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HomeMy WebLinkAboutAGENDA REPORT 1987 0520 CC REG ITEM 11ITHOMAS C. FERGUSON Mayor CLINT HARPER, Ph.D. Mayor Pro Tem ELOISE BROWN Councilmember JOHN GALLOWAY Councilmember BERNARDO PEREZ Councilmember MAUREEN W. WALL City Clerk MOORPARK_ M E M O R A N D U M TO: The Honorable Mayor and City Cq' cil FROM: Community Services Department r DATE: May 13, 1987 ITEM //� STEVEN KUENY City Manager CHERYL J. KANE City Attorney PATRICK RICHARDS, A.I.C.P Director of Community Development R. DENNIS DELZEIT City Engineer JOHN V. GILLESPIE Chief of Police THOMAS P. GENOVESE City Treasurer SUBJECT: AUTHORIZE STAFF TO PROCEED WITH FORMAL BID PROCESS FOR LANDSCAPE MAINTENANCE OF CITY PARKS FOR FISCAL YEAR 1987/88 ITEM Staff is requesting City Council authorize the solicitation of bids for the routine landscape and maintenance of the following City -owned parks for the Fiscal Year 1987/88. Campus Park Glennwood Park Griffin Senior Park Community Center Monte Vista Nature Park 2.5 acres 4.5 acres 4.5 acres 2.5 acres (approximately) 5.0 acres Bid bi- annual cleanup as per Attachment B (contract to be amended upon addition of Phase I) Parks /Dates anticipated to be added during the contract year by Amendment. 1. Senior Citizen Center - September 1987 2. North Meadows Park - March 5, 1987 3. Monte Vista Nature Park Phase I - April 1988 As Council is aware, the parks maintenance standards were revised during the negotiations with Urban West Communities for their One -Year Maintenance Agreement for North Meadows Park. Staff at the March 4, 1987 City Council meeting, presented the North Meadows Special Provisions which were to 799 Moorpark Avenue Moorpark, California 93021 (805) 529 -6864 City Council City Park Maintenance May 13, 1987 Page 2 be used as maintenance standards for all City -owned parks. Attached for your review and approval are those standards (Attachment A). These Special Provisions are scheduled to be reviewed by the Parks and Recreation Commission at their Budget work session of May 18, 1987. Their comments and approval will be requested at this time, and presented to City Council the evening of May 20. If approved by Council, We will use these standards for the maintenance of all parks for the Fiscal Year 1987/88. Major revisions to the Special Provisions were necessary with the addition of North Meadows Park and the anticipated completion of Peach Hill Park. While most of the landscape maintenance provisions remain the same, below for your review is an overview of some of the major areas and the changes in each: 1. Mowing /edging 2. Aerating 3. Fertilizing 4. Rototil sand areas /spray for flees and insects 5. Baseball Diamond care and maintenance 6. Basketball /Volleyball Courts 42 x /yr. each park. This is the same as last year, just add 2 parks Increase from 1 x /yr. to 2 x /yr. Prevents waste of water through evaporation due to waters inability to be absorbed by soil. Increased from 3 x /yr. to 4 x /yr. for Turf areas. Ground cover fertilization will remain the same. This has been added to Contractors duties. Addition to original Special Provisions as result of developing Peach Hill Park and North Meadows Park. Addition to original Special Provisions as result of developing Peach Hill Park and North Meadows Park. City Council City Park Maintenance May 13, 1987 Page 3 7. Staff has requested Unit Prices in those areas where definite standards can not be called out. This will provide the ability to know in advance the cost for additional services which might be needed above and beyond estimated minimum standards. 8. Staff has also provided the City the ability to delete certain items. This allows us to go with the best prices. (i.,e. we may be able to do a certain item in -house cheaper than contracting out.) 9. Restrooms - Staff in this area will be attempting to resolve past concerns of why we have public restrooms, but they are not open. We will be evaluating the options of the contractor versus staff maintaining these facilities. In addition to staff revising the Landscape Maintenance Standards, as above, Turf Pro's existing Landscape Maintenance Agreement for the Fiscal Year 1986/87 is due to expire June 1987. In summary, due to the revisions of the Special Provisions, and to insure we obtain quality service at a fair price, we are requesting approval to go out to formal bid for those parks previously identified. STAFF RECOMMENDATION Authorize staff to proceed with the formal bid process for the routine landscape maintenance of all City -owned parks listed above with bids to be opened June 10, 1987. JWF • r j h MOORPARK, CALIFORNIA city Cc,.jnc1I Mez ting 1987 Y Revised 5 -14 -87 ATTACHMENT A Special Provisions 1. Scope Furnish all labor, equipment, materials, and supervision to perform landscape maintenance as described herein including but not limited to, the following: a. Weeding and cultivating b. Fertilizing C. Trimming and pruning d. Watering 2. e. insect, varmint, and pest control f. Mowing, verticutting, aerifying g. Sprinkler system maintenance and repair h. Plant replacement i. Clean up j. Overseeding k. Trash pickup (Dail) 1. Walk, fence, and wall, etc., repair or replacement M. Provide contact with public and 24 -hour emergency callout n. Regrading and soil replacement o. All safety equipment for personnel and traffic p. These specifications are intended to cover all labor, material and standards of architectural, landscaping, and mechanical workmanship to be employed in the work called for in these specifications or reasonably implied by terms of same. Work or materials of a minor nature which may not be specifically mentioned, but which may be reasonably assumed as necessary for the completion of this work shall be performed by the Contractor as if described in the specifications. Working Hours and Work Schedule a. Normal working hours shall be between the hours of 7:00 a.m. and 5:00 p.m. Monday through Friday. b. Care shall be made as to not making excessive noise adjacent to residences before 8:00 a.m. SP -1 C. A work schedule shall be submitted to the Director of Community Services for review and approval. The = - schedule shall conform to all applicable ordinances and be designed to provide the desired level of service. 3. Clean -Up Leaves, paper, weeds and any other litter will be removed from project area and disposed of off site. Upon completion of any work project, remaining excess materials, waste, rubbish, debris and construction and installation equip- ment shall be removed from the premises. Any dirt or stains caused by the work shall be removed. 4. Maintenance Inspection Maintenance responsibilities shall include: a. Weekly performance of a maintenance inspection during daylight hours of all facilities within the scope of work. Such inspection shall be both visual and oper- ational. The operational inspection shall include operation of all sprinkler systems to check for proper operational condition and reliability. b- Bi- weekly meeting on the site with an authorized repre- sentative of the City Manager for a walk- through insp- ection. Said meeting shall be at the convenience of the City. Any corrective work required as a result of the bi- weekly inspection shall be accomplished to the satisfaction of the Director of Community Services within two weeks. i The City shall notify the Contractor of any unsatisfactory conditions in writing based upon City inspections. Corrections shall be within a timely and reasonable manner unless other- wise specified. Seven (7) days will be considered reasonable. Expiration of the time period will result in unsatisfactory performance which may result in termination of contract. i c• Notification of the Director of Community Services, in writing, at least one week prior to the date of all "specialty type" maintenance operations, of the exact date of performing same. "Specialty type" operations are defined as: 1. Fertilization - Provide unit price per application per each park site. 2. Turf aerification 3. Thatch removal " 4. Turf reseeding " S. Spraying of trees, shrubs G. Preventive application of 7. Other items as determined SP -2 or turf " turf fungicide " by the City Manager 5_ General a_ Vegetation shall not overhang a sidewalk at less than 7 feet in height or a roadway at less than 14 feet in height-. b. All operations will be conducted so as to provide maximum safety for the public. C. Where contract work may create potential or known hazards on streets or roads and to persons traversing them, Contractor shall obtain at his own expense and place whatever signs, lights, barricades, or other safety devices necessary to prevent accidents, injuries, or damages, consistent with the City, County, and State requirements. d. Contractor will keep all gutters, curbs, and walks adjacent to contract areas free of weeds, trash and other debris. e. Contractor will keep sidewalks free of slime where constant runoff occurs. f. Leaves, paper, weeds, and any other debris will be removed from landscaped areas and disposed.of off site. g. Contractor will clean sidewalks, roadways, and any other areas littered or s611ed by his maintenance operations. h. Contractor will report to City any malfunction or damage of the lighting system in any City of Moorpark maintenance area. i. Contractor is required as part of this Agreement to furnish all materials to accomplish maintenance in accordance with the foregoing specifications. Cont- ractor is further required to stock high usage items for repair of irrigation systems. Wherever, in these specifications fertilizer, herbicides, pesticides, materials, etc. are required to accomplish the work .or comply with the specifications, it shall be the .Contractor's responsibility to purchase and supply the fertilizer, herbicides, pesticides, materials, etc. The cost of purchasing, supplying, and applying these items shall be included in the monthly amount bid. j. Contractor is required to maintain an office within a 50 mile radius of the job site and provide the office with phone service during normal working hours. During all other times, a telephone answering service shall be utilized and the answering service shall be capable of contacting the Contractor by radio or pager. Con- tractor shall have a maximum response time of one(1) hour to all emergencies. k. Whenever herbicides are used, Contractor shall apply when air currents are still to prevent herbicide drift onto adjoining property, and to prevent any toxic ex posure to persons whether or not they are in or.on the grounds. Personnel applying pesticides and herbicides SP -3 shall be licensed by the State of California as Pest Control Operators. Contractor shall administer pest- icides as per State, County, and City Codes. 1. The existing drainage patterns and structures shall be maintained by the Contractor. M. Any work, although not herein specified specifically, but necessary to maintain the health and appearance of the maintained areas and to achieve the results implied in these specifications shall be as part of the contract. n. All pruning work shall be done in a workmanlike manner following proper horticultural practices. 6. Irrigation System a. The Contractor shall maintain the complete sprinkler system in an operable condition at all times. This includes but is not limited to main pressure lines, pumps, clocks, backflow devices, valves, pipes, heads, and anti - drains. b_ The Contractor shall irrigate the landscaped areas to provide all plantings with optimum irrigation for healthy and vigorus growth including, if necessary, supplementary hand watering. Irrigation shall be controlled to prevent excessive runoff or over-watering of plant life_ Excessive irrigation runoff which is a nuisance to adjacent private property shall be con- trolled so as to eliminate said nuisance. c- Contractor shall. be responsible for furnishing replacement Tarts necessary for the repair and proper maintenance of the irrigation systems. Contractor shall maintain all irrigation equipment in good working condition and functioning properly at all times. Normal repairs shall be made within one (1) week. d_ Repair and adjust all sprinkler heads to maintain proper coverage. C_ Adjust water application to compensate for changes in weather_ Irrigation system shall be shut off on rainy days. Lawns shall be watered at such frequency as weather conditions require to replenish soil moisture below root- zone_ Water run -off across pavements and into gutters shall be avoided_ Irrigation shall be coordinated SP -4 with fertilization work so as to optimize benefit to plant life. f. All replacements to be with original type material or substitutes approved by the City of Moorpark. g. All systems to be operationally checked a minimum of once a week. h. Irrigation of areas controlled by automatic time clocks shall be watered betweenl_0:00 p.m. and 6:00 a.m. Manual irrigation shall be performed during normal working hours. i. Contractor shall maintain backflow preventive devices in satisfactory condition per Ventura County Department of Health Code. City shall be responsible to perform backflow prevention device tests as per Ventura County Department of Health Code. j. Clocks are to be adjusted according to the season of the year. 7. Turf Areas a. All lawn areas are to be mowed weekly during all months.except December, January, February and March when mowing will be done bi- weekly (every other week) for a total of forty two (42) mowings during the term of the contract_ Clippings shall be mechanically collected and the borders neatly edged. Mechanically trim around sprinkler heads as needed to provide maximum water coverage. Trim around trees keeping grass one foot away from the base of the tree, using preemergent herbicides. Trim around planters, mowing strips and walkways. All walkways and street areas shall be swept-, vaccumed or blown clean. b. Mow to the following heights: Bermuda - 3/4" to l;" Bluegrass, Perennial Rye, and Fescue - 2" in warm weather and 1.�" in rainy season SP -5 c. Irrigate as necessary to maintain proper growth rate and optimum appearance. Spot check soil moisture by _ taking tensiometer-readings every other: week. d. Maintain lawn areas in a weed -free condition. 1. A preemergent crabgrass control shall be applied to all turf between February 1 and March 15 of each year. Notify the City Manager or his rep- resentative before commencing work. e. Chemical control of broadleaf weeds shall be initiated on an as'- needed basis to maintain a "weed- free" turf condition. This shall be the program for all turf grass areas. Notify City Manager or his representative before commencing work. f• Aerate twice a year between March 31 and April 31, 1987 and between September 1 and October 15, 1987. Aerate all turf by removing k" diameter by 4" deep cores of sod with an aerator machine at not more than 6" spacing. Areation to occur seven (7) days prior to fertilization. g. All turfgrass shall be fertilized to maintain vigorous growth and color. Fertilizer shall be delivered to the site in the original unopened container, bearing the manufacturer's guaranteed analysis. The turfgrass fertilizer shall be a complete commercial fertilizer, 16 -6 -8 or approved equal. Fertilization to occur four times a year applied at a rate of one (1) pound of actual nitrogen per 1000 square feet. Actual program, product, application rate and date i to be determined 4)y results of soils samples. City repre- sentative to be contacted prior to taking of soil samples and application of fertilizer. All walks and surfaces willbe swept clean at end of application. h. Contractor will take soil sample twice -once prior to the beginning of the agreement and just prior to the 365th day of agreement. Five samples each at various locations within the areas under his jurisdiction. Samples must be sent to a laboratory that analyzes and give recommendation with application rates. Contractor will bear the cost of material and application of prescribed materials. i. Diseases - a broad spectrum fungicide shall be applied to all turf areas as necessary at the curative rate throughout the year to control turf diseases. j. Eliminate pests including but not limited to ground squirrels, gophers, snails, earwigs and sowbugs to provide a healthy environment for plants and public. SP -6 8. Ground Cover Areas a. All weeds shall be removed as they spectrum preemergent weed control, shall be applied to shrub beds and in the spring and fall, and additi4 shall be initiated as necessary to free condition. appear. A broad such as Surflan ground cover beds anal weed control maintain a weed- b. Morning Glory shall be treated immediately when obs- erved by spot treating with Round -Up or Banvol D and grass infestations shall be treated with Fusilade. C. Ground cover areas, shall be fertilized every 90 days with the rate of application to be one (1) pound of actual nitrogen per 1,000 square feet, using a 16 -16 -16 formula material with trace elements. Contact Director of Community Services before applying fertilizer. d. Trim and edge as necessary to restrict growth from encroaching on sidewalks or other adjacent areas. Growth retardants, if properly applied, can be used. e. Irrigate as required to maintain adequate growth and reasonable appearance. Spot check soil moisture by taking tensiometer readings every other week. f. Eliminate pests including but not limited to ground squirrels, gophers, snails, earwigs and sowbugs to provide a healthy environment for plants and public. g. A cleared circle 18" to 24" in diameter, should be maintained at base of trees to reduce competition for mutrients by ground cover. 9. Annual Flowers a. Annual flowers may be planted and maintained in designated areas. The City will_supply annual flowers for designated areas. b. Flower beds will be maintained in the same manner as the ground cover areas_ 10. Shrubs and Trees a. Trim, shape, and prune shrubs to maintain a safe, reasonable appearance. b. Pruning, thinning and trimming of all shrubs and trees and training and trimming of all vines shall be accom- plished on a regular basis to maintain a neat appear- ance and promote healthy growth. This work to include removal of all suckers, cross branches and deadwood. The staking and tieing of trees shall be inspected reg- SP -7 C. d. e. f. 9- h. i. J- l ularly and changed as required to permit growth expansion and to-prevent damage from chafing. City to be responsible for major pruning and trimming of large trees. _ Control pests and diseases as needed. Remove all dead, diseased, or damaged branches back to a side branch. Stake and support trees when necessary. Installation shall be per applicable Ventura County Standards or as approved by City Manager. All guys and ties shall be checked frequently to avoid girdling and hazards. Application of an iron chelate fertilizer shall be used as needed throughout the year, where necessary to maintain healthy, vigorous growth and good foilage. Fertilize trees annually in April with a 16 -8 -8 formula applied at manufacturers recommended rates. Contact City representative before fertilization. Irrigate as required to maintain adequate growth and appearance. All trees in lawns shall have open soil maintained around the base of the trunk. Use recommended, legally approved herbicides whenever possible to control growth in this open area. Avoid frequent soil culti- vation that destroys shallow roots and breaks seal of pre- emergent herbicides- MW_ • All alternative bid items identified below may be included or deleted from the final contact at the City's option (A) designates this item may be deleted at City's option. Also bidders are required to provide unit prices where requested. Failure to do so may result in rejection of bids. 11. Parking Lot (where applicable) a. Sweep once a week (A) Unit Price b. Stripe lot once a year (A) Unit Price 12. Baseball Field (where applicable) a. Deep drag once a week for 12 months. Water rake and fill holes twice a week - March through August. (A) Unit Price * Deep dragging of field must occur within two (2) days or sooner after rainfall. 13. Basketball Court (where applicable) a. Courts are to be hosed down at least once a month (A). Unit Price b. Courts should be cleaned as needed daily i.e. removal of broken glass, gum, debris etc, Wet spots should be squeegee dried. C. Replace nets as per City's specifications - City to provide nets - contractor to hang (A). Unit Price 14. Play Equipment and Sand areas a. Rototil sand areas two (2) times per year (A). Unit Price b. Rake areas daily removing all broken glass and debris. (A) Unit Price C. Spray two times per year for insects and flees (A). Unit Price d. Add sand as needed - City of purchase sand - Contractor to add and distribute.(A) Unit Price SP -9 14. Restrooms (where applicable) (A) Unit Price a. b. c. d. e. Open restrooms at set time daily as designated by City(A). Unit Price Throughly clean all surface areas daily using wet mop /wash down method on all floors and tile areas. Maintenance shall include cleaning and sanitizing toilets, sinks, urinals, mirrors, litter containers and dispensers. City will designate and approve disinfectant to be used. Check and replace all sanitary supplies including, but not limited to, soap and paper products. Litter containers will be emptied daily. Specific schedule to be submitted to City for approval. SP -10 ATTACHMENT B MONTE VISTA NATURE PARK - BI- ANNUAL Removal of tumble weed, provide weed abatement services as required, maximum 2 times per year, general clean up of debris and maintaining /care for newly planted trees.