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HomeMy WebLinkAboutItem 4 - Authorization to extend current contracts for Janitorial and Landscaping Servoces and Authorize RFP for 2021Department Name: Public Works Cost Center: 5002/5005 For Agenda of: July 21, 2020 Placement: Consent Estimated Time: N/A FROM: Matt Horn, Director of Public Works Prepared By: Greg Cruce, Acting Maintenance Operations Manager SUBJECT: AUTHORIZATION TO EXTEND CURRENT CONTRACTS FOR JANITORIAL AND LANDSCAPE MAINTENANCE SERVICES THROUGH DECEMBER 31, 2020 AND AUTHORIZE ADVERTISING A REQUEST FOR PROPOSALS FOR THOSE SERVICES IN THE YEAR 2021 RECOMMENDATION 1.Authorize the extension of existing janitorial and landscape contracts to December 31, 2020 to provide on-going services to the community while new RFPs are advertised, evaluated and new contracts awarded; and 2.Authorize the advertisement of janitorial and landscape Request for Proposals (RFP); and 3.Authorize the City Manager to award the janitorial and landscape contracts if within appropriated budgeted amounts. DISCUSSION Background In 2014, the City of San Luis Obispo issued formal Request for Proposals (RFP) for janitorial and landscape services to clean and maintain City facilities. This process resulted in the City obtaining the lowest cost services provided by vendors capable of providing these services in compliance with the City’s Purchase Policy. The RFP process for these services was and still is very involved and requires interested vendors to attend one of multiple facility tours. These tours are essential, so vendors have the full picture of the services that are to be provided. Since each facility is dynamic, tours are the only effective way to show t he scope of work, and have potential vendors ask specific questions based on their observations. In March of this year, the State of California, County of San Luis Obispo, and City of San Luis Obispo declared an emergency due to the COVID-19 pandemic. In response to this emergency, the City has closed facilities to the public and transitioned as many staff as possible to telecommuting to minimize the risk of spreading of the COVID-19. Concurrent with this action, staff time was shifted to providing essential government services and developing and implementing COVID-19 protocols for facility operations, disinfection, social distancing, and preparing public services counters for the eventual restoration of standard City services. This work was and is critical important and required the deferment of work to prepare and issue new RFPs for janitorial and landscape services. Item 4 Packet Page 17 Extension of Existing Janitorial and Landscape Maintenance Contracts The City existing contracts for landscape and janitorial services were secured by the formal RFP process, awarded to the lowest cost qualified vendor to provide this services, the services were obtain in compliance with the City’s Purchasing Policy, and expired on June 30, 2020. This expiration date is a contract term and can be modified by mutual consent of both parties (vendor and City). The contract authorizes the City Engineer to amend the contract as necessary and staff is requesting Council’s concurrence to complete this amendment. This extension will allow for an additional six months of janitorial and landscape services while the new RFPs are advertised, evaluated, and awarded. Scope of New RFPs The RFP for janitorial services groups facilities into the following types: 1. General Offices 2. Public Safety Facilities 3. Recreation Facilities 4. Parks Restrooms The RFP for landscape services groups facilities into the following service types: 1. Landscaped Areas, Parks, Facilities with turf 2. Landscaped Areas, Parks, Facilities without turf 3. Traffic median islands, frontages and sound walls 4. Sound walls, circles, islands and frontages 5. Parking lots 6. Railroad Right-of-Way 7. Water Resource Recovery Facility The contract janitorial and landscape maintenance locations are grouped into similar areas and Levels of Service as a guideline to manage the janitorial and landscape work and cost. Level of Service groupings are used to afford the best maintenance service within the available budget; and provides for areas that are commonly used by the community to receive a higher level of maintenance. The vendor is responsible for providing all maintenance services, including labor, supplies, and equipment in accordance with the tasks and service levels detailed in the RFP. Policy Context The City’s purchasing policy designates maintenance services as a General Services Purchase1 and requires issuance of a formal RFP document approved by the City Council for services with a cost greater than $150,000. Public Engagement No public engagement is necessary as this is considered to be an administrative item. 1 General Services Purchases. Contracts and purchases for operating and maintenance services, including basic IT maintenance services. Item 4 Packet Page 18 CONCURRENCE This action has the concurrence of the Utilities and Parks and Recreation Departments and the Natural Resources Program. ENVIRONMENTAL REVIEW The California Environmental Quality Act does not apply to the recommended action in th is report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15 378. FISCAL IMPACT Budgeted: Yes Budget Year: Fiscal 2020-21 Funding Identified: Yes Fiscal Analysis: Landscaping Services Funding Sources General Fund Enterprise Funds Total Award Cost Parks Maintenance Landscape $311,600 $311,600 Streets Maintenance Landscape $3,000 $3,000 Natural Resources Landscape $11,600 $11,600 Parking Services Landscape $22,000 $22,000 Transit Landscape $6,000 $6,000 Utilities Department Landscape $24,000 $24,000 Total $326,200 $52,000 $378,200 Janitorial Services Funding Sources General Fund Enterprise Funds Total Award Cost Parks Maintenance Janitorial $126,800 $126,800 Facilities Maintenance Janitorial $224,200 $224,200 Parks and Recreation Janitorial $36,300 $36,300 Parking Services Janitorial $15,000 $15,000 Utilities Department Janitorial $7,500 $7,500 Total $387,300 $22,500 $409,800 Item 4 Packet Page 19 Funding for Landscape and Janitorial services are found in the 2020-21 Parks and Landscape Maintenance, Facilities Maintenance, Parking Services, Utilities Administration and Water Resource Recovery Facility budgets. This funding is sufficient to support janitorial and landscape maintenance services for the 2020-21 Fiscal Year (under both the extended contract and the new arising from the RFP). Approximately 50% of the funding will be used to support work associated with the exiting contract for both landscape and janitorial services and 50% of the funding is planned to be used with the new contract with the selected vendors obtain by the formal RFP process. ALTERNATIVES Deny, or reduce work scope. The Council may choose to deny authorization for the Request for Proposal. Staff does not recommend this alternative as this would result in a reduced frequency of maintenance and increased risk of liability for unmaintained sites. Deny contract extension with existing landscape and janitorial services vendor. The Council may choose to deny contract extension for landscape and janitorial services. Staff does not recommend this alternative since this will result in deceased services provided to the community . Ultimately this service reduction will require the closure of facilities provided for public use and the redirection of staff work to service the most critical facilities that provide support for public safety and essential government operations. Attachments: a - Janitorial Scope of Work - Facilities b - Janitorial Scope of Work - Parks c - Landscape Scope of Work - Parks Item 4 Packet Page 20 Section A DESCRIPTION OF WORK The Contractor shall provide all labor, equipment, and materials required to perform high quality janitorial service at the locations and frequencies listed in Section II of this specification. The intent of this specification is to procure high quality janitorial service that will result in attractive building appearance at all times. The intent of this section is to describe, but not limit, the janitorial tasks necessary for high quality janitorial service. The Contractor shall perform the tasks listed plus any additional tasks needed to achieve attractive building appearance. The tasks described in paragraphs A through C are regularly scheduled tasks. The tasks described in paragraphs D through L are tasks that the Contractor shall perform when requested by the City. DESCRIPTIONS OF REGULARLY SCHEDULED TASKS A. General Janitorial Tasks 1. Use Appropriate Cleaning Compounds a. do not use cleaning compounds with the following ingredients: hydrochloric acid, phenols, peroxides, mercury, and iodine b. post Material Safety Data Sheets (MSDS) for all cleaning compounds wherever such cleaning compounds are stored at City locations c. whenever and wherever feasible, use “green” cleaning compounds that are environmentally friendly 2. Report Problems a. note any of the following problems and report them to the City representative before 7:30 a.m. on the next working day: pest infestations, vandalism, graffiti, damaged fixtures and furnishings, clogged drains (that cannot be cleared with a plunger), inoperable lighting fixtures b. immediately report running water which cannot be shut off to the Police Department dispatcher at 781-7312 to notify Building Maintenance Standby for response. c. secure any lost-and-found articles in a janitorial closet and notify the City representative 3. Empty and Clean Wastebaskets and Trashcans a. for all “Recreation Facilities” and “Public Safety Office” locations, empty all wastebaskets, trashcans, and recycling containers and install clean liners of the correct size b. for all “General Office” locations, empty central pickup trashcans and recycling containers and install clean liners of the correct size. c. ensure deposit of any interior collected recycle materials is placed separately from trash in appropriate exterior recycle bins. 4. Empty and Clean Ashtrays a. remove all smoking material and other debris from ashtrays 5. Clean and Disinfect Drinking Fountains a. wash all drinking fountain surfaces using clean toweling and an approved Quaternary Ammonium Germinal Detergent (QAGD) solution b. rinse washed surfaces with potable water c. ensure that all surfaces are free of spots d. polish all stainless steel surfaces with an approved polishing compound 6. Clean Lobby Counters a. remove dirt, oil, and fingerprints from all lobby counter surfaces using a cloth dampened with an approved cleaning/disinfecting solution Item 4 Packet Page 21 b. do not use abrasive products on counter surfaces 7. Spot Clean Window and Door Glass at Entrances and on Interior Partitions a. remove streaks, spots, and fingerprints from interior glass surfaces using a cloth and an approved cleaning solution 8. Spot Clean Doors, Door Frames, Door Hardware, and Switchplates a. remove dirt, oil, and fingerprints from doors, door frames, door hardware (including kickplates), and switchplates using a cloth dampened with an approved cleaning solution 9. Spot Clean Interior Walls a. gently remove dirt, oil, and fingerprints from interior wall surfaces using a cloth dampened with an approved cleaning solution and following procedures appropriate for the surface to be cleaned 10. Vacuum Carpets a. remove loose dirt and debris from all carpets using a commercial vacuum cleaner 11. Spot Clean Carpets a. remove spots and stains from carpets using a truck-mounted or portable carpet extraction machine 12. Dust Mop Wood Floors a. remove loose dirt and debris from wood floors using an untreated, oil-free dust mop 13. Damp Mop Wood Floors a. remove loose dirt and debris from wood floors using an untreated, oil-free dust mop b. remove dirt and grime using a damp mop without soaking the floor 14. Sweep Concrete, Ceramic Tile, and Resilient Floors a. remove loose dirt and debris from floors using a push broom, dust mop, or commercial vacuum cleaner 15. Wet Mop Floors a. on resilient floors, remove loose dirt and debris from floors using a push broom, dust mop, or commercial vacuum cleaner b. wash off dirt and grime using a wet mop and bucket with an approved cleaning solution c. remove stubborn dirt and grime spots using a plastic or nylon scrubbing pad (either hand-held or mounted on a low-speed buffing machine) with an approved cleaning solution d. remove all excess cleaning solution with a wet mop or wet/dry vacuum cleaner 16. Dust below Eight Feet a. remove dirt and dust from countertops, cabinets, shelf tops, wall-hung pictures, cubicle partition caps, and horizontal baseboard surfaces using a clean dry cloth or a cloth dampened with an approved cleaning solution B. Specific Restroom Janitorial Tasks 1. Disinfect Restroom Doors, Door Frames, Door Hardware, and Switchplates a. wipe entire surface area and remove dirt, oil, and fingerprints from doors, door frames, door hardware (including kickplates), and switchplates using a cloth dampened with an approved QAGD solution 2. Refill Restroom Dispensers a. check dispensers for soap, toilet paper, paper towels, and seat covers and refill if necessary b. disinfect dispensers and surrounding surfaces with an approved QAGD solution 3. Disinfect Restroom Countertops Item 4 Packet Page 22 a. wipe entire surface area and remove dirt, oil, and fingerprints from all countertop surfaces using a cloth dampened with an approved QAGD solution b. do not use abrasive products on counter surfaces 4. Disinfect Restroom Sinks a. scrub all sink surfaces using a nylon or plastic bristle brush with an approved QAGD solution b. wipe all plumbing fixtures with an approved QAGD solution c. dry all sink surfaces with clean, dry cloth d. dry bright plumbing fixtures to prevent water spots 5. Spot Clean Restroom Mirrors a. remove streaks, spots, and fingerprints from mirrors using a cloth and an approved cleaning solution 6. Disinfect Restroom Walls and Partitions a. wipe all wall and partition surfaces (including baseboards and cove moldings) with an approved QAGD solution 7. Disinfect Restroom Floors a. remove loose dirt and debris from the floor using a push broom, dust mop, or commercial vacuum cleaner b. wash dirt and grime from the floor using a wet mop and bucket with an approved QAGD solution c. remove stubborn dirt and grime spots from the floor using a plastic or nylon scrubbing pad (either hand-held or mounted on a low-speed buffing machine) with an approved QAGD solution d. remove all excess cleaning solution with a wet mop or wet/dry vacuum cleaner 8. Disinfect and Descale Toilets and Urinals a. scrub all toilet and urinal surfaces using a nylon or plastic bristle brush with an approved QAGD solution b. rinse toilet seat surfaces with clear water c. wipe all exposed plumbing fixtures with an approved QAGD solution d. dry all surfaces with clean, dry cloth e. dry bright plumbing fixtures to prevent water spots f. as necessary, remove scale and water rings in toilets and urinals using an approved bowl cleaner 9. Disinfect Showers and Adjacent Changing Areas a. spray shower walls, floors, and fixtures with an approved QAGD solution b. rinse thoroughly with clear water c. dry fixtures to prevent water spots 10. Clean Shower Drain Grates a. remove hair and other debris from shower drain grates 11. Check for and Correct Minor Plumbing Problems a. clear clogged drains using a plunger b. remove debris from floor drain grates c. if plumbing problems cannot be corrected, notify the City representative before 7:30 a.m. on the next working day 12. Polish Brightwork a. polish all chrome plated or stainless steel surfaces with an approved polishing compound C. Specific Breakroom/Kitchen/Meeting Room Janitorial Tasks Item 4 Packet Page 23 1. Refill Breakroom/Kitchen Dispensers a. check dispensers for soap and paper towels and refill if necessary b. disinfect dispensers and surrounding surfaces with an approved QAGD solution 2. Disinfect Breakroom/Kitchen Countertops a. remove dirt, oil, and fingerprints from all countertop and table surfaces using a cloth damp- ened with an approved QAGD solution b. do not use abrasive products on counter surfaces Item 4 Packet Page 24 3. Spot Clean Exteriors of Breakroom/Kitchen Cabinets, Refrigerators, and Conventional Ovens a. remove dirt, oil, and fingerprints from all cabinet, refrigerator, and conventional oven exterior surfaces using a cloth dampened with an approved cleaning solution 4. Disinfect Breakroom/Kitchen Sinks a. scrub all sink surfaces using a nylon or plastic bristle brush with an approved QAGD solution b. wipe all plumbing fixtures with an approved QAGD solution c. dry all sink surfaces with clean, dry cloth d. dry bright plumbing fixtures to prevent water spots 5. Clean Microwave Ovens a. remove dirt, grime, grease, and food particles from all interior and exterior surfaces of microwave ovens using a clean paper towel dampened with an approved cleaning solution and wipe all surfaces dry 6. Spot Clean Breakroom/Meeting Room Tables and Chairs a. as necessary, remove dirt, grime, grease, and food particles from permanently arranged tables and chairs using a cloth dampened with an approved cleaning solution b. maintain tables and chairs in the configuration specified by the City representative 7. Wipe Down Breakroom/Meeting Room Tables and Chairs a. wipe down all surfaces of permanently arranged tables and chairs using a cloth dampened with an approved cleaning solution DESCRIPTIONS OF PERIODICALLY REQUESTED TASKS D. Complete Window Washing 1. remove any window screens and louvers 2. spray window screens and louvers with water to wash off loose dirt and debris 3. remove loose dirt and debris from interior window sills, sash tracks, and other horizontal surfaces using a vacuum cleaner 4. wash interior and exterior glass surfaces using an approved cleaning solution 5. remove all wash water with a squeegee or cloth 6. ensure that all glass surfaces are free of streaks and spots 7. wipe interior window frames with a dampened cloth 8. reinstall window screens and louvers 9. remove dust and dirt from blinds using a vacuum cleaner with HEPA filter 10. remove dust and dirt from drapes using a vacuum cleaner with HEPA filter E. Exterior Window Washing 1. remove any window screens and louvers 2. spray window screens and louvers with water to wash off loose dirt and debris 3. wash exterior glass surfaces using an approved cleaning solution 4. remove all wash water with a squeegee or cloth 5. ensure that all glass surfaces are free of streaks and spots 6. reinstall window screens and louvers Item 4 Packet Page 25 F. Carpet Extraction 1. notify building occupants at least two days before carpet extraction to allow time for moving personal items off the floor 2. remove loose dirt and debris from carpets using a commercial vacuum cleaner 3. pre-treat carpets using an approved carpet shampoo solution and agitate visible stains 4. extract all carpets using a truck-mounted or portable carpet extraction machine with heated water 5. extract all carpets using a truck-mounted or portable carpet extraction machine without water 6. complete all extraction activity before 12:00 midnight to allow adequate drying time before occupancy the next morning G. Carpet Bonnet-Cleaning 1. notify building occupants at least two days before carpet bonnet-cleaning to allow time for moving personal items off the floor 2. remove loose dirt and debris from carpets using a commercial vacuum cleaner 3. clean carpets using a low-speed buffing machine with a special bonnet-cleaning pad and an approved cleaning solution 4. complete all carpet bonnet-cleaning activity before 2:00 a.m. to allow adequate drying time before occupancy the next morning H. Hard Floor Scrubbing and Recoating 1. remove loose dirt and debris from resilient and terrazzo floors using a push broom, dust mop, or commercial vacuum cleaner 2. wash off dirt and grime using a wet mop and bucket with an approved cleaning solution 3. remove stubborn dirt and grime spots using a plastic or nylon scrubbing pad (either hand-held or mounted on a low-speed buffing machine) with an approved cleaning solution 4. remove all excess cleaning solution with a wet mop or wet/dry vacuum cleaner 5. apply one coat of an approved polymer finish to the entire floor area I. Hard Floor Stripping and Recoating 1. remove loose dirt and debris from resilient and terrazzo floors using a push broom, dust mop, or commercial vacuum cleaner 2. remove all dirt, grime, and stains and strip off all the existing finish using a low-speed buffing machine with a nylon scrubbing pad and an approved stripping solution 3. remove all stripping solution with a wet mop or wet/dry vacuum cleaner 4. apply one coat of an approved polymer base to the entire floor area 5. apply two coats of an approved polymer finish to the entire floor area J. High Dusting above Eight Feet 1. remove loose dust, dirt, and cobwebs from ceilings, beams, ductwork, HVAC diffusers, light fixtures, and horizontal surfaces with a clean cloth, duster, or vacuum cleaner with HEPA filter 2. take care that dust and dirt do not fall onto areas below K. Shower and Changing Area Scrubbing 1. spray shower walls, floors, and fixtures with an approved acid foaming cleaner 2. scrub walls, floors, and fixtures using a nylon or plastic bristle brush 3. rinse thoroughly with clear water 4. dry fixtures to prevent water spots L. Spot Cleaning Folding Tables and Stacking Chai rs 1. remove dirt, grime, grease, and food particles from folding tables and stacking chairs using a cloth dampened with an approved cleaning solution Item 4 Packet Page 26 Exhibit A to Agreement SCOPE OF WORK AND SERVICE LEVELS DETAILED DESCRIPTION OF WORK General. The Contractor shall provide all labor, equipment, and materials required to perform high quality janitorial maintenance at the locations and frequencies listed in this specification. The intent of this specification is to procure high quality maintenance that will result in attractive, clean building appearance at all times. The intent of this section is to describe, but not limit, the janitorial tasks necessary for high quality maintenance. The Contractor shall perform the tasks listed plus any additional tasks needed to achieve a well maintained building appearance. The contractor shall not allow contaminated water or cleaning solution to enter storm drains. Emergencies should be reported to Police Dispatch (781-7312) Daily Tasks: 1. Disinfect and clean restroom sinks, mirrors, countertops, partitions, walls, floors and drinking fountains. 2. Disinfect, clean and de-scale toilets and urinals. 3. Clean all chrome plated or stainless steel surfaces. 4. Clean both interior and exterior doors including entry ways. 5. Refill toilet paper and seat cover dispensers. Empty and reline all trash containers. 6. Provide replacement dispensers as needed for parks staff to install. 7. Lock restrooms and retire two flags at Meadow Park at times indicated in section B. 8. Remove all dirt, debris, trash and foreign objects from the sites, disposing of these materials in an approved manner. 9. Wipe off graffiti using an approved cleaning solution. If graffiti cannot be removed or if paint is worn where graffiti has been removed, notify the City representative within 24 hours. 10. Supply all equipment, materials and supplies used for park restroom janitorial services. All supplies used shall be biodegradable or approved by the City before any application. A “green seal” cleaning supplies shall be used whenever possible. A list of proposed cleaning materials shall be submitted at the time of award. The contractor shall not use any materials, supplies, or equipment that may damage or destroy existing facilities. Materials, supplies, and equipment shall not be stored on City property without prior written permission from the City. 11. Maintain all surfaces in a clean condition. Surfaces are walkways, sidewalks, tops of planters, etc. 12. Correct minor plumbing problems, clear clogged drains using a plunger or toilet auger, remove debris from floor drain grates. In the interests of safety and water conservation if any water leak or problem is noticed water should be shut off to fixture. If plumbing problems cannot be corrected notify the City representative (781-7022) before 7:00 a.m. on the next working day. Monthly Tasks: Pressure wash or machine scrub floors and entryways Quarterly Tasks: Clean ceilings, ceiling fixtures, louvers, window screens and skylights. Additional Tasks: Maintain three cases of toilet paper at Damon Garcia Sports Field Restroom Storage Area as needed. This area needs to be restocked on occasions when large user groups use all the extra toilet paper. Item 4 Packet Page 27 Site Inspection and Reporting. Review entire site on each occasion that a site visit is made and report any problems to City representative the same day by email or before 8:00 a.m. on the next working day. During normal business hours the City representative can be reached at 781-7022 or 781-7220. If the problem is running water that can not be shut off and it is normal working hours call the City representative. If it is after normal working hours or an emergency call the San Luis Obispo Police dispatcher at 781-7312 to request a Parks Maintenance standby person or police assistance. Problems to report may include but are not limited to the following: safety, damage, graffiti, user issues, pest infestations, vandalism, damaged fixtures and furnishings, clogged drains (which could not be cleared with a plumber’s helper or a short snake), inoperable light fixtures, etc. Deliver any lost-and-found articles to the San Luis Obispo Police Station at 1042 Walnut Street, San Luis Obispo, within 24 hours. Item 4 Packet Page 28 Exhibit A to Agreement SCOPE OF WORK AND SERVICE LEVELS LANDSCAPE DETAILED DESCRIPTION OF WORK 1. Litter Control. Ground Litter. The Contractor shall pick up litter as encountered during scheduled visits to the locations listed in Contract Proposal, taking particular care to remove fecal matter from turf areas and from areas that are highly traveled and highly visible, including parking lots. Posted Material. The Contractor shall remove all posters, flyers, signs, and advertisements including staples, tacks, nails, and tape that are attached to trees, poles, and any other structures. Disposal of Gathered Litter and Material. Disposal of collected litter shall be at the Contractor's expense and not deposited in site garbage cans and dumpsters. The City shall remove trash from site garbage cans unless otherwise specified. 2. Walkway Maintenance. Litter Control. The Contractor shall remove all trash, weeds, and foreign objects from walkway surfaces as established for each Service Level. The Contractor shall then remove all trash, weeds and foreign objects from the site. Blow Pack Use. In the downtown area, blow packs may be used between 7:00 AM and 10:00 AM. In residential areas blow packs may be used between 8:00 AM and 5:00 PM. All litter swept with a blow pack shall be picked up and removed from the site. Because of inherent noise and dust problems, the Contractor shall display courtesy and consideration towards citizens and businesses whenever a blow pack is used and shut down or direct blowing away from pedestrians. Washing. Washing walkways shall not be permitted unless specifically authorized by the City's Contract Manager and undertaken with proper controls to prevent pollution of stormwater. Pruning. In addition to the specified scheduled pruning, the Contractor shall prune trees, shrubs and groundcovers whenever necessary to keep walkways clear and to maintain pedestrian safety. Equipment Pads. Equipment pads shall receive the same maintenance as walkways. 3. Irrigation. Manual Irrigation. The Contractor shall manually irrigate vegetation as required to maintain proper plant growth. This manual irrigation shall include watering with hoses, hose bibs, quick couplers, nozzles, and sprinklers furnished by the Contractor. Manual irrigation may be required in addition to, in conjunction with, or in the absence of automatic irrigation. The Contractor shall irrigate at times of the day that shall ensure maximum plant health and minimum inconvenience for people using the area. The Contractor shall avoid water runoff onto roadways, walkways and other hard surfaces. Recycled water shall be prevented from landing on picnic tables and drinking fountains. Schedules. On January 1, April 1, July 1, and October 1 of each year, the Contractor shall submit a proposed irrigation time of day schedule for all areas for the next 3 months. This schedule form will be provided by the city and the schedule must be approved by the City's Contract Manager. Automatic Irrigation. The Contractor shall operate all automatic irrigation systems. Automatic irrigation shall normally take place during night or early morning hours. The Contractor shall program automatic controllers for seasonal water requirements. Item 4 Packet Page 29 During periods of rain, the contractor shall deactivate all automatic programming and go into “rain shut down.”,. The contractor shall notify the City when “rain shut down” is both activated and deactivated. Failure to activate “rain shut down” during rainy weather will result in the contractor being liable for the cost of water used, per location, during rainy periods. If plant material dies due to inadequate water or over watering, the Contractor shall replace all dead plant material within 3 weeks of written notification, at no cost to the City. Irrigation System Inspection and Repair. The contractor shall maintain all irrigation systems in proper adjustment to avoid water runoff or overspray onto adjacent properties, roadways, walkways and other hard surfaces. The Contractor shall perform monthly irrigation system inspections by turning the system on, checking for leaks, overspray and other coverage issues, and making necessary adjustments and repairs. The Contractor shall notify the City of the inspection and submit an irrigation report the first of every month during the irrigation season. The contractor is responsible for repairs and replacements from the lateral line up, including swing-joints, risers, irrigation heads, drip emitters, and tubing. The City shall be responsible for any other irrigation system repairs. The Contractor shall report any irrigation problems that are the City’s responsibility, to the City as soon as noted, particularly any repairs needed for irrigation controllers, or improper coverage that could lead to plant death or site runoff. The Contractor shall manually irrigate an area as needed while an irrigation controller is being repaired. Before fertilization the Contractor shall check each automatic irrigation system for proper operation and adjustment. Non-Potable (recycled) water training. Worker safety training is required for all workers working in identified areas that use non-potable (recycled) water. The training will be provided by the city and scheduled once the reclaimed systems are operable. Water Conservation. All irrigation schedules shall comply with any watering restrictions imposed by the City of San Luis Obispo Utilities Department during drought conditions. When the Utilities Department has imposed watering restrictions, the Contractor shall consult with the City's Contract Manager to determine the best allocation of available water, considering plant species, time of year, location, and other environmental factors. Each month the Contractor shall monitor the effects of manual irrigation. During periods of officially declared water use restrictions, the Contractor shall report each month the amount of water used at each work location. Failure to comply with any mandatory restrictions may result in the contractor being liable for the cost of water used per location. 4. Disease and Pest Control. Protection of Vegetation and the Public. The Contractor shall control and eliminate weeds, insects, rodents, and diseases that harm vegetation. In performing this pest control work, the Contractor shall use only materials and methods that will not harm the vegetation or the public. The City strongly encourages the use of Integrated Pest Management concepts in all parks. Application Plan. The Contractor shall provide a application plan to the City's Contract Manager for approval. This plan shall include the disease or pest to be treated, the type and name of the product proposed to be used and copies of both the product label and Material Safety Data Sheet (MSDS). Following any pesticide application, the Contractor shall submit to the City's Contract Manager on the first of the month a copy of all pesticide use reports identifying the type and brand name of the chemical, the date, rate and specific location of application. Item 4 Packet Page 30 Pesticide Application Licenses and Permits. The Contractor and its employees and subcontractors shall have and maintain all required permits and licenses required by the State of California before applying any pesticide. Pesticide Acceptability. Any pesticide used shall be selected from the list approved by the State of California Department of Pesticide Regulations. Restricted materials may only be used with approval from the City and a permit issued by the San Luis Obispo County Agricultural Commissioner. Rodent Traps. The Contractor shall not use rodent traps without prior written approval from the City's Contract Manager for the location and type of trap to be used. Traps will not be allowed in any area where children could be expected to play. 5. Turf Maintenance. Mowing. The Contractor shall mow all turf areas at the locations and frequencies established for each Service Level. The Contractor shall mow turf in a workmanlike manner that ensures a smooth surface without scalping or leaving excessive cuttings. All mowing equipment shall be adjusted to the proper cut- ting heights and sharpened adequately. Mowing height shall be two inches for all turf areas, unless otherwise specified by the City's Contract Manager for special events and other conditions. Immediately before each mowing, the Contractor shall remove all litter and trash from turf areas. Immediately after each mowing, the Contractor shall clean all adjacent walkways. Mechanical Edging. The Contractor shall mechanically edge all turf areas. The Contractor shall edge all turf borders to leave a neat, uniform line and eliminate all grass invasion into adjacent areas. The Contractor shall also edge around other obstacles within turf areas to leave a neat, well-trimmed appearance and to allow optimum operation of sprinkler heads. When using string trimmers the Contractor shall take care to protect trees and shrubs from damage. Power edgers with rigid blades shall leave a well-defined v-shaped edge that extends into the soil. Chemical Edging and Detailing. With approval from the City's Contract Manager the Contractor may apply edging chemicals around areas such as planters, building walls, trees, fence lines, and sprinkler heads. Before applying chemicals, the Contractor shall trim all areas to the proper height. Fertilizing. The Contractor shall fertilize all turf areas as specified for each Service Level, except at identified areas that use recycled water, where no fertilization will be required. Application dates shall be approved by the City's Contract Manager. Following application, fertilizer shall be thoroughly watered into the soil within 24 hours. The Contractor shall notify the City's Contract Manager via the submitted monthly schedule a minimum of one week before a fertilizer application. The turf fertilizer shall be a complete fertilizer with a ratio of 4-1-2. The Contractor shall evenly broadcast the fertilizer at a minimum rate of one pound actual available nitrogen per 1,000 square feet of turf area per application. Any fertilizer landing outside the turf area shall be swept up and removed. The Contractor shall submit to the City written documentation of the quantities of fertilizer applied at each specified work location. Seed / Sod. Seed or sod replacement for bare areas shall be perennial rye grass or match surrounding turf. Weed Control. The Contractor may apply selective herbicides. The Contractor shall also perform any additional weeding necessary to keep the turf free of weeds. This additional weeding may be performed by hand or by using selective herbicides. 6. Groundcover Maintenance. Item 4 Packet Page 31 Edging. The Contractor shall edge all groundcover areas as specified for each Service Level. The primary purpose for edging the groundcover is to prevent it from growing onto walkways, roadways, hard surfaces, fences, and walls. The Contractor shall not use chemical edging methods without prior approval from the City's Contract Manager. Fertilizing. The Contractor shall fertilize all groundcover areas as specified for each Service Level. Following application, fertilizer shall be thoroughly watered into the soil within 24 hours. The Contractor shall notify the City's Contract Manager via the submitted monthly schedule a minimum of one week before a fertilizer application. The groundcover fertilizer shall be a complete balanced low release fertilizer with a ratio of 12-12-12. The Contractor shall evenly broadcast the fertilizer at a minimum rate of ten pounds per 1,000 square feet of groundcover area per application. Any fertilizer landing outside the groundcover area shall be swept up and removed. The Contractor shall submit to the City written documentation of the quantities of fertilizer applied at each specified work location. Weed Control. The Contractor shall maintain groundcover areas in a weed free condition. This weeding may be performed by hand or by using selective herbicides. 7. Shrub Maintenance Pruning. The Contractor shall prune all shrubbery at the locations as specified for each Service Level. The primary purpose for pruning the shrubbery shall be to encourage healthy and attractive growth according to prescribed industry practices. Such pruning shall encourage the graceful, natural growth of the shrub and shall maintain plant health through removal of dead, diseased, or injured wood. The secondary purpose for pruning the shrubbery shall be to prevent it from growing onto walkways, road- ways, and other hard surfaces. Where the specified pruning frequency is two times per year, the shrubs shall be pruned in the spring and fall. When required, the Contractor shall remove dead shrubbery. Fertilizing. The Contractor shall fertilize all shrub areas at the locations as specified for each Service Level.. Where the specified fertilizing frequency is twice a year, the shrubs shall be fertilized in April and September. Where the specified frequency is other than twice a year, the application dates shall be approved by the City's Contract Manager. Immediately following application, fertilizer shall be thoroughly watered into the soil. The Contractor shall notify the City's Contract Manager one week before a fertilizer application. The shrub fertilizer shall be a complete balanced low release fertilizer with a ratio of 12-12- 12. The Contractor shall evenly broadcast the fertilizer at a minimum rate of ten pounds per 1,000 square feet of shrub bed area per application. The Contractor shall submit to the City written documentation of the quantities of fertilizer applied at each specified work location. Weed Control. The Contractor shall maintain all shrub beds in a weed free condition. At a minimum, the contractor shall perform weeding at the locations as specified for each Service level. This weeding may be performed by hand or by using selective herbicides. When weeding is completed, the Contractor shall rake the shrub beds clear of all leaves and debris. 8. Tree Maintenance. Pruning. The only purposes for pruning the trees shall be to maintain proper pedestrian clearances and to remove suckers. The Contractor shall not make structural changes to the trees. The Contractor shall report the need for any additional pruning to the City's Contract Manager. Staking. The Contractor shall make minor staking repairs to all trees as required. Minor repairs shall include replacing or repairing ties, and refastening boards and braces. The Contractor shall report the need for more extensive repairs to the City's Contract Manager. 9. Miscellaneous Weed Control. Item 4 Packet Page 32 The Contractor shall maintain all fence lines, light standard bases, tree wells, buildings, walls, sidewalks, curbs, gutters, asphalt berms, parking lots, signs structures, and equipment pads etc. in a weed free condition. All non-landscaped areas shall be weed free. Herbicides used for weed control must have prior approval from the City's Contract Manager. The contractor shall perform all annual weed abatement in late May or as required by the San Luis Obispo Fire Department. 10. Drinking Fountain Maintenance. The Contractor shall clean, scrub and disinfect all drinking fountains at the locations as specified for each Service Level. 11. Site Inspection and Reporting. Review entire site on each occasion that a site visit is made for any reason. Report any problems, including irrigation, damage, graffiti or user issues, the same day by email, or phone if immediate repairs are needed. Item 4 Packet Page 33 Page intentionally left blank. Item 4 Packet Page 34