower. Mowing frequency should be 1x per week. Clippings can be left'rf the 1/3 rule is followed. Hybrid Bermuda prefers a mowing height of Y2"- 3A". Fertilization: Apply a complete fertilizer at a rate of 1 Ib of N per 1000sf every month. In June and July the amount of N can be increased to 1.5 lbs per 1000 square feet or an additional application of Yz It, per 1000 square feet can be applied two weeks following the 1 Ib N application. The ratio of nitrogen (N) to potassium (K) should be close to equal with phosphorous (P)'A that of N and K. Fertilizer selected should include some secondary nutrients (calcium, magnesium, and sulfur) as well. Apply micro nutrients (iron, manganese, zinc, copper and boron) at the label rate in June and July — this can be either in granular form or liquid form if spray equipment is available. Dethatching: Vertical mow all turf grass areas in June or July at the completion of field activity. Vertical cutting blades should be spaced approximately every 3k" and set to the depth of the soil surface. If equipment has vertical blade spacing greater than 2" then make 2 passes at right angles over entire area. Debris should be removed. Vertical mowing will provide some viable stolons that can be placed in heavily worn areas for establishment. Aeration: All sports field turf areas should be core aerified every month. Deep -tine aeration is to be performed once a year in the summer when the fields are not in use. Depending on the depth of irrigation pipes aerating to a 12" depth is required. If deep -tine aeration is not an option then core aerating to a minimum of 3" is recommended. Cores must be collected from the field at the conclusion of each work day. Toodressing: Topdressing should be performed at the same time aeration takes place. Topdressing mix should consist of 90% washed medium sand (.5mm-.25mm) and 10% finely composted organic material. Application rate should be approximately 40 cubic yards per acre. Perennial Ryegrass /Tall Fescue Maintenance (Oct -Apr) Mowina: Raise the height of cut to 1" and mow 1x per week. Mowing should be done with a reel type mower. Clippings can be left if the 1/3 rule is followed. Fertilization: Apply a complete fertilizer at a rate of 3A Ib of N per 1000 square feet every month. The ratio of nitrogen (N) to potassium (K) should be close to equal with phosphorous (P) ,p that of N and K. Fertilizer selected should include some secondary nutrients (calcium, magnesium, and sulfur) as well. Apply micro nutrients (iron, manganese, zinc, copper and boron) at the label rate in November — this can be either in granular form or liquid form if spray equipment is available. Aeration: All turf grass areas should be core aerified every month. Cores must be collected and removed by the end of each work day. Since the fields are in heavy use during this time of the year solid -tine aeration can be used effectively to minimize surface disruption. It is, however, important to create an avenue at the soil surface for water, oxygen and carbon dioxide exchange with the atmosphere. Toodressing: Topdressing should be performed at the same time aeration takes place. Topdressing mix should consist of 90% washed medium sand (.5mm-.25mm) and 10•% finely composted organic material. Application rate should be approximately 20 cubic yards per acre for minimum impact on field activity. Overseeding: Because of the heavy use periods during the winter when the preferred Bermuda grass is dormant over seeding is necessary to support field activity. Over seeding should be performed as follows: • Overseed in late September to mid October • Mow grass at 3k" height and leave clippings • Spike with solid -tines to a Yz" depth • Uniformly apply 3 -way blend of perennial ryegrass with a broadcast spreader (Lely pull - behind, etc) at 10-15 lbs per 1000 square feet • Top dress with a mix of 90% medium washed sand and 10% organic at a rate of 40 cubic yards per acre • Fertilize with a pre -plant fertilizer (BEST 6-20-20, etc) at 1 Ib P and K per 1000 square feet • Irrigate with enough water to move seed down to the soil surface (amount of water dependent on scheduled field activity) • Seed must remain in contact with soil; seed kept moist until germination; seedling not allowed to dry out during establishment (10 days typically) Specialty Areas All play and sports equipment shall be inspected for vandalism, safety hazards and serviceability daily. Deficiencies shall be reported in writing immediately to the Maintenance Services Supervisor. Play equipment shall be pressure washed on a quarterly basis or as directed by the Maintenance Services Supervisor. Sand Court Areas - A. These areas shall include tot lots, play areas, volleyball courts, etc. B. All areas shall be maintained weed free on a daily basis. C. By the 10th of each month, 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. D. All sand areas shall be raked level and free of any foreign debris on a daily basis. Sidewalks adjacent to tot lots shall be swept daily, as required. E. If at any time, due to inclement weather or other causes, the sand court areas become flooded and there is standing water, it will be the Contractor's responsibility to remove water immediately. Engineered Wood Fiber/ Playground Chios A. Level under play equipment daily and rototill by the 10'" of every month or when directed by the Maintenance Services Supervisor. B. All areas should be kept weed free on a daily basis. C. All areas should be kept trash and debris free on a daily basis. D. If at any time, due to inclement weather or other causes, the Engineered Wood fiber areas become flooded and there is standing water, it will be the contractor's responsibility to remove water immediately. E. No foreign debris (sand, soil, etc.) should be allowed to mix with engineered wood fiber surfacing. Rubberized Surface Areas A. All areas shall be maintained weed free on a daily basis B. All areas shall be kept trash and debris free on a daily basis C. All areas shall be cleaned daily. Method of cleaning to be determined by the Maintenance Services Supervisor IE: water, broom, gas blower, pressure washer etc. Any damage to rubber playground surfaces must be reported to the Senior Landscape Inspector immediately. Hard Surface Areas A. These areas shall include concrete sidewalks, tennis courts, handball courts, basketball courts, bicycle trails, A.C. walkways, etc. B. All areas shall be swept weekly to remove all deposits of silt and/or sand. Hazardous materials and substances will be removed immediately. C. All areas shall be inspected daily and maintained in a neat, clean, and safe condition at all times. D. Cracks and crevices shall be kept free of weeds at all times. All trip hazards shall be ground by a concrete grinder or cutting method approved by the City. Expansion joint compound sealer shall be used to fill any gaps found. Contractor will be required to paint any sidewalk trip hazards in fluorescent orange paint immediately when discovered. E. Once a week all areas shall be thoroughly cleaned by sweeping, blowing or pressure washing as needed. F. Special emphasis shall be placed on chemical edging along these asphalt trails to prevent damage by vegetation. All such damage shall be repaired at the Contractor's expense. General Facility Operations A. All drinking fountains shall be kept clean and operational at all times B. Minor repairs, including but not limited to, unclogging drains, replacing damaged or broken parts, shall be included in the bid price for these services. C. All repairs shall be completed within twenty-four (24) hours after damage is reported or noticed. D. Every instance of damage shall be reported to the Maintenance Services Supervisor in writing. E. Should damage be repetitive, the Maintenance Services Supervisor will evaluate replacement with a more damage resistant model through extra work or separate action. F. All sidewalk areas abutting maintained areas shall be cleaned when dirtied by Contractor's operations and at other times as required. G. All leaves, paper, and debris shall be removed from landscaped areas and disposed of off-site daily. H. All security and sports area lighting shall be inspected weekly, and damaged or malfunctioning equipment shall be reported to the Maintenance Services Supervisor. I. At no time will Contractor be allowed to blow grass cuttings/debris into public streets or gutters without being swept or vacuumed clean. Debris generated from adjacent maintained landscape areas shall be the responsibility of the Contractor to remove, (i.e., sidewalks, streets, gutters).