CLEARWATER BEACH ASSOCIATION / NEIGHBORHOOD BEAUTIFICATION PERMIT
NEIGHBORHOOD BEAUTIFICATION PERMIT
THIS AGREEMENT is made and entered into this ...~ tul. day of
~, 2003 by and between the City of Clearwater, a municipal corporation,
hereinafter referred to as City, and the Clearwater Beach Association, Florida Not For
Profit Organization, hereinafter referred to as Donor.
WHEREAS, the City has instituted a Neighborhood Beautification Permit
program to encourage and obtain support from civic-minded entities for the beautification
and maintenance ofC,ity properties; and
WHEREAS such maintenance will promote the beautification and welfare of the
City by aesthetically improving said properties while resulting in a cost savings to
Clearwater taxpayers; and
WHERERAS, the Donor desires to "adopt" a property under this City program;
NOW, THEREFORE, the parties hereto agree as follows:
1. CITY and DONOR have identified the median located at Mandalay and
Acacia Street (Exhibit 1) as the City owned property to be "adopted".
2. The property will be maintained in accord with the attached maintenance
specifications (Exhibit 2) which have been prepared by the City.
3. City has secured bids from private landscape maintenance companies to
accomplish the work specified with the lowest, most responsive bid being $740.00.
4. City shall, at the request ofthe Donor, secure costs of a sign to be located at
said median which shall give full recognition to Donor's contribution. Said sign shall not
exceed (18) eighteen square inches of sign face, shall meet City sign regulations and be
approved by both parties.
5. Donor shall donate $740.00 to the City to cover the landscape maintenance
cost of the property for one year from --/J4It(lt'h. L~' 2003 until ~t'.L.. t.f '
2004 and $ II$~ to purchase and install the sign, if required.saId sums shall be
paid to the City in one ofthe following ways:
a. Lump sum for the entire year payable at effective date of this agreement.
b. Equal quarterly payments of$185.00 to be paid by the last calendar day ofthe
third month ofthe quarter.
c. The cost of the identification sign to be paid at effective date of this
agreement, if applicable.
J '.
6. City shall award a contract for the maintenance of said property and shall use
funds contributed by the Donor to pay for such maintenance.
7. City shall maintain identification sign after installation, for as long Donor
contributes to the property landscape maintenance as provided herein.
8. City shall pay all utility bills associated with the property and shall set and
control irrigation timing, frequency and duration.
9. City shall repair and replace landscaping and irrigation that is damaged by
vehicles, vandalism, and natural acts such as freeze, flood, or storm.
10. City shall be responsible for having the landscape contractor replace
landscape materials lost due to lack of specified maintenance.
11. City shall provide inspections to ensure compliance with maintenance
specifications and appropriate payments to the contractor.
12. This agreement shall terminate on date indicated under item # 5, unless
renewed for successive periods by the mutual consent of both parties. If renewed, the
annual maintenance cost may be adjusted to reflect new annual cost.
13. This agreement makes void and supersedes any prior Adopt-A-Park or
Neighborhood Beautification agreements between the parties in association with said
City owned property.
14. This agreement shall constitute the entire agreement between the parties.
15. In the event that either party seeks to enforce this agreement or to interpret
any portion of this agreement by law or through attorneys'-at-law or under advice
therefrom, the parties agree that all costs including reasonable attorney's fees be awarded
to the prevailing party. Jurisdiction for enforcement of this agreement shall be in Pinellas
County, Florida.
.,.1
)r ..
BY EXECUTION and acceptance of this permit, the Clearwater Beach
Association and its duly elected officers acknowledge having read same and represent to
the City that Donor, as a Florida Not For Profit Organization, has the authority to
execute this Permit and fully agrees to all the terms and conditions contained herein.
Dated: \\\pre h .3
, 2003
Approved By:
City of Clearwater
~~
~
~ -~~
Kevin E. Dunbar, Director of
Parks and Recreation
~JA~
Mike Quillen, P.E., City Engineer
Cle1):~h A~CllrtiOn
By ~ ~ ~ f-h.O "-
Its President
By
@._~~.'1t'
Wi iam B. Horne, II, City Manager
~,,~
~aron Wanon, Risk Manager
Note: This Permit not valid until executed by the City Manager. City of Clearwater.
ATL-I'lr:S: 13"tJA, Effhjh,+ 1
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E/fh; b,''t 61
CITY OF CLEARWATER
"IDGH PRIORITY AREAS"
GROUNDS MAINTENANCE SPECIFICATIONS
BID PROPOSAL FORM
(Contractor's Letter~)
Gentlemen:
Having careful1y examined the Specifications entitled "High Priority Areas", Grounds
Maintenance Specifications, as well as the Premises and Conditions affecting the Work, the
Undersigned proposes to furnish all maintenance, permits, insurance, labor, material and
equipment for the entire work in accordance with the Specifications for the sum of which amount
includes all bonds, insurance and taxes.
Facilities Cost / Visit # Site Visits Total Cost
Reclaimed Water Storage Facility $ 37 $
North Greenwood Library $ 37 $
North Greenwood Police Substation $ 37 $
Safety Village & Fire Station 3 $ 37 $
Fleet Administration $ 37 $
Fire Station 4 $ 37 $
Fire Station 5 $ 37 $
Monument Park $ 37 $
WPC East Plant $ 37 $
Arlie Ave. and Bayshore Blvd. $ 37 $
Countryside Police Substation $ 37 $
Parking Lot # 4 Garden Ave $ 37 $
Drew and Ft. Harrison P.L. #7 $ 37 $
Station Square P.L. # 18 $ 37 $
Gulf Blvd Medians, Welcome sign $ 37 $
Clearwater Homeless (Chip) $ 37 $
Sand Key Fire Station $ 37 $
Acacia Roundabout $ 37 $
. (Contract period apprOIimately May 11M3 - May 1,1004) ~
TOTAL COST FOR CONTRACTED SERVICES (IS-sites)
The undersigned hereby declares that the only person or persons interested in the Bid Proposal as
principal or principals are named herein; that no other person than is herein mentioned has any
interest in the Proposal or in the Contract to be entered into; that this Bid is made without
connection with any other person, company, or parties making a Bid Proposal; and, that it is in all
respects fair and in good faith without collusion or fraud.
The undersigned further declares that the site of the Work has been examined, that he/she is fully
informed with regard to all conditions pertaining to the place where the Work is to be done, and
that the Specifications for the Work have been fully examined prior to submittal of this Bid.
CITY OF CLEARWATER
"HIGH PRIORITY AREAS"
GROUNDS MAINTENANCE SPECIFICATIONS
BID PROPOSAL FORM
Further, if this Bid Proposal is accepted, the Undersigned agrees to be prepared to contract with
the City of Clearwater and begin maintenance within thirty (30) days. The Undersigned states
that (please print), an individual employed by and
representing the Undersigned firm, is qualified under the local and state laws as a licensed
Contractor.
The Undersigned has attached a Certificate of Insurance for Liability Coverage, Automobile, and
Worker's Compensation, a copy of the Occupational License, a List of Equipment, References,
and Manpower.
Respectfully submitted,
Firm Name
Date
Firm Address
Official Signature
City
State
Zip code
Please Print Official Signature
Title
2
CITY OF CLEARWATER
"HIGH PRIORITY AREAS"
GROUNDS MAINTENANCE SPECIFICATIONS
SECTION 1. -INSTRUCTIONS
1.1 PROPOSAL: Written Bids will be received for furnishing all labor, material, equipment,
supervision, transportation and all other services necessary for furni~hing landscape
maintenance service, for the City of Clearwater Parks and Recreation Department, herein
specified and as required by the Department. Any Bids received after the time and date
specified for submittal in these Instructions will not be considered. Please provide unit
prices for labor charges involved with maintenance and landscape work that may be
needed in addition to the services established in these specifications.
Bids shall include:
1.1.1 A Certificate of Insurance (2.2.8) for Liability Coverage, Automobile, and
Worker Compensation.
1.1.2 A copy of the Contractor's Occupational License.
1.1.3 A list of the equipment owned by the Contractor and required for this contract.
1.1.4 A list of References and a list of Manpower for this Project, cont8-ining the
nwnber of people and job title of those persons a$signed to various tasks.
1.1.5 A copy of the certificate for the Contractor's Certified Pest Control Operator
(C.P.O.) on sta1I
1.1.6 A list of the other Professional Certifications held by it's employees.
1.2 SUBMISSION OF BIDS: Bid Proposals shall be received at the City of Clearwater
Purchasing Department, 100 South Myrtle Avenue, Third Floor, Clearwater, Florida
33758-4748 no later than 11:00 am. on (date), or by mail to
the Purchasing Manager, Purchasing Department, P.O. box 4748, Clearwater, FI 33758-
4748. The competency and respoDSlbility of Contractor's will be considered in making the
award. The City reserves the right to reject any and all Bids.
1.3 TERMS OF CONTRACT: The purpose of this Bid is to establish a contract for the
purchase of maintenance services for a twelve (12) month period, from May 1, 2003 -
May 1,2004. However, once the contract has been established, it may be renewed under
the same terms and conditions up to a maximum of three years.
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1.4 EXAMINATION OF SITES: Each Contractor is required before submitting hisIher Bid
to visit the site of the proposed work and become familiar with any local conditions which
may in any manner affect the work to be done or affect the equipment, materials and labor
required. The Contractor is also required to examine carefully the specifications and
conditions and inform himself7herself thoroughly regarding any and all conditions and
requirements that may in any manner affect the work to be performed under this contract.
No additional allowances shall be made because of1ack of knowledge of these conditions.
NOTE: Contracton shaD contact Millie McFadden at (727) 462-6261, or Scott
Sullivan at (727) 462-6116, Cor aBY inCormation regarding the services to be
rendered and/or these specifications.
1.5 LOCATIONS: This Bid covers eighteen (18) City facilities. Qualified Contractors must
provide a Bid for all eighteen of the sites shown. and provide separate prices for each site.
A Contractor must provide three (3) references of current commercial customers within
the Tampa Bay Area to be qualified. The eighteen sites are as follows:
HP 1 Reclaimed Water Storage Facility, 1180 Russell St. Level 2 service.
HP 2 N. Greenwood Library, 905 N. Martin Luther King Jr. Avenue. Level 2 service
HP 3 N. Greenwood Police Substation, 1310 Greenwood Ave. N. Level 2 service.
HP 4 Safety Village, Fire Station 3, 1450 and 1460 Lakeview Road, Level 2 service.
HP 5 Fleet Administration, 1900 Grand Avenue, Level 2 service.
HP 6 Fire Station 4, 1700 N. Belcher Road., Level 2 service.
HP 7 Fire Station 5, 520 Sky Harbor Drive, Level 2 service.
HP 8 WPC East Plant, 3141 Gulf to Bay Blvd., Level 2 service.
HP 9 Mo~ument Park, south side S.R.60, east ofWPC East Plant, Level 2 service
HP 10 Arlie Ave & Bayshore Blvd. Median and Lift Sta, Level 2 service
HP 11 Countryside Police Substation, 2851 McMullen Booth Road, Level 2 service.
HP 12 Parking Lot #4, Parking garage on Garden, north of Cleveland, Level 2 service.
HP 13 Drew/ Ft. Harrison P.L. # 7, S.W. corner Drew and Ft. Harrison, Level 2 service.
HP 14 Station Square P.L.# 18,620 Cleveland Street, Level 2 service.
HP 15 Gulf Blvd., Medians and sign, south of Clearwater Pass Bridge to Belleair, Level 2
seI'Vlce.
HP 16 Clearwater Homeless Intervention Project, 1339 Park St. Level 2 service.
HP 17 Sand Key Fire Station, 950 Gulf Blvd. Level 2 service.
lIP 18 Acacia Roundabout, intersection Acacia and Mandalay Ave. Level 2 service.
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SECTION 2. - GENERAL CONDITIONS
2.1 SCOPE: Work under this contract shall include the furnishing of all labor, material,
equipment, supervision, transportation and other services necessary to do the landscape
maintenance at the designated areas as specified herein.
During and at the end of the maintenance period, all plant material shall be in a healthy,
growing condition equal to or better than at the beginning of the maintenance period.
2.2 CONTRACTOR'S REPONSffiILITIES
2.2.1 Local Office: The Contractor shall maintain a local office with a competent
company representative that can be reached during normal working hours and
authorized to discuss matters pertaining to this contract with a Parks and
Recreation Department Representative. A local office is one that can be reached
by telephone without it being a toll call. An answering machine service or mobile
telephone shall fulfill the requirement for a local office.
2.2.2 Contractor and Indq>endent Contractor - Indemnification: The Contractor shall act
under the contract as an independent contractor and will not be an agent or
employee of the City. The Contractor shall not represent or otherwise hold out
itself or any of its directors, officers, partners, employees, or agents to be an agent
employee of the City. The Contractor shall indemnifY and otherwise hold harmless
the City, and its officials, officers, directors, employees, agents and other
representatives, from all liability, loss, or damage (including reasonable attorney's
fees and other costs of defense) resulting from damage or injury to persons or
property caused, or claimed to have been caused by acts or omissions of the
Contractor.
2.2.3 Laws. Permits and Regulations: The Contractor shall have all necessary licenses
and permits (City, County, State) as required for work under this contract; and
shall comply with all laws, ordinances, regulations, etc., applicable to the work
contemplated herein. The Contractor is presumed to be familiar with local laws,
ordinances and regulations that may in any way affect the work. Ignorance on the
part of the Contractor will in no way relieve him/her from responsibility.
2.2.4 Res,ponsibility for Work: The Contractor shall be responsible for all damage, loss
or iIijuries that occur as a result of the fault or negligence of said Contractor or
hisIher employees in connection with the performance of this work.
2.2.5 The successful Contractor(s) shall not assign, transfer, convey or otherwise
dispose of this contract, or of any or all of hislher or its rights, title or interest
herein, or his/her or its power to execute such contract to any person, company or
cooperation without prior written consent of the City.
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2.2.6 Cancellation: Either party may cancel the contract with or without cause by giving
thirty (30) days written notice to the other party.
2.2.7 Insurance: The Contractor shall indemnify and save the City harmless from any and
all claims, liability, losses and courses of actions which may arise out of the
fiJlfil1ment of this Agreement. The Contractor shall pay all claims and losses of any
nature whatever in connection therewith, and shall defend all suits in the name of
the City when applicable, and sba1l pay all costs and judgments which may issue
thereon.
The Contractor shall maintain during the term of this agreement the following
insurance:
a) Workers' Compensation Insurance for all employees of the Contractor as
required by Florida Statute 440.
b) Public Liability Insurance on comprehensive basis, In amounts not less than
$100,000 per person and $300,000 per occurrence for bodily injury, and
$50,000 per occurrence for property damage.
c) Automobile Liability Insurance covering all owned, non-owned and hired
vehicles used in connection with the work, in amounts not less than
$100,000 per person and $300,000 per occurrence for bodily injury and
$50,000 per occurrence for property damage.
The insurance coverage required shall include those classifications as listed in
standard liability insurance manuals, which most nearly reflects the operations of
the Contractor.
All insurance policies sball be issued in companies authorized to do business under
the laws of the State of Florida.
The Contractor shall furnish Certificates of Insurance to the City of Clearwater
Parks and Recreation Department naming the City of Clearwater as additional
insured prior to the commencement of operations, and no material change or
cancellation of the insurance shall be effective without thirty (30) days prior
written notice to the City.
Compliance with the foregoing requirements shall not relieve the Contractor of
hisIher liability and obligation under this Section or under any other section of this
Agreement.
2.2.8 Employees: All employees of the Contractor shall be considered to be at all times
the sole employees of the Contractor under hislher sole direction and not an
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employee or agent of the City. The Contractor shall supply competent and
physically capable employees and the City may require the Contractor to remove
an employee it deems careless, incompetent, insubordinate, or otherwise
objectionable and whose continued employment on City property is not in the best
interest of the City.
Grounds Maintenance Personnel: All personnel will be skil1ed in the field in which
they work; that is, no minimum wage, Ul)s.1c111ed laborers will perform the work.
The Contractor will provide a list to the City containing the number of people
assigned to various tasks. All grounds maintenance crews will be required to wear
company uniform shirts, abide by any and all company and OSHA (Occupational
Safety and Health Act) safety standards and conduct themselves in a well-
mannered, orderly 1Bshion while on the City grounds.
2.2.9 Repairs to Existing Facilities:
2.2.9.1
2.2.9.2
2.2.9.3
All portions of the existing structure, 1Bcility services, utility roads
and irrigation systems shall be protected against damage or
interrupted service at all times by the Contractor during the term of
this contract. Any damage to the property as a result of the
performance of work by the Contractor, under this specification
during the term of the contract, shall be repaired or replaced in kind
and in an approved manner. All work of this kind shall be
performed by the Contractor at no cost to the City and shall be as
directed by the Parks and Recreation Department Representative.
Repairs to 1Bcilities shall be made immediately after damage or
alteration occ~ unless otherwise directed.
Repairs to the existing structures or 1Bcilities, including irrigation
systems, which are damaged or altered in any way, including acts of
God, vlUlda1isn1, vehicular (htmage, theft, or undetermined damages,
that do not resuh from the performance or work by the Contractor
shall be repaired by the City at no cost to the Contractor, except
where the specifications provide otherwise.
The Contractor shall notify the Parks and Recreation Department
within twenty-fom (24) ho~ after discovery of any damage
caused by accident, vandalism, theft, acts of God, or undetermined
causes.
2.2.10 Safe1y ReqlJirements: The Parks and Recreation Department reserves the right to
issue restraint or cease and desist orders to the Contractor when unsafe or harmful
acts are observed or reported relative to the performance of the work under this
contract.
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2.2.11 Ha7.ardous Conditions: The Contractor shall maintain all work sites free of hazards
to persons and/or property resuhing from his/her operations. Any hazardous
condition noted by the Contractor, which is not a result ofhislher operations, shal1
immediately be reported to the Parks and Recreation Department at 100 South
Myrtle Avenue, 562-4800.
2.3. FAILURE TO PERFORM SATISFACTORILY
2.3.1 It is agreed and understood that in the short run, if the Contractor fails to perform
the work as specified herein, the Parks and Recreation Department (1) will only
pay for the amount of service received as determined by the Parks and Recreation
Department with an appropriate downward adjustment in contract price, or (2)
may have such repair work done by Parks and Recreation staff at a cost to the
Contractor of$28.00 per man-hour.
2.3.2 Demult of Contracts: The City may by written notice delivered to the Contractor
given address terminate the contract if the Contractor has been found to have
failed to perform his/her services in a manner satisfactory to the City as per
specifications. The date of termination shall be stated in the notice. The City shall
be sole judge of nonperformance.
2.4. CONTRACTOR'S STATEMENT OF EXPERIENCE. TECHNICAL ABILITIES
AND REFERENCES
The Contractor is required to supply, along the Bid Proposal Form, a list of three (3)
references for current commercial customers, where he/she perfonns work of a similar
character to that included in the proposed contract. The contractor may choose to supply
a general listing of current clients / accounts, along with a contact name and phone
number. These references will enable the City to judge the Contractor's responsibility,
experience, skill and business standing. The City reserves the right to reject any Bid when,
in its opinion, the Contractor has insufficient experience, responsibility, skill or business
standing to perform the proposed work in strict compliance with the specifications, or
when the information provided is insufficient for making a jlldgment.
2.5 PAYMENTS WITHHELD: The City may withhold payment to such extend as may be
necessary to protect the City from loss due to:
2.5.1 Work required in the specifications, which is defective, incomplete, or not
performed.
2.5.2 Claims filed, or reasonable evidence indicating probable filing of claims.
8
2.6 PAYMENT: The Contractor shall submit all invoices to the Parks and Recreation
Department. Invoices shall indicate the date of service, services rendered, and location for
which the Invoice is being submitted. Invoices shall be submitted monthly (at the end of
each month) for services rendered during said month.
SECTION 3. - LAWN MAINTENANCE SPECIFICA nONS
3.1 SCOPE
To mow, edge, and trim lawns; removing trash and debris from landscape and lawn areas;
removal of clippings, maintenance of plant beds and landscape materials, and the cleaning
of hard surfi1ces at designated areas in the City of Clearwater. The Contractor is to work
with the Clearwater Parks and Recreation Department in coordinating maintenance
activities and reporting irregularities in the work zone.
The Contractor will provide the labor and materials required to maintain the various City
property listed in this specification package, including:
. Traffic safety;
. Trash and debris removal from the job site;
. Mowing of turf;
. Edging of turf from hard surfaces and landscape areas;
. Removal of excess grass clippings
. Removal of weeds in landscape areas;
. Proper pruning of landscape plimts;
. Pest control
. Irrigation service and repair
. Cleaning of hard sud3ces; and the
. Reporting of irregularities at the job site.
3.2 SCHEDULING OF WORK
3.2.1 The Contractor shall accomplish all lawn maintenance required under the contract
between the hours of 7 a.m. and 7 p.m. Monday through Saturday, excluding
observed holidays. The Parks and Recreation Department may grant, on an
individual basis, permission to perform contract maintenance at other hours.
3.2.2 All work shall be completed in a continuous manner, that is the mowing, edging,
trimming, etc., be completed before leaving the job site.
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3.3. WORK METHODS
3.3.1 Maintenance schedlllin~: The Contractor will adhere to a work schedule provided
by the City (see Section 3.3.3.). Any variations to that schedule, requested by
either party, must be approved either verbally or in writing by an authorized
representative of the other party.
3.3.2 Duties per service visit: The Contractor shall provide the following service at each
scheduled visit to the designated location:
Litter - Remove trash and debris from the area to be maintained. Proper disposal
of collected trash and debris is a requirement of the Contractor. Extraordinary
amounts of debris caused by hurricanes, tornadoes, vandalism, etc., would be the
responsibility of the Parks and Recreation Department to clean up. The
Contractor should report such accwnulations of debris, when encountered.
Quotations for the extraordinary cleanup from the Contractor would be
considered.
Mowing - All turf areas are to be mowed at a height of four inches above the
ground surfuce. Cuts should be clean, with properly sharpened blades. Mowers
should not direct discharge into the street, unless unavoidable, and proper
deflectors should be attached at discharge points of the mower. Discharge should
also not be directed into any storm drainage system or landscaped area.
Clippings - Bagging is not required but any heavy amounts of clippings, that
would be visible 24 hours. after mowing, should be removed. Any clippings left on
hard surfaces should be swept or blown off. Clippings should not be blown into
the street.
Edging and triunninf - All site features (curbs, walks, shrubs, trees, or other fixed
objects) shall be trimmed or edged, whichever is applicable. String trimming is not
to be done against the base of any tree, but may be done around palms. Herbicides
can be utilized to maintain edges of shrub and tree areas if applicator is properly
certified. Herbicides shall not be used to edge walks and curbs. May be used
around other permanent structures such as poles, buildings, etc.
Plant and Tree Trimminfl and Pnminfl All plant material should be trimmed in a
manner that promotes the natural shape and mature size of the particular species.
Trimming will be performed at intervals that majntain plants in a neat appearance.
Ligustrum Trees. if present, should be kept elevated as to where the bottom of the
canopy is clear to six feet from the ground surface. Shoot suckers should be kept
off the trunk system as to maintain the clear multi-trunk appearance. Canopy tops
should not be sheared, but occasional pruning of long shoots may be necessary to
maintain the '~hroom" shape that is normally associated with Ligustrum trees.
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Debris Removal - All debris from pruning process is to be removed from the job
site and disposed of by the Contractor. Work sites should be left in a clean and
neat appearance upon completion.
Weed Removal in Landsccwed Area - Weeds should be removed on a regular basis
in order to keep them from being visibly noticeable. Weed control with the use of
appropriate herbicides is allowable, given they are properly applied by a certified
applicator.
Lawn and QrnamentaI Pest Control - Should be performed by a properly licensed
and certified applicator to keep pest populations at a less than damaging level
Landscape materials lost to, or extensively damaeed by, pests will be replaced by
the Contractor at the Contractor's expense. Diazanon products are not to be used
on City properties.
Lawn Fertilization - Apply one pound of nitrogen and one pound of potassium
evenly per thousand square feet of turf area. Nitrogen should be in a minimum
25% slow release formula. Applications should be made once in late February and
once in late August of each year. Applications should be performed in accordance
with irrigation scheduling and turf conditions to avoid burning. Where irrigation
does not exist, available nitrogen shall be in a minimum 50% slow release formula.
Fertilizer should be removea from hard surfuces to avoid stains.
Plant and Tree Fertilization - All tree and plant material should be fertilized with
the appropriate amount, as per label instructions, of 20-6-12 sulfur coated slow
release ornamental fertilizer, or approved equal, three times per year. Applications
should be made in mid-February, early June, and mid-September.
Mulch Condition - Should be maintained at a thickness that will discourage weed
growth as well as help retain soil moisture - usually three inches (3").
Irrigation Service and Re.pair - Should be performed at each visit to assure the
systems proper operation and timing. Heads should be turned and ~logged as
needed to achieve proper coverage. Drip tubing should be kept covered with
mulch. Timer should be checked for proper time of day and operating schedule.
Leaks or breaks in the system should be repaired before the next scheduled system
running time. All repairs which will be charged at $20.00 or more must be
approved in advance by the Parks and Recreation Department. Minor repairs, less
than $20.00, should be completed and billed to the Parks and Recreation
Department in addition to the monthly maintenance fee. Drip line filters should be
checked and cleaned on a monthly basis.
11
!
Cleaning of Hard Surfaces - Remove debris that accumulates in the corners of the
lots and beside parking stops. Remove broken glass that is present in lot and on
walks, curb, or other hard surfaces. Remove any debris caused by maintenance
activities.
Traffic Control- Where applicable, proper and safe work zones in vehicular traffic
areas are to be set up and maintained by the Contractor.
Pedestrian Safety - The Contractor is responsible for maintaining safe work zones
in areas where pedestrians and park users are present. The Parks and Recreation
Department reserves the right to limit the hours of operation in certain high
pedestrian use areas.
Visual Check - The site should be checked for irregularities, such as irrigation
leaks, vehicle damage, dead turf or plant material, heavy insect infestations
(especially fire ants), vandalism, etc., which should be reported to the Parks and
Recreation Department within 48 hours after providing the service.
3.3.3 Level of Service: Each location is designated as a Level 2 service area. This
specific level of service and scheduling will be coordinated between the Contractor
and the Parks Supervisor in charge of the contract. While a site may be designated
as Level 2, the City reserves the right to increase or decrease the number of visits
based on local conditions.
Level 2 - Schedule visits for the second week of January and February, the first,
third and fifth weeks of March; the second and fourth weeks of April (these
biweekly visits should occur no closer than ten (10) and no futher than seventeen
(17) calendar days apart); weekly during the months of May, June, July, August
and September, (these weekly visits should occur no closer than six (6) and no
further than ten (10) calendar days apart); then biweekly for the months of
October, November and December for a total of thirty-seven (37) visits for the
year.
3.3.4 Completion of Work: Within 48 hours of completing work the Contractor shall
notifY the Parks and Recreation Supervisor assigned to monitor the contract either
in person or by phone of said completion. It is acceptable to leave a phone
message, however, to make certain the message is received, it is advisable to call
between 7:00 a.m. - 8:00 a.m. or 2:00 p.m. - 3:00 p.m.
Inspection and Approval - Upon receiving notification from the Contractor, the
City shall inspect the serviced location the following business day. If, upon
inspection, the work specified has not been completed, the City shall contact the
Contractor to indicate the necessary corrective measures. The Contractor will be
given 48 hours from this notification to make appropriate corrections. If the work
has been completed successfully then the City will pay for services billed.
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3.4 SPECIAL CONDITIONS
3.4.1 Each location shall have been maintained in an equal manner prior to transferring
maintenance responsibility to the Contractor. Any location requiring immediate
service to bring the landscape conditions to an acceptable standard will be serviced
by the Contractor at an additional charge to the City, based on hourly charges
quoted as a part of this Proposal.
3.4.2 All maintenance sball be performed in a good and workmanlike manner, consistent
with trade practices and prevailing industry standards.
3.4.3 The Contractor shall be responsible for damage to any plant material or site feature
caused by the Contractor or hislher employees. The Contractor shall be notified in
writing of the specific nature of the damage and cost of repair. The City shall, at
its option, invoice the Contractor for the payment, or reduce by the amount of the
repairs the next regular payment to the Contractor.
3.4.4 The City reserves the right to delete a location from the Contract upon thirty days
written notice. Payments for services by the vendor shall be adjusted accordingly
based on the individual site costs submitted as a part of this Bid.
3.4.5 Occasionally circumstances (standing water, prolonged inclement weather, parked
vehicles, etc.) may make all or portions of a location unserviceable during the
regular schedule. The Contractor shall notifY the Parks and Recreation
Department of such occurrences, and shall schedule to perform the required
maintenance to the locations as soon as the pertaining circumstances are relieved.
3.4.6 All Contractors shall include a list of equipment to be used in the performance of
the Contract. Such equipment must be available for inspection by the Projects &
Contracts Coordinator, or designee, prior to award of the contract, ifrequested.
3.4.7 All Contractors must submit proof of applicable licenses if requested.
3.4.8 The City reserves the right to accept all or any part of any Bid. Contractors must
provide a Bid for all sites. The price per location is important to determine the
amount owed to the Contractor for work performed.
3.4.9 The City may request additional or fewer services based on the individual site costs
submitted as a part of this Bid.
PARKSlHigh prioritybidlRev. March 13, 2003
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