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HomeMy WebLinkAbout07.R- Public Works RESOLUTION(ID#2060) DOC ID: 2060 A CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Request for Proposal From: Jim Smith M/CC Meeting Date: 10/15/2012 Prepared by: Chris Lopez, (909) 384-5140 Dept: Public Works Ward(s): All Subject: Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the Finance Department to Issue a Request for Proposals for Parks Maintenance and Landscape Maintenance Services. Financial Impact: None. Motion: Adopt the Resolution. Synopsis of Previous Council Action: Item was recommended in an effort to address park and maintenance cost issues contained in the August 29,2012, Pre-Pendency Plan. Backeround: The annual contract for parks and landscape maintenance for the City of San Bernardino has been prepared for parks larger than five acres and for medians and landscape areas less than five �... acres. There are approximately 436 acres of area to maintain that are larger than five acre parks. There are approximately 103 acres of area to maintain for medians and parks less than five acres. Two bid documents have been prepared. City Attorney Review: Supportine Documents: PARKS MAINT RFP FINAL_5 acres and larger (DOCX) PARKS MAINT. RFP_less than 5 acres (DOCX) Resolution (DOC) Updated: 10/11/2012 by Linda Sutherland A Packet Pg. 651 N C N C A N T A Sao Bemardho a SM N Y L R REQUEST FOR PROPOSALS W O CL 0 Annual Contract for Park Maintenance o w No. 1 3 Q d City of San Bernardino N M C O .y d L d L A G N d L U R N J� z z City of San Bernardino a 300 North "D" Street LL San Bernardino, CA 92418 Office: 909-384-5140 z Fax: 909-384-5190 Q wwwsbcity.org y Y Q a c d E L U R Q Packet Pg. 652 7 TABLE OF CONTENTS H d I. INTRODUCTION...........................................................................................1 A. Minimum Proposer Requirements.m....... ............................ .......... I B. Pre-Proposal Conference - Non-mandatory............................................... 1 a C. Proposal Submittal.....................................................................................2 3 D. Proposal Timeline ......................................................................................2 i a II. PROPOSAL CONDITIONS.....................mm......... .........m.mmmmmm.......2 Y A. Contingencies ............................................................................................2 a 8. Modifications..............................................................................................2 C. Proposal Submission .................................................................................2 N D. Incurred Costs............................................................................................3 a 0 a III. SCOPE OF AGREEMENT.........mm................. ...............mmmmmmmmmmm..........3 `o A. Site Information..........................................................................................3 ; B. Scope of Work.........................................................................................M..3 C. Period of Agreement..................................................................................3 CD IV. RFP AGREEMENT REQUIREMENTS .........................................................3 0 A. Sample Agreement..............m.m......_m_............................ ...................3 N V. PROPOSAL SUBMISSION ..........................................................................3 c A. General......................................................................................................3 B. Proposal Presentation................................................................................4 C. Proposal Format.........................................................................................4 d m VI. PROPOSAL EVALUATION AND SELECTION.............................................6 —° A. Evaluation Process ............................mm...... ........m.m.m.m.m.m....... 6 R B. Evaluation Criteria......................................................................................6 d C. Agreement Award......................................................................................7 0 N Exhibit A- SITE LOCATIONS ............................................................................7 Qi Exhibit B -SCOPE OF WORK............................................................................8 ? Exhibit C - RFP SUBMITTAL CHECKLIST......................................................12 a Exhibit D - RFP COVER SHEET.... ................................................................13 LL... Exhibit E - COST PROPOSAL FORM..............................................................14 Exhibit F - STATEMENT OF CERTIFICATION ................................................16 a Exhibit G - SAMPLE AGREEMENT .................................................................17 Exhibit H - MAINTENANCE FREQUENCY SCHEDULE..................................24 Y a_ a a Y C d E L U V W Q Packet Pg. 653 I. INTRODUCTION The City of San Bernardino Public Works Department is requesting proposals for park maintenance services from qualified companies for locations listed on Exhibit A. A. Minimum Proposer Requirements All Proposers must demonstrate in their Proposal that they: Y R IL 1. Have the capability to enter into the Agreement with the City in x accordance with Exhibit G; 2. Have no record of unsatisfactory performance; a. 3. Can meet the requirements as specified in this RFP; R 4. Have the administrative and fiscal ability to provide and manage the o proposed activities and to ensure an adequate audit compliance; 0 5. Have the ability to maintain adequate files and records, which are subject to confidentiality requirements and meet statistical reporting requirements; w 6. Have the ability to fulfill standard agreement requirements, including indemnification and insurance; and d 7. Have the capability to provide the proposed services. 8. Have standard professional uniforms 9. Have a C-27 Contractors State License and City business license. N B. Pre-Proposal Conference - Non-mandatory c A pre-bid meeting will be held on Thursday, October 25, 2012 at 10:00 am. at y the City of San Bernardino, City Hall, 300 North "D" Street, San Bernardino, CA 92418. While attendance is not required, it is highly recommended. d rn All questions and answers received prior to the job walk and as a result of the meeting will be posted on the City's website at: http://www.sbcity.org by 5:00 p.m., on Thursday, November 1, 2012. There will be no other question and N answer period. M W The City may issue one or more addenda to this RFP before or after the job _J' walk if the City decides that additional information or clarification is needed. z Addenda shall be emailed to those who hold copies of the RFP if the holder is a on the City's email contact list. It is highly recommended that each Proposer LL who obtains a copy of this RFP from the City's website, email the Project Manager (lopez_ch @sbcity.org) to have their contact information placed on Z the City's email contact list (please state Parks RFP in the subject). In any case, any addenda to this RFP will be posted on the City's website. Y a a c d E L i Q 1 Packet Pg.654 . =..m7 R a ;'.. ( C. Proposal Submittal �r All proposals must be received at the address listed below, no later than 4:00 0 p.m. on Wednesday, November 7, 2012 at: RFP — PARKS MAINTENANCE SERVICES City of San Bernardino r Public Works Department a 300 North "D" Street 3 San Bernardino, CA 92418 Attn: City Clerk a N Y Facsimile or electronically transmitted proposals will not be accepted since a they do not contain original signatures. Postmarks will not be accepted in lieu , of actual receipt. Late or incomplete proposals will not be opened and will not N be considered. a 0 L a D. Proposal Timeline `o w The following schedule has been established for the RFP process: H Crd C • City to circulate RFP October 22, 2012 • Pre-Bid Meeting October 25, 2012 0 • Deadline to submit questions October 29, 2012 • Q and A's posted to City website: November 1, 2012 _ http://www.sbcity.org c • Proposals Due — 4:00 p.m. Wednesday November 7, 2012 N d The City reserves the right to revise the proposal timeline if such action is in the best interest of the City. L e II. PROPOSAL CONDITIONS c m A. Contingencies This RFP does not commit the City to award an agreement. The City o reserves the right to accept or reject any or all proposals if the City _Ji determines it is in the best interest of the City to do so. The City will notify all z Proposers, in writing, if the City rejects all proposals or cancels this RFP. LL a LL B. Modifications The City reserves the right to issue addenda or amendments to this RFP. City z reserves the right to reject or accept the proposal. City may request a clarification or additional information. Proposals shall be firm for ninety (90) Y days. a a C. Proposal Submission r To be considered, all proposals must be submitted in the manner set forth in E this RFP. It is the Proposer's responsibility to ensure that its proposal arrives on or before the deadline as set forth in Section I. D. a i 2 Packet Pg.655 7.R.a D. Incurred Costs N This RFP does not commit the City to pay any costs incurred in the preparation of a proposal in response to this RFP and each Proposer agrees that all costs incurred in developing their respective proposals are the Proposer's responsibility. N III. SCOPE OF AGREEMENT 3 Y A. Site Information a See Exhibit A— Site Locations Y R a B. Scope of Work N See Exhibit B — Scope of Work. o a C. Period of Agreement a` The term of the agreement resulting from this RFP shall commence when the w City executes the Vendor Service Agreement for Park Maintenance Services y (the "Agreement") through June 30, 2013, with three (3) one-year extensions at the City's option unless otherwise terminated as provided in Section 3 of the vendor service agreement. 0 m 0 IV. RFP AGREEMENT REQUIREMENTS Cl) A. Sample Agreement c Attached, as Exhibit "G" to this RFP, for informational purposes only is the standard form of City vendor service agreement that each party responding to this RFP must be prepared to execute. The final form of such agreement will be subject to the obvious insertions of precise information, dates, names and 0) other similar pertinent information that will be unique to any party receiving a vendor services agreement from the City pursuant to this RFP. Terms and provisions of the form of the agreement attached hereto are not subject to L negotiation. The form of the agreement is subject to final approval by the City o Attorney. J Q V. PROPOSAL SUBMISSION ? LL a A. General z 1. All interested and qualified Proposers are invited to submit a proposal for z consideration. Submission of a proposal indicates that the Proposer has R read and understands this entire RFP, including all appendices, 2 attachments, exhibits, schedules, and addendum (as applicable) and all concerns regarding this RFP have been satisfied. CL 2. Proposals must be submitted in the format described below. Proposals a are to be prepared in such a manner as to provide a straightforward, L concise description of their capabilities to satisfy the requirements of this o RFP. Expensive bindings, displays, promotional materials, etc., are a 3 Packet Pg.656 7.R.a. © neither necessary nor desired. Emphasis should be concentrated on compliance with the RFP instructions, responsiveness to the RFP m requirements, and on completeness and clarity of content. 3. Proposals must be complete in all respects as required in this section. A proposal may not be considered if it is conditional or incomplete. T A 4. All proposals and materials submitted become the property of the City. All Y proposals received are subject to the "California Public Records Act." a Y 5. All proposals must be submitted no later than 4:00 p.m., Wednesday, a November 7, 2012 at the address listed below and labeled N accordingly: N 0 CL RFP — PARKS MAINTENANCE SERVICES 0 a City of San Bernardino c Public Works Department 300 North "D" Street a d San Bernardino, CA 92418 Attn: City Clerk 0 m PROPOSALS SUBMITTED AFTER THE ABOVE STATED TIME AND N DATE WILL NOT BE CONSIDERED M 0 B. Proposal Presentation 1. One (1) signed original and three (3) copies of the written proposal are required to be submitted. m The package containing the original and three (3) copies must be sealed —° and marked with the Proposer's name and titled: "CONFIDENTIAL — RFP FOR PARKS MAINTENANCE SERVICES clearly indicated on the outside of the envelop submittal. 2. All proposals must be submitted on 8'/i' by 11" paper with no less than 1/2" al top, bottom, left, and right margins. Proposals must be typed or prepared z with word processing equipment. Typeface must be a minimum of 12 a point font. Each page, including attachments and exhibits, must be clearly and consecutively numbered. z C. Proposal Format Response to this RFP must be in the form of a proposal package that must be submitted in the following format: a Y 1. RFP Checklist (Exhibit C); d E r 2. RFP Cover Sheet (Exhibit D) - Submit Request for Proposal coversheet; o a 4 Packet Pg.657 © 3. Submit a cover letter, on letterhead stationery, signed by a duly authorized officer, employee, or agent of the organization/firm submitting the proposal m that must include the following information: a. A statement that the proposal is submitted in response to the Request for Proposals for Parks Maintenance. c b. A statement indicating which individuals, by name, title, address and t phone number, are authorized to submit proposals and negotiate with 3 the City on behalf of the organization/firm. R CL 4. Statement of Certification: Restate the following statements on Proposer's x letterhead using the form attached hereto as Exhibit F: a a. A concise statement of the services proposed. b. A statement that the offer made in the proposal is firm and binding for 90 N days from the date the proposal is opened and recorded. °o c. A statement that all aspects of the proposal, including the cost proposal, ° have been determined independently, without consultation with any other c prospective Proposer or competitor for the purpose of restricting N competition. d. A statement that all declarations in the proposal and attachments are d true and that this shall constitute a warranty, the falsity of which shall entitle the City to pursue any remedy by law. e. A statement that the Proposer agrees that all aspects of the RFP and the N proposal submitted shall be binding if the proposal is selected and an M agreement awarded. c f. A statement that the Proposer agrees to provide the City with any other H information that the City determines is necessary for an accurate determination of the Proposer's ability to perform services as proposed. g. A statement that the prospective Proposer, if selected, will comply with rn all applicable rules, laws, and regulations. —° a 5. Proposal Description - A detailed description of the proposal being made shall include, but not be limited to, the following: a. All items in Section III — Scope of Agreement-A-C; b. Organizational chart; a c. Overview of the business; z d. Services offered; a e. Provide office location address and the number of supervisors on duty LL at that location; f. References with contact information from organizations that have used Z the services of the landscape company within the last 24 months; g. Brief synopsis of the Proposer's understanding of the City's needs and Y how the Proposer plans to meet these needs (this should provide a a broad understanding of the Proposer's entire proposal); a h. Narrative description of work to be performed, to include detail plan of activities; r i. Explanation of any assumptions and/or constraints; j. Any other pertinent information needed to evaluate proposal; a 5 Packet Pg. 658 Q k. A statement of each Proposer stating the ability to provide requested service and percentage of time to be committed to the project; and I. A statement of each Proposer stating that the Proposer does not have any commitments or potential commitments which may adversely impact the Proposer's assets, lines of credit, guarantor letters or ability to c perform the Agreement. H m. Performance bond of 10% of the bid amount n. General liability insurance of two million dollars ($2,000,000) Y a 6. Cost— In a separately sealed envelope, submit Exhibit E — Cost Proposal Y Form, which includes the price quote to the Scope of Work. The Cost for a each park must be clearly identified as well as total cost for all parks. N W Any reasonable inquiry to determine the responsibility of a Proposer may be o conducted by the City. The submission of a proposal constitutes permission by ° the Proposer for the City to verify all information contained therein. If the City a deems it necessary additional information may be requested from the Proposer. w Failure to comply with any such request may disqualify a Proposer from further consideration. Such additional information may include evidence of financial d ability to perform. 0 m VI. PROPOSAL EVALUATION AND SELECTION N A. Evaluation Process A primary consideration shall be the effectiveness of the Proposer in the delivery of comparable or related services based on demonstrated performance. The evaluation will be based on the written proposal as submitted. m B. Evaluation Criteria Vendor selection will be based on determination of which proposal will best meet the needs of the City and the requirements of this RFP. R 1. Initial Review - All proposals will be initially evaluated to determine if they aI meet the following minimum requirements: z a. The proposal must be completed in the required format and comply with a the requirements of this RFP; and b. Prospective contractors must meet the requirements as stated in the Minimum Proposer Requirements as outlined in Section I. A. z Failure to meet these requirements may result in a proposal being deemed Y non-responsive. No proposal shall be deemed non-responsive, however, if a it contains a minor irregularity, defect, or variation, and if the irregularity, a defect, or variation is considered by the City to be immaterial or inconsequential. In such cases, the Proposer may be notified of the r deficiency in the proposal and given an opportunity to correct the irregularity, a 6 Picket Pg.659 T.R.a defect, or variation, or the City may elect to waive the deficiency and accept N the proposal. v d 2. Technical Review — Proposals meeting the above requirements will be evaluated on the basis of the following criteria: a. Ability to provide services in a timely manner. A 5% local business preference will be given to businesses located within the City with supervisors available at that site. b. Ability to provide services as outlined in the Scope of Work (including, a but not limited to, providing sufficient personnel and equipment); x c. Experience with park maintenance services for like size parks; a d. Procedures and systems for record keeping and other aspects of the N requested services; N e. Implementation Plan — reasonableness to implement and meet °o schedules. a 3. Bid — All proposals meeting the criteria above will then be considered and LO the best proposal will be selected. The final decision is with the Mayor and Common Council. d 4) C. Agreement Award The Agreement will be awarded based on a competitive selection of proposals N received. 0 0 The contents of the proposal of the successful Proposer will become contractual A obligations and failure to accept these obligations in a contractual agreement may result in cancellation of the award. CD m D. Permits, Licenses and Insurance A The Contractor will be required to secure and maintain in force any applicable licenses, permits, and/or insurance required by law for the operation of the business. Ln J Q Exhibit"A" SITE LOCATIONS 5 ACRES AND LARGER ? LL a SITE NAME SITE ADDRESS ACRES 0: h 1 AI Guhin Park 3650 Little League Dr. 28.0 Z 2 Anne Shirrells Park 1367 North California St. 12.0 Q 3 Blair Park 3261-3299 N. Roberds Ave. 34.0 Y 4 Campo Santo Memorial Park 2651 "D" St 5.5 a a. 5 Colony Park 153 E. Harwick Dr. and Weir Rd. 6.4 6 Delmann Heights Park 2969 N. Flores St. 19.7 7 Encanto Park 1180 W. 9th St. 8.9 8 lHampshire Greenbelt 1167 E. 40th St 14.0 =° a 7 g Packet P 660 7 R.a,. .. 9 Harrison Canyon Park 39th St. and Golden 6.0 N 10 Horine Park 3145 Leroy and 3150 Waterman Ave. 5.7 11 Lionel E. Hudson Park 4365 Park Dr. 10.1 12 Littlefield/Shultis Park Buckboard and Kendal Way 15.0 13 Lytle Creek Park 380 S. "K" St. 17.9 14 Meadowbrook Fields 179 E. Rialto Ave. 5.0 15 Meadowbrook Park 2nd St. and Sierra Way 14.1 Y 16 Metrolink Parking Lot 1170 W. 3rd Street 5.0 a 17 Omit - - x 18 Newmark Field 3898 Pershing(39th & Severence) 5.0 a 19 Nicholson Park 2750 2nd St. 9.5 y 20 Nunez Park 1717 W. 5th St. 22.0 on 0 22 Perris Hill Park 607-1135 E. Highland Ave. 64.4 c L 23 Pioneer Cemetery 211 E. 9th Street 26.0 0 24 10mit - - 25 Omit d 26 Seccombe Lake Park 160 E. 5th St. 44.0 c d 27 Speicher Park-(Patton South) 1535 N. Arden 28.0 28 Tom Minor Park Irvington & Palm 5.00 c 29 Wildwood Park 536 E.40th St. 24.2 435.0 M c 0 .y Exhibit "B" SCOPE OF WORK d SPECIFICATIONS FOR PARK MAINTENANCE I. Scope of Work Furnish all labor, materials, tools, equipment, supervision, and transportation d required to maintain the Parks in an attractive condition throughout all seasons of m the year. This includes the formal Park grounds, all amenities in the Park, the J, slope easements, and trail entrances into the Park. Ball Fields shall be raked z and clean at all times. Irrigation system is to irrigate all areas properly to care for all areas. The contractor shall have full control over ensuring water requirements LL are met. All main water line repairs are included in the contract price and no additional compensation shall be allowed. Contractor shall be responsible for z maintaining and repairing the entire irrigation system starting at the meter R connection. This coverage applies to all controllers, backflows, remote control y valves, gate valves, main and lateral lines, sprinkler heads, and moisture sensing devices. Vandalism repairs will not be considered extra work. The maintenance a and repair work described in these Specifications shall be performed as a continuous and constant program throughout the contract. This includes spring E and fall soil aeration and overseeding as well as seasonal grub control. All weeds which are present shall be removed. Nutrient care standards within parks are as required to promote good growth with not less than the following: ground a 8 Packet Pg. 661 cover areas three applications per year at appropriate spread rate and trees and shrubs one application per year for areas outside ground cover area. Lawn care standards are not less than the following: aeration once per year, mowing weekly to height at 2 and 1/2 inches to 3 inches removing excess clippings, be courteous and mindful of park users, edging twice monthly, blown free of all clippings, r raking leaves as needed, trim trees once during term of contract and pruning y following ISA pruning standards, spraying and weeding to control weeds and disease. Please see Exhibit H for Maintenance Frequency Schedule. Y Contractor is to provide complete and continuous control and/or eradication of all a rodents. With regard to general maintenance within parking areas (e.g., U Metrolink), contractor is expected to keep areas free and clear of litter, broken n glass, or other debris. Parking lot areas shall be cleaned twice a week. All trash containers shall be inspected weekly and emptied. No trash cans shall have foul N odors. Sidewalks and pathways and surfaces shall be policed and cleaned once g each week. Restrooms shall be cleaned daily, water closets scrubbed, and 0 graffiti removed. Tissue and paper products shall be checked and refilled daily. a Contractor is to maintain all equipment and supplies required to maintain restroom in clean and orderly manner. Contractor shall keep drinking fountains clean and operational at all times. Contractor shall unplug toilets, sinks, and d drinking fountains. Restrooms are to be open and closed as follows: 8am and 5pm daily November thru February and 8am and 8pm daily February thru November. All graffiti in park areas or parking areas is to be abated by the N Contractor. 0 0 Tot Lots and Play areas are to be cared for by the Contractor. Playground areas, and skate areas shall be kept free of weeds, graffiti, litter and debris, such as broken glass or any other objects on a daily basis. Repairs to play equipment above $500 are the responsibility of the City. Tables, benches, BBQ grills, o, gazebos, or pits shall be maintained in safe manner by the contractor. Sports fields including tennis courts, volleyball courts, soccer fields, horseshoe pits, and o tetherball courts shall be maintained by the Contractor. Contractor to remove dead or damaged grass, bushes, and trees and fix any change in field elevation including cutting of sod, removing excess material, or relaying sod if necessary. LO Contractor is expected to remove tape, balloons, strings or tape from park areas a on a weekly basis. z a a Paved and unpaved surfaces shall be free of litter, weeds, and debris. Flower U. beds, shrubs, and ground cover shall be healthy and trimmed, pruned, or F otherwise to maintain healthy and attractive landscape. Z a Contractor is to monitor and maintain Seccombe Lake pH levels and add Y chemicals and/or nutrients to keep lake in proper pH balance. a IL Trail areas shall be kept weed-free. Trail surfaces shall be maintained so that the surface is smooth with no depressions or ruts. Trail surfaces shall be leveled as L needed to remove soil depression or erosion areas created by weather conditions and public use. a g Packet Pg.662 Any additional work not described in these Specifications shall be performed by the Contractor upon written notice from and at the expense of the City of San Bernardino. This contract shall be effective from November 1, 2012 through June 30, 2013. N II. Scope of Responsibility 3 A. Plant Material a Any and all plants and trees that dies or is damaged due to Contractor's Y negligence shall be replaced at the Contractor's expense, with equal plant and o tree size and conforming to these specifications. Replacement shall be made within (15) fifteen days from the date the defective plant is brought to the N attention of the Contractor. 0 0. 0 B. Emergency Numbers c w M The Contractor shall be readily available by telephone during work hours. In addition, the Contractor shall provide the City of San Bernardino with a list of d local (toll free) emergency telephone numbers were he/she can be contacted after normal working hours, on weekends and holidays. This cannot be an answering machine. Emergency calls shall be considered as part of N maintenance, and shall not be considered as extra work. Response time, to any M site, shall not be more than 60 minutes. o An C. Cleanup It shall be the Contractor's responsibility to maintain all parks in a condition that is acceptable to the City of San Bernardino. Cleanup shall be performed rn by the Contractor and shall include the removal of all trash, leaves, branches, excess soil, empty plant containers, grass cuttings, weeds or any other debris m that may accumulate at the site. v D. Vandalism Ln All vandalism costs shall be included in the base bid price per Park site a unless an individual item exceeds $500 in value. Extra work pertaining to z individual items that exceed $500 in value must be approved by the Director a of Public Works or his designee prior to beginning the work. For the purposes U- of this requirement, "individual item" shall mean the quantity of one of any item. Vandalism to multiple items of similar construction, manufacture, use, Z etc. will not be considered an individual time. 2 U) Y Vandalism total cost in any given year is estimated to be $100,000. a CL c m E r U R Q 10 Packet Pg.663 O! III. Contractor's Monthly Maintenance Report v d A Monthly Maintenance Report shall be submitted with the monthly billing for each Park in the contract. The Contract shall provide, as a condition for payment, that the R following information be included in each "Monthly Maintenance Report": y T A A. Current irrigation schedule. Y B. Fertilizer information. a C. Completed pruning of trees for each site. The Contractor shall indicate the date Y of pruning. a D. Status of additional service requests that have been authorized by the City. E. Location of maintenance work by Park name, street address, or an approved m identifying set of landmarks. a F. Other work recommended by Contractor for City review and approval. ° G. Report of all materials repaired or replaced as a result of vandalism. c H. All spray reports and records that are required by the Department of Agriculture and the City of San Bernardino. I. Reports/estimates on debris removal. 0 0 N M C O .y d d O7 A C m N d U A N J� Q Z a LL Z Z a U) Y K Q a C d E L U N L.' Q 11 Packet Pg.664 Exhibit C — RFP SUBMITTAL CHECKLIST N C R 4) d Please use this checklist when submitting your RFP package. v c Item Description Included A N T 1. RFP Submittal Checklist— Exhibit C 3 Y 2. Cover Page—Exhibit D a 3. Cover Letter Y L 4. Statement of Certification — Exhibit F a 5. Proposal Description N 6. Scope of Work and Schedule— Exhibit B 0 CL 0 L 7. Statement of Qualifications o L 0 8. Organizational Chart N 9. Resume of Owner/Manager 12. Cost Proposal in a separate sealed envelope— Exhibit E c m N N F c O .y d L 07 O1 L C R N d L O N J Z Z M 0. LL Z Z_ Q y Y Q a c d E 0 O R Q 12 y„Pack6l,ft.665. Exhibit D — RFP COVER SHEET v d a C N N T OFFICIAL AGENCY/ORGANIZATION NAME AND ADDRESS: Indicate address, as it is to 3 appear on agreement. a. Name: Y R CL Address: H N N City: o O Zip Code: a 0 w Federal Employee ID#: a Telephone: 0 Fax: ( ) o N Email: F r- 0 2 d t N Ol C R N d V A N J� z Z M IL U. z z N Y Q CL c d E r U R 13 PacketPg. 666 Exhibit E - Cost Proposal Form (Submit in a separately sealed envelope) A Vendor shall provide all tools, equipment, materials, supplies, fuel, labor and any other d items required to complete the Scope of Work as shown in the RFP. The first year will be prorated for the term. R N The term of the agreement will be from November 5, 2012 through June 30, 2013 with three (3) one-year extensions at the City's option. Option year one, if exercised, shall be effective July 1, 2013 through June 30, 2014. Option year two, if exercised, shall be a" effective July 1, 2014 through June 30, 2015. Option year three, if exercised, shall be x effective July 1, 2015 through June 30, 2016. a N Please provide a Firm Fixed price for each park in both numbers and written in words. N 0 0. Monthly, Firm Fixed price to maintain each property, as specified above, is proposed as g° follows: `o Monthly Price: y 1. Al Guhin Park (28 acres) c 2. Anne Shirrells Park (12 acres) (D 3. Blair Park (34 acres) 4. Campo Santo Memorial park (5.5 acres) o 5. Colony park (6.4 acres) 6. Delmann heights Park (19.7 acres) 7. Encanto park (8.9 acres) `0_ 8. Hampshire Greenbelt (14 acres) "- 9. Harrison Canyon Park (6 acres) 10.Horine Park (5.7 acres) 11.Lionel Hudson Park (10.1 acres) 12.Littlefield/Shultis Park (15 acres) a 13.Lytle Creek Park (17.9 acres) 14.Meadowbrook Fields (5 acres) d 15.Meadowbrook Park (14.1 acres) 16.Metrolink Parking Lot (5 acres) L� 17.Omit a 18.Newmark Field (5 acres) Z 19.Nicholson Park (9.5 acres) a U. 20.Nunez Park (22 acres) 21.Palm Field 22.3 acres) z 22.Perris Hill Park (64.4 acres) R 23.Pioneer Cemetery (26 acres) 24.Omit 25.Omit ¢ 26.Seccombe Lake Park (44 acres) a 27.Speicher Park (28 acres) 28.Tom Minor (5 acres) L 29.Wildwood Park (24.2 acres) 14 Packet Pg:667 ` Total Acres 435 N C m Total Monthly Price all Parks: $ d Annual Cost: $ m N Written in Words: Y m a N Y m Hourly Rate for Additional Work: $ LL N Written in Words: o° 0 IL 0 N d a m 0 m 0 N M C O N d d m C m N d V m N J Q z LL IL LL w r z a Y K Q a c d E t 0 Q 15 Packet Pg.668 7 R aK..., Exhibit F — STATEMENT OF CERTIFICATION 'v Statement of Certification g (To be completed by all Proposers on their letterhead) v c The undersigned hereby certifies that the statements contained in the application package are true and complete to the best of the applicant's knowledge, and further, understands that this is ; a public document open to public inspection. L a. Original Signature Y m IL N Title m a 0 Q. 0 L Company Name (Print) ILL 0 w N d Date c m 0 m 0 N © 0 C O .y d L d O1 L A C A N d L U A N J� z Z LL CL LL o: z z R Y a a c d E L U 16 Packet Pg.669 7.R.a CExhibit G — DRAFT SAMPLE AGREEMENT R v VENDOR SERVICE AGREEMENT v C This Vendor Service Agreement is entered into this_day of_2012, by and between m N T R ("VENDOR")and the City of San Bernardino("CITY"or"San Bernardino"). Y `m a WITNESSETH: V WHEREAS, the Mayor and Common Council has determined that it is advantageous a N A and in the best interest of the CITY to contract for park maintenance for CITY parks; and 0 CL 0 WHEREAS, was the lowest responsive bidder to bid for park maintenance for LL `o CITY parks; and, d NOW,THEREFORE,the parties hereto agree as follows: 0 0 1. SCOPE OF SERVICES. N For the remuneration stipulated, San Bernardino hereby engages the services of c N VENDOR to provide those products and services as set forth in RFP and incorporated herein by this reference. rn 2. COMPENSATION AND EXPENSES. N a. For the services delineated above, the CITY, upon presentation of an invoice, shall pay the VENDOR up to the amount of$ for park maintenance for CITY parks. Q' z b. No other expenditures made by VENDOR shall be reimbursed by CITY. LL a LL 3. TERM; TERMINATION. r z The term of this agreement shall be from_ 2012 through June 30, 2013, with three (3) 0 Y one-year extensions at the City's option. Option year one, if exercised, shall be effective July 1, Q IL 2013 through June 30, 2014. Option year two, if exercised, shall be effective July 1, 2014 E C _ U Q 17 PacketPg. 670 through June 30, 2015. Option year three, if exercised, shall be effective July 1, 2015 through `r� N C June 30, 2016. d This Agreement may be terminated for any reason and at any time by thirty (30) days' N written notice by either party. The terms of this Agreement shall remain in force unless amended 3 Y by written agreement of the parties executed on or before the date of expiration of current term a N Y of the agreement. a N 4. INDEMNITY. y 0 0. Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, 0 a agents or representatives, free and harmless from all claims, actions, damages and liabilities of N d 3 any kind and nature arising from bodily injury, including death, or property damage, based or m asserted upon any or alleged act or omission of Vendor, its employees, agents, or subcontractors, 0 N relating to or in any way connected with the accomplishment of the work or performance of M c 0 service under this Agreement, unless the bodily injury or property damage was actually caused m by the sole negligence of the City, its elected officials, employees, agents or representatives. As d m part of the foregoing indemnity, Vendor agrees to protect and defend at its own expense, a c including attorney's fees the City, its elected officials, employees, agents or representatives from U any and all legal actions based upon such actual or alleged acts or omissions. Vendor hereby J� waives any and all rights to any types of express or implied indemnity against the City, its z LL EL elected officials, employees, agents or representatives, with respect to third party claims against LL the Vendor relating to or in any way connected with the accomplishment of the work or z a performance of services under this Agreement. Y a 5. INSURANCE. a r v E r U a 18 1 While not restricting or limiting the foregoing, during the term of this Agreement, y c AR VENDOR shall maintain in effect policies of comprehensive public, general and automobile d liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's N compensation coverage, and shall file copies of said policies with the CITY's Risk Manager 3 Y prior to undertaking any work under this Agreement. CITY shall be set forth as an additional a a Y named insured in each policy of insurance provided hereunder. The Certificate of Insurance a N furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any y 0 CL change in or termination of the policy. 0 0. 0 6. NON-DISCRIMINATION. N d 7 In the performance of this Agreement and in the hiring and recruitment of employees, m VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, 0 N discrimination in employment of persons because of their race, religion, color, national origin, M c 0 ancestry, age, mental or physical disability, medical conditions, marital status, sexual gender or w d sexual orientation, or any other status protected by law. d m 7. INDEPENDENT CONTRACTOR. —° v c VENDOR shall perform work tasks provided by this Agreement, but for all intents and cc purposes VENDOR shall be an independent contractor and not an agent or employee of the ,`�°i J CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of z LL a Income Tax, Social Security, State Disability Insurance Compensation, Unemployment LL Compensation, and other payroll deductions for VENDOR and its officers, agents, and Z employees, and all business license, if any are required, in connection with the services to be Y performed hereunder. 0' c m 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. s 0 m a 19 PAcket Pg.672 , 7.R.a VENDOR warrants that it possesses or shall obtain, and maintain a business registration C t0 certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits, qualifications, insurance and approval of whatever nature that are legally required of VENDOR N to practice its business or profession. All work shall be performed in compliance with all 3 Y applicable laws and regulations, including but not limited to immigration status. a N Y NOTICES. R a Any notices to be given pursuant to this Agreement shall be deposited with the United N 0 0. States Postal Service,postage prepaid and addressed as follows: 0 a 0 TO THE CITY: Public Works Director r 300 North"D" Street San Bernardino, CA 92418 Telephone: (909) 384-5140 0 0 TO THE VENDOR: N M C Telephone: .O N Contact: Ir 9. ATTORNEYS' FEES. rn m In the event that litigation is brought by any party in connection with this Agreement, the m N prevailing party shall be entitled to recover from the opposing party all costs and expenses, M L01 including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its a z rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions a LL o: hereof. Attorney's fees for the City Attorney and members of his office shall be calculated based F z on market rate for comparable services. N Y 10. ASSIGNMENT. a a VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or v E encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior a 20 PacketPg. 673 7.R.a Q written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void N and shall constitute a breach of this Agreement and cause for the termination of this Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR of N VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder 3 Y for the term of this Agreement. a N Y 11.VENUE. o a The parties hereto agree that all actions or proceedings arising in connection with this N 0 CL Agreement shall be tried and litigated either in the State courts located in the County of San a Bernardino, State of California or the U.S. District Court for the Central District of California, w N d 3 Riverside Division. The aforementioned choice of venue is intended by the parties to be 0 mandatory and not permissive in nature. 0 N 12. GOVERNING LAW. M 1 c i o This Agreement shall be governed by the laws of the State of California. d 13. SUCCESSORS AND ASSIGNS. m rn This Agreement shall be binding on and inure to the benefit of the parties to this Agreement c and their respective heirs,representatives, successors, and assigns. 1 ` U 14. HEADINGS. J The subject headings of the sections of this Agreement are included for the purposes of z LL CL convenience only and shall not affect the construction or the interpretation of any of its it provisions. Z 15. SEVERABILITY. Y a If any provision of this Agreement is determined by a court of competent jurisdiction to ° c d be invalid or unenforceable for any reason, such determination shall not affect the validity or L Ca 21 Packet Pg.674 7.R.a enforceability of the remaining terms and provisions hereof or of the offending provision in any N C other circumstance, and the remaining provisions of this Agreement shall remain in full force m and effect. c m N 16. ENTIRE AGREEMENT; MODIFICATION. 3 Y This Agreement constitutes the entire agreement and the understanding between the a N Y parties, and supersedes any prior agreements and understandings relating to the subject manner a of this Agreement. This Agreement may be modified or amended only by a written instrument m 0 CL executed by all parties to this Agreement. ° a. 0 N d 7 O N 0 O d d O) L C 16 d U N J� Z E IL � z a c IL d E U u M Y V Q 22 7.R.a © N C 10 VENDOR SERVICE AGREEMENT v BETWEEN AND THE CITY OF SAN BERNARDINO c m N IN WITNESS THEREOF,the parties hereto have executed this Agreement on the day and date 3 Y L set forth below. a N Y L R Dated: 2012 a N N By: CL Its: 2 a L 0 w Dated 2012 CITY OF SAN BERNARDINO a m Q By: .. Andrea Travis-Miller, Acting City Manager Approved as to Form: N James F. Penman, City Attorney M 0 N By: L d m _R G A N d L U R N JI Q Z LL a LL z z Y Q: Q IL c d E L U Q 23 PacketPg. 676 7 R.a OExhibit H — MAINTENANCE FREQUENCY SCHEDULE d FUNCTION FREQUENCY N Irrigation Inspection Weekly3 Turf Maintenance Y Mowing Once/week a Edging Twice/month Clipping Removal At each mowing String Trimming At each mowing a Fertilize Three times/year Pest and Weed Control As needed c Visual Inspection Weekly a 0 Chemical Weed Control Twice/year a` Aeration Once/ ear c Ground Cover Maintenance y Trim Monthly Fertilize Three times/Year m Pest and Weed Control As needed Visual Inspection Weekly Pre-emergent herbicide Three times/ ear N Shrub, Vine, and Tree Maintenance Trim Six times/year Fertilize once/year 0 Visual Inspection Weekly 2 Pre-emergent herbicide Three/times year d rn m a c M N d V W N J Z Z M a U- Z z Y K Q IL a c m E r U W Q 24 -Packet Pgi 6�Z N C W V d C A N San Beroar loo 3 SM R a REQUEST FOR PROPOSALS N A N Annual Contract for Landscape and Park o Maintenance No. 2 0 N d 3 6 City of San Bernardino 0 0 N C O N d N d V R L0 C R L_ N N d a� W City of San Bernardino IX 300 North "D" Street F-: San Bernardino, CA 92418 Z Office: 909-384-5140 Fax: 909-384-5190 to Y wwwsbcitv.org � a IL C m E r v m « a Packet Pg. 678 OTABLE OF CONTENTS N C I. INTRODUCTION...........................................................................................1 A. Minimum Proposer Requirements..............................................................1 B. Pre-Proposal Conference - Non-mandatory............................................... 1 C. Proposal Submittal.m.............................................m_..................................2 6 D. Proposal Timeline ......................................................................................2 3 Y II. PROPOSAL CONDITIONS...........................................................................2 i A. Contingencies............................................................................................2 B. Modifications..............................................................................................2 C. Proposal Submission .................................................................................2 0. D. Incurred Costs............................................................................................3 0 0 III. SCOPE OF AGREEMENT............................................................................3 A. Site Information..........................................................................................3 a B. Scope of Work............................................................................................3 w C. Period of Agreement..................................................................................3 3 d IV. RFP AGREEMENT REQUIREMENTS .........................................................3 A. Sample Agreement....................................................................................3 0 N V. PROPOSAL SUBMISSION ..........................................................................3 A. General......................................................................................................3 r B. Proposal Presentation................................................................................4 C. Proposal Format.........................................................................................4 d VI. PROPOSAL EVALUATION AND SELECTION.............................................6 A. Evaluation Process ....................................................................................6 R B. Evaluation Criteria.........mmmmmmm....................................m........................ 6 C. Agreement Award......................................................................................7 y N Exhibit A— SITE LOCATIONS ............................................................................7 di Exhibit B —SCOPE OF WORK............................................................................8 a LL Exhibit C — RFP SUBMITTAL CHECKLIST................................................M._M12 Exhibit D — RFP COVER SHEET.......................................................................13 ~ z Exhibit E — COST PROPOSAL FORM ......... mmmmm_.........m__14 R Exhibit F — STATEMENT OF CERTIFICATION ................................................16 y Exhibit G — SAMPLE AGREEMENT .................................................................17 Y Exhibit H — MAINTNENANCE FREQUENCY SCHEDULE ...............................24 a d E r U z a Packet Pg.679 0 I. INTRODUCTION The City of San Bernardino Public Works Department is requesting proposals for landscape maintenance services from qualified companies for locations listed on s Exhibit A. v A. Minimum Proposer Requirements A All Proposers must demonstrate in their Proposal that they: 3 Y 1. Have the capability to enter into the Agreement with the City in a accordance with Exhibit G; Ul 2. Have no record of unsatisfactory performance; 3. Can meet the requirements as specified in this RFP; a 4. Have the administrative and fiscal ability to provide and manage the proposed activities and to ensure an adequate audit compliance; "o 5. Have the ability to maintain adequate files and records, which are subject c to confidentiality requirements and meet statistical reporting requirements; a L 6. Have the ability to fulfill standard agreement requirements, including w indemnification and insurance; and 7. Have the capability to provide the proposed services. a 8. Have standard professional uniforms 9. Have a C-27 Contractors State License and City business license. o 0 N B. Pre-Proposal Conference - Non-mandatory A pre-bid meeting will be held on Thursday, November 1, 2012 at 2:00 pm at the City of San Bernardino, City Hall, 300 North "D" Street, San Bernardino, CA 92418. While attendance is not required, it is highly recommended. All questions and answers received prior to the job walk and as a result of the meeting will be posted on the City's website at: htti)://www.sbeity.org by 5:00 p.m., on Thursday, November 8, 2012. There will be no other question and answer period. L N The City may issue one or more addenda to this RFP before or after the job d walk if the City decides that additional information or clarification is needed. a� U. Addenda shall be emailed to those who hold copies of the RFP if the holder is z on the City's email contact list. It is highly recommended that each Proposer z who obtains a copy of this RFP from the City's website, email the Project Manager (lopez_ch @sbcity.org) to have their contact information placed on the City's email contact list (please state Landscape and Parks Maintenance No. 2 RFP in the subject). In any case, any addenda to this RFP will be a posted on the City's website. C d E s U R w w Q 1 Packet Pg.880. 7.Mb C. Proposal Submittal All proposals must be received at the address listed below, no later than 4:00 p.m. on Monday, November 14, 2012 at: m RFP — Landscape and Parks Maintenance Services No. 2 City of San Bernardino Public Works Department r 300 North "D" Street N San Bernardino, CA 92418 3 Attn: City Clerk x IL Facsimile or electronically transmitted proposals will not be accepted since Y they do not contain original signatures. Postmarks will not be accepted in lieu of actual receipt. Late or incomplete proposals will not be opened and will not a be considered. o 0 0 D. Proposal Timeline c The following schedule has been established for the RFP process: a. 0 • City to circulate RFP October 29, 2012 • Pre-Bid Meeting November 1, 2012 • Deadline to submit questions November 5, 2012 • Q and A's posted to City website: November 8, 2012 o http://www.sbcity.org • Proposals Due—4:00 p.m. Wednesday November 14, 2012 N c 0 The City reserves the right to revise the proposal timeline if such action is in the best interest of the City. N II. PROPOSAL CONDITIONS R A. Contingencies This RFP does not commit the City to award an agreement. The City r reserves the right to accept or reject any or all proposals if the City determines it is in the best interest of the City to do so. The City will notify all ai Proposers, in writing, if the City rejects all proposals or cancels this RFP. LL B. Modifications ? The City reserves the right to issue addenda or amendments to this RFP. City 2 reserves the right to reject or accept the proposal. City may request Y clarification or additional information. Proposals shall be firm for ninety (90) a days. a c v C. Proposal Submission r To be considered, all proposals must be submitted in the manner set forth in this RFP. It is the Proposer's responsibility to ensure that its proposal arrives a on or before the deadline as set forth in Section I. D. 2 PacketPg,681: D. Incurred Costs This RFP does not commit the City to pay any costs incurred in the preparation of a proposal in response to this RFP and each Proposer agrees that all costs incurred in developing their respective proposals are the Proposer's responsibility. v III. SCOPE OF AGREEMENT A d; T N A. Site Information Y See Exhibit A— Site Locations a N B. Scope of Work A See Exhibit B — Scope of Work. Li N A C. Period of Agreement o The term of the agreement resulting from this RFP shall commence when the 0 City executes the Vendor Service Agreement for landscape maintenance c services (the "Agreement") through June 30, 2013, with three (3) one-year extensions at the City's option unless otherwise terminated as provided in Section 3 of the vendor service agreement. IV. RFP AGREEMENT REQUIREMENTS 0 N A. Sample Agreement N Attached, as Exhibit "G" to this RFP, for informational purposes only is the `o standard form of City vendor service agreement that each party responding to y this RFP must be prepared to execute. The final form of such agreement will be subject to the obvious insertions of precise information, dates, names and N other similar pertinent information that will be unique to any party receiving a vendor services agreement from the City pursuant to this RFP. Terms and provisions of the form of the agreement attached hereto are not subject to m negotiation. The form of the agreement is subject to final approval by the City Z Attorney. y IL_d a� V. PROPOSAL SUBMISSION z z A. General a 1. All interested and qualified Proposers are invited to submit a proposal for Y consideration. Submission of a proposal indicates that the Proposer has read and understands this entire RFP, including all appendices, a attachments, exhibits, schedules, and addendum (as applicable) and all concerns regarding this RFP have been satisfied. E r 2. Proposals must be submitted in the format described below. Proposals a are to be prepared in such a manner as to provide a straightforward, concise description of their capabilities to satisfy the requirements of this 3 Packet Pg.682 �7.Ra1.... RFP. Expensive bindings, displays, promotional materials, etc., are neither necessary nor desired. Emphasis should be concentrated on compliance with the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. v 3. Proposals must be complete in all respects as required in this section. A proposal may not be considered if it is conditional or incomplete. 0 H T 4. All proposals and materials submitted become the property of the City. All Y proposals received are subject to the "California Public Records Act." a N 5. All proposals must be submitted no later than 4:00 p.m., Wednesday, November 14, 2012 at the address listed below and labeled a accordingly: W O RFP — LANDSCAPE AND PARKS MAINTENANCE SERVICES NO. 2 0 City of San Bernardino a Public Works Department w 300 North "D" Street d San Bernardino, CA 92418 c Attn: City Clerk 0 PROPOSALS SUBMITTED AFTER THE ABOVE STATED TIME AND N DATE WILL NOT BE CONSIDERED N C B. Proposal Presentation N 1. One (1) signed original and three (3) copies of the written proposal are > required to be submitted. N d The package containing the original and three (3) copies must be sealed and marked with the Proposer's name and titled: "CONFIDENTIAL — RFP FOR LANDSCAPE AND PARK MAINTENANCE SERVICES NO. 2 s clearly indicated on the outside of the envelop submittal. N d 2. All proposals must be submitted on 8%" by 11" paper with no less than 1/2" CL U. top, bottom, left, and right margins. Proposals must be typed or prepared with word processing equipment. Typeface must be a minimum of 12 z point font. Each page, including attachments and exhibits, must be clearly and consecutively numbered. N Y K C. Proposal Format a Response to this RFP must be in the form of a proposal package that must be submitted in the following format: E r U 1. RFP Checklist(Exhibit C); a 2. RFP Cover Sheet (Exhibit D) - Submit Request for Proposal coversheet; 4 Packet Pg. 683 3. Submit a cover letter, on letterhead stationery, signed by a duly authorized officer, employee, or agent of the organization/firm submitting the proposal that must include the following information: a. A statement that the proposal is submitted in response to the Request for Proposals for Landscape Maintenance. b. A statement indicating which individuals, by name, title, address and 0 phone number, are authorized to submit proposals and negotiate with the City on behalf of the organization/firm. s 4. Statement of Certification: Restate the following statements on Proposer's H letterhead using the form attached hereto as Exhibit F: a. A concise statement of the services proposed. a b. A statement that the offer made in the proposal is firm and binding for 90 days from the date the proposal is opened and recorded. c c. A statement that all aspects of the proposal, including the cost proposal, o have been determined independently, without consultation with any other a prospective Proposer or competitor for the purpose of restricting ,2 Y competition. d d. A statement that all declarations in the proposal and attachments are true and that this shall constitute a warranty, the falsity of which shall entitle the City to pursue any remedy by law. o e. A statement that the Proposer agrees that all aspects of the RFP and the N proposal submitted shall be binding if the proposal is selected and an agreement awarded. f. A statement that the Proposer agrees to provide the City with any other 2 information that the City determines is necessary for an accurate determination of the Proposer's ability to perform services as proposed. g. A statement that the prospective Proposer, if selected, will comply with all applicable rules, laws, and regulations. LO 5. Proposal Description - A detailed description of the proposal being made r shall include, but not be limited to, the following: y a. All items in Section III —Scope of Agreement-A-C; di b. Organizational chart; LL c. Overview of the business; z d. Services offered; 1-: Z e. Provide office location address and the number of supervisors on duty at that location; f. References with contact information from organizations that have used Y the services of the landscape company within the last 24 months; a g. Brief synopsis of the Proposer's understanding of the City's needs and how the Proposer plans to meet these needs (this should provide a broad understanding of the Proposer's entire proposal); h. Narrative description of work to be performed, to include detail plan of z activities; a i. Explanation of any assumptions and/or constraints; 5 Packet Pg.684-r° j. Any other pertinent information needed to evaluate proposal; k. A statement of each Proposer stating the ability to provide requested service and percentage of time to be committed to the project; and I. A statement of each Proposer stating that the Proposer does not have any commitments or potential commitments which may adversely impact the Proposer's assets, lines of credit, guarantor letters or ability to perform the Agreement. m m. Performance bond of 10% of the bid amount. n. General liability insurance of two million dollars ($2,000,000) Y L 6. Cost — In a separately sealed envelope, submit Exhibit E - Cost Proposal a N Form, which includes the price quote to the Scope of Work. The Cost for each park must be clearly identified as well as total cost for all areas. a N A Any reasonable inquiry to determine the responsibility of a Proposer may be c conducted by the City. The submission of a proposal constitutes permission by o the Proposer for the City to verify all information contained therein. If the City a L deems it necessary additional information may be requested from the Proposer. w Failure to comply with any such request may disqualify a Proposer from further d consideration. Such additional information may include evidence of financial ability to perform. 0 VI. PROPOSAL EVALUATION AND SELECTION o N A. Evaluation Process N C A primary consideration shall be the effectiveness of the Proposer in the °- N delivery of comparable or related services based on demonstrated performance. The evaluation will be based on the written proposal as submitted. v L U R B. Evaluation Criteria tn r_ Vendor selection will be based on determination of which proposal will best s meet the needs of the City and the requirements of this RFP. y v 1. Initial Review - All proposals will be initially evaluated to determine if they LL meet the following minimum requirements: z a. The proposal must be completed in the required format and comply with z the requirements of this RFP; and b. Prospective contractors must meet the requirements as stated in the N Minimum Proposer Requirements as outlined in Section I. A. a a Failure to meet these requirements may result in a proposal being deemed non-responsive. No proposal shall be deemed non-responsive, however, if E it contains a minor irregularity, defect, or variation, and if the irregularity, defect, or variation is considered by the City to be immaterial or inconsequential. In such cases, the Proposer may be notified of the a deficiency in the proposal and given an opportunity to correct the irregularity, 6 Packet Pg.685 7.R:6 defect, or variation, or the City may elect to waive the deficiency and accept the proposal. N C W V 2. Technical Review — Proposals meeting the above requirements will be evaluated on the basis of the following criteria: a. Ability to provide services in a timely manner. A 5% local business preference will be given to businesses located within the City with supervisors available at that site. x b. Ability to provide services as outlined in the Scope of Work (including, a but not limited to, providing sufficient personnel and equipment); N c. Experience with park maintenance services for like size parks; d. Procedures and systems for record keeping and other aspects of the a requested services; e. Implementation Plan — reasonableness to implement and meet "o schedules. o a 3. Bid — All proposals meeting the criteria above will then be considered and .2 the best proposal will be selected. The final decision is with the Mayor and d Common Council. c v C. Agreement Award o The Agreement will be awarded based on a competitive selection of proposals N received. `7 N C The contents of the proposal of the successful Proposer will become contractual a obligations and failure to accept these obligations in a contractual agreement may result in cancellation of the award. 1Z N d V A D. Permits, Licenses and Insurance N C The Contractor will be required to secure and maintain in force any applicable r licenses, permits, and/or insurance required by law for the operation of the N business. d LL� LL Exhibit "A" MEDIANS AND SITE LOCATIONS Z Z SITE NAME SITE ADDRESS ACRES �yvt 1 2"d Street Median 750 2"d Street 0.5 Y 2 301h Street Parkway 597 E. 30t 1.5 Q 3 3rd and 4" Street Medians 743 W.41 Street 0.5 LL C 4 5`h Street Senior Center 600 W. 5`h Street 1.0 d E 5 Animal Shelter 1333 Chandler Place 1 2.0 u 6 113roadmoor Medians N. 3000-3600 Block of Broadmoor 3.0 7 Chancellor's Park Kendall Avenue and Campus Parkway 1.0 a 7 Packet Pg. 686 8 City Hall 300 N. D Street 1.0 9 Congress Medians 1357 Congress Street 0.5 10 Duffey Street 2300 North Duffey 0.5 11 E Street Median 201 E Street 0.5 12 Feldhym Library 565 E Street 4.5 13 Fifth Street Senior Center 600 W. 5` Street 0.5 14 Fire HQ 200 E. 3` Street 0.5 15 Freddie Spellacy Park Ash and Northpark Blvd. 1.5 3r 16 Guadalupe Field 780 Roberds 2.3 IL 17 Gutierrez Field 14` Street and Mt.Vernon Avenue 2.0 v 18 Highland Avenue Median 4002-1/2 Highland Avenue 0.3 19 Jack Reilly Park Norma Lane and Stephanie 0.3 a N 20 La Plaza Park 685 Mt.Vernon Avenue 2.0 N 21 Mill and G Street Medians 300-600 Block of G Street 3.51 0 23 Morgan and State 1603 State 3.0 a` 24 Mt. Vernon Median 703 S. Mt. Vernon 0.2 w 25 Muscupiabe Medians 1107 Marshall Blvd 3.0 5 26 Newberry Park 560 Hill Drive 1.5 d 27 Ninth Street Park 2931 Garner 3.6 28 North Park Medians 10` and Northpark 1.5 29 Norton Gym/Galaxy Ballroom 1554 Art Townsend Dr. 3.7 30 Orange Show Median W. 300-E. 1100 Orange Show Road 3.0 N 31 Palmyra Islands 123 E. Palmyra 0.3 0 32 Perris Hill Senior Center 780 E. 215`Street 1.0 33 Police Department 710 N. D Street 3.0 34 Ronald Reagan Park Irvington and Chestnut 4.0 35 Rowe Library 108 E. Marshall 1.0 m 36 Ruben Campos 1717 W. 5` Street 2.6 37 Rudy C. Hernandez 222 N. Lugo 4.2 ME 38 San Gabriel Islands 799 E. 39`h Street 0.3 y m 39 jScenic Drive Noll and Scenic Drive 2.0 ai 40 Sierra Park 3800 Sierra Way 1.1 LL 41 Sonora Tot Lot 1286 Sonora St. 0.2 Z 42 Tom Gould Memorial Park 240 W.40` St. 0.5 a 43 Valencia Drive Medians 2600 Valencia Drive 1.0 44 Victoria Medians North of Highland and Victoria 1.0 45 Waterman Avenue Median S. 500-S 1900 Block of Waterman 3.0 a 46 Windsor Drive Medians 1286 Windsor Drive 1.5 47 Mt.View Medians 2494 Mt.View 25.0 E t 48 Mill Park 1503 E. Central 3.0 49 Palm Field 1888 E. 6th St. 2.3 a Total Acres 103.0 8 Packet Pg. 687 N C d L C A Exhibit "B" SCOPE OF WORK 3 Y SPECIFICATIONS FOR LANDSCAPE MAINTENANCE a W I. Scope of Work Y Furnish all labor, materials, tools, equipment, supervision, and transportation a required to maintain the Parks and landscape areas/medians in an attractive condition throughout all seasons of the year. This includes the formal Park "o grounds, all amenities in the Park, the slope easements, and trail entrances into 0 the Park. Ball Fields shall be raked and clean at all times. Irrigation system is to a irrigate properly to care for all areas. The contractor shall have full control over ,° ensuring water requirements are met. All main water line repairs are included in the contract price and no additional compensation shall be allowed. Contractor shall be responsible for maintaining and repairing the entire irrigation system starting at the meter connection. This coverage applies to all controllers, backflows, remote control valves, gate valves, main and lateral lines, sprinkler N heads, and moisture sensing devices. Vandalism repairs will not be considered extra work. The maintenance and repair work described in these Specifications shall be performed as a continuous and constant program throughout the contract. This includes spring and fall soil aeration and overseeding as well as seasonal grub control. All weeds which are present shall be removed. Nutrient care standards within parks are as required to promote good growth with not less d than the following: ground cover areas three applications per year at appropriate spread rate and trees and shrubs one application per year for areas outside Ln ground cover area. Lawn care standards are not less than the following: aeration r once per year, mowing weekly to height at 2 and 1/2 inches to 3 inches removing N excess clippings, be courteous and mindful of park users, edging twice monthly, d blown free of all clippings, raking leaves as needed, trim trees once during term a� of contract and pruning following ISA pruning standards, spraying and weeding to z control weeds and disease. Please see Exhibit H for Maintenance Frequency F.: z Schedule. Contractor is to provide complete and continuous control and/or eradication of all rodents. With regard to general maintenance within parking areas, contractor is expected to keep areas free and clear of litter, broken glass, Y or other debris. Parking lot areas shall be cleaned twice a week. All trash a containers shall be inspected weekly and emptied. No trash cans shall have foul odors. Sidewalks and pathways and surfaces shall be policed and cleaned once E each week. Contractor shall keep drinking fountains clean and operational at all times. Contractor shall unplug drinking fountains. All graffiti in park areas or w parking areas is to be abated by the Contractor. a 9 Packet Pg.688. ii. 'flR.b Q Tot Lots and Play areas are to be cared for by the Contractor. Playground areas, shall be kept free of weeds, graffiti, litter and debris, such as broken glass or any other objects on a daily basis. Repairs to play equipment above $500 are the responsibility of the City. Tables, benches, BBQ grills, gazebos, or pits shall be maintained in safe manner by the contractor. Sports fields including tennis courts, volleyball courts, soccer fields, horseshoe pits, and tetherball courts shall be maintained by the Contractor. Contractor to remove dead or damaged grass, bushes, and trees and fix any change in field elevation including cutting of sod, removing excess material, or relaying sod if necessary. Contractor is expected to Y remove tape, balloons, strings or tape from park areas on a weekly basis. a Contractor is expected to remove tape, balloons, strings or tape from park areas y on a weekly basis. 6 IL Paved and unpaved surfaces shall be free of litter, weeds, and debris. Flower beds, shrubs, and ground cover shall be healthy and trimmed, pruned, or o otherwise to maintain healthy and attractive landscape. o a Trail areas shall be kept weed-free. Trail surfaces shall be maintained so that the ,° surface is smooth with no depressions or ruts. Trail surfaces shall be leveled as needed to remove soil depression or erosion areas created by weather c conditions and public use. 0 Any additional work not described in these Specifications shall be performed by N the Contractor upon written notice from and at the expense of the City of San Bernardino. This contract shall be effective from November 19, 2012 through June 30, 2013. = N d II. Scope of Responsibility a A. Plant Material LO Any and all plants and trees that dies or is damaged due to Contractor's negligence shall be replaced at the Contractor's expense, with equal plant and U) tree size and conforming to these specifications. Replacement shall be made d within (15) fifteen days from the date the defective plant is brought to the LL� attention of the Contractor. W Z B. Emergency Numbers a The Contractor shall be readily available by telephone during work hours. In addition, the Contractor shall provide the City of San Bernardino with a list of <CL local (toll free) emergency telephone numbers were he/she can be contacted after normal working hours, on weekends and holidays. This cannot be an E answering machine. Emergency calls shall be considered as part of r maintenance, and shall not be considered as extra work. Response time, to any site, shall not be more than 60 minutes. a 10 Packet Pg.689 7 R.6 C. Cleanup It shall be the Contractor's responsibility to maintain all parks, medians, and landscape areas in a condition that is acceptable to the City of San Bernardino. Cleanup shall be performed by the Contractor and shall include v the removal of all trash, leaves, branches, excess soil, empty plant containers, grass cuttings, weeds or any other debris that may accumulate at = the site. N R D. Vandalism x All vandalism costs shall be included in the base bid price per site unless an a individual item exceeds $500 in value. Extra work pertaining to individual y items that exceed $500 in value must be approved by the Director of Public Works or his designee prior to beginning the work. For the purposes of this a requirement, "individual item" shall mean the quantity of one of any item. Vandalism to multiple items of similar construction, manufacture, use, etc. will c not be considered an individual time. o a Vandalism total cost in any given year is estimated to be $100,000. N d 7 6 III. Contractor's Monthly Maintenance Report 0 A Monthly Maintenance Report shall be submitted with the monthly billing for each Park or landscape area in the contract. The Contract shall provide, as a condition for payment, that the following information be included in each "Monthly Maintenance Report": y A m A. Current irrigation schedule. P�m B. Fertilizer information. a C. Completed pruning of trees for each site. The Contractor shall indicate the date of pruning. Ln D. Status of additional service requests that have been authorized by the City. r E. Location of maintenance work by Park name, street address, or an approved y identifying set of landmarks. d F. Other work recommended by Contractor for City review and approval. U. G. Report of all materials repaired or replaced as a result of vandalism. H. All spray reports and records that are required by the Department of Agriculture z and the City of San Bernardino. I. Reports/estimates on debris removal. Y Q a C d E r v R 11 PacketiPg.690"` 7.R.b Exhibit C - RFP SUBMITTAL CHECKLIST N C Please use this checklist when submitting your RFP package. d Item Description Included c 1. RFP Submittal Checklist—Exhibit C @ N T 2. Cover Page— Exhibit D 3 Y 3. Cover Letter o (L 4. Statement of Certification — Exhibit F Y 5. Proposal Description a 6. Scope of Work and Schedule— Exhibit B N 7. Statement of Qualifications a 0 8. Organizational Chart LL 0 9. Resume of Owner/Manager N 12. Cost Proposal in a separate sealed envelope—Exhibit E Cr 0 0 !�� o N N C O .y .j d N d U U C @ L_ N N d — a LL F Z Q U) Y a a c v E r U 12 Packet Pg. 6 11 Exhibit D — RFP COVER SHEET N C A V d 'O C A OFFICIAL AGENCY/ORGANIZATION NAME AND ADDRESS: Indicate address, as it is to appear on agreement. L Name: a. U Address: A IL City: �+ W Zip Code: c L a Federal Employee ID w M N Telephone: ( ) (D 3 O' d Fax: j ) z 0 Email: 0 N N r- 0 A d N d L u m N C A t Vl H d LL� LL F Z_ Q Vl Y K Q a c d E .a u m Q 13 Packet 06;-'692 Exhibit E- Cost Proposal Form (Submit in a separately sealed envelope) Vendor shall provide all tools, equipment, materials, supplies, fuel, labor and any other items required to complete the Scope of Work as shown in the RFP. The first year will be prorated for the term. v C The term of the agreement will be from November 19, 2012 through June 30, 2013 with N three (3) one-year extensions at the City's option. Option year one, if exercised, shall be effective July 1, 2013 through June 30, 2014. Option year two, if exercised, shall be Y effective July 1, 2014 through June 30, 2015. Option year three, if exercised, shall be a effective July 1, 2015 through June 30, 2016. y Y L a Please provide a Firm Fixed price for each location in both numbers and written in words. "o CL 2 L Monthly, Firm Fixed price to maintain each property, as specified above, is proposed as a follows: ° N d 7 Location Acres Monthly Price aa, 1. 2nd Street Median 0.5 2. 30`h Street Parkway 1.5 c 3. 3`d and 4`h Street Medians 0.5 4. 5 Ih Street Senior Center 1.0 N c 5. Animal Shelter 2.0 4 .y 6. Broadmoor Medians 3.0 > m 7. Chancellor's Park 1.0 8. City Hall 1.0 U 9. Congress Medians 0.5 � 10. Duffey Street 0.5 11. E Street Median 0.5 12. Feldhym Library 4.0 13. Fifth Street Senior Center 0.5 a U. 14. Fire HQ 0.5 15. Freddie Spellacy Park 1.5 z 16. Guadalupe Field 2.3 17. Gutierrez Field 2.0 N 18. Highland Avenue Median 0.3 19.Jack Reilly Park 0.3 a 20. La Plaza Park 2.0 c m 21. Mill and G Street 3.0 E r Medians ° m 22. Omit 23. Morgan and State 14 PacketR9,-693: 7.R.b 24. Mt. Vernon Median 0.2 25. Muscupiabe Medians 3.0 26. Newberry Park 1.5 27. Ninth Street Park 3.6 28. North Park Medians 1.5 29. Norton Gym/Galaxy 3.7 Ballroom �+ T 30. Orange Show Median 3.0 ; Y 31. Palmyra Islands 0.3 a 32. Perris Hill Senior Center 1.0 33. Police Department 3.0 34. Ronald Reagan Park 4.0 a N 35. Rowe Library 1.0 y 36. Ruben Campos 2.6 a 37. Rudy C. Hernandez 4.2 a 38. San Gabriel Islands 0.3 0` 39. Scenic Drive 2.0 w d 40. Sierra Park 1.1 c v 41. Sonora Tot Lot 0.2 42.Tom Gould Memorial 0.5 Park N 43. Valencia Drive Medians 1.0 N 44. Victoria Medians 1.0 0 45. Waterman Avenue 3.0 " Median 46. Windsor Drive Medians 1.5 m 47. Mt. View Medians 25.0 48. Mill Park 3.0 1O c 49. Palm Field 2.3 s N N Total Acres: 103 d a LL Total Monthly Price all Locations: $ z z Annual Cost: $ R Written in Words: Y a a c d E L Hourly Rate for Additional Work: $ a Written in Words: 15 PackefPg x694' Exhibit F — STATEMENT OF CERTIFICATION c M Statement of Certification (To be completed by all Proposers on their letterhead) M The undersigned hereby certifies that the statements contained in the application package are true and complete to the best of the applicant's knowledge, and further, understands that this is M a public document open to public inspection. CL Original Signature Y L M a Title N O O O L Company Name (Print) a. L O W H Date 3 o- m a 0 m 0 N N a O A d N d L u M N a M L r N N d CL LL F Z Q Y Q CL c d E r U M / a 16 Packet.Pg. 695 Exhibit G — DRAFT SAMPLE AGREEMENT N C VENDOR SERVICE AGREEMENT 'v d This Vendor Service Agreement is entered into this_day of_2012,by and between �o m ("VENDOR") and the City of San Bernardino ("CITY"or"San Bernardino"). " 3 WITNESSETH: CL WHEREAS, the Mayor and Common Council has determined that it is advantageous Y a and in the best interest of the CITY to contract for park maintenance for CITY parks; and y N O WHEREAS, was the lowest responsive bidder to bid for park maintenance for o a CITY parks; and, o N d NOW,THEREFORE,the parties hereto agree as follows: Q m 1. SCOPE OF SERVICES. o For the remuneration stipulated, San Bernardino hereby engages the services of `= N VENDOR to provide those products and services as set forth in RFP and incorporated herein by 0 0 .y this reference. N d 2. COMPENSATION AND EXPENSES. a. For the services delineated above, the CITY, upon presentation of an invoice, shall t N pay the VENDOR up to the amount of$_, for park maintenance for CITY parks. w IL LL b. No other expenditures made by VENDOR shall be reimbursed by CITY. z 3. TERM; TERMINATION. a The term of this agreement shall be from 2012 through June 30, 2013, with three (3) Y one-year extensions at the City's option. Option year one, if exercised, shall be effective July 1, a c m 2013 through June 30, 2014. Option year two, if exercised, shall be effective July 1, 2014 s U 1V C a 17 Packet Pg. 696 7.R,b through June 30, 2015. Option year three, if exercised, shall be effective July 1, 2015 through June 30, 2016. c A 'v This Agreement may be terminated for any reason and at any time by thirty (30) days' v c written notice by either party. The terms of this Agreement shall remain in force unless amended m N T by written agreement of the parties executed on or before the date of expiration of current term Y m of the agreement. a N Y t 4. INDEMNITY. a y A Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, c CL 0 agents or representatives, free and harmless from all claims, actions, damages and liabilities of a 0 w any kind and nature arising from bodily injury, including death, or property damage, based or a) a asserted upon any or alleged act or omission of Vendor, its employees, agents, or subcontractors, 0: 0 relating to or in any way connected with the accomplishment of the work or performance of N service under this Agreement, unless the bodily injury or property damage was actually caused c 0 A by the sole negligence of the City, its elected officials, employees, agents or representatives. As a part of the foregoing indemnity, Vendor agrees to protect and defend at its own expense, U A including attorney's fees the City, its elected officials, employees, agents or representatives from Ln c A t any and all legal actions based upon such actual or alleged acts or omissions. Vendor hereby m N d waives any and all rights to any types of express or implied indemnity against the City, its a LL elected officials, employees, agents or representatives, with respect to third party claims against z the Vendor relating to or in any way connected with the accomplishment of the work or Y performance of services under this Agreement. a 5. INSURANCE. d E r U A Q 18 Packet,Pg.697 7.R.b OWhile not restricting or limiting the foregoing, during the term of this Agreement, VENDOR shall maintain in effect policies of comprehensive public, general and automobile 0 'v liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's c compensation coverage, and shall file copies of said policies with the CITY's Risk Manager T prior to undertaking any work under this Agreement. CITY shall be set forth as an additional Y named insured in each policy of insurance provided hereunder. The Certificate of Insurance N J4 furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any a N change in or termination of the policy. o 0. 0 6. NON-DISCRIMINATION. a 0 In the performance of this Agreement and in the hiring and recruitment of employees, a- VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, 0 discrimination in employment of persons because of their race, religion, color, national origin, N ancestry, age, mental or physical disability, medical conditions, marital status, sexual gender or 0 Mn sexual orientation, or any other status protected by law. o: 7. INDEPENDENT CONTRACTOR d U M VENDOR shall perform work tasks provided by this Agreement, but for all intents and C M Es purposes VENDOR shall be an independent contractor and not an agent or employee of the y N d CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of (L LL W Income Tax, Social Security, State Disability Insurance Compensation, Unemployment z a Compensation, and other payroll deductions for VENDOR and its officers, agents, and N Y employees, and all business license, if any are required, in connection with the services to be a performed hereunder. E L 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. C a 19 kwiwg. 698 © VENDOR warrants that it possesses or shall obtain, and maintain a business registration certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits, m qualifications, insurance and approval of whatever nature that are legally required of VENDOR v to practice its business or profession. All work shall be performed in compliance with all vi applicable laws and regulations, including but not limited to immigration status. Y NOTICES. a N Y Any notices to be given pursuant to this Agreement shall be deposited with the United a iI M States Postal Service,postage prepaid and addressed as follows: o CL 0 TO THE CITY: Public Works Director a 300 North"D" Street w San Bernardino, CA 92418 v Telephone: (909) 384-5140 ' 6 v TO THE VENDOR: c 0 Telephone: Contact: 00 .N d 9. ATTORNEYS' FEES. X d In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, t N including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its m a rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions Q� z z hereof. Attorney's fees for the City Attorney and members of his office shall be calculated based a on market rate for comparable services. a 10. ASSIGNMENT. o d VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or r U encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior a 20 Packet Pg. 699 7,.K. written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for the termination of this Agreement. m a Regardless of CITY's consent, no subletting or assignment shall release VENDOR of M c VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder m N T for the term of this Agreement. Y 0 11. VENUE. H Y The parties hereto agree that all actions or proceedings arising in connection with this a N R Agreement shall be tried and litigated either in the State courts located in the County of San c CL 0 Bernardino, State of California or the U.S. District Court for the Central District of California, a 0 w Riverside Division. The aforementioned choice of venue is intended by the parties to be M c mandatory and not permissive in nature. 0 © 12. GOVERNING LAW. N This Agreement shall be governed by the laws of the State of California. c 0 A 13. SUCCESSORS AND ASSIGNS. o: This Agreement shall be binding on and inure to the benefit of the parties to this Agreement d v R and their respective heirs, representatives, successors, and assigns. c m r 14. HEADINGS. a N _N The subject headings of the sections of this Agreement are included for the purposes of 0. LL convenience only and shall not affect the construction or the interpretation of any of its z provisions. y Y 15. SEVERABILITY. a a If any provision of this Agreement is determined by a court of competent jurisdiction to E s be invalid or unenforceable for any reason, such determination shall not affect the validity or 0 21 PacketP,gw700 enforceability of the remaining terms and provisions hereof or of the offending provision in any �r other circumstance, and the remaining provisions of this Agreement shall remain in full force R_ V and effect. d V c 16. ENTIRE AGREEMENT; MODIFICATION. m Eli T This Agreement constitutes the entire agreement and the understanding between the R parties, and supersedes any prior agreements and understandings relating to the subject manner o. vi Y of this Agreement. This Agreement may be modified or amended only by a written instrument i N A executed by all parties to this Agreement. o CL 0 0 w c 0 v 0 N > d U A H a A t H d al LL Z Q co Y a E r v m Q 22 Packet Pg.701 7.R.b VENDOR SERVICE AGREEMENT BETWEEN AND THE CITY OF SAN BERNARDINO d a c IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and date N T set forth below. 3 CL CL N Dated: 2012 m a By: Its: 0 0. 0 a Dated 12012 CITY OF SAN BERNARDINO N d By: 'v Andrea Travis-Miller,Acting City Manager Approved as to Form: c James F. Penman, City Attorney N rr.i v N C By: d d U A C t6 L N LLN _v a z z Y Q a c m E L U 10 V 23 Packet Pg.702 OExhibit H - MAINTENANCE FREQUENCY SCHEDULE N G A FUNCTION FREQUENCY g v C Irrigation Inspection Weekly Turf Maintenance T Mowing Once/week ; Edging Twice/month Clipping Removal At each mowing o String Trimming At each mowing Y Fertilize Three times/year a Pest and Weed Control As needed a Visual Inspection Weekly m Chemical Weed Control Twice/year o Aeration Once/ ear o Ground Cover Maintenance LL Trim Monthly ° Fertilize Three times/Year Pest and Weed Control As needed c Visual Inspection Weekly d o: Pre-emer ent herbicide Three times/ ear Shrub, Vine, and Tree Maintenance c Trim Six times/year Fertilize once/year N Visual Inspection Weekly 0 Pre-emergent herbicide Three/times ear a d D: N d V A N C L r N N _W LL� LL H 2 R N Y Q a Y C N E U A Q 24 Packet Pg.703 I RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE FINANCE DEPARTMENT TO ISSUE A 3 REQUEST FOR PROPOSALS FOR PARKS MAINTENANCE AND LANDSCAPE 4 MAINTENANCE SERVICES. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE c CITY OF SAN BERNARDINO AS FOLLOWS: a 6 7 SECTION 1. The Finance Department is hereby authorized and directed to issue a N 8 T Request for Proposals for Parks Maintenance and Landscape Maintenance Services, attached Y 9 a 10 and incorporated herein a Exhibits"1"and"2". y Y N 11 �� a Vi m 12 /// "o 0 0 13 0 14 N 15 g 16 0 0 17 M 18 0 .N 19 20 0 21 a 0 22 23 £ s 24 25 a 26 27 28 Packet Pg. 704 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE FINANCE DEPARTMENT TO ISSUE A 2 REQUEST FOR PROPOSALS FOR PARKS MAINTENANCE AND LANDSCAPE MAINTENANCE SERVICES. 3 4 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 6 Common Council of the City of San Bernardino at a meeting 7 thereof, held on the_day of , 2012, by the following vote, to wit: 8 Council Members: AYES NAYS ABSTAIN ABSENT 9 10 MARQUEZ 11 JENKINS 12 VALDIVIA 13 SHORETT 14 KELLEY 15 16 JOHNSON 17 MCCAMMACK 18 19 Georgeann Hanna, City Clerk 20 The foregoing Resolution is hereby approved this day of , 2012. 21 22 Patrick J. Morris, Mayor 23 City of San Bernardino 24 Approved as to form: 25 JAMES F. PENMAN, 26 City Attorney 27 By:� i -� 28 11