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HomeMy WebLinkAboutAGENDA REPORT 2020 0902 CCSA REG ITEM 09CCITY OF MOORPARK, 
CALIFORNIA City Council Meeting of September 2, 2020 ACTION Approved Staff Recommendation. BY B.Garza. C. Consider Service Level Adjustments to Landscape Maintenance Services for Parks and Underfunded Citywide Landscape Maintenance Districts. Staff Recommendation: Approve the proposed service level modifications to the landscape maintenance services in City parks and Underfunded LMDs. (Staff: Jeremy Laurentowski) Item: 9.C. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director BY: Chris Ball, Management Analyst DATE: 09/02/2020 Regular Meeting SUBJECT: Consider Service Level Adjustments to Landscape Maintenance Services for Parks and Underfunded Citywide Landscape Maintenance Districts SUMMARY The City’s parks and a number of City Landscape Maintenance Districts (LMDs) require subsidies from the General Fund each year for landscape maintenance operations, despite a variety of cost saving measures that have been implemented over the past decade. The current Covid-19 health emergency has heightened the need for fiscal restraint. Staff has identified various landscape maintenance service level modifications for City Council consideration that would result in net savings of approximately $93,000 annually if implemented in these underfunded areas. BACKGROUND In 1984, Landscaping and Lighting Maintenance Assessment District No. AD 84-2, encompassing the entire City (AD 84-2), was created to fund costs associated with street lighting and the maintenance of various landscaped areas in the City. This was a successor to the District enacted by the County of Ventura prior to the incorporation of the City. In subsequent years, Zones of Benefit (Zones) were added to fund improvements and the maintenance of certain specific areas. Later, these Zones were changed to Districts 1 through 12. Since 1984, the City has formed additional Assessment Districts to fund the maintenance of associated landscape improvements. These include the following active Districts: District 14 (Silver Oak Lane Tract 5201); District 15 A / B (Country Club Estates Tract 4928 / Masters at Moorpark Country Club Tract 5463); District 16 (Mountain View Tract 5166); District 18 (Moonsong Court Tract 5307); District 20 (Meridian Hills Tract 5187), District 21 A / B (Canterbury Lane Tract 5133 / Ivy Lane Tract 5425), and District 22 (Moorpark Highlands Tract 5045). Item: 9.C. 115 Honorable City Council 09/02/2020, Regular Meeting Page 2 AD 84-2, which includes the Citywide Zone and Districts 1 through 12, was adopted prior to the passage of Proposition 218, which does not provide a provision for increasing the annual assessment without a vote of the affected property owners. For the remaining districts that were adopted after the passage of Proposition 218, the language in the formation documents allows the maximum assessment to be increased annually to cover cost-of-living adjustment (COLA) increases. The Citywide Zone and Districts 1 through 11, and 14 generally require a subsidy from the General Fund each year for landscape maintenance operations, while Districts 12, 15, 16, 18, 20, 21 and 22 are fully funded and do not require a General Fund subsidy. This is reflected in the Landscape and Lighting Maintenance Assessment Districts (LLMAD) Engineer’s Report for Fiscal Year (FY) 2020/21, presented to Council on April 29, 2020, which shows an estimated operating deficit in the Citywide Zone and Districts 1 through 11, and 14 (hereafter the “underfunded LMDs”) of $339,316, while the fully funded districts (Districts 12, 15, 16, 18, 20, 21 and 22) are projected to remain fully funded with recommended levies below the calculated maximum assessments. Additionally, in 1999 the City established the Parks and Recreation Maintenance and Improvement District (Park Maintenance District) for the maintenance and improvement of City parks. It was initiated by the City Council to provide funding in place of Parks Maintenance Assessment District No. AD 85-1, which was disbanded in 1998 as a result of Proposition 218. The Park Maintenance District is based on a “special” assessment by which the City assesses property owners for that portion of park maintenance and improvement activities that generate a “special” benefit. Activities that generate a “general” benefit must be funded from non-assessment revenue, typically the General Fund and Park Improvement Funds. The amount of assessment levied to property owners may only increase annually by the amount of the Consumer Price Index (CPI) for the Los Angeles/Long Beach/Anaheim area, and not more than 3% in any year. In situations where the CPI exceeds 3%, the remaining difference can be carried over to a subsequent year. As detailed in the Parks and Recreation Maintenance and Improvement District Engineer’s Report for FY 2020/21 (presented to Council on April 29, 2020) the level of “general” benefit to properties within the district is 25%, with the remaining 75% providing “special” benefit. This means that the City can assess property owners within the district up to 75% of the costs of maintaining, operating and improving the parks and recreation facilities. When initially established, the assessment was set at $39.00 for a single family equivalent (SFE) unit, generating approximately 52% of the revenue required to support the Park Maintenance District operations at that time. This percentage was well below the “special” assessment cap of 75%. The City contributed funds to cover the remaining 48%, mostly from the General Fund. Over the years, as park acreage and amenities expanded and rising maintenance and utility costs outpaced increases in assessment revenues, the percentage of the total activities funded by non-assessment revenues (primarily General Fund and Park Improvement Funds) have compounded. The Park Maintenance District assessment revenue for FY 116 Honorable City Council 09/02/2020, Regular Meeting Page 3 2020/21 is expected to cover only 29% of the overall cost to operate and improve the City parks (or only 38% of the 75% cap for the “special” benefit the City is eligible to assess), requiring a General Fund subsidy of approximately $1.8M to fund park operations. Over the past decade, in response to these parks and LMD funding constraints, the City has invested in and implemented a number of cost saving measures related to park and LMD maintenance. In 2011, the City Council approved the replacement of existing irrigation controllers in City parks and LMDs with HydroPoint Data Systems’ (HydroPoint) WeatherTRAK irrigation controllers. These controllers are able to receive real-time weather and evapotranspiration data and adjust irrigation schedules on a daily basis to reduce overall irrigation water use. In 2015, in response to the Governor’s declaration of a drought state of emergency, the City Council adopted a Drought Action Plan (DAP), which triggered a number of additional water conservation measures including a second phase of WeatherTRAK controller installations. To date, WeatherTRAK controllers have been installed at Mammoth Highlands Park, Peach Hill Park, Country Trail Park, Mountain Meadows Park, Campus Park, College View Park, Glenwood Park, Poindexter Park, Tierra Rejada Park and Virginia Colony Park, as well as in several LMD’s (Districts 2, 5, 10, 12, 15 and 22). On June 3, 2020, the Council approved a contract to update the technology in a number of the original WeatherTRAK controllers and install new WeatherTRAK controllers at Arroyo Vista Community Park and Miller Park, which will complete the central irrigation system capital improvement project (C0019). Overall, the City has been able to achieve water savings of approximately 10%-15% by utilizing the controllers. Additionally in 2015 a number of turf conversion projects were initiated under the DAP. This effort removed turf areas at City parks, properties and LMDs that had limited value and converted these areas to other uses, such as planters with native, drought tolerant plant species. Ultimately, these projects replaced over 19 acres of turf in City parks, and over 17 acres of turf in LMDs and City facilities with waterwise landscaping. Several other projects were initiated by the DAP, including the Tierra Rejada Road streetscape renovation, the Championship Drive streetscape renovation, and the Spring Road / Ridgecrest Drive streetscape renovation. Each of these projects updated the existing landscaping with California native and drought tolerant plant species, and new waterwise irrigation systems. The Spring Road / Ridgecrest Drive project was completed in October 2018, Championship Drive project was completed in September 2019, and the final phase of the Tierra Rejada Road streetscape renovations project was completed in December 2019. Despite these cost-reducing conservation efforts, landscape and park maintenance costs have continued to exceed available assessment revenue in the Park Maintenance District and the underfunded LMDs. As noted earlier, the LLMAD Engineer’s Report for 117 Honorable City Council 09/02/2020, Regular Meeting Page 4 FY 2020/21 estimated an operating deficit in the underfunded LMDs of $339,316, and the Park Maintenance District Engineer’s Report anticipated assessment revenue for FY 2020/21 to cover only 29% of the overall cost to operate and improve the City parks, requiring a General Fund subsidy of approximately $1.8M to fund park operations. Projected revenue shortfalls due to the local Covid-19 health emergency only compound these financial concerns. As noted in the City Manager’s Budget Message for FY 2020/21, the City is projected to lose over $1.2M in sales tax revenue alone due to the health crisis. In developing its “significantly constrained” budget for FY 2020/21, the Parks, Recreation and Community Services Department (PRCS) incorporated over $300,000 in cost reductions related to City parks and underfunded LMDs. These cost reductions were achieved through cut backs in a variety of areas. A Landscape Maintenance Specialist planned for recruitment was defunded. Numerous non- essential improvement projects were deferred or eliminated, such as replacement of park benches and tables, landscape improvements, concrete replacement, etc. Park maintenance funding was reduced for work generally completed by contractors, such as irrigation improvements, restroom repairs, and fencing work. PRCS field staff will now be tasked with a larger role in performing park maintenance work. Tree trimming budgets for parks and LMDs were reduced, and a planned Geographic Information System (GIS) tree inventory (with an estimated cost of $50,000) was deferred. Additional savings were achieved by lowering the water budgets for various parks between 7% and 17%, depending on the park. These reductions do not take into account anticipated rate increases of 7% in FY 2020/21, which will further restrict water usage. Overall, it is not anticipated that these budgetary cutbacks will have a significant negative impact on park and LMD operations. However, the necessary reductions in water usage will likely manifest at some City parks as stressed, yellowing turf and potentially more weeds. DISCUSSION In April of 2020 the City Council approved the redistribution of the City’s LMDs among three areas of contract responsibility for landscape maintenance services. This redistribution allows the underfunded LMDs to be serviced under one contractual service area, while the fully funded LMD areas are distributed across two separate, similarly-sized contractual service areas. This updated distribution also allowed staff to explore service level reductions in the underfunded LMD contractual service area to reduce landscape maintenance costs and lower the burden on the General Fund, while maintaining the existing levels of landscape maintenance service in the fully funded LMDs. At the same time, staff also investigated possible service level reductions to the parks landscape maintenance services that would similarly lower costs. After carefully reviewing the current landscape maintenance specifications for both parks and LMDs, and considering what service level reductions could feasibly be incorporated while maintaining a reasonable level of services to meet the needs of the community, staff identified a wide range of possible modifications for consideration. A 118 Honorable City Council 09/02/2020, Regular Meeting Page 5 summary of these proposed reductions to the parks and underfunded LMD landscape maintenance services is provided below. • Mowing: No change to sports fields. Mowing at passive parks changed from weekly to every other week. Mowing of turf areas in the underfunded LMDs would also change from weekly to every other week. Edging changed from weekly to every other week at all parks. • Shrub Pruning: Changed from “as necessary” to monthly. • Fertilization: Removed from contractual services and will be completed by in- house staff. Activity will focus on sports fields to keep passive parks and LMD areas from growing too quickly between mowings. • Custodial Services: Removed from park services contract. Services transferred to City janitorial services contractor. • Weeding: Changed from weekly to monthly and modified to include mechanical weed control in combination with the use of herbicides approved by the Ventura County Agricultural Commissioner. • Debris and Litter Removal: Changed from daily to weekly. Service for refuse bins remains unchanged. • Sport Court and Picnic Area Cleaning: Changed from daily to weekly. • Ballfield Dugout/Bleacher Cleaning: Changed from daily to weekly. • Playground Site Inspection and Raking: Changed from daily to twice weekly. • Parking Lot / Hardscape Cleaning: Cleaning of hardscape surfaces, sidewalks, parking lots, access roads, decomposed granite trails and walkways changed from weekly to every other week. • Drinking Fountain Maintenance: Changed from daily to weekly. • Swale, Catch Basin and Drain Cleaning: Changed from weekly to “as needed”. • Irrigation Repairs: Inspections changed from weekly to monthly. Materials will be provided by the City on City’s account with a local vendor. The scope of services will still provide for the contractor to supply labor. A redlined copy of the scope of services for parks landscape maintenance is included to illustrate the full scope of the proposed changes. If approved, the same modifications would be applied where applicable to the scope of services for landscape maintenance in the underfunded LMDs. Notable scope of services modifications include changes to mowing and weeding specifications, the removal of fertilizer service from the contractual obligations, and changes to the irrigation specifications. The change in mowing frequency from weekly to every other week would only apply to underfunded LMDs and passive parks, potentially resulting in taller turf in these areas in the summer. It is proposed that fertilization be removed from the contractual services and performed by staff in-house, with the focus on sports fields. Fertilization of the turf areas in passive parks and LMDs will be minimized in order to keep the turf from growing too quickly between mowing. The change in the weeding specification would reduce the frequency from weekly to 119 Honorable City Council 09/02/2020, Regular Meeting Page 6 monthly and allow the use of mechanical weed control in combination with herbicides. Currently weeds are removed in their entirety by hand. The change to allow weeding with mechanical string trimmers and herbicides will leave the cut weeds visible following treatment. Once treated with herbicide, the remaining portion of the weeds will turn brown and will be left until the following month when weeding service commences. However, debris left from string trimmers will be removed on the same day. Proposed changes to the irrigation specifications involve the supply of irrigation parts for repairs. Currently, the contractor pays for all irrigation repairs and provides all labor to make repairs. The proposed modification still requires the contractor to supply labor, but the equipment will be provided by the City on the City’s account with a local vendor. This would allow the City to manage repairs better and would eliminate overhead costs for materials. The gaps left by other proposed service reductions, such as less frequent litter removal and less frequent sport court and picnic area cleaning would be filled by in-house maintenance staff. Maintenance staff has typically focused their time on improvement projects, such as renovating fields, constructing trails and, in the last year, improving park drainage facilities. However, with the FY 2020/21 budget reductions and the proposed service modifications, maintenance staff will need to spend more time subsidizing routine maintenance operations and projects typically completed by contractors, such as litter control, pressure washing picnic areas, applying fertilizer, grinding concrete, painting and repairs to restrooms, and pavilions. However, the Park Maintenance Division only includes three maintenance staff. It is doubtful that the maintenance staff will be able to keep up with the demand, while still completing their regular duties. Staff anticipates that there will be more litter visible in our parks and parking lots, the patios and walkways will show more spills, and there may be more dust and debris on our furnishings and other park amenities. The total estimated cost savings for implementation of the proposed landscape maintenance service reductions is approximately $175,000 annually, with $125,000 attributable to the parks service reductions and $50,000 attributable to the underfunded LMD service reductions. Previously, the City spent approximately $70,778 annually for custodial services at the park restrooms under the landscape maintenance agreement. This is offset by the transfer of park restrooms services to the City’s janitorial services contract at a cost of approximately $61,833 for the corresponding five days of service. Incorporating this offset amount into the total cost estimate gives a net savings for implementation of the proposed landscape maintenance service reductions of approximately $113,000. However, it is worth noting that for health and safety reasons related to the Covid-19 pandemic, the City Council previously approved increasing the schedule for cleaning and sanitation of park restrooms under the janitorial services contract for FY 2020/21 to seven days per week, at a total annual cost of $86,700. The proposed changes to the scope of services would also result in the City absorbing some material costs for fertilizer and irrigation equipment. For FY 2020/21 these material costs are estimated to be $15,000 for fertilizing the sports parks twice annually 120 Honorable City Council 09/02/2020, Regular Meeting Page 7 and approximately $5,000 for the purchase of irrigation equipment. When the offsets for park restroom services and material costs are incorporated into the cost estimates, the net savings for implementation of the proposed landscape maintenance service reductions is approximately $93,000. Landscape maintenance services in the parks and in the underfunded LMDs are managed under two separate agreements. In August of 2018, Venco Western, Inc. (Venco) was awarded both the landscape maintenance service agreement for City parks, and the service agreement covering Citywide Zones and various LMDs, including LMDs 1-11, 14, 16, 18 and 21. Both agreements are scheduled to expire on September 30, 2020, and contain an option to extend the term through the end of FY 2020/21. Following the redistribution of the LMD areas of contractual responsibility in April of 2020, Oakridge Landscape, Inc. was awarded a contract for landscape maintenance services in fully funded LMDs 12, 15, 16, 18, 20 and 21 to begin July 1, 2020. Although LMDs 16, 18 and 20 were technically still covered under Venco’s agreement, Venco agreed to discontinue services in these areas so that service could transfer at the start of FY 2020/21. Similarly, the City bid janitorial services at the end of FY 2019/20, which included the daily park restroom services mentioned above. The new janitorial service contract started July 1, 2020, at which time Venco also agreed to discontinue the park restroom cleaning services that were provided under their contract so that service could transfer cleanly to the new janitorial services contract at the start of FY 2020/21. Staff is requesting approval from City Council to amend the scope of services for landscape maintenance service in both City parks and underfunded LMDs to incorporate the proposed service level reductions. Staff would then incorporate the amendments into the existing Venco agreements and implement the available contract extensions with the reduced service levels through the end of FY 2020/21. By doing so, staff and the City Council will have the opportunity to see the impact of these service modifications over the coming months and determine if they are acceptable to the community. At the end of the FY, staff will need to bid out services for these areas, and can adjust the scope of services as necessary to address any concerns. FISCAL IMPACT Approval of the proposed service modifications is anticipated to result in total estimated net savings of approximately $93,000 annually for landscape maintenance services in parks and the underfunded LMD’s. No additional appropriation is requested as adequate landscape maintenance funding has been included in the FY 2020/21 budget. COUNCIL GOAL COMPLIANCE This action does not support a current strategic directive. 121 Honorable City Council 09/02/2020, Regular Meeting Page 8 STAFF RECOMMENDATION Approve the proposed service level modifications to the landscape maintenance services in City parks and underfunded LMDs. Attachment: Scope of Services: Parks Landscape Maintenance 122 Scope of Services Parks Landscape Maintenance APPENDIX A CONTRACTOR PERFORMANCE REQUIREMENTS A. WORKING HOURS: 1. Working hours are Monday through Friday, between 7:00 a.m. to 5:00 p.m. (“working hours”). No work shall be performed on Saturday, Sunday, or City approved holidays, or outside of these specified times, without prior written approval from the representative designated by the City (herein after referred to as ‘City Representative’), except for emergency situations, or unless otherwise indicated in this Contract. Contractor must notify the City Representative within twenty-four (24) hours in the event of emergency work. 2. All restroom facilities shall be cleaned and in operation no later than 8:00 a.m., Monday through Friday. With prior written approval, the contractor shall be allowed to begin maintenance services within the restroom facilities at 6:00 a.m., Monday through Friday. All parks facilities shall be opened as follows: Facility Days per week Open Arroyo Vista Community Park M, T, W, Th, F 6:00 a.m. Restrooms M, T, W, Th, F 8:00 a.m. Dog Park M, T, Th, F 7:00 a.m. Dog Park (maintenance) W 12:00 p.m. Skate Park M, T, W, Th, F 10:00 a.m. Skate Park (holiday schedule) M, T, W, Th, F 8:00 a.m. Tennis Courts M, T, W, Th, F 7:00 a.m. Schedule is subject to change per City’s discretion. 3.2. Contractor shall be responsible for any costs incurred by the City including, but not limited City staff's overtime hourly rate and any related costs, for any City approved work performed by the Contractor on weekends and/or holidays, which may require verification and inspection by City staff. City staff overtime costs shall be assessed as follows (subject to change per current salary distribution): Parks and Recreation Director: $315/hr. Landscape/Parks Maintenance Superintendent or Supervisor: $195/hr. Maintenance Worker III: $105/hr. ATTACHMENT 123 3. The Contractor shall have staff available by phone contact (not an answering service) including, but not limited to Contractor’s on-site supervisor(s) and irrigation technician(s), Monday through Friday, between 7:00 a.m. and 5:00 p.m. to respond to callouts, questions, and verification of schedules. 4. Non-working City holidays include: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Contractor shall have personnel in place to carry out the responsibilities of this Contract on all other City holidays if they fall on a weekday. 5. Fourteen (14) days prior to the start of any work, the Contractor shall submit to the City a proposed maintenance schedule. The schedule shall include a list of all activities specified in the Scope of Work (Appendix B) by location, with respective days of the week and time of day said activities will be performed. After City approval, any revisions to the approved schedule must be authorized in writing by the City Representative. 6. The use of leaf blowers or air broom is prohibited, except between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday. B. SUPERVISION: 1. Contractor shall provide a minimum of one (1) half-timean on-site landscape maintenance supervisor, fully trained in all aspects of landscape maintenance and repair, and a minimum of one (1) full time on-sitean irrigation technician. Said supervisor (s) and technician (s) shall have a minimum of seven three (73) years of experience at the supervisory and technician level working with municipal contracts and smart irrigation controllers. Fourteen (14) days prior to the start of any work, the Contractor shall submit to the City information that demonstrates the supervisor’s and technician’s qualifications for City review and approval. During the term of the Contract, the City Representative shall approve any changes to the landscape maintenance supervisor position and irrigation technician positions. 2. The landscape maintenance supervisor shall remain on site for a minimum of twenty (20) hours per week, except as required to obtain equipment and supplies necessary for regular maintenance activities, and to attend company meeting and events necessary during the normal course of business. 3.2. Contractor shall have an on-site supervisor(s) and irrigation technician(s) capable of communicating effectively both in written and oral English, at all times during the term of the Contract. Any communication from the 124 City to the Contractor’s on-site supervisor(s) or irrigation technician(s) shall be deemed as delivered to the Contractor. 4.3. Contractor shall endeavor to maintain excellent public relations at all times. The work shall be conducted in a manner which will cause the least possible interference and disturbance to the public. Work shall be performed by competent employees and supervised by a person(s) experienced in supervising landscape maintenance operations. 5.4. Contractor shall ensure that its employees are dressed in a company uniform shirt recognizable as Contractor’s employee. 6.5. Contractor shall ensure all contractor- owned vehicles are clearly marked with company name and phone number, in clean condition, and in good working condition while conducting maintenance operations in the City of Moorpark. C. COMMUNICATION/EMERGENCY RESPONSE: 1. Contractor shall have the ability to contact their field crews within fifteen (15) minutes of notification by City Representative during normal working hours. 2. Contractor shall provide capabilities for twenty-four (24) hours per day, seven (7) days a week service. Contractor shall provide a 24-hour emergency contact person, who is familiar with the City’s maintenance operation, with phone number (not an answering service) for non-working hours, including weekends and holidays. 3. During an after-hours emergency situation, the Contractor shall provide on-the-job response time of no more than one (1) hour maximum upon notification by City. D. MATERIALS TO BE PROVIDED BY THE CONTRACTOR: The Contractor, at Contractor’s sole expense, shall furnish all necessary equipment, supplies, and materials of good quality and in the amounts necessary to fulfill these specifications and to accomplish an acceptable and professional level of maintenance, as determined by the City Representative. The quality and quantity of materials provided by Contractor must be approved by the City Representative. These supplies and materials shall include, but not be limited to: 1. All necessary fuel, oil, equipment, machinery, and parts. 2. All necessary pesticides, herbicides, insecticides, and rodenticides and all relevant licenses. 3. All necessary fertilizers and soil amendments. 125 4. All custodial, restroom and trash container supplies, including trash can liners, restroom paper products, restroom hand soap if requested by City, disinfectants and cleaning solutions, etc., as approved by the City. 5.3. All necessary horticultural supplies and landscape tools. 6. All parts necessary for the repair and proper maintenance of all irrigation systems. 7. All materials are to be new and identical to existing manufacturer and model number, unless directed otherwise by the City Representative. E. CONTRACTOR RESPONSIBILITY - DAMAGES: The Contractor shall be fully responsible for any and all damage to City property resulting from the Contractor's operations. This shall include, but not be limited to, the repair, removal and replacement, at Contractor's expense, of shrubs, trees, vines, turf grass, irrigation system, ground cover or other landscape items that are lost or damaged due to negligence in pest and disease control practices; and/or due to improper watering, fertilizing, herbicide damage, or lack of proper maintenance and operations. This shall also include any damage to buildings, infrastructure, hardscape, and other improvements due to Contractor's negligence. The City Representative shall determine if the contractor is negligent. The City shall be responsible for replacing any plant material that is damaged or destroyed as a result of acts of vandalism or theft. F. UNDERGROUND SERVICE ALERT SYSTEM (USA): Underground service alert systems (USA) must be notified a minimum of 48 hours in advance prior to commencing work that involves digging underground. This notification is required for each location said work is performed. Written verification of such notification shall be provided to the City Representative prior to commencing work. G. PROPERTY DAMAGE: Any damage to utility lines shall be immediately reported to the relevant utility company, as well as to the City Representative. The cost of the repair, if required, will be at the Contractor’s expense. If damage occurs to any landscape material, irrigation system components, adjacent hardscape surfaces or other property, immediate repair or necessary replacement of the same shall be at the Contractor’s sole expense. H. ACCESS TO PRIVATE PROPERTY: Prior to any work that will restrict access to private property, the Contractor shall notify, in writing, each affected property owner or responsible person, informing him of the nature of, and the approximate duration of the restriction. Contractor shall also provide a copy of said notification to the City Representative prior to commencing such work. 126 I. PROTECTION AND RESTORATION OF EXISTING IMPROVEMENTS: Contractor shall be responsible for the protection of all improvements adjacent to the work, such as irrigation system components, drain pipes, lawns, brick work, plants, masonry work, fences, walls, sidewalks, street paving, etc., located on either public or private property. If any improvements are removed or damaged, other than those designed for removal, then such improvements shall be replaced in kind at the Contractor’s sole expense, and to the City’s satisfaction, within forty-eight (48) hours. If the Contractor fails to render proper repairs within the 48 hour limit, the City will make the repairs and deduct the cost of such repairs, plus 15% administrative costs, from the Contractor’s monthly bill. J. TRAFFIC CONTROL: 1. Contractor shall conform to all California Vehicle Code, and CAL OSHA requirements and operating rules at all times this Contract is in effect. Contractor shall obtain an annual City Encroachment Permit and adhere to such conditions for street work. Contractor shall conduct all work in a manner that will insure continuous traffic flow on all streets, at all times. In situations where it is necessary to restrict traffic flow, the Contractor shall contact the City Public Works Inspector prior to start of work. Contractor shall be responsible for supplying and using all safety equipment necessary to close or delineate traffic lanes to through traffic. This is to include a high visibility arrow board. Prior to closing lanes and/or interfering with the flow of traffic, Contractor shall seek the approval of the City Representative. Twenty four (24) hour notification is required. City shall set days of the week and times when traffic lanes may be closed. 2. Signs used for handling traffic during the course of this project shall be in accordance with the “Work Area Traffic Control Handbook” (WATCH) published by Building News, Inc., and made a part of these detailed specifications. The method in which signs, barriers, and other miscellaneous traffic devices are used during construction shall be in accordance with the publication mentioned. A copy of said publication is on file at the Moorpark Public Services Facility. All signs shall be illuminated or reflectorized when they are used during hours of darkness. All cones, pylons, barricades, or posts used in the diversion of traffic shall be provided with flashers or other satisfactory illumination if in place during hours of darkness. 3. Traffic control and detours conforming to all the provisions of these specifications, unless otherwise specified and itemized in the bid schedule, shall be included in the Contract unit or lump sum prices paid for various items of work wherein traffic control and/or detours are required, without additional compensation. 4. Liquidated damages shall be assessed in the amount of One Hundred Fifty dollars ($150.00) for each day that the Contractor fails to conform to 127 any California Vehicle Codes, CAL OSHA requirements or traffic control measures as described in these specifications. K. ENCROACHMENT PERMITS: The Contractor shall secure an approved annual City encroachment permit. L. SUBCONTRACTORS: Contractor shall only use subcontractors in the performance of this Contract listed on the Subcontractor(s) form submitted with the bid documents. All subcontractors shall be licensed and shall only provide the services listed and licensed to perform. Any subcontractor not listed on the Subcontractors (2) form or any changes made to the subcontractors used by the Contractor during the term of the Contract, shall be approved in writing by the City Representative. The City reserves the right to reject the services of any subcontractor, for any reason, and at any time during the performance of this Contract. M. HAZARDOUS WASTE AND NPDES REQUIREMENTS: 1. Contractor shall comply with CAL OSHA standards and the American National Standard Institute, Z133.1.1988 Safety Requirements in the performance of all work under this Contract. The Contractor shall conduct the work required in such a manner as to cause the least amount of interference to the public and the general operations of the City. 2. Contractor shall be responsible for compliance will all Federal and State hazardous waste and materials requirements, codes and laws. Any situations involving the use of, or observance of, hazardous waste or materials shall be reported to the City Representative immediately. 3. Contractor shall be responsible for compliance with all Federal, State and local requirements, codes and laws regarding National Pollutant Discharge Elimination System (NPDES). Information and specifications can be found in the document entitled, “Stormwater Pollution Control Guidelines for Construction Sites,” which by reference is a part of these specifications and is available for review at the Moorpark City Hall front counter. 4. Contractor shall implement all necessary steps to ensure the methods and practices it uses to carry out its responsibilities under this contract comply with NPDES, including but not limited to: maintaining a clean work site; properly disposing of all debris; appropriate storage of materials; managing and operating vehicles and equipment in a manner to prevent leaks and spills; preventing pollution of the storm drain system during import, export, stockpiling, and spreading of landscape debris and materials, and preventing and controlling the discharge of soil sediments, 128 fertilizers, herbicides, insecticides, rodenticides, solvents, cleaning solutions, and other chemicals. N. INSPECTION TOUR AND PUNCH LIST AND SCHEDULE: The Contractor shall accompany the City Representative on a, no less than weekly, inspection tour of landscaped areas at a time specified by the City Representative. The Contractor shall provide a detailed written punch list of all areas maintained for review by the City Representative within twenty-four (24) hours of completing said inspection tour. The punch list shall contain a detailed list of broken and/or inoperable sprinklers, irrigation malfunctions, landscape deficiencies, and it shall identify the location of deficiencies and a written timeline for completion. Contractor shall be expected to make repairs and correct deficiencies within five (5)ten (10) business days, unless the repair requires immediate response or is otherwise stated herein. Contractor shall provide the City Representative with a follow up punch list documenting the status of required repairs and corrections. If corrections and repairs are not completed within the allocated time, the Contractor may incur liquidated damages, as more fully described in Section O. If Contractor fails to repair or correct deficiencies within five (5)ten (10) working days past the time line approved by the City, Contractor may be found in nonconformance with the Contract and City, at its discretion, may take corrective action at Contractor’s sole expense, plus 15% administrative fee, and assessed liquidated damages. Such fees and expenses shall be deducted from Contractor’s invoice. The Contractor shall prepare and submit to the City Representative at the end of each month, a Contractor Weekly Monthly Report (Appendix E). A separate report shall be prepared for each park location and shall identify all maintenance items that have been completed, as well as maintenance deficiencies, hazards or other items requested by the City or observed by the Contractor. The Contractor shall prepare and submit to the City Representative at the end of each month, a Contractor Weekly Monthly Irrigation Report (Appendix F). A separate report shall be prepared for each park location and shall identify the current irrigation schedule and station run times, any changes made to the irrigation schedule within the inspection period, any damages or repairs to the irrigation system and any other information requested by the City. Within fourteen (14) calendar days, after contractor has been notified by City of the Notice of Award of Contract, Contractor shall prepare and submit to the City Representative a detailed schedule of all maintenance operations as described in the Scope of Work (Appendix B). Weekly schedules (site specific) shall include but not be limited to: • Mowing/Edging 129 • Irrigation Inspections • Weed Maintenance • Trimming • Fertilization • Shrub and Ground Cover Maintenance • Mulching • Tree Maintenance • Pesticide Applications • Swales, Drains, and Catch Basins • Litter Control • Restroom Maintenance • Athletic Field Maintenance • Athletic Court Maintenance • Hardscapes • Playgrounds • Trails, Walkways, and Pathways Any proposed changes to the schedule(s) during the terms of this contract including days, times, and frequencies shall be submitted to the City Representative for prior review and approval. O. DEFICIENCIES - LIQUIDATED DAMAGES: Failure by the Contractor to perform the services described herein, adhere to the service schedule, service the irrigation system, perform required services and/or repairs, or reprogram each conventional controller weekly per local ETo data pursuant to this Contract, will be considered a deficiency. It is agreed that said deficiencies will result in damage to the City. Contractor shall be responsible for all costs associated with said damage including any additional costs incurred by the City in the inspection, administration and performance of the work not performed or performed improperly by the Contractor, in addition to the liquidated damages amount as follows: Liquidated damages shall be assessed in the amount of One Hundred Fifty dollars ($150.00) for each incident at each separate location, for each day that the deficiency remains uncorrected. Furthermore, in the event Contractor fails to effectively manage water use, the over-usage cost will be borne by Contractor. As further described, such cost incurred by City shall be deducted from the Contractor's monthly payments. P. CIT Y’S RIGHT TO USE OTHER LABOR: Contractor recognizes that during the course of this Contract, other activities and operations may be conducted by City work forces and other Contracted parties. These activities may include, but not be limited to, landscape refurbishment, irrigation system modification or repair, specialized pest control, construction, storm related operations, staging of police and fire for emergencies and disaster control, and a variety of recreation 130 programs and special events. During said activities and operations the Contractor may be required to modify or curtail certain work tasks and normal maintenance operations, and shall promptly comply with any request thereof by the City. Q. CONTRACTOR VEHICLE AND EQUIPMENT IDENTIFICATION: Contractor shall clearly identify each vehicle and equipment (i.e. tractors, trailers, ride-on mowers) used at said facilities in the performance of this contract with decals on the exterior right and left front door panels, or other City approved location, identifying the Contractor's name, and phone number. Decals shall not be less than 12 inches by 18 inches in size, and shall be clearly visible from a distance of 50 feet. Contractor’s maintenance vehicles exterior paint and vehicle body shall be kept clean, new in appearance and in a generally well maintained condition. R. WORK BY CITY FORCES BECAUSE OF NONCONFORMANCE TO CONTRACT: Should the Contractor fail to correct deficiencies or public nuisances, these will be considered to be of an emergency nature and cause for the City make corrective repairs. Such work shall be billed to the Contractor for each callout, plus actual time spent on the repairs. It also should be noted that there is a minimum two (2) hour charge for labor on any callout. City staff hourly costs shall be assessed as follows (subject to change per current salary distribution): Parks and Recreation Director: $210/hr. Landscape/Parks Maintenance Superintendent or Supervisor: $130/hr. Maintenance Worker III: $105/hr. City staff overtime hourly costs for weekend work or after hours work shall be assessed as follows (subject to change per current salary distribution): Park and Landscape Manager: $315/hr. Park/Landscape Maintenance Superintendent or Supervisor: $195/hr. S. Maintenance Worker III: EXTRA WORK: $158/hr. 1. The Contractor shall not have the exclusive right to perform extra work. Extra work may be performed by the Contractor at the discretion of the City, City forces, or by competitive bid at the sole discretion of the City. 2. Additional work outside the performance requirements such as, but not limited to, shrub and tree planting, renovation, and improvement, shall be required on occasion. 3. The costs for such extra work shall be based on the fair market value 131 of supply and labor costs and shall be agreed to in a written proposal prior to commencement of said work. Only those extra work items authorized in writing on a City standard Work Order form or other form approved by the City, prior to the start of work, shall be considered for payment. 4. Extra work shall not be performed by regularly scheduled personnel and shall be performed during regular working hours unless authorized in writing by the City. Contractor shall submit certified payroll reports for all extra work services. T. EQUIPMENT STORAGE ON CITY PROPERTY: Storage of equipment, supplies and materials at a City park or other City property shall only be allowed with prior written approval from the City. In the event the City consents to allow Contractor to use designated City property for storage, Contractor agrees to assume full responsibility for loss, theft, damage to its equipment, supplies and any injury that may arise to any person. Contractor also assumes full responsibility for any and all damage to City property as a result of any Contractor owned property stored on City property, whether storage is temporary or permanent. Contractor acknowledges that Section 10 Indemnification of this contract applies to such storage U. VANDALISM AND THEFT: 1. The City shall be notified immediately by the Contractor in regards to any acts of vandalism, including graffiti, and theft to City landscaping, irrigation systems, or other improvements observed or found by Contractor’s employees, regardless of the cause. 2. Damage caused by vandalism, theft or accident, not caused by Contractor, shall be the responsibility of the City, including labor costs. V. PERFORMANCE DURING INCLEMENT WEATHER: 1. During the periods when inclement weather hinders normal operations, the Contractor shall adjust his work force in order to accomplish those activities that are not affected by weather. Contractor shall reschedule and complete all maintenance activities that were not completed on the next available day that weather conditions permit such activities. 2. Failure to adjust the work force and demonstrate that adequate progress has been completed, or failure to reschedule maintenance activities, shall result in a deduction of payment to reflect only the work actually accomplished. 132 3. If weather conditions do not allow regular maintenance operations to continue, the Contractor shall inform the City Representative and have his work force available to assist the City with emergency operations as needed. Emergency operations may include the installation of sand bags, removal of fallen branches and debris, removal of mud, rocks or loose gravel, or other procedures required by the City. Contractor shall provide their staff with OSHA approved rain gear and other safety equipment that may be necessary during such an instance. 4. The Contractor shall not remove his work force from the job site without written approval from the City Representative. 5. The Contractor shall re-stake and re-tie trees as required, and continue to monitor trees during storm conditions. 6. The Contractor shall remove and clean all debris deposited in drainage areas resulting from inclement weather, to mitigate potential flooding of landscaped areas. 7. Contractor shall adjust controllers and timers to the “OFF” position, which shall remain off until local “ETo” data indicates that conditions are appropriate to set in the “ON” position. It shall be the Contractor’s responsibility to monitor local “ETo” data to ensure that controllers and timers are activated at the appropriate time. W. CONTRACTOR DISPOSAL/RECYCLING RESPONSIBILITY: 1. The Contractor shall dispose of all cuttings, weeds, leaves, trash and other debris from operations as work progresses. All green waste, recyclables, and refuse shall be disposed in City provided bins designed for such material and in accordance with the solid waste provisions of the Moorpark Municipal Code. Contractor agrees to segregate the aforementioned materials to maximum extent possible. Contractor shall not, at any time, dispose of materials resulting from work not related to this Contract in any City provided bin. If requested by the City, Contractor shall make every effort to estimate tonnage disposed. 2. Contractor shall keep City trash enclosures clean and neat on a daily basis. All debris shall be disposed in the bin and not allowed to accumulate on the floor of the enclosure. If a bin is full and will not accommodate additional debris, Contractor shall notify City immediately and depose of remaining debris in an alternative City bin. Bin lids shall remain closed. Trash enclosure gates shall be closed and locked when the Contractor leaves each site each day. Damage, vandalism, and graffiti to the trash enclosures shall be immediately reported to the City Representative whenever observed by Contractor. 133 X. KEY CONTROL 1. Contractor shall be responsible for assigned keys, and shall be held responsible for the proper use and safe keeping of all keys issued by the City to the Contractor. 2. Contractor agrees not to duplicate any keys and acknowledges that California law stipulates that it is unlawful for a person to duplicate any keys without the permission of the owner. The penalty for violation of this law is either six (6) months imprisonment or a Five Hundred Dollar ($500) fine or both. 3. Contractor shall immediately report all lost or stolen keys to the City Representative. 4. Upon expiration, cancellation or termination of this Contract, all keys received by the Contractor shall be returned to the City. 5. Contractor shall reimburse the City all costs and expenses as determined by the City for any key or lock replacements, due to contractor’s negligence. Such costs shall be deducted from any payments due or to become due to contractor and may include the costs to replace padlocks, re-keying door locks, and shall include staff time and 15% administration fee, if deemed necessary by City to secure and protect City properties and facilities. Y. PRIOR INSPECTION OF AREAS: Contractor acknowledges that he/she has completed a personal inspection of the areas to be maintained and has evaluated the extent to which the physical condition thereof will affect the services to be provided. By entering into this Contract, the Contractor shall be deemed to have agreed to accept the condition of the work area in its “as is” condition with the intent to perform maintenance services according to Contract specifications. Z. SAFETY: 1. Contractor shall at all times adhere to all applicable safety practices and cooperate with the City in any adverse condition related thereto. 2. Contractor shall cooperate with the City during the investigation of an accident on City property and submit a complete written report to the City within twenty-four (24) hours following the occurrence. 3. Contractor shall inspect all areas maintained under the provisions of this Contract on a daily basis for all potential hazards, and maintain a daily safety inspection report which indicates date inspected and action taken to correct conditions if necessary. This report shall identify any condition(s) that renders any portion of the premises unsafe, as well as 134 any unsafe practices occurring thereon. The City Representative shall be immediately notified of any potentially unsafe or hazardous condition found by the Contractor. 135 APPENDIX B SCOPE OF WORK A. MOWING: 1. Mowing equipment shall be a power driven reel-type equipped with rollers or a rotary-type deck mower, and shall be configured so that the outer edges of the mower blades are covered with protective guards in accordance with manufacturer’s design specification. Mowing activity shall leave no signs of visible clippings on turf and shall be in alternating patterns. Blades shall be kept sharp at all times. 2. Turf areas shall be inspected for all potential hazards such as holes, gopher mounds, rocks, glass, nails or other debris, prior to and after each mowing. All such material shall be immediately removed by contractor. Contractor shall fill holes, knock down and grade gopher mounds and re- seed bare areas caused by such damage. Turf seed shall be identical to the existing turf type or as determined by City representative. 3. Turf shall be mowed to the cutting heights or methods as follows: Turf type Cool Season: Month June through September October through May Height / Method 3” reel or rotary 2” reel or rotary Warm Season: Year Round 2 ½” reel or rotary 4. Turf *The following parks shall be mowed on per the following schedule below: *Mammoth Highlands Park, Campus Canyon Park, Poindexter Park, Arroyo Vista Community Park, Mountain Meadows Park, Peach Hill Park, Miller Park Month Frequency November through February Every other week March through October Weekly **The following parks shall be mowed per the schedule below: ** Campus Park, Community Center Park, Country Trail Park, College View Park, Glenwood Park, Magnolia Park, Tierra Rejada Park, Villa Campesina Park, Virginia Colony Park, Veterans Memorial Park, Walnut 136 Acres Park. Month Frequency January through December Every other week 5. Turf mowing at each park location shall be completed in one day, and shall be completed per the City approved mowing schedule submitted by the Contractor. B. EDGING AND TRIMMING: 1. Mechanical type edging includes walkways, sidewalks, parking lots, driveways, curbs, tree wells, and shrub and groundcover beds, and shall be performed every other week.concurrently with mowing at each location. 2. Sprinkler heads shall be kept free of grass to allow for proper operation and coverage. This shall be performed by mechanical methods only, unless otherwise specified by City. 3. Edging against hardscape shall be performed in a manner that results in a neat well-defined V-shape edge that extends into the soil. Such edging shall be done with a power edger with a rigid blade, and shall not exceed ½ inch from the hardscape surface being edged. 4. Trees growing in turf areas shall have tree wells not to exceed 12" in diameter, centered on the main stem or trunk of the tree. Tree wells shall be edged concurrently with each mowing and shall be performed by mechanical methods only. Great care shall be taken to avoid damage to tree bark tissue and roots. Trees damaged from the Contractor’s edges practices shall be replaced by the Contactor with a replacement tree at Contractor’s expense. Tree replacement size shall be 24” box and replacement species shall be determined by the City Representative. 5. Curbs, gutters, walkways and all hardscape areas shall be cleaned and free of accumulated grass clippings, dirt and other debris upon completion of each mowing operation. Grass clippings shall be removed on days mowed and shall not be left overnight. 6. Edging next to retaining walls and fences shall be done using a power string type trimmer, and shall be completed in such a manner to avoid excessive string contact to the exterior surface of retaining walls, fences and all areas edged with a sting type trimmer. 7. Chemical edging is not permissible without written approval by the City Representative. If approved in writing by the City Representative, all 137 chemicals utilized shall be ‘non-restricted’ and approved by the County of Ventura Agricultural Commission’s Office and shall meet the requirements of Sections G, H and Appendix A, Section M. C. TURF FERTILIZATION: 1. One month prior to scheduled fertilization, Contractor shall notify the City Representative in writing of the application date, location, fertilizer formula to be applied and amount. applied at each location/park. 2. Fertilization of turf grasses shall be accomplished four (4) times each year at the intervals and with the fertilizer formula described below: First week of January, April, August, and October, application of a 16-6-8 with 18% sulfur and 1% iron pelleted type fertilizer, or equal formula as approved by the City. The Contractor shall broadcast the above fertilizer at the rate of six (6) pounds per 1,000 square feet of turf area and in accordance with ratios within the manufacturer’s recommendation. 3. The Contractor shall broadcast the fertilizer in such a manner as to insure uniform coverage with minimum overlap. a. The turf shall be free of moisture at the time the fertilizer is applied. b. Application of the fertilizer shall be completed in sections, in accordance with the area covered by the automatic irrigation controllers, so that the soil may be thoroughly irrigated immediately after the fertilizer is broadcast. D. SHRUB AND GROUND COVER FERTILIZATION: 1. One month prior to scheduled fertilization, Contractor shall notify the City Representative in writing of the application date, location, fertilizer formula to be applied and amount applied at each location/park. 2. Shrub and ground cover areas shall be fertilized the first week of April and September. Prior to shrub fertilization Contractor shall contact the City of Moorpark Representative and provide written verification of approved fertilize formulation and total amount to be applied per site prior to application. Shrub formulation and at the application rates are as follows: Ground cover and shrub fertilization shall be accomplished with a 15-15- 15 pelleted type fertilizer containing no less than 8% sulfur. Fertilization shall be applied evenly at a rate of eight (8) pounds per one thousand (1,000) square feet. The area shall be deep-watered immediately following the fertilizer application. 138 3. Contractor shall submit a written schedule to the City Representative for written approval prior to application. E.C. MAINTENANCE OF SHRUB AND GROUND COVER AREAS (PLANTERS): The Contractor shall be responsible for trimming and weeding every other week, monthly, weekly removal of leaf litter and daily removal of trash and debris. Trimming shall be performed in a manner that does not alter the appearance of the landscaping, but presents a clean aesthetic appeal. Selective pruning is the preferred method. Use of power type trimmers/hedgers is acceptable however, “lollipopping, or ornamental type shaping will not be permitted. Shrubs shall be maintained in a manner that promotes natural growth patterns. 1. All native and/or perennial plants shall be maintained to display natural growth habits and structure. Dead and woody plant material shall be removed by select pruning twice annually per City approval in order to preserve the aesthetic value of the plant. Aggressive cut back trimming or “dead heading” to increase density and promote plant health shall be performed no less than once annually or as determined by the City representative. 2. Shrubs, ground covers, bare dirt and mulched areas shall be defined as “planters”. 3. Planters shall be cultivated and raked each month. Ground cover shall be kept neat in appearance and confined within curbs and intended borders and kept litter free. 4. Weeds, grasses and invasive plant species, as determined by the City Representative, shall be removed from all planter areas weeklymonthly, or more frequently as needed, as a regular service requirement of this Contract. Weeds shall may be removed both manually and with chemical weed control., unless the Contractor has received prior written approval to utilize alternative means of weed control by the City Representative. 5. Chemical weed control shall only be permitted with prior written approval by the City Representative. Allprovided all chemicals utilized shall be ‘non-restricted’ and approved by the County of Ventura Agricultural Commission’s Office and shall meet the requirements of Sections G, H and Appendix A, Section M. 6. Contractor shall fill holes, knock down and grade gopher mounds and re- install groundcover in areas caused by such damage. Groundcover shall be identical to the existing groundcover type and reinstalled with flatted 139 plant material or as otherwise directed by City Representative. F.D. MAINTENANCE OF TREES AND SHRUBS: The Contractor shall be responsible for the maintenance and upkeep of shrubs and trees. Tree care is limited to the removal of sucker growth, spouts, and limbs that obstruct the right of way and/or present a potential hazard, originating from the tree trunk, from the ground to the first twelve (12) feet. 1. Maintenance of Trees and Shrubs: Trimming and pruning shall be in accordance with the International Society of Arboriculture (ISA) standards, the standards and practices acceptable to the City and shall be consistent with the guidelines furnished below: a. Pruning for removal of dead, damaged or diseased parts. b. Pruning trees for removal of water sprouts and suckers as they develop. c. Pruning for shape and form shall include lifting of low tree branches to prevent hazards. d. Pruning shall be done with clean sharp tools. Cuts shall be made parallel with the collar but close enough to allow cambium growth around wound, per ISA standards. e. Parking lot trees shall have no branches lower than eight (8), or as directed by the City Representative to provide proper line-of-sight for traffic movement. f. Shrubs shall be pruned no less than monthly, or as often as necessary, to provide a neat and shapely appearance. Trimming shall not be excessive and shall be limited to no more than 10% of the overall size of the plant material, unless otherwise directed by the City Representative. Pruning methods shall provide a natural shape. g. Shrubs shall be maintained at a height no greater than 1½ feet from top of curb at designated areas to allow for traffic safety, per standard plans. h. It is the Contractor’s sole responsibility to conform to trimming and pruning standards on all work performed. The Contractor agrees to accept all responsibility for the replacement of trees and shrubs damaged by Contractor’s pruning operations, if so determined by the City Representative that replacement is required. 140 2. Tree / Shrub Replacement: Any tree or shrub badly damaged and in need of possible replacement shall be brought to the attention of the City Representative. The City Representative shall determine if the tree or shrub shall be removed and/or replaced. No tree or shrub shall be removed without prior written approval from the City Representative. 3. Tree Supports and Stakes: Weekly inspections shall be made of each tree braced by a tree support to insure that the support is intact, and that the tree has not outgrown the support. a. Tree staking shall be performed in accordance ISA Standards. b. Tree supports shall be adjusted as necessary to conform with the caliber of the trunk to which it is attached. c. Tree supports and stakes shall be inspected and removed when the tree has outgrown its support or as determined by the City Representative. d. Tree supports and stakes shall be replaced or removed, as needed, or as directed by the City Representative. e. Contractor shall inspect all tree wells and remove all broken or unnecessary stakes that create a hazards condition to the public. f. Where plastic arbor guards have been installed at base of the tree trunk, Contractor shall maintain and replace missing guards as needed. 4. Turf Conversion: Per the City’s Drought Action Plan, which prohibits turf in parkways and irrigation runoff onto public streets, sidewalks or other hardscape areas, the irrigation system has been capped of all non-essential spray heads in many City parks. Contractor shall be responsible to maintain affected converted areas to City standards by maintaining them free of weeds and debris, and edging and installing wood chips per the appropriate sections of the Scope of Work. As these areas are improved and retrofitted with new plant material and low water use irrigation systems, the Contractor shall be responsible for maintenance of the new plant material and irrigation systems per the appropriate section(s) of the Scope of Work. G.E. PESTICIDE, HERBICIDE, RODENTICIDE AND INSECTICIDE APPLICATION: 1. Scope: All work involving the transport and use of pesticides, herbicides, 141 rodenticides and insecticides shall be in compliance with all Federal, State, County and local laws. The Contractor shall possess all valid State and County licenses and permits required for pesticide, herbicide, rodenticide and insecticide transport and application operations. Pesticide applicators (persons) assigned by the Contractor to perform pesticide operations shall have a valid license issued by the State of California Department of Pesticide Regulation Enforcement Branch. Applicators shall maintain valid State certification for categories specific to each pesticide for recommendation or use. Contractor shall be in strict compliance with all pesticide directives and laws governed by the County of Ventura Agricultural Commissioner’s Office and be identified in the City of Moorpark’s Restricted Materials Permit before conducting any Pesticide operations in the City. The Contractor shall not store Pesticides on City owned property at any time and for any reason without exception. Contractor shall provide the City with photocopies of valid Pest Control License (s), State Pest Control Advisor's License (s), and State Qualified Applicator's License (s) for individuals engaged in the transport and use of all applicable pesticides, herbicides, rodenticides and insecticides within the areas to be maintained under the provisions of this Contract. 2. Intent to Spray Application: Contractor shall submit in writing to the City Representative, an Intent to Spray Application (Appendix G) prior to the application of any pesticide (s), herbicide (s), rodenticides (s) and/or insecticide (s). All applications must be approved in writing by the City. Such authorization shall depend upon the Contractor's submission to the City Representative the information outlined below: a. The exact location(s) where the pesticide (s), herbicide (s), rodenticides (s) and/or insecticide (s) is to be used, with the identification of the Insect (s), weed (s) and/or rodent (s) to be controlled. b. That the pesticide (s), herbicide (s), rodenticides (s) and/or insecticide (s) shall be applied at the manufacturer's recommended rates and shall conform with manufacturer's application instructions. 3. Chemical Weed Control: Chemical weed control at all turf locations shall be performed as a regular service requirement of this Contract to insure areas are kept free of weeds. Chemical weed control in shrub and groundcover planting areas shall only be performed with prior written 142 approval by the City Representative. Weed infestation of the turf, shrub and ground cover areas, may only be controlled with ‘non-restricted’ commercial herbicide (s), as governed by the County of Ventura Agricultural Commissioner’s Office. Contractor shall submit in writing to the City Representative, an Intent to Spray Application (Appendix G) prior to the application of any herbicide (s). All herbicide applications must be approved in writing by the City. Such authorization shall depend upon the Contractor's submission to the City Representative the information outlined below: a. The exact location(s) where the herbicide (s) is to be used, with the identification of the weed (s) to be controlled. b. That the herbicide has no harmful effect upon desirable plant materials. c. That the herbicide shall be applied at the manufacturer's recommended rates and shall conform with manufacturer's application instructions. 4. Disease and Harmful Pests: a. Inspections of landscaped areas shall be made daily for evidence of disease and harmful pests. b. If evidence of disease or harmful pests is found, a report shall immediately be submitted to the City Representative. The report shall include: 1) The exact location(s) where the disease, harmful pests are prevalent. 2) The contractor’s opinion of the type of disease or pest. 3) The contractor’s recommendation for control and elimination of the disease or pest. 5. Rodent Control: Rodent control at all locations shall be performed as a regular service requirement of this Contract to insure all areas are kept free of rodents. a. The Contractor’s Pest Control Advisor’s (PCA) recommendations shall provide specific names of the specific vertebrate specie(s) expected to be killed by the use of the rodenticide recommended, and shall further include any known secondary target host (other vertebrate animals) that would likely be killed by the use of the rodenticide recommended. 143 Contractor shall provide for the safe control and eradication of rodents with the intent to safeguard and promote the wellbeing of all surrounding habitat in the areas to be treated. Contractor further agrees to follow the PCA’s Recommendation (s), and to advise the City of any known alternative methods for the control and eradication of rodents. The City reserves the right to reject the use of any rodenticide at any time. In no instance shall the Contractor, Contractor’s Pest Control Advisor or Contractor’s Pest Control Operator recommend or apply any anticoagulant rodenticides. b. The Contractor shall be responsible for implementing the rodent control practices approved in writing by the City’s Representative. The contractor may use the subcontractor identified in the bid documents, at the Contractor’s sole cost. An alternate subcontracted commercial pest control company, hired at the Contractor’s sole cost, may be approved with prior written approval by the City’s Representative. c. Contractor agrees to hire and bear the cost of securing a pest control company (subcontractor to be approved in writing by City) if Contractor fails to implement effective pest control measure within 30-days written notification by City. H.F. PESTICIDE, HERBICIDE, RODENTICIDE AND INSECTICIDE RECORDS: 1. All pesticides, herbicides, rodenticides and insecticides to be used that are designated “restricted” by the State of California Department of Pesticide Regulation, shall be approved by the City Representative prior to use and shall follow the guidelines outlined by the County of Ventura Agricultural Commission’s Office. A written recommendation of proposed pesticide(s), herbicide(s), rodenticides(s) and/or insecticide(s) restricted in California shall include commercial name, concentrations, application rates and usage. The recommendation shall be prepared by a licensed California Pest Control Advisor and submitted a minimum of fourteen (14) days prior to intended use. No work shall begin until written approval of use is obtained, and a notice of intent has been filed with the Ventura County Agricultural Commissioner's office, as required, and the City. 2. All chemicals shall only be applied by those persons possessing a valid California Pest Control Operators (P.C.O.) license or under the 144 supervision of a P.C.O. Application shall be in strict accordance with State of California Department of Pesticide Regulation and Ventura County Agricultural Commissioner’s Office. Records of all operations stating date and time treated, geographic location, field location, operator ID/permit number, operator’s name and address, application name and address, site treated, acres planted, acres treated, application method, U.S. EPA/California pesticide registration number of product applied, pesticide product name and manufacturer, total amount of product applied, and name and signature of person preparing report shall be made and retained in an active file for a minimum of two (2) years by the Contractor. Copies of Contractor’s pesticide training records shall be presented to the City within 24 hours of notice to produce such records. 3. Notification of Intent to spray or apply pesticides, herbicides, rodenticides and insecticides used by the Contractor on City property shall be submitted to the City Representative. The City Representative shall have access to all pesticide records upon request. The Contractor shall retain all records in accordance with Department of Agriculture regulations and requirements 4. Pesticides, herbicides, rodenticides and insecticides shall be applied in a manner to avoid non-target areas. Precautionary measures shall be employed since all areas will be open for public access during application. 5. The City shall reserve the right to reject the use of pesticide herbicides, rodenticides, and insecticides at any time and for any reason of justification as determined by the City Representative. I.G. MAINTENANCE OF IRRIGATION SYSTEMS: 1. The Contractor shall bear sole responsibility and cost for bothprovide all necessary labor and materials for to cleaning, repairing, adjusting and replacement of the automatic irrigation system components, with the exception of backflow protection devices. Contractor shall repair and/or replace as needed any irrigation system components, including irrigation systems within athletic fields, to insure optimal operation of the irrigation system. All irrigation systems shall perform according to the original design and installation intent. The City shall bear the cost of all irrigation system system repairsmaterials and equipment that are the result of vandalism or theft. Contractor shall submit to the City a written vandalism or theft reportWork Order, in a format approved by the City, for any claims ofdamage or repairs to the irrigation system components damage due to vandalism or theft. Contractor shall not make repairs without prior 145 written approval and shall obtain all equipment from a local irrigation equipment supplier chosen by the City. All material and equipment shall be put on the City’s account, with no mark-up to City. Should contractor be required to purchase equipment from a different vendor than the supplier approved by the City, contractor shall obtain written authorization from City, and provide no more than 10% mark-up.. 2. The Contractor shall be responsible for the cleaning, repairing, adjusting and replacement of all items, at its sole cost, listed in the succeeding paragraphs in addition to the following: * Irrigation Controllers (contractor not responsible for replacement costs) * Plastic pipe * Remote control valves * Remote control valve wiring * Valve boxes and valve box covers * Batteries * Plastic pipe fittings * Galvanized steel pipe * Galvanized steel fittings * Main lines * Sprinkler heads * Sprinkler assemblies * Riser assemblies * Quick coupler valves * Hose bibs * Gate valves 3. Replacement of any item shall be with a new item of identical manufacturer and model number, unless otherwise approved in writing by the City Representative. 4.3. The Contractor shall inspect and examine the irrigation system monthlyweekly at all locations, while water is on. Any part of the system not functioning normally shall immediately be cleaned, adjusted, repaired or replaced as needed to restore the system to normal operation. This shall also apply in times of service failure for any reason. 5.4. At the sole discretion of the City, irrigation controllers shall be replaced when determined to be inoperable and no longer functional. City shall be responsible for cost of the replacement irrigation controller equipment, and Contractor shall bear sole responsibility for labor and related materials necessary for installation of said replacement (s). 6.5. All mainline repairs shall be inspected by the City Representative prior to backfilling to approve quality of backfill and compaction. 146 7.6. All drip line emitters, sub-surface drip line, standard drip line, polypropylene flex line, etc., shall be properly maintained and secured or staked at or below grade to ensure system integrity, reduce trip hazards, and prevent unsightly appearance. 8.7. Contractor shall use a soil probe to a depth of twelve (12) inches to determine the water penetration by random testing of the root zones (as directed by the City). 9.8. Excessive watering shall be avoided to mitigate water run-off onto roads, sidewalks, parking lots, recreation use areas, and areas designated for special events and programs. Special attention shall be given to the relationship of conditions that affect day and night watering. 10.9. Contractor shall prevent water from over-spraying onto walls, walkways, parking lots, streets and private property. For this purpose, the Contractor shall provide the necessary repair, replacement, and component adjustment as required of all sprinkler heads, nozzles, swing joints and pipe risers. In cases where irrigation system design features makes this impractical or impossible, the Contractor shall provide, at no cost to the City, a recommended plan of component changes and/or a cost estimate for installation of the changes needed for the purpose of mitigating the undesirable over-spray. 11.10. All repairs, adjustments, cleaning or replacements of any part of the system shall be that cannot be completed within one (1) hour of detection, shall be immediately reported to the City, and provisions made by Contractor to completeed said repair prior to the close of the next within two regular business days. Additional time may be granted in writing, at the sole discretion of the City Representative. 12.11. Contractor shall take corrective action and immediately report to the City Representative any conditions that may create a public hazard. If an automatic irrigation system or a portion of a system should malfunction, the Contractor shall provide manual operation of that system for a period of time until the system is restored to normal operation. 13.12. At the request of the City, Contractor shall identify and mark the location of sprinkler heads with provided flags, at no additional cost to City, to assist with improvement projects. 14.13. The following specifications are provided for replacement of plastic pipe, plastic fittings, galvanized steel pipe, galvanized steel pipe fittings, and remote control valve wiring: a. Plastic pipe shall be polyvinyl chloride (PVC) Schedule 40, Type 1, Grade 2 (PVC 1220). 147 b. Plastic pipe fittings and connections shall be PVC Schedule 40, except risers, which shall be Schedule 80. c. If existing galvanized steel pipe and galvanized steel pipe fittings require repair, they shall be identical type. 15.14. Time of Completion: Non-emergency irrigation repairs shall be completed by the Contractor by the end of the followingwithin two (2) business days that the problem was reported to the City in writing, using City approved materials, supplied by the Contractor. Emergency irrigation repairs, as determined by the City Representative, shall be immediately repairedrepaired within one (1) business day.. 16.15. Repair Inspection: Irrigation inspections by the City Representative may occur within one (1) working day of notification of services or repair completion. The City Representative shall inspect and verify performance and service of the repair. Should such inspections find the repair to be deficient, the Liquidated Damages clause of this Contract may be enacted at City's sole discretion. 17. Irrigation Materials: a. All replacement materials are to be identical type, manufacturer and model number unless a substitute is approved in writing by the City Representative. 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 with no additional payment. d. All materials are to be new and identical to existing materials, per these specifications, unless otherwise approved in writing by the City Representative. 18.16. Irrigation Trained Personnel: The Contractor shall provide no less than one (1) full time irrigation technician, fully trained in all phases of landscape irrigation system operations, maintenance, adjustment, repair and replacement. This is to include, but not limited to, diagnosis and repair of irrigation controllers, valve wires, control valves, lateral lines, gate valves, main lines, strainers, moisture sensors, master valves, flow sensors, and electric pedestals. 148 The Contractor’s irrigation technician shall have a minimum of seven three (73) years of experience at the technician level. Fourteen (14) days prior to the start of any work, the Contractor shall submit to the City information that demonstrates the technician’s qualifications, for City review and approval. During the term of the Contract, the City Representative shall approve any changes to the irrigation technician position. The irrigation technician shall be able to effectively communicate in English and shall meet the requirements identified in Appendix A, Sections A and B. The irrigation technician shall remain on site for a minimum of eight (8) hours per day, except as required to obtain irrigation equipment necessary for repairs to the City’s irrigation systems. The irrigation technician is responsible for the City irrigation systems and shall not perform any other landscape maintenance services unless approved in writing by the City Representative. The irrigation technician shall be required to carry a basic inventory of irrigation parts and equipment to complete the necessary repairs. Contractor shall provide additional irrigation personnel, as needed, to provide irrigation repair and maintenance services described herein, in emergency situations or as directed by the City Representative. J.H. IRRIGATING AREAS: It shall be the responsibility of Contractor to maintain, operate, and adjust watering schedules to weekly local evapotranspiration (ETo) weather station reports as specified below, or as otherwise directed by City Representative, including but not limited to adjusting irrigation controllers and timers. 1. Watering of Turf, Shrub and Ground Cover Areas: a. Watering of turf, shrub and groundcover areas shall be scheduled pursuant to local evapotranspiration (ETo) data or by the City’s Central Irrigation Management System. The Contractor shall utilize local ETo data to manually program the automatic irrigation controllers. Current local ETo data can be found at www.foxcanyongma.org or http://www.cimis.water.ca.gov/ b. The automatic irrigation controllers shall be set to accommodate local ETo data. Failure to set irrigation schedules based on local ETo data, or scheduling the controllers such that the soil 149 conditions have reached the point of over-saturation, shall result in liquidated damages. c. Contractor shall be responsible for the programming of the automatic controllers as directed by the City Representative. Contractor shall submit to the City a monthly schedule of the irrigation system schedule. Any changes to the schedule must be submitted to the City for approval. City may request a change of programming at any time. d. Programming of the City’s Central Irrigation Management System shall be the responsibility of the City unless otherwise directed by an authorized City representative. Contractor shall provide desired schedules to the City representative for his/her input to the system. Contractor shall not make any adjustments to the Central Irrigation System without written authorization by an authorized City representative. e. Since water requirements of plants vary according to the season, plant variety and soil conditions, the Contractor shall consider the variation in size of plants, roots, soil, solar orientation, irrigation components, and weather conditions when determining water requirements. Close attention shall be paid to the water demands of plants as influenced by their exposure to sun, wind, shade and geographic location. f. All landscape and turf areas shall be irrigated as required to promote vigorous and healthy plant growth. g. Contractor shall provide the necessary labor to irrigate all turf and landscape areas. h. The automatic irrigation controllers shall be set to water during the hours of 10:00 p.m. and 7:00 a.m., Monday through Thursday, unless park use prohibits this schedule, or the City Representative approves an alternative schedule in writing. No regularly scheduled irrigation shall be permitted Friday 9:00 a.m. through Sunday 10:00 p.m. Exception shall be directed by the City Landscape Representative in writing. i. Contractor shall make adjustments to the irrigation schedule as required to minimize runoff onto sidewalks, and streets. j. Over-watering, which is represented by excessive run-off, over saturation, or high use rates caused by the Contractor’s negligence, shall result in liquidated damages and the cost of water incurred by City 150 k. New turf (up through the third mowing) shall be watered immediately after mowing. 2. Irrigation Reports: The Contractor shall maintain and submit to the City Representative in writing: a. Irrigation Controller Program Log: To be submitted to the City Representative within one business day of irrigation program scheduling and/or adjustments to existing scheduling. b. Vandalism or Theft Report: Contractor shall prepare a written vandalism or theft report with a description of the location, date and time observed, item(s) or component(s) damaged or stolen, and the number of components involved. A written report shall be submitted within one (1) business day to the City Representative. c. Irrigation Schedule and Maintenance Report: Contract shall prepare a weekly Irrigation Schedule and Maintenance Report (Appendix F) and submit a copy to the City Representative monthly. 3. Irrigation During Inclement Weather: Contractor shall adjust irrigation controllers to the “OFF” or “RAIN PAUSE” function prior to actual inclement weather conditions when local weather reports forecast a 40% or greater chance of inclement weather or as directed by the City Representative. The Contractor will be responsible to return controllers and timers to the “ON” position when “ETo” indicates conditions are appropriate. K.I. SWALES, DRAINS AND CATCH BASINS: 1. Contractor shall maintain all swales, drains and catch basins prior to inclement weatheron a weekly basis. The drains and catch basins within the Poindexter Park Skate Park shall be inspected daily during periods of inclement weather to insure operable flow. Maintenance operations shall insure that swales and drains are maintained free of sand, mud, rocks and miscellaneous debris at all times. 2. Drains and collection boxes shall be inspected weeklyprior to inclement weather, and cleaned and cleared of all debris as needed. 3. Drain grates shall be inspected weeklyprior to inclement weather. Contractor shall immediately inform the City of any broken or missing grates, and secure same to keep the area safe for public use. 151 4. Filter fabric (where present) under drain grates shall be maintained by Contractor and replaced as needed at Contractor’s sole expense. L.J. DRINKING FOUNTAIN AND WATER FEATURE MAINTENANCE: 1 Contractor shall inspect, clean and disinfect entire fixtures dailyweekly. 2. Leaking fixtures shall be turned off immediately upon detection and reported to the City Representative for repair by City 3. Clogged or stopped-up valves or drains shall be unclogged by the Contractor, and immediately reported to the City Representative. 4. Drinking fountain on/off “buttons” shall be tested daily weekly to insure that normal operation and water pressure is available for drinking. Any damage, malfunctions, etc., shall be reported immediately to City Representative. M.K. LITTER CONTROL: 1. Contractor shall provide litter removal services on a daily basis.no less than weekly. This shall include, but not limited to, the removal of litter, paper, rocks, glass, trash, leaves, fallen tree branches, and other miscellaneous debris. Litter removal shall be completed daily in all park areas including, but not limited to, hardscape surfaces, developed and undeveloped areas, walkways, parking lots, roadways, along fence lines, landscape areas, steps, planters, drains, catch basins, parking lots, turf areas, playgrounds and all slopes, from the toe-of-slope to the top-of-slope. 2. Contractor is responsible for recycling. All green waste cuttings, weeds, leaves, and other yard wastes as defined in the Moorpark Municipal Code, shall be delivered to the Moorpark Public Services Facility and disposed of in the proper recycling bin. Under no circumstance shall Contractor dispose of any refuse, recyclables, or green waste that was not generate from the performance of this Contract in City supplied solid waste containers or bins. 3. Litter pick up should be done as early as possible. Litter pick up shall be completed in all park sites by 10:00a.m. daily. 4.3. Litter shall be removed from hiking trails and within 10 feet either side of pathways. 5.4. Litter picked up on site shall be placed in City supplied refuse bins and not in public use trash containers. 152 N.L. TRASH, RECYCLING AND MUTT-MITT RECEPTACLES 1. Trash and recycling receptacles in City parks, shall be emptied when they at 50 percent full, but no less than weekly. Liners shall be provided by the contractor and replaced no less than weekly. Liners shall be commercial grade (heavy duty), black in color and 1.5 Mil thickness or better to contain trash without tearing. Trash receptacles liners shall be placed in appropriate trash bins. Recycle material shall be removed from the liner and placed in appropriate recycling bin. The liner shall be placed in appropriate trash bin. 2. Trash receptacles located inside the boundaries of and directly adjacent to College View Dog Park shall be emptied every day. Liners shall be provided by the contractor and replaced no less than daily. Liners shall be commercial grade (heavy duty), black in color and 1.5 Mil thickness or better to contain trash without tearing. Trash receptacles liners shall be placed in appropriate trash bins. 3. Park trash, recycling and Mutt-Mitt receptacles shall be cleaned as needed or as requested by the City Representative, but no less than monthly. O.M. TRASH, RECYCLING AND GREEN WASTE BINS 1. A designated trash, recycling and green waste bin will be provided by City, and located at locations determined by the City. 2. Contactor shall not dispose of any solid waste refuse, recyclables or green waste in bins provided by the City that is not generated as part of this Contact. 3. When provided by the City, waste and recycling bins shall be stored in enclosures. Contractor shall be responsible for cleaning trash bin enclosures of all trash and remove accumulated debris to provide a surface that is clean of foreign matter, green waste, and food spills on a daily basis. By the end of each work day, the trash bin enclosure gates shall be closed and locked. P. RESTROOM MAINTENANCE: Parks restrooms shall be opened, cleaned and sanitized thoroughly on a daily basis Monday through Friday. Any equipment that has been vandalized or is in need of repair or any graffiti observed, shall be immediately reported to the City Representative. All restroom facilities shall be cleaned, sanitized, and in operation no later than 8:00 a.m. each day. Contractor shall open restrooms as early as 7:00 a.m. if requested by City. Upon opening, restroom doors shall be locked in the open position. If lock 153 is not operable, Contractor shall notify City Representative immediately. The restrooms shall be maintained and stocked with all necessary supplies to keep restrooms operational Monday through Friday, including but not limited to; restroom hand soap, paper towels, and toilet paper, at the Contractor’s sole expense. City shall reserve the right to approve the quality of the supplies used. All litter containers located inside or adjacent to the restroom shall be emptied daily. City will be responsible for restocking restroom supplies used on Saturday, Sunday and approved holidays. During inclement weather and upon the direction of the City Representative, Contractor may be instructed to keep restrooms locked. The Contractor is responsible for daily cleaning or service of each item listed: 1. Pick up and disposal of litter in and around restroom facility. 2. Empty trash receptacles and replace with commercial type liner(s) with 1.5 mil thickness or better. 3. Sweep and mop floor with a cleaner disinfectant manufactured specifically for restroom floor use. 4. Clean walls and ceiling with a cleaner/disinfectant. This includes tile and grout. 5. Wash and disinfect partitions. 6. Remove graffiti with a City approved graffiti remover. If graffiti cannot be removed with said cleaner, Contractor shall notify the City Representative within one (1) hour of determination. 7. Clean sinks with a cleaner/disinfectant. 8. Clean mirrors 9. Clean and disinfect toilets. 10. Restock toilet paper, with a 2-ply tissue, as approved by the City Representative. 11. Restock paper towels with white multifold 9.1/5”x 9.2/5”, as approved by the City Representative. 12. Wet mop/hose the entire floor surface using an approved cleaner/disinfectant. Dry the floor with a dry mop before opening to the public. 154 13. Remove any offensive odors. 14. Any acts of vandalism or theft shall be immediately reported to the City Representative. 15. Contractor shall lock restroom during periods of inclement (rain) weather, as directed by the City Representative. Contractor shall open restrooms as weather conditions allow, per the direction of the City Representative. 16. Contractor shall report all water leaks immediately upon discovery, and make every attempt possible to shut water off in such a way that will isolate the leaking fixture until repairs can be completed by City. 17. Contractor shall report all electrical problems, such as damaged building security lights, non-operable hand dryers, etc., to the City Representative immediately upon discovery. 18. Remove spitballs, cobwebs, and other foreign materials form doors, wall, ceilings, partitions, vents, etc. 19. When restroom fixtures (i.e. toilets, sinks, urinals, etc) are determined to be inoperable, Contractor shall cover said fixture with a black plastic trash can liner, tape close the edges, and immediately notify the City Representative. Q.N. RECREATIONAL/ATHLETIC FIELDS: 1. The Contractor shall visually inspect all athletic and recreational sports fields and related amenities minimum once dailyprior to mowing. Contractor shall remove all litter, rocks, debris and other obstructions. 2. Contractor shall immediately report to the City Representative any conditions, which are below operable standards or where signs of damage, vandalism, and wear have occurred. This includes, but is not limited to, to, backstops, chain link fences, benches, bleachers, and light poles and fixtures. 3. Brick dust infields and decomposed granite areas (inclusive of designated paths and trails) shall be level and kept free of weeds, trash, surface ruts and debris. Contractor shall clean all bleachers and dugout areas daily weekly using an air broom. Such work shall be performed before 11:30 a.m. 4. Contractor shall be responsible to remove graffiti that can be removed with an approved solvent. Such removal shall take place within two 155 twenty-four (24) hours of observance. The City will be responsible for all other graffiti and the Contractor shall be responsible for reporting said graffiti to City Representative immediately upon observance. R.O. HARDSCAPE SURFACES 1. All hardscape surfaces, such as sidewalks, steps, walkways, ramps, curb and gutters, access roads, parking lots and walls adjacent to or within City Parks, shall be kept clear of dirt, mud, trash, leaves, weeds and any other substances or miscellaneous debris which are either unsightly or unsafe. 2. The Contractor shall be responsible for weekly cleaning, sweeping, raking, or blowing of hardscape surfaces, parking lots, access roads, decomposed granite pathways/trails, and walkways adjacent to all park areas no less than every other week. 3. Patios, sidewalks, walkways, parking lots, access roads decomposed granite pathways/trails, and entry points at Arroyo Vista Recreation Center facilities shall be kept clean and clear of all hazards and debris. 4. Decomposed granite (DG) pathways and/or trails shall be maintained daily every other week to provide safe, clean, and stable accessible surfaces free of debris and potential hazards. Deviations, holes, erosion, soft spots, sloughs, irrigation malfunctions, including all potential slip or trip hazards shall be repaired daily, immediately upon discovery, or at the direction of the City Representative. All repairs shall use same type and color DG containing stabilizer or an equal substitute DG product after review and approval by the City Representative. Repairs shall be properly compacted using water, tamper, vibrating plate, or other means/methods to achieve proper compaction. 5. Permeable asphalt parking area located along access road between parking lots B and C at Arroyo Vista Community Park shall be blown off daily weekly and vacuumed quarterly, (no less than four (4) times per calendar year). S.P. PICNIC AREAS/SHELTERS: Daily Maintenance 1. Picnic tables, benches, concrete slabs, and trash containers shall be cleaned and sanitized dailyweekly. 156 2. Vandalism and damage observed to picnic tables, benches, concrete slabs, and trash containers shall be immediately reported to the City Representative upon detection. 3. Ashes, partially burned charcoal, garbage and leftover food in and around cooking and picnic facilities shall be removed dailyevery Monday. Contractor shall ensure that burned charcoal and ashes are cool and safe to dispose of in refuse bins. 4. The entire picnic area, including shelters, shall be kept free of broken glass, cans, paper, leaves and litter. 5. Empty all trash containers. Contractor shall supply all trash receptacles with 1.5 mill or better liners at own expense. 6. Remove all tacks, tape, staples, strings, balloons, banners, etc., and other objects adhered to tables, benches, shelters, restrooms, and other picnic amenities. T.Q. SAND PLAY AREAS / PLAYGROUND EQUIPMENT: 1. All playground sites and equipment shall be inspected at the start of each business day before 8:00 a.m. Monday through Fridayno less than twice a week. Any signs of vandalism, damage, graffiti or potentially hazardous condition observed by Contractor shall be immediately reported to City Representative. 2. The entire area shall be cleaned and neatly groomed dailyno less than twice a week; sand and play areas installed with engineered wood fiber (EWF) shall raked level. All foreign and hazardous materials shall be removed. All play areas shall be maintained free of weeds, leaves, litter, cans, broken glass, and other harmful and unsightly debris. 3. Special attention shall be made to low and "dished out" areas around play equipment and entry locations. These sand (or EWF) areas shall be leveled by providing equal distribution from high areas to low areas. 4. During the leveling and distribution of sand (or EWF), contractor shall insure that concrete footing are not exposed. Each footing shall be covered to provide minimum of 12” cover. 5. During regular maintenance, the raking and filling of depressions shall be done in a manner to prevent material compaction. 6. Contractor shall report low sand or EWF and sand compaction immediately to the City Representative. The City shall provide additional sand or EWF as needed. 157 7. Rubber resilient surfaces (rubber matting) shall be cleaned with a leaf blower daily to remove sand, silt and other debris. Any cracks, tears, rips or holes shall be reported immediately to the City Representative upon detection. U.R. SWEEPING OF RECREATION HARD COURT AMENITIES: 1. Contractor shall sweep all hard courts including, but not limited to, basketball courts, roller hockey courts, skate park (tennis courts are addressed separately), and adjacent hardscape on a daily weekly basis between 7:00 a.m. and 10:00 a.m. so as not to interfere with normal play activity. Court surface shall be dry and ready for play upon completion. Cleaning shall include but not be limited to sweeping, litter pick-up, cleaning of spills, spot washing with water as needed to keep court surface clean and ready for play. 2. Sweeping shall include the removal of all foreign objects from hard court areas including but not limited to dust, leaves, pine needles, rocks, dirt, liter, sand, food waste, gum, broken glass, etc. 3. Methods for sweeping of designed areas may require one or all of the following: a. Back pack blowers b. Vacuums c. Brooms d. Rakes 4. Supplemental hand sweeping may be necessary for corners and other areas inaccessible to power equipment. 5. Tennis Courts a. Tennis court gates shall be unlocked and opened by 7 a.m. and courts cleaned daily between 7:00 a.m. and 10:00 a.m. Daily Weekly cleaning shall include but not be limited to broom sweeping, litter pick- up, cleaning of spills, spot washing as needed to keep court surface clean and ready for play upon completion. b. In the event of inclement weather and upon the direction of the City, the Contractor may be directed to keeplock the tennis courts locked. V.S. GRAFFITI 1. Contractor shall inspect all parks for graffiti on a daily basis. 158 Contractor shall immediately report all graffiti upon detection to City Representative. The City Representative shall determine if graffiti requires photographing and/or a police report prior to removal. The Contractor shall be responsible for removing graffiti that can be removed using a solvent specifically formulated for graffiti removal and approved for such use by the City within twenty-four two (24) hours of detection. If graffiti cannot be removed with said solvent, Contractor shall immediately notify City Representative. The City shall be responsible for removal of graffiti that cannot be removed by the City approved solvent. 2. Special attention shall be given to the following areas upon the Contractor’s first arrival to the designated work site: a. Facility marquee signs. b. Facility signage, such as parking and rule signs. c. Picnic areas, gazebos, patios, tables, and benches. d. Restrooms; complete inside and outside. e. Playground equipment. f. Drinking fountains. g. Hard court surface areas. (Excluding painted court surfaces) h. Exterior wall surfaces. i. Concrete walkways and parking lots. j. Door surfaces. k. Curb and gutter in parking lots. l. Fences and block walls. m. Trash enclosures. n. Trash can receptacles. o. Stairs and hand rails. p. Bleachers. q. Softball field back stops 3. All materials and processes used in graffiti eradication shall not damage surfaces or areas adjacent to the graffiti abatement area. All graffiti removal solvents shall be approved by the City and shall meet CAL- O.S.H.A. requirements. 4. Contractor shall use special care and attention when removing graffiti from treated or sealed surfaces. Such surfaces shall not be painted. 159 Contractor shall use materials, and methods of application, as provided and approved by City. 5. Contractor is not required to sandblast or paint graffiti. 6. Contractor shall clean spills, spatters, and runs from removal operations as a part of each opearation. W.T. SERANATA TRAIL (approximately 1.5 miles) 1. Contractor shall perform monthly trail maintenance every other week. Trail maintenance shall include, but not limited to, removing trail ruts, removing trash and litter, removing graffiti and reporting potential hazards to City Representative 2. Contractor shall remove all weeds from trail path and trim 2 feet to both sides of trail monthly. 160