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07.B- Parks, Recreation & Community Services
DOC ID: 3243 A CITY OF SAN BERNARDINO —REQUEST FOR COUNCIL ACTION Request for Proposal From: Mickey Valdivia M/CC Meeting Date: 07/07/2014 Prepared by: Demetra Moore, (909) 384-5233 Dept: Parks,Recreation&Community Ward(s): All Services Subject: Discuss and Take Possible Action Regarding Responses to RFP for Parks Maintenance (#3243) Current Business Registration Certificate: Not Applicable Financial Impact: *Budget Information below pertains to the upcoming FY 14-15 Account Budgeted Amount: $3,156,936 (Parks Maintenance total budget); 1,200,000 (landscape contracts) Account Description: Parks Maintenance Landscape Contracts Personnel: $538,000 Contract Services: $1,200,000 (001-380-0072-5506) Maintenance and Operations: $89,400 Internal Service Charges: $1,219,888 Balance as of: Balance after approval of this item: $1,200,000 (FY 14-15 Landscape Contracts) The Parks Department is requesting an appropriation of$1.2 mil for landscape contracts. Funding will enable the Department to adequately maintain parks. Please note this balance does not indicate available funding. It does not include non-encumbered reoccurring expenses or expenses incurred,but not yet processed. Motion: Receive and file. Svnopsis of Previous Council Action: 01/21/2014 Resolution No. 2014-13 was approved authorizing to begin the Process of Soliciting Proposals to Potentially Contract Park Maintenance Services BACKGROUND Due to recommendations within the Pre-Pendency Plan, the Parks, Recreation and Community Services Department ("Parks Department") has significantly reduced the Parks Maintenance Division ("Parks Maintenance"). Historically, the Parks Department managed Parks Maintenance and Landscape Maintenance Districts. Prior to the City's financial crisis, the Parks Maintenance Department employed approximately 35 Full Time Equivalents (FTE). Currently, Parks Maintenance is comprised of 16 FTE's whom are responsible for the maintenance of approximately 500 acres of park land and two City owned cemeteries. Limited staff and funding has greatly hindered Parks Maintenance's ability to adequately maintain parks and open spaces. OWN According to the National Recreation and Park Association (NRPA), the City's park sites do not Updated: 7/1/2014 by Linda Sutherland A I Packet Pg. 917 ONION 3243 meet minimum maintenance standards. NRPA recommends (based on total acreage of parkland) maintenance of 20 acres of parkland per employee. Most importantly, constituent satisfaction regarding park maintenance has greatly decreased. Below is a personnel summary which highlights gradual adherence to the Pre-Pendency plan through the reduction of positions and maintenance responsibilities of the Parks Maintenance Division. Personnel Summary Budgeted Budgeted Budgeted Budgeted 200812009 200912010 201012011 201112012 Parks Maintenance 32 14 17.45 19.45 In January 2014, the Parks Department received Council approval to solicit Request for Quotations (RFQ) for contracting the maintenance of the City's North, Central and South park sites. The Parks Department developed four options for the maintenance of citywide parks. While developing management options, the Parks Department considered the following: 1. Advantages/disadvantages; 2. Financial impact; 3.Stakeholder impact; 4. Salary and benefit projections; 5. The recommendations within the City's Pre-Pendency Plan and; 6. Plan of Adjustment adherence. Prior to solicitation of an RFQ,the Parks Department developed several options for mitigating issues within the City's parks and Parks Maintenance Division. City Council recommended that the Director reduce the management options down to two viable options. 10 Updated:7/1/2014 by Linda Sutherland A Packet Pg. 918 7.B 3243 to DIVISION MANAGEMENT OPTIONS: Several options were developed to mitigate staffing and financial constraints Option 1: Keep Parks Maintenance and Contract North& South Park Sites Appropriate additional funding for Parks Parks Maintenance Division will implement Maintenance Division. Estimated Total attrition. *As staff retires, additional parks Budget: $4.5 mil (see attachment C for details) maintenance acreage will be reassigned to contracted vendors Fill vacant position of Parks Maintenance Parks Maintenance Division will maintain all Supervisor Central Park Sites Option 2: Contract Parks Maintenance Division of Citywide Parks Issue Vendor Service Agreements with two Total proposed budget: $3.2 mil (See landscape maintenance corporations Attachment C for details) *Suggested Vendors 1. Inland Empire, Inc. 2. RP Landscape, Inc Reduce Parks Maintenance Division to six (6) Parks Maintenance Division manager will FTE's (See Attachment D for details) transition to project management regarding CDBG/CIP Projects as well as contract oversight and overall supervision of the department. Fill vacant position of Parks Maintenance \.. Supervisor EVALUATION PROCESS: Upon receipt of all bid proposals, the Parks Department developed an evaluation process which consisted of an evaluation panel, evaluation criteria, bid summary sheet, and a recommendation of the top three landscape vendors. Each evaluation panelist reviewed all bid proposals and developed a recommendation based on the evaluation criteria. Approximately six bid proposals were submitted. Two bids were unanimously disqualified because the bid proposal was either incomplete or missing required information. All vendors were notified (during job walks) that bid proposals for either one site, a combination of sites, or all sites were acceptable. However, each vendor must bid on all price forms per park site (park maintenance, restroom maintenance, and trash maintenance). For example, if"Vendor A" only proposed for the park maintenance of the North park sites, the vendor was considered disqualified. "Vendor A" was required to bid on the entire maintenance of the North park sites (which included park maintenance,restroom maintenance, and trash maintenance). FINANCIAL IMPACT: The Parks Department conducted financial assessments of both options. The first option - Keeping Parks Maintenance-required a collaborative effort of assessing Parks Maintenance's current salaries, benefits, and maintenance and operation needs. Also, financial analysis was conducted for option two-Contracting Parks Maintenance's North, Central and South Park Sites. Expenditures for option two consisted of the following: departmental salaries and benefits, Updated: 7/1/2014 by Linda Sutherland A Packet Pg. 919 I 3243 maintenance and operations, and landscape contracts. In addition, forecasted expenditures for option two include bid summaries obtained from the solicited RFQ. I Q G s Updated: 7/1/2014 by Linda Sutherland A Packet Pg. 920 P 3243 Option 1: Keep Parks Maintenance/Contract Out North & South Park Sites ACCOUNT TYPE AMOUNT Salaries $ 958,771 Benefits $ 335,656 Maintenance & Operations $ 370,000 Contract Services $ 850,000 Internal Service Charges $ 1,912,862 Capital Outlay $ 100,000 PARKS MAINTENANCE DIVISION TOTAL $ 4,527,289 Option 2: Contract City's North, Central& South Park Sites ACCOUNT TYPE AMOUNT Salaries $ 411,812.00 Benefits $ 126,136.00 Maintenance & Operations $ 89,700.00 Contract Services $ 1,270,000.00 Internal Service Charges $ 1,219,888.00 Capital Outlay $ 40,000.00 PARKS MAINTENANCE DIVISION TOTAL $ 3,157,536.00 DIRECTOR'S RECOMMENDATION The Director's recommendation to Mayor and Common Council is to select option two. By selecting option two, the quality of life for constituents in the City will be greatly enhanced. As mentioned, "Not everyone engages in community programming, yet people see parks." Additionally, there will be a positive impact to property values within the City. This option delivers an elevated park visitation experience to constituents. Also, option two enables the City to provide a high quality of services at a lower cost than our current operations. Contracting park maintenance services is a growing trend throughout the industry and a model which has proven to be highly successful and effective (see attachment G). The Parks Maintenance department will still facilitate the following operations: quality control (inspections), emergency repairs, special events, interments, and project management. The proposed organizational chart (see attachment D) is the most effective method of delivery. Option two will result in the elimination of 12 full-time maintenance positions out of 17 total. The following positions will be eliminated: Lead Park Maintenance Worker, Plumber, Park Maintenance Worker III (5), and Park Maintenance Worker 11 (5). All employees who receive layoff notices qualify for the proposed part-time Park Maintenance III positions. The re-structured Parks Maintenance department will retain five (5) full time positions and three (3) part-time positions. With the combination of contract maintenance and our remaining maintenance staff, the City will actually have more people maintaining the parks than currently being exercised. The department will consume less fuel, lower vehicle repairs costs, use less equipment, and essentially lessen our overall operational costs. t E i Updated: 7/1/2014 by Linda Sutherland A Packet Pg. 921 3243 The Parks Department is confident that the delivery of services on behalf of the constituents will be greatly enhanced by selecting option two. Internal service charges such as workers compensation, liability insurance, and pensions costs will decrease the City's overall liability. The Plan of Adjustment requires that the City decrease our unfunded liabilities and this option adheres to that request. Altogether, the City will incur a savings of approximately $1.35 million dollars. Supporting Documents: ATTACHMENT A RFP 14-31 (PDF) ATTACHMENT B -Division Management Options(PDF) ATTACHMENT C -Parks Maintenance Budget (PDF) ATTACHMENT D -Proposed Org Chart (PDF) ATTACHMENT E- Bid Summary Sheet (PDF) ATTACHMENT F - CityParksMaintenance_8xI I (PDF) ATTACHMENT G- Goepp CPRS (PDF) i I i 4 M E Updated: 7/1/2014 by Linda Sutherland A � � � 7.B.a RFQ F-14-31 Parks Maintenance Services m v Sa11 Bernar 1110 5,1 April 9, 2014 2 cn L ®. SUBJECT: REQUEST FOR QUOTES (RFQ) F-14-31 3 The City of San Bernardino (City) invites Quotes from qualified vendors for: v Parks Maintenance Services L Parties interested in obtaining a complete copy of this RFQ F-14-31 may do so by o accessing the City of San Bernardino Web Page at www.sbcity.org City Hall > v Administrative Services > Finance > Request for Bids, beginning April 9, 2014, or by faxing their request to (909) 384-5043, attention Vanessa Sanchez. Please include U- the following information in your request: name and address of firm; name, telephone — and facsimile number of contact person; specify RFQ F-14-31. Cn Copies of the RFQ may also be obtained by calling Vanessa Sanchez (909) 384-5346, or in person at City Hall, 300 N. "D" St., 4th Floor, Finance Department, San M Bernardino, CA 92418. N M From the issuance date of this Request for Proposal until a Vendor is selected and the M selection is announced, Proposers are not permitted to communicate with any City staff V- r a or officials regarding this procurement, other than during interviews, demonstrations, U- and/or site visits, except at the direction of Vanessa Sanchez, Accounting Assistant, the a designated representative of the City of San Bernardino. Contact with anyone not w designated will result in elimination from the bid process. _ U Closing Date: Quotes must be submitted at or before 3:00 PM, PST, April 28, 2014 at the address listed above. a Issuance of this RFQ and/or receipt of Quotes does not commit the City to award a E contract. _ r Sincerely, a Vanessa Sanchez Accounting Assistant 1 i ATTACHM Packet Pg.923 RFQ F-14-31 Parks Maintenance Services C a) U _ tC _ U r _ SECTION I. N INSTRUCTIONS TO OFFEROR(S) a a� v �3 v a, U ca L w _ 0 U L 4- V u- w n 0 Cn NN� I.f. Cl) 1* CV M r Cl? T a U. o! a r z w x U Q I-- H Q _ d E U R r.+ Q 2 ATTACHM Packet Pg. 924 RFQ F-14-31 Parks Maintenance Services City of San Bernardino, Finance Department Purchasing Division RFQ F-14-31 Parks Maintenance Services Bid Documents to Be Returned References � L ❑ Completed Technical Specifications a ❑ Signed Price Form (City Form) 3 U ❑ One (1) signed original of Quote in a SEALED ENVELOPE _ ❑ Two (2) copies of signed Quote in a SEALED ENVELOPE 0 U ❑ Authorized Binding Signature(s) ° 0 F-1 Verifications of Addenda Received (City Form) Iv Forms W 4- 0 F-1 Listing of Proposed Subcontractor, if applicable (City Form) Iv Forms w N N ❑ Affidavit of Non-Collusion M ❑ 120 Day Minimum Proposal Validity Statement vl General specifications#4 M T ❑ Insurance Certificates a. ❑ Copy of Contractor License or other appropriate licenses, permits, qualifications and approvals that are legally required to provide services, and that such a licenses and approvals shall be maintained throughout the term of this Contract. z II.Tech Specs& General Specifications#35 W 2 U a H Offeror(s) are requested to submit this checklist completed with all bid documents. This a list may not be inclusive of all documents needed to submit your RFQ. Please refer to entire packet for additional documents. E w w a 3 ATTACHM packet Pg.925 RFQ F-14-31 Parks Maintenance Services I. GENERAL INSTRUCTIONS TO OFFEROR(S) A. Mandatory Pre-Proposal Conference U C A mandatory Pre-Bid meeting will be held on April 14, 2014, at 10:00 A.M., at City Hall 300 N. D St. 4th Floor San Bernardino, California 92418. This meeting is to serve as a pre-bid review for prospective bidders. Late arrivals will not be accepted. L B. Examination of Proposal Documents I � 1. By submitting a proposal, the Offeror(s) represents that it has thoroughly a examined and become familiar with the items required under this RFQ and that it is capable of quality performance to achieve the City's objectives. v 2. The City reserves the right to remove from its mailing list for future RFQs, for an undetermined period of time, the name of any Offeror(s) for failure ci to accept a contract, failure to respond to two (2) consecutive RFQs and/or unsatisfactory performance. Please note that a "No Proposal" is o considered a response. C. Addenda W a) Any City changes to the requirements will be made by written addendum to this RFQ. Any written addenda issued pertaining to this RFQ shall be incorporated into the terms and conditions of any resulting Purchase Order. The City will not M be bound to any modifications to or deviations from the requirements set forth in Cl? this RFQ as the result of oral instruction. 4t P Q. All Addendums will be posted to our website at www.sbcity.org > City Hall > Administrative Services > Finance > Request for Bids. For automatic electronic Q notifications, please visit our website and sign-up for SB Connect. w x U D. Clarifications a 1. Examination of Documents E Should an Offeror(s) require clarifications of this RFQ, the Offeror(s) shall notify the City in writing in accordance with Section D.2 below. Should it .2 be found that the point in question is not clearly and fully set forth, the City a will issue a written addendum clarifying the matter which will be sent to all persons who have requested the RFQ. 4 ATTACHM Packet Pg. 926 7.B.a RFQ F-14-31 Parks Maintenance Services 2. Submitting Requests a. All questions, clarifications or comments shall be put in writing and must be received by the City no later than 3:00 PM April 17, 2014 and be addressed as follows: a� U C City of San Bernardino = 300 North "D" Street 4th floor, Attn: Vanessa Sanchez San Bernardino, CA 92418 L b. The exterior envelope or email subject line of all requests for - clarifications, questions and comments must be clearly labeled, 3 "Not an Offer." The City is not responsible for failure to respond to a request that has not been labeled as such. L) The City will also accept questions sent by facsimile machines or email, however, all faxed or emailed questions must be received by the City no later than 3:00 PM, PST, April 17, 2014 Send facsimile v transmissions to (909) 384-5043, attention Vanessa Sanchez, and o emails to sanchez va(a),sbcity.org v W C. Inquiries received after 3:00 PM April 17, 2014 will not be o accepted. N d 3. City Responses M Responses from the City will be communicated in writing to all recipients of this RFQ, by a posting to our website, www.sbcity.org by the close of r business April 22, 2014. 4 a For automatic electronic notifications, please visit our Homepage and W register for SB Connect. If you are not registered for SIB Connect, you may a view or download any Addenda at www.sbcity.org > City Hall > w Administrative Services > Finance > Request for Bids. x U E. Submission of Quotes F a 1. Date and Time d E All Quotes are to be submitted to City of San Bernardino, Attention: Vanessa Sanchez. Quotes received after 3:00 PM PST, April 28, 2014, Q will be rejected by the City as non-responsive. 5 ATTACHM packet Pg. 927 7.B.a RFQ F-14-31 Parks Maintenance Services 2. Address Quotes shall be addressed as follows: City of San Bernardino 300 North D Street Finance Department— 4th Floor Attn: Vanessa Sanchez San Bernardino, CA 92418 N Quotes may be delivered in person to the Finance Department, 4th floor of the above address. 3. Identification of Quotes �a Offeror(s) shall submit a SEALED proposal package consisting of: _ r v (a) One (1) signed original of Proposal 0 U (b) Two (2) copies of Proposal 0 a The proposal package shall be addressed as shown above, bearing the W Offeror(s) name and address and clearly marked on the outside of the envelop as follows: "RFQ F-14-31 Parks Maintenance Services" M 4. Acceptance of Quotes M r a. The City reserves the right to accept or reject any and all Quotes, or any item or part thereof, or to waive any informalities or a irregularities in Quotes. a b. The City reserves the right to withdraw this RFQ at any time without z prior notice and the City makes no representations that any contract will be awarded to any Offeror(s) responding to this RFQ. a C. The City reserves the right to postpone proposal opening for its a own convenience. E d. Faxed or emailed Quotes will not be accepted. w a 6 ATTACHM Packet Pg.`928 7.B.a RFQ F-14-31 Parks Maintenance Services F. Pre-Contractual Expenses Pre-contractual expenses are defined as expenses incurred by the Offeror(s) in: 1. preparing its proposal in response to this RFQ; U C 2. submitting that proposal to City; _ 3. negotiating with City any matter related to this proposal; or N 4. any other expenses incurred by the Offeror(s) prior to date of award, if any, of the Agreement. The City shall not, in any event, be liable for any pre-contractual expenses ? incurred by Offeror(s) in the preparation of its proposal. Offeror(s) shall not include any such expenses as part of its proposal. _ r G. Contract Award 0 U Issuance of this RFQ and receipt of Quotes does not commit the City to award a 0 Purchase Order. The City reserves the right to postpone proposal opening for its a own convenience, to accept or reject any or all Quotes received in response to W this RFQ, and to negotiate with other than the selected Offeror(s) should 0 negotiations with the selected Offeror(s) be terminated. The City also reserves the right to apportion the award among two or more OFFEROR(S). A signed Vendor (Contractor) / Consultant Service Agreement (VSA/CSA), along with a pre-performance meeting, outlining additional terms and conditions relating M to performance, warranty, materials, goods, services, or other items as deemed necessary by the City, may be required prior to the commencement of the job. CL U. H. Acceptance of Order a The successful Offeror(s) will be required to accept a Purchase Order in �z accordance with and including as a part thereof the published Request for Quotes, and the RFQ documents including all requirements, conditions and U specifications contained therein, with no exceptions other than those specifically listed in the written purchase order. a I. Business License t U The City's Business Ordinance requires that a Business doing business Q with the City, obtain and maintain a valid City Business Registration Certificate during the terms of the Agreement. Bidder agrees to obtain such Certificate prior to undertaking any work under this Agreement. L 7 ATTACHM Packet Pg. 929 7.B.a RFQ F-14-31 Parks Maintenance Services J. Local Vendor Preference The City of San Bernardino gives any formal or informal bid submitted by a local bidder a one percent (1%) credit for goods and materials, where labor and/or installation is incidental; and a five percent (5%) credit on Contractual services, for comparison purposes with other bidders, as authorized in the San Bernardino co Municipal Code Section 3.04.125, and Executive Order 2003-1, respectively. Y For the purposes of this section, "local bidders" shall be bidders for which the point of sale of the goods, materials, or services shall be within the City limits of San Bernardino. a -0 Y v r Y _ 0 U L a LL/ Q6 Q Y N� Ld. M N M r M d' r LL Z LU S U Q F- H Q _ N E s Y Y I 8 ATTACHM Packet Pg.930 7B RFQ F-14-31 Parks Maintenance Services N v c R C SECTION II. SCOPE OF WORK (EXHIBIT A) TECHNICAL SPECIFICATIONS 3 a v w Cu L O U L 4- U. w 4- O N t+ N N M e1' N M r M d' r a. U- a H Z W U a F- N a c d v cc w r a 9 ATTACHM packet Pg.931 RFQ F-14-31 Parks Maintenance Services City of San Bernardino Parks and Recreation, Recreation & Community Services Department Exhibit A Landscape Maintenance Scope of Work 3 v 1. TURF MOW/EDGE A. MOWING w i. All turf areas shall be mowed once per week. Winter schedule (October- February) shall be a reduced mow schedule. There may be certain projects that the CITY will require mowing on specific days for sporting activities. . ii. Work shall be performed on the same day each week. Initial mowing week schedule and any changes must be approved by the Parks and Recreation Director or his designee prior to implementation. v iii. All mowings missed due to inclement weather or ground conditions from such weather shall be rescheduled and completed within 3 working days on weekly schedule. iv. Cuttings heights shall be adjusted according to the type of grass in U accordance to the following criteria: Grass Type Time Period Height C� Bluegrass and Fescue (June thru September) Inches (September thru May) 2inches o St.Augustine (Year Round) 2-1/4inches Bermuda (Year Round) 3/4inches Q! V. All warm season grasses such as Bermuda and St. Augustine shall be mowed with a power-driven reel type mower. Bluegrass and Fescue may M be mowed with either power-driven reel or rotary type mowers. All �- equipment shall be adjusted to the proper cutting heights and shall be adequately sharpened. a vi. All visible grass clippings shall be collected and removed from the site prior to the completion of that day's mowing operations or the end of the B day, whichever occurs first. z LU vii. All glass, leaves,paper and other debris shall be removed and disposed of off-site prior to mowing. v viii. All portable obstructions such as picnic tables and trash containers shall be F moved in order to mow all portions of turf. a ix. All walkways, roadways, trails or other areas dirtied by mowing operations shall be cleaned and all debris disposed of off-site prior to the E completion of that day's mowing operations or the end of the day, whichever occurs first. a 10 ATTACHM I packet Pg. 932 RFQ F-14-31 Parks Maintenance Services B. EDGING i. All turf grass borders shall be neatly and uniformly edged or trimmed concurrent with every mowing. ii. Mechanical methods shall be used except where physically not possible or practical. _ U iii. Chemical application shall be used on areas such as planters,buildings, around = trees along asphalt trails/paths, around sports field equipment, or fence lines. c iv. CONTRACTOR'S shall use non-restricted chemicals only to perform chemical edging. V. Chemicals shall be recommended and approved by Parks and Recreation R prior to use. A"Notice of Intent" form shall be completed if applications of - non-restricted/restricted materials are utilized. The form shall be completed 3 and submitted to Parks and Recreation within fourteen(14) days prior to intended use. "Notice of Intent"form shall be provided by CONTRACTOR. v No work shall begin until Parks and Recreation and Recreation's approval is c obtained. vi. Chemicals shall only be applied under the supervision of persons possessing a valid California pest control operator's license. Records of all chemical U application operations, dates,times,method of applications, chemical o formulations, applicator's name and weather conditions at the time of C3 LL application shall be made and retained in an active file for a minimum of one e: (1) year. After this period, records shall be retained in accordance with San o �- Bernardino County Department of Agriculture regulations. vii. Chemicals shall be applied to limit drift to six (6) inches. All precautionary measures necessary to ensure public and worker safety shall be employed since all areas will be open for public access during application. viii. Chemical edging shall be restricted to a six (6) inch wide strip around M buildings,planters, asphalt trails/paths, and other projections and a twelve (12) .- inch wide strip around trees, sports field equipment and fence lines. ix. All walkways,roadways, trails or other areas dirtied by edging operations shall be cleaned and debris disposed of off-site prior to the completion of that day's operations or the end of the day,whichever occurs first. a F- z C. WATERING x U i. All turf areas shall be irrigated as required to maintain adequate growth and F appearance. Q ii. Irrigation shall be accomplished in accordance with the following time frames wherever possible: E (a) Parks and Recreation: 8pm to 6am (b) Slopes/Landscaping: 8pm to 6am a (c) Medians &Parkway: 8pm to 6am (d) Manual Irrigation: as needed (e) Point to Point Irrigation: 24 hours 11 ATTACHM packet Pg. 933 7.B.a RFQ F-14-31 Parks Maintenance Services iii. CONTRACTOR shall monitor the requirements of the plant material, soil conditions, seasonal temperature variations,wind conditions and rainfall and shall recommend appropriate changes in duration of watering cycles. No actual changes will be implemented without prior approval of Parks and Recreation and Recreation. iv. Special watering required during daytime hours such as after fertilization, during periods of extreme dryness,heat, or during manual irrigation cycles shall be = conducted in accordance with the following criteria: (a) There shall be minimal drift onto private property or roadways caused from the wind. v, (b) There shall be no interference with sports field activities or other special activities. °' m (c) There shall be irrigation personnel present at each location until watering cycle is completed. a (d) CONTRACTOR'S shall respond within two(2)hours of any request by Parks and Recreation to turn on/off irrigation systems,particularly in respect to = rainfall. L D. WEED CONTROL v i. A regular program of chemical application shall be used to control weed growth, 0 supplemented by hand removal or noxious weeds or grasses as necessary. CY ii. Chemical control of broadleaf weeds shall be employed as often as necessary to maintain turf areas in a"weed free" condition. ° N iii. All equipment used to perform chemical application shall be thoroughly cleaned when necessary to prevent injury to persons, plants or animals from residues of materials previously used in the equipment. Equipment shall be cleaned in accordance with the procedure recommended on the label. N iv. All damage resulting from the CONTRACTOR's operations shall be repaired or replaced at CONTRACTOR's expense. M v. Non-restricted chemicals shall be used whenever possible to perform weed r control in turf and landscape areas. a o: a II. FERTILIZATION z W A. Scheduling i. All turf areas shall be fertilized in accordance with soils report recommendations when granular fertilization is used; if no soils report exists,the following Q criteria shall prevail: TYPE FORMULA RATE (a) Bluegrass 16-6-8 w/trace 1 lb. actual nitrogen r- U 1000 sq.ft. r (b) Bermuda Ammonia Nitrate 1 lb.actual nitrogen Q 33.5-0-0 1000 sq.ft 16-6-8 w/trace 1 lb. actual nitrogen Elements 1000 sq.ft 12 ATTACHM Packet Pg. 934 7.B.a RFQ F-14-31 Parks Maintenance Services (c) Fescue 16-6-8 w/trace 1 lb.actual nitrogen Elements 1000 sq.ft (d)St.Augustine Ammonia Nitrate 1 lb.actual nitrogen 33.5-0-0 1000 sq.ft ii. All proposed changes in formulation shall be submitted to Parks and Recreation for approval prior to use. Ili. All fertilization schedules shall commence on the effective date of the contract then follow the cycles. iv. Turf shall be free of moisture at the time of fertilizer application. Application of the fertilizer shall be done in sections, determined by the areas covered by each irrigation system. All areas fertilized shall be thoroughly soaked immediately after the fertilizer is broadcast. $ v. All turf areas shall be fertilized in accordance with the following criteria when ? I liquid fertilizers are used in conjunction with irrigation injection systems: a. All liquid concentrate fertilizer formulations shall be approved by Parks and Recreation prior to use. L b. The rate of injection of the liquid concentrate fertilizers shall be established upon initial installation of the fertilizer injection system. Any U changes to the meters affecting rate of injection of fertilizer shall be o approved by the inspector prior to making any adjustments to the system. emu' c. All liquid concentrate fertilizers shall be water soluble, emulsifiable and W shall be capable of remaining suspended in water until the fertilization cycle is completed. Fertilizers shall be thoroughly flushed from irrigation lines prior to the start of the next irrigation cycle. vi. All fertilization schedules shall commence on the effective date of the contract then follow the cycles established in the annual schedule. vii.All damages to the landscaping resulting from use of unauthorized fertilizers, unauthorized adjustment to injection system settings and/or failure to flush M irrigation lines after the use of liquid concentrate fertilizers shall be repaired or replaced at the expense of the CONTRACTOR. LL IX III. LANDSCAPED AREAS Q F- z w A. Procedure and Scheduling i. All landscaped areas shall be fertilized in accordance with soils report a recommendations; if no soil report exists,the following criteria shall prevail: Q TYPE RATE Herbaceous Plants 1 lb.actual nitrogen 1,000 sq.ft E Grass Areas 1 lb. actual nitrogen 1,000 sq.ft Q Ground Cover 1 lb. actual nitrogen 1,000 sq.ft Q Shrubs 1 lb. actual nitrogen 1,000 sq.ft ii. All proposed chemical formulations shall be submitted to Parks and Recreation for approval prior to use. 13 ATTACHM packet Pg. 935 �c RFQ F-14-31 Parks Maintenance Services iii. All fertilization schedules shall commence with the effective date of the contract. iv. Ground cover areas shall be free of moisture at the time of fertilizer application. Application of the fertilizer shall be done in sections, determined by the areas covered by each irrigation system. All areas fertilized shall be thoroughly soaked immediately after the fertilizer is broadcast. RESEEDING c A. Scheduling i. All bare,worn or sparse areas in the turf shall be reseeded to re-establish turf to an acceptable condition annually between February 15 and March 15 in sports and a athletic fields and between April 1 and April 30 in all other areas. ii. Reseeding shall be performed in accordance with the following criteria: a. All areas to be reseeded shall be raked or verticut to remove all thatch and U to provide a rough(scarified) seedbed suitable for seeding. b. Areas to be reseeded shall be fertilized to provide one (1)to one and one- half(1-1/2)pounds of nitrogen per thousand(1,000) square feet. iii. Grass seed shall be applied at the rate specified on the label for the type of seed a ca being used for reseeding. Seed quality shall meet the following criteria: o a. Minimum purity shall be 98%weed free for all grasses. CY b. Minimum germination rate shall be 85% for all grasses. W c. No seed shall be applied without prior labeled verification of seed quality. d. All seeding equipment shall be calibrated to deliver the desired seeding rate for the specific species or seed mixture to be used prior to each reseeding a operation. e. Once seed has been applied, CONTRACTOR shall cover all seed and firm the soil with a water ballast roller, either empty or partially filled depending M upon soil conditions. Seed shall then be lightly covered with mulch to r prevent erosion and reduce evaporation of soil moisture. iv. Due to extensive scheduling of sports fields in certain areas, reseeding may be a required which far exceed the normal. Under these circumstances Parks and U- Recreation may determine that reseeding is beyond the normal reseeding Q requirements and shall be performed as extra work. If the reseeding operation is z determined to be extra work,the CONTRACTOR shall submit estimates for w 2 labor, materials and all required authorizations. _ U Q G. WATERING a� i. All landscape areas shall be irrigated as required to maintain adequate E growth and appearance. Y ii. Irrigation shall be accomplished in accordance with the following time frames wherever possible (see Section C, Pg. 7) 10 14 ATTACHM Packet Pg. 936 RFQ F-14-31 Parks Maintenance Services iii. CONTRACTOR shall monitor the requirements of the plant material, soil conditions, seasonal temperature variations,wind conditions, and rainfall and shall recommend appropriate changes in duration of watering cycles. No actual changes will be implemented without the prior approval of Parks and Recreation and Recreation. iv. Special watering required during daytime hours such as after fertilization, during periods of extreme dryness of heat and during manual irrigation cycles shall be conducted in accordance with the following criteria: a. There shall be minimal drift onto private property or roadways caused from the wind. b. There shall be no interference with sports field activities or other a special activities. c. There shall be irrigation personnel present at each location until 3 watering cycle is completed. d. CONTRACTOR shall respond within 2 hours of any request by Parks U and Recreation to turn on/off irrigation systems,particularly in respect = r to rainfall. L 0 U H. WEED CONTROL o tY i. A regular program of pre-emergent chemical application shall be used to W control weed growth, supplemented by hand removal of noxious weeds or o grasses as necessary. ii. Weeds and grasses shall be removed from all planted areas within seven (7) days from the time that they are first visible. Methods for removal shall o: be hand removal or cultivation dependent upon planting concentration. N M IV. GROUND COVER T M d' A. Ground cover areas shall be maintained in a manner which will promote the healthy a growth of the plant material in a somewhat natural state while removing weed U_ infestations. ¢ B. All ground cover shall be trimmed to restrict growth from sidewalks,trees, shrubs, z trails,behind curbs, and from private property. U VII. IRRIGATION SYSTEM ¢ A. OPERATION/REPAIR: i.The entire irrigation system to include all components from connection at meters shall be maintained in an operational state at all times. This coverage applies to all controllers and remote control valves, gate valves and backflow devices, main and 2 r lateral lines, sprinkler heads, and moisture sensing devices. ¢ ii. CONTRACTOR shall coordinate with Parks and Recreation for all non-routine irrigation maintenance repairs. iii. All systems shall be adjusted in order to: 15 ATTACHM I Packet Pg. 937 W� RFQ F-14-31 Parks Maintenance Services a. Provide adequate coverage of all landscape areas. b. Prevent excessive runoff and/or erosion by multiple start times. C. Prevent watering roadways, facilities such as tennis,basketball or handball courts,walkways, trails, fences, and private property. iv. In addition to weekly testing, all irrigation systems shall be tested and inspected as necessary when damage is suspected, observed or reported. V. Adjustments, damages, and repairs shall be evaluated based on the following categories and actions: a. All sprinkler heads shall be adjusted to maintain proper coverage. Adjustments shall include actual adjustments to heads, cleaning and flushing heads and lines, and removal of obstructions. Costs 0. for adjustment shall be included in costs for operation and maintenance of the irrigation system. ° b. All damage resulting from the CONTRACTOR's operations shall 3 7, be repaired or replaced prior to the end of the work day at the v a� CONTRACTOR's expense. c r C. Damage and repairs for causes other than the CONTRACTOR's operations shall be evaluated based on the following categories and o actions: i. Minor repairs shall include replacement of adjusting pins, o friction collars,washers, trip assemblies and other small v parts. The cost for minor repairs shall be included in the costs for operation and maintenance of the irrigation o system. 3 Y ii. Major repairs shall include all items other than small parts including repairs to valves, main and lateral lines, controllers, quick couplers and backflow preventers, and will be paid in accordance with the provisions of extra M work. M d. Repairs to the irrigation system shall be completed within twelve r (12)hours after approval by Parks and Recreation major component a damage such as broken irrigation lines, defective or broken valves and within forty-eight(48)hours after approval by Parks and 'Q Recreation repairs to small parts such as: sprinkler heads and other w minor items. e. All replacements shall be with original type and model materials Q unless a substitute is approved by Parks and Recreation. f. CONTRACTOR shall maintain an adequate stock of medium and a high usage items for repair of the irrigation system. g. CONTRACTOR shall implement repairs in accordance with all E effective warranties and no separate payment will be made for repairs on equipment covered by warranty. h. CONTRACTOR shall pay for all excessive utility usage due to failure. 16 ATTACHM I Packet Pg. 938 RFQ F-14-31 Parks Maintenance Services VIII. FACILITY MAINTENANCE A. SPECIALTY/SPORTS AREAS: i. General(applies to all park and landscape maintenance areas): a. All animal feces or other materials detrimental to human health c shall be removed from the park areas daily. b. All broken glass and sharp objects shall be removed daily. C. All areas shall be inspected daily and maintained in a neat, clean and safe condition at all times. d. All areas shall be raked to remove leaves and debris daily. e. All park and sports equipment shall be inspected for vandalism, safety hazards and serviceability daily. Deficiencies shall be 3 T reported in writing immediately to Parks and Recreation and v Recreation. c ii. SAND COURT AREAS: a. These areas shall include tot lots,play areas, volleyball courts, etc. b. All areas shall be maintained weed free. U c. During the first week in April,June,August and October, all sand o areas shall be rototilled to the maximum depth that will allow a complete loosening of the sand,but will not cause lower base Ix materials to be mixed in with the sand. After rototilling, all areas o shall be raked level. d. On Monday of each week, all sand areas shall be raked level. iii. Hard Surface Areas: a. These areas shall include tennis courts,handball courts,basketball courts,bicycle trails,A.C. walkways, etc. M iv. Restrooms: y r a. Restrooms shall be cleaned daily, water closets scrubbed, and v graffiti removed. a b. Tissue and paper products shall be checked and refilled daily U- c. CONTRACTOR is responsible for maintenance of equipment and Q supplies required to operate restrooms in a clean and orderly z manner w d. CONTRACTOR shall unplug toilets, sinks, and drinking fountains. _ U e. Restrooms hours are 8:00 a.m. to 5:00 p.m. daily(November— < February) and 8:00 a.m. to 8:00 p.m. daily(February—November). a B. GENERAL FACILTY OPERATIONS: i. All drinking fountains shall be kept clean and operational at all times. s a. Minor repairs to include,but not limited to unclogging drains. c b. All repairs shall be completed within seven(7) days after damage occurs. c. Any damage shall be reported to Parks and Recreation d. Should damage be repetitive, Parks and Recreation will evaluate replacement with a more damage resistant model. 17 ATTACHM Packet Pg. 939 RFQ F-14-31 Parks Maintenance Services e. All sidewalk areas shall be cleaned if dirtied by CONTRACTOR'S operations and at other times as required. f. All leaves,paper and debris shall be removed from landscaped areas and disposed of off-site. g. Trash cans provided by the CITY shall be emptied daily and washed after emptying when necessary. h. CONTRACTOR'S shall provide plastic bags for all trash cans at CONTRACTOR'S expense. C. PICNIC AREAS AND PAVILLIONS i. All concrete "V" drains to include the portion under the sidewalk shall be kept free of vegetation, debris and algae to allow unrestricted water flow. ii. All other drainage facilities shall be cleaned of all vegetation and debris. All grates shall be tested for security and refastened as necessary. Missing or 3 damaged grates shall be reported to Parks and Recreation and Recreation. iii. All barbecue grills shall be emptied of all ashes twice per week, Mondays and U a� Fridays. Y iv. All security and sports area lighting shall be inspected weekly; any damaged or malfunctioning equipment shall be reported to Parks and Recreation immediately. 0 v. Picnic tables,benches, slabs,braziers and trash containers and receptacles shall be cleaned daily. cY vi. Picnic tables and benches shall be checked for graffiti, cravings, looseness of planks or braces, cleanliness and general need of repair. c vii. Cooking grills,braziers, fireplaces and fire rings shall be inspected for general need of repair. viii. The CONTRACTOR'S observation of the general need of repair or replacement of loose planks or braces,braziers and fireplaces shall be T immediately reported to Parks and Recreation. y ix. All ashes,burned charcoal, garbage and leftover food in and around cooking M and picnic facilities shall be removed. x. The entire picnic area shall be kept free of broken glass, cans, paper, etc. a D. PLAYGROUND EQUIPMENT W i. All playground sites and equipment shall be inspected at the start of each Q work day, and the sand cleaned and raked level to remove any foreign and/ w or hazardous material and be neatly groomed. ii. Any equipment showing signs of wear, fatigue or otherwise presenting an v unsafe condition shall be reported immediately to the Parks and Recreation. Q iii. Special attention shall be given to low sand areas around play equipment. These sand areas shall be leveled by distributing sand from high areas to E low areas. During the leveling and distribution of sand,no concrete footing shall be exposed that could allow children to trip or fall. Q iv. During regular maintenance raking, filling, or depressions shall be done in a manner to prevent material compaction. 18 ATTACHM Packet Pg. 940 RFQ F-14-31 Parks Maintenance Services V. The raking and distribution of sand/wood shavings around and below the play equipment shall have a cushioning potential and this condition shall extend for eight(8) feet beyond any part of the play equipment. vi. All sand/wood shavings play areas shall be maintained free of litter, cans, broken glass and other harmful and unsightly debris. d c IX. RODENT/PEST CONTROL d 0. S A. All methods employed to perform rodent/pest control shall conform to all federal, �+ state and local environmental regulations. Y B. Rodent control shall be performed in accordance with the following criteria: i. All rodents shall be identified and feeding habits determined prior to treatment of the area. ii. All mounds shall be raked level a minimum of twenty-four(24)hours prior to treatment. iii. Soil shall be checked in the area to be treated to ensure proper soil moisture exists prior to treatment with treated baits. iv. All treated bait,traps and gases used to control rodents shall be placed in o the tunnel. Traps shall be covered with soil once inserted into tunnel to v prevent vandalism and to ensure public safety. o V. Any spilled bait shall be picked up or buried immediately. d vi. All bait containers and/or applicators shall minimize spills. vii. All treated areas shall be inspected after treatment for dying animals. o CONTRACTOR shall remove all dying animals and/or carcasses and dispose of them off-site prior to the end of each work day until area no longer requires further treatment. C. Pest control shall be performed in accordance with the following criteria: i. All insect pests to be treated shall be identified and life stage determined prior to treatment. M ii. All areas which may be adversely affected by chemical treatment operation shall be identified(i.e.,waterways, food preparation sites and a. eating areas and agricultural production areas) and all precautionary measures necessary shall be taken to prevent contamination of these areas. a iii. All pesticides shall be applied in accordance with the label w recommendations and shall be applied to infested plants only. 2 E. CONTRACTOR shall be allowed to use the following restricted chemicals for Q rodent/pest control without prior submittal of a written recommendation from a certified pest control advisor when applied in accordance with the following: i. Strychnine: c a. All mounds shall be raked level twenty-four(24) hours prior to treatment E with bait. Soil shall be inspected for proper moisture content. Bait shall U not be applied to saturated soil. b. Equipment required for bait application shall consist of a probe,pail, tablespoon,waterproof gloves,respirator and probing bait gun. LAW)", 19 I E ATTACHM packet P9. 941 t RFQ F-14-31 { Parks Maintenance Services C. Bait shall be applied in areas where active gophers have created new mounds. Tunnels shall be probed to locate active runs and treated bait shall be applied in amounts specified in products label recommendations. d. All treated bait shall be placed in the tunnel with a tablespoon or probing bait gun. Strychnine of 1.8 percent, or higher, shall be applied with a probing bait gun only. All holes shall then be covered. Any spilled bait shall be picked up immediately or buried in gopher hole. All containers shall be of the type to minimize spills. e. Follow-up inspections of the treated areas shall be made as often as necessary for new mounds, dead or dying animals, and treated bait Y rejection. Rejected bait shall be buried immediately and dead or dying animals shall be disposed of off-site in a manner to prevent contamination to wildlife and to the environment. e v C 0 U 0 a LL 0 0 M N M r M r d W Q F- Z W 2 U Q H F— w c E U t4 Q 20 ATTACHM Packet Pg. 942 7.B.a RFQ F-14-31 Parks Maintenance Services City of San Bernardino Technical Specifications RFP F-14-31 Parks Maintenance Services NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER" The Parks, Recreation, and Community Services Department (through the City of a San Bernardino) is requesting proposals (hereinafter "RFP") for the maintenance of the City of San Bernardino's (hereinafter "CITY") North, Central, and South park sites. The CITY is interested in the most qualified CONTRACTOR with experience in providing a large-scale maintenance services. Through a competitive selection and bid based procurement process, the CITY will enter into an agreement with the best qualified and most responsive CONTRACTOR (s). The CONTRACTOR is expected to provide all staff, tools, materials, and equipment deemed necessary to properly maintain all park sites. The CONTRACTOR is r responsible for the removal and disposal of all replaced items, debris, and other items 0 used during maintenance. o a The CITY will not incur any financial obligation regarding costs incurred as a result of preparation, submission, and/or acceptance of a proposal. Through submission o of this RFP, the CONTRACTOR agrees to all costs incurred in preparing, submitting and/or accepting a proposal. The CONTRACTOR has the option to submit a proposal (s)for all park sites N (North Central, and South), a combination of park sites (i.e., North and South park sites only) or a particular park site (i.e., Central Sites only). Cl? Services: Bidder shall respond to all statements provided in the left-hand column. If there is an exception, Bidder shall respond in the right-hand column with a a brief reason for exception to the requirement (s). Otherwise, state z "Acceptable" if requirements are agreeable as specified in the left-hand w column. _ U a H Equipment: Bidder shall respond to all statements provided in the left-hand column ~ a indicating specific size, make and/or model of all components when not exactly specified. State "As Specified" if the item is exactly specified in the E left-hand column. r a 21 ATTACHM Packet Pg.943 7.B.a RFQ F-14-31 Parks Maintenance Services FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID CATEGORY I ACCEPTABLE / AS SPECIFIED I. Scope of Work The scope of work provided applies to all proposed park sites such as: North, Central, and South park sites. _ II. WORK SCHEDULE The CONTRACTOR shall perform all maintenance services during normal working hours. Normal working hours are considered a Monday through Friday from 7:00 a.m. to 5:00 p.m. At the discretion of the Parks, Recreation, and Community Services Director or his designee, the CONTRACTOR may perform maintenance services r at other hours. The CONTRACTOR shall provide a routine work schedule in order L to perform the request provided in this RFP. A copy of the schedule o should be provided to the Parks, Recreation, and Community U Services Director or his designee prior to the performance of any w work. Changes in the work schedule should be provided in writing. v The CONTRACTOR is responsible for immediately informing the Parks, Recreation and Community Services Director or his ° designee, of any work schedule changes. N The CONTRACTOR shall conduct maintenance services at all times in a manner which does not disturb constituents visiting the park N facilities or normal pedestrian traffic. 111. LOCATION M Please see Exhibit B — North Park Sites r Please see Exhibit C — Central Park Sites a U- Please see Exhibit D — South Park Sites IV. Bidder's Conference Q A bidder's conference will be scheduled on Tuesday, April 14, w 2014 at 10:00 am. at City Hall 4th Floor Finance Dept., 300 North "D" Street, San Bernardino, CA 92418. Attendance is mandatory. a All CONTRACTORS are encouraged to submit questions in writing during the bidder's conference. a r At the CITY's discretion, additional addenda within the RFP may E occur prior to or after the conference. If additional information is included, addenda will be posted on the CITY's website on April 22, Q 2014. 22 ATTACHM packet Pg.944 f 7.B.a RFQ F-14-31 Parks Maintenance Services QThe CITY will allow CONTRACTORS to submit questions regarding the RFP. All questions must be addressed to Vanessa Sanchez and submitted via email (Sanchez—va @sbcity.org) no later than Thursday, April 17, 2014 at 3:00 p.m. The subject line of the email should read as follows: "INQUIRY regarding RFP F-14-31 — Parks a� Maintenance Services." All answers to inquiries submitted prior to and after the conference will be posted on the City's website (http://www.sbcity.org) by 6:00 pm, on Tuesday, April 22, 2014. There will be no further submission of questions and answers after April 22, 2014. a V. Proposal Description A detailed description of the proposal shall include, but is not limited 3 to the following information: A. Brief overview of the business (include office location [s], number of employees, number of supervisors, etc.); B. Services offered; i C. Proof of Contractor's State License (C-27) and CITY business o license D. References—CONTRACTOR shall provide 3 references from o companies, individuals, or agencies that have used services a within the last 2 years. Please provide contact information such W 4- as: full name, title (if applicable), address, and phone number; 0 E. A detailed statement explaining the CONTRACTOR'S understanding of the CITY's needs; F. A detailed statement explaining how the CONTRACTOR plans to fulfill the CITY's needs based upon the request provided N within the RFP; G. Narrative of proposed day to day operations. Please provide a M detailed plan of activities (work, schedule, time needed to r complete project, percentage of time allocated to perform LL specific duties, etc.); H. An explanation of constraints (if applicable); Q I. A statement clearly indicating the CONTRACTOR has no w current or potential commitments that may adversely affect the CONTRACTOR's assets, line (s) of credit, guarantor letters, a and/or ability to adhere to the terms of agreement with the CITY; Q J. Disclosure indicating no use of a subcontractor (s); K. Proof of general liability insurance of one million dollars E ($1,000,000) or more; L. Prevailing wage estimate with certified payroll form; and a M. All employees must wear standard professional uniforms which clearly identifying the name of the CONTRACTOR. 23 ATTACHM Packet`Pg.945 7.B.a RFQ F-14-31 Parks Maintenance Services Proposals Deadline: April 28, 2014. All proposals shall be submitted and postmarked no later than the date provided. VI. Personnel A. Supervisor CONTRACTOR shall provide and require competent supervisors to be present on job sites at all times while work is performed. M Supervisors must possess adequate technical background, preferably with formal education in ornamental horticultural. N B. Other Personnel CONTRACTOR shall provide sufficient personnel with full capability of completing all tasks promptly and on-time. All work required 3 under this contract should be completed during the regular and prescribed hours mutually agreed by both Parties. All personnel shall be physically able to perform assigned work. All personnel = r shall be United States citizens or legal residents. L CONTRACTOR and other personnel shall exhibit professional and v proper conduct at all times. Personnel shall cause the least possible o annoyance to the public. LL VII. COSTS The CONTRACTOR is required to provide a complete and accurate quote for services. Quotes shall include full compensation for all labor (prevailing wage included), landscape maintenance, tools, equipment, and materials. No additional compensation will be allowed. The quote provided shall be binding for one-hundred N twenty (120) days. Payment for services shall be paid at the proposed/negotiated bid price. M VIII. LENGTH OF CONTRACT The length of this contract shall be for one (1) year with the a U. possibility of two 2) one year extension (s). a Z w U a H a w E U tC r a 24 ATTACHM packet Pg.946 7.B.a RFQ F-14-31 Parks Maintenance Services IX. LICENSES, PERMIT, AND INSURANCE A. License (s) The CONTRACTOR must provide proof of valid licenses including: 1. C-27: Landscaping Contractor license; _ 2. CITY business license permits; and 2 3. Any other approvals legally required to provide the proposed services. All licenses shall be valid and active throughout the tenure of a. this contract. d B. Insurance The CONTRACTOR is required to provide proof of general liability insurance of one million dollars ($1,000,000) or more. The CITY reserves the right to conduct reasonable inquiries regarding the validity of information submitted by the L) CONTRACTOR. o X. RFP SERVICE AGREEMENT REQUIREMENT a Upon acceptance of the RFP, the CONTRACTOR will be W required to sign and agree to terms and conditions provided o within the VENDOR SERVICE AGREEMENT. The final VENDOR SERVICE AGREEMENT pertaining to this RFP will a provide specific information such as: Date of Agreement, W CONTRACTOR Name (s), Compensation and Expenses, Terms/Termination, etc. Terms and conditions included in the VENDOR SERVICE AGREEMENT are not subject to negotiation. The agreement is a. subject to approval by the City Attorney. XI. RESPONSE TIME ¢ The CONTRACTOR shall provide a call service on a 24-hour, w 7 day a week basis. A response time to an emergency or inquiry should be within one hour and not more than two hours. If the CONTRACTOR is unable to respond to an emergency call, the Parks, Recreation and Community Services Director or ¢ his designee, should be notified immediately. a� E w 25 ATTACHM Packet Pg.947 7.B.a RFQ F-14-31 i I Parks Maintenance Services XII. Work Modifications & Inspection During the course of this agreement, new or existing landscape areas may be added or omitted. CONTRACTOR shall be given a fifteen (15) day written notice regarding an addition or omission of landscaped areas. _ d c The CONTRACTOR and Parks, Recreation and Community Services Director or his designee shall be present during inspection of all park site locations prior to acceptance of new landscaped areas. L Payment for maintenance of additional landscaped areas shall a be based upon the contract monthly unit price Additional work may include, but is not limited to the following: a. Replacement of materials due to failures beyond CONTRACTOR's control; U b. Replacement of worn, damaged, vandalized, or stolen .° sprinkler heads, valves, quick couplers, etc.; a c. Additional treatment required for planting or soil amendment as not clearly set forth in this specification; o d. New planting or other installations and special services; y e. Soil or plant testing; f. Remedial landscaping ; and g. Repairs or replacements due to vandalism. XIII. CONTRACTOR NON-COMPLIANCE M Should the Parks, Recreation and Community Services M Director or his designee, recognize any deficiencies in the Nt performance of this agreement; a written notice stating a U. deficiencies will be provided. Deficiencies shall be corrected and completed within the timeframe specified. Q Z If the CONTRACTOR fails to correct deficiencies within the stated time frame, the Parks, Recreation and Community Services Director or his designee will have just cause to: a. Deduct from the CONTRACTOR's payment the amount Q necessary to correct the deficiency; b. Withhold or deduct a partial payment; and/or E c. Terminate the contract and award to second bidder. a Q 26 ATTACHM Packet Pg.948 7.B.a RFQ F-14-31 Parks Maintenance Services m U C m G d r C N SECTION III. CL a� PRICE FORMS a r_ V C U L r O U L O V U. I.f. C, d N N Q� M N M r M r a U. a F- z w x U Q H F- E s U R r r Q 27 ATTACHM Packet Pg. 949 7.13.a w' RFQ F-14-31 Parks Maintenance Services PRICE FORMS REQUEST FOR QUOTES: RFQ F-14-31 DESCRIPTION OF RFQ: Parks Maintenance Services U COMPANY NAME: ADDRESS: 0 L M a. 0 °o PRINT NAME OF AUTHORIZED REPRESENTATIVE a� SIGNATURE L Maintenance of the City of San Bernardino's North Park Sites Exhibit B " L O Monthly a Item Name of Park Park Address Park Price v, # Acreage 0 0 1 Al Guhin Park 3650 Little League Drive 8.0 $ per montl w 2 Blair Park 1466 W. Marshall Blvd. 34.0 $ per montl 3 Freddie Spellacy Park Ash & North Park Blvd. 1.5 $ per montl 4 Harrison Canyon Park 391h and Golden 6.0 $ per montl Cl) 5 Horine Park 3145 Leroy and 3150 Waterman Ave. 5.67 $ per montl co 6 Hudson Park 4365 Park Drive 10.1 $ per montl r 7 Jack Reily Park Norma Lane &Stephanie 0.25 $ per montl u- 8 Littlefield/Shultis Park Buckboard and Kendal Way 15.0 $ per montl 9 Newberry Park 560 Hill Drive 1.53 $ per montl w 10 Newmark Field 3890 Pershing(39th &Severence) 5.02 $ per montl U 11 Ronald Reagan Park Irvington &Chestnut 4.0 $ per montl 12 Rowe Library 108 E. Marshall 0.5 $ per montl Q 13 Tom Gould Park 240 W.40th Street .51 $ per montl cc E 14 Tom Minor Park Irvington & Palm 5.0 $ per montl cc 15 Wildwood Park 536 E.40th Street 24.2 $ per montl Q 16 Hampshire Greenbelt 1167 E.40th Street 3.0 $ per montl TOTAL: $ per montt 28 ATTACHM Packet Pg.950 RFQ F-14-31 Parks Maintenance Services Maintenance of the City of San Bernardino's Central Park Sites Exhibit C U C t0 C U r Item Park Monthly # Name of Park Park Address Acreage Charge 1 Anne Shirrells 1367 N. California Street 12.0 $ per month i ca 2 Delmann Heights Park 2969 N. Flores Street 19.7 $ per month a- m 3 Encanto Park 1180 W. 9th Street 8.9 $ per month 3, r 4 Guadalupe Field 780 Roberds Ave. 2.25 $ per month c 5 Gutierrez Field 14th Street and Mt.Vernon Ave. 1.98 $ per month U L i+ 6 Ninth Street Park 2931 Garner Ave. 3.62 $ per month o U 7 Perris Hill Park 607-1135 E. Highland Ave. 64.4 $ per month o 0 8 Perris Hill Senior Center 780 W. 21st Street 1.0 $ per month U. o: 9 Speicher Park 1535 N.Arden Ave. 28.0 $ per month �°, 10 Campo Santo Memorial Park 2651 "D"Street 5.5 $ per month 11 Boys&Girls Club 1180 9th Street 3.0 $ per month v N Total $ per month M rJ' r U. a F- z w x U a a w E U Rf w Q 29 ATTACHM Packet Pg.951 7.B.a RFQ F-14-31 i E Parks Maintenance Services t Maintenance of the City of San Bernardino's South Park Sites Exhibit D Item Park Monthly # Name of Park Park Address Acreage Charge 1 City Hall 300 North "D" Street 0.5 $ per month m 2 Colony Park 1583 E. Hardwick Drive&Weir Rd 6.4 $ per month 3 Court Street Square 457 Court Street 0.5 $ per month N Y L 4 Fifth Street Senior Center 600 W. 5th Street 0.5 $ per month a a� 5 La Plaza Park 685 Mt. Vernon Ave. 2.04 $ per month 3 6 Lytle Creek Park 380 South "K" Street 17.9 $ per month v 7 Meadowbrook Fields 179 E. Rialto Ave. 4.96 $ per month E 8 Meadowbrook Park 2nd Street&Sierra Way 14.12 $ per month 0 9 Mill Park 503 E. Central Ave. 2.0 $ per month o 4- 10 Nicholson Park 2750 2nd Street 9.52 $ per month 0 W 11 Nunez Park 1717 W. 5th Street 22.04 $ per month o 12 Palm Field 888 E. 6th Street 22.3 $ per month y (D 13 Pioneer Park/Feldheym Library 565 "F"Street 5.0 $ per month M d' 14 Pioneer Memorial Cemetery 211 E. 9th Street 22.0 $ per month M 15 Seccombe Lake Park 160 E. 5th Street 44.0 $ per month 4 16 Villasenor Library 525 North Mt. Vernon Ave. 0.5 $ per month a 17 Parking Structure&Annex 260 North "D" Street .5 $ per month Q 18 Norton Gym/Ballroom 1554 Art Townsend Drive 3.8 $ per month w Total $ per month = U a Q _ m E ca w a 30 ATTACHM packet Pg.952' 7.B.a RFQ F-14-31 Parks Maintenance Services Trash Service of the City of San Bernardino's North Park Sites Daily Item Name of Park Park Address Park Charge # Acreage 1 Al Guhin Park 3650 Little League Drive 8.0 $ per da 2 Blair Park 1466 W. Marshall Blvd. 34.0 $ per da, 3 Freddie Spellacy Park Ash & North Park Blvd. 1.5 $ per da, g 4 Harrison Canyon Park 39t"and Golden 6.0 $ per da L M 5 Horine Park 3145 Leroy and 3150 Waterman Ave. 5.67 $ per da, (- 0 6 Hudson Park 4365 Park Drive 10.1 $ per da, 3 7 Jack Reily Park Norma Lane &Stephanie 0.25 $ per da, U 8 Littlefield/Shultis Park Buckboard and Kendal Way 15.0 $ per da, 9 Newberry Park 560 Hill Drive 1.53 $ per da, L r 10 Newmark Field 3890 Pershing(39th &Severence) 5.02 $ per da, o U 11 Ronald Reagan Park Irvington &Chestnut 4.0 $ per da, o w 12 Rowe Library 108 E. Marshall 0.5 $ per da, a 13 Tom Gould Park 240 W.40th Street .51 $ per da, W 0 I 14 Tom Minor Park Irvington & Palm 5.0 $ per da, 4 15 Wildwood Park 536 E.40th Street 24.2 $ per da, (n o! 16 Hampshire Greenbelt 1167 E. 40th Street 3.0 $ per da, •• M TOTAL: $ v N M M d' r a U- a z W x U Q H F— Q E t v to .r Q 31 ATTACHM Packet Pg.953' 7.B.a RFQ F-14-31 Parks Maintenance Services i Trash Service of the City of San Bernardino's Central Park Sites Item Park Daily # Name of Park Park Address Acreage Charge 1 Anne Shirrells 1367 N. California Street 12.0 $ per day U 2 Delmann Heights Park 2969 N. Flores Street 19.7 $ per day = m 3 Encanto Park 1180 W. 9th Street 8.9 $ per day 4 Guadalupe Field 780 Roberds Ave. 2.25 $ per day � L 5 Gutierrez Field 14th Street and Mt. Vernon Ave. 1.98 $ per day a v 6 Ninth Street Park 2931 Garner Ave. 3.62 $ per day 7 Perris Hill Park 607-1135 E. Highland Ave. 64.4 $ per day v a� 8 Perris Hill Senior Center 780 W. 21st Street 1.0 $ per day R L 9 Speicher Park 1535 N.Arden Ave. 28.0 $ per day o U 10 Campo Santo Memorial Park 2651 "D" Street 5.5 $ per day o Cl 11 Boys&Girls Club 1180 9th Street 3.0 $ per day u_ Total $ ° 3 N Cl) d' N M r M d' r a. U. Ix a Z w U a H H a w _ E a 32 ` ATTACHM Packet Pg.954 l.B.a RFQ F-14-31 Parks Maintenance Services Trash Service of the City of San Bernardino's South Park Sites Item Park Daily # Name of Park Park Address Acreage Charge 1 City Hall 300 North "D" Street 0.5 $ per day Z 2 Colony Park 1583 E. Hardwick Drive&Weir Rd 6.4 $ per day m w _ 3 Court Street Square 457 Court Street 0.5 $ per day 4 Fifth Street Senior Center 600 W. 5th Street 0.5 $ per day a. 5 La Plaza Park 685 Mt.Vernon Ave. 2.04 $ per day 6 Lytle Creek Park 380 South "K" Street 17.9 $ per day U c 7 Meadowbrook Fields 179 E. Rialto Ave. 4.96 $ per day U R L 8 Meadowbrook Park 2nd Street&Sierra Way 14.12 $ per day o U L 9 Mill Park 503 E. Central Ave. 2.0 $ per day 4° CJ U- 10 Nicholson Park 2750 2nd Street 9.52 $ per day X 0 IL N 11 Nunez Park 1717 W. 5th Street 22.04 $ per day 3 N G1 12 Palm Field 888 E. 6th Street 22.3 $ per day M rJ' 13 Pioneer Park/Feldheym Library 565 "F" Street 5.0 $ per day M 14 Pioneer Memorial Cemetery 211 E.9th Street 22.0 $ per day 15 Seccombe Lake Park 160 E. 5th Street 44.0 $ per day LL Q 16 Villasenor Library 525 North Mt. Vernon Ave. 0.5 $ per day z w 17 Parking Structure&Annex 260 North "D" Street .5 $ per day = U H 18 Norton Gym/Ballroom 1554 Art Townsend Drive 3.8 $ per day � Q Total $ c d E U fC r Q 33 ATTACHM Packet Pg.955 7.B.a RFQ F-14-31 Parks Maintenance Services Restroom Maintenance Service of the City of San Bernardino's South Park Sites Item Park Monthly # Name of Park Park Address Acreage Charge 1 City Hall 300 North "D" Street 0.5 $ per month m 2 Colony Park 1583 E. Hardwick Drive&Weir Rd 6.4 $ per month 3 Court Street Square 457 Court Street 0.5 $ per month L 4 Fifth Street Senior Center 600 W. 5th Street 0.5 $ per month °- m 5 La Plaza Park 685 Mt.Vernon Ave. 2.04 $ per month U 6 Lytle Creek Park 380 South "K" Street 17.9 $ per month c 7 Meadowbrook Fields 179 E. Rialto Ave. 4.96 $ per month c 0 8 Meadowbrook Park 2nd Street&Sierra Way 14.12 $ per month U L 0 4- 9 Mill Park 503 E. Central Ave. 2.0 $ per month O Q! 4- 10 Nicholson Park 2750 2nd Street 9.52 $ per month 0 11 Nunez Park 1717 W. 5th Street 22.04 $ per month 12 Palm Field 888 E. 6th Street 22.3 $ per month M N M 13 Pioneer Park/Feldheym Library 565 "F"Street 5.0 $ per month T M IT 14 Pioneer Memorial Cemetery 211 E. 9th Street 22.0 $ per month `" c. U- W 15 Seccombe Lake Park 160 E. 5th Street 44.0 $ per month Q H 16 Villasenor Library 525 North Mt. Vernon Ave. 0.5 $ per month w x 17 Parking Structure&Annex 260 North "D" Street .5 $ per month U Q h H 18 Norton Gym/Ballroom 1554 Art Townsend Drive 3.8 $ per month Q c Total $ E :a w a 34 ATTACHM Packet'Pg.956 7.B.a RFQ F-14-31 Parks Maintenance Services Restroom Maintenance Service of the City of San Bernardino's Central Park Sites Item Park Monthly # Name of Park Park Address Acreage Charge 1 Anne Shirrells 1367 N. California Street 12.0 $ per month = m c 2 Delmann Heights Park 2969 N. Flores Street 19.7 $ per month 3 Encanto Park 1180 W. 9th Street 8.9 $ per month cLc o. 4 Guadalupe Field 780 Roberds Ave. 2.25 $ per month 3 5 Gutierrez Field 14th Street and Mt.Vernon Ave. 1.98 $ per month U 6 Ninth Street Park 2931 Garner Ave. 3.62 $ per month 0 L i+ 7 Perris Hill Park 607-1135 E. Highland Ave. 64.4 $ per month V L 0 8 Perris Hill Senior Center 780 W. 21st Street 1.0 $ per month C� w 9 Speicher Park 1535 N.Arden Ave. 28.0 $ per month o U) 10 Campo Santo Memorial Park 2651 "D"Street 5.5 $ per month U) m 11 Boys&Girls Club 1180 9th Street 3.0 $ per month M N Total $ Cl? r a w W- Q z w x U Q h N Q c d E 0 cts a C 35 ATTACHM Packet Pg.957' l.B.a RFQ F-14-31 Parks Maintenance Services Restroom Maintenance Service of the City of San Bernardino's North Park Sites Monthly Item Name of Park Park Address Park Charge # Acreage 1 Al Guhin Park 3650 Little League Drive 8.0 $ per montl c 2 Blair Park 1466 W. Marshall Blvd. 34.0 $ per montl W L 3 Freddie Spellacy Park Ash & North Park Blvd. 1.5 $ per montl a Q 4 Harrison Canyon Park 39th and Golden 6.0 $ per montl U 5 Horine Park 3145 Leroy and 3150 Waterman Ave. 5.67 $ per montl c 6 Hudson Park 4365 Park Drive 10.1 $ per montl tom° c 0 7 Jack Reily Park Norma Lane&Stephanie 0.25 $ per montl U O 8 Littlefield/Shultis Park Buckboard and Kendal Way 15.0 $ per montl LL C1 9 Newberry Park 560 Hill Drive 1.53 $ per montl o .r 10 Newmark Field 3890 Pershing (39th &Severence) 5.02 $ per montl CD 11 Ronald Reagan Park Irvington &Chestnut 4.0 $ per montl v N M 12 Rowe Library 108 E. Marshall 0.5 $ per montl `� T M 13 Tom Gould Park 240 W.40th Street .51 $ per montl qTT a LL 14 Tom Minor Park Irvington & Palm 5.0 $ per montl Q N 15 Wildwood Park 536 E.40th Street 24.2 $ per montl w 16 Hampshire Greenbelt 1167 E.40th Street 3.0 $ per montl Q TOTAL: $ Q c d E a r& 36 ATTACHM Packet Pg.958 RFQ F-14-31 Parks Maintenance Services APMOL Equipment Rates for Maintenance of the City of San Bernardino's Park Sites and Amenities Item Equipment Hourly Rate Explanation No. 1. m 2 U _ fC 3. _ m 4. _ 5. t° 6. Y L 7. a 8. 9• 3 10. c1 a� _ m L .V _ 0 U L 0 W Total U- cn Labor Rates for Maintenance of the City of San Bernardino's Park Sites and Amenities N a� Item Labor Classification Hourly Rate Explanation d No. N 1. 2. Cl) 4 3. •- a 4. w a! 5. Q 6. E' z 7 w 8. _ U 9. 10. F' Q r d E U r Q Total 37 ATTACHM packet Pg. 959 i 7.B.a RFQ F-14-31 Parks Maintenance Services Percentage Mark up of Materials&Supplies for Maintenance of the City of San Bernardino's Park Sites and Amenities Item Material &Supplies Percentage Explanation No. Mark-up CD C 2. C d 3. c 4. g 5. ,mac i 6. f6 a. 7. 8. 9. v 10. a� c w U cc L i+ 0 U L 0 4� U. 1f.. Total 0 0 N ANNUAL PURCHASE ORDER M Effective on or about July 1, 2014 through June 30, 2015 plus two (2) one-year renewal N options, for City's requirements. r M IT Option year one, if exercised, shall be effective July 1, 2015 through June 30, 2016. Option year two, if exercised, shall be effective July 1, 2016 through June 30, 2017. LL Actual option year pricing shall be negotiated with the successful Bidder(s) prior to r¢— exercising of any given option year. Option years shall become effective only upon w issuance by the City of a duly authorized Purchase Order. _ U Are there any other additional or incidental costs, which will be required by your firm in order to meet the requirements of the Technical Specifications? Yes / No (circle a one). If you answered "Yes", please provide detail of said additional costs: E s U r E 38 ATTACHM Packet Pg. 960 RFQ F-14-31 Parks Maintenance Services Please indicate any elements of the Technical Specifications that cannot be met by your firm: a� _ w _ Have you included in your bid all informational items and forms as requested? Yes / No (circle one). If you answered "No", please explain: o. 3 a U _ v L _ This offer shall remain firm for 120 days from RFQ close date. U Terms and conditions as set forth in this RFQ apply to this bid. o a Cash discount allowable: % days; unless otherwise stated, payment W terms are: Net thirty (30) days. o w In signing this bid, Bidder warrants that all certifications and documents requested herein are attached and properly completed and signed. M From time to time, the City may issue one or more addenda to this RFQ. Below, M please indicate all Addenda to this RFQ received by your firm, and the date said r Addenda was/were received. a. U- Verification of Addenda Received: a z Addenda No: Received on: U Addenda No: Received on: a Addenda No: Received on: aD E a 39 ATTACHM packet Pg.961 RFQ F-14-31 Parks Maintenance Services AUTHORIZED SIGNATURE: PRINT SIGNER'S NAME & TITLE: _ DATE SIGNED: _ _ COMPANY NAME & ADDRESS: m PHONE: m a FAX: a EMAIL: U w IF SUBMITTING A "NO BID", PLEASE STATE REQSON(S) BELOW: _ 0 U 0 c� u- w o N M N M r M d. r a U. Q H Z W U Q F Q _ v Q 40 ATTACHM Packet Pg. 962 RFQ F-14-31 Parks Maintenance Services SUBCONTRACTOR'S LIST As required by California State Law, the General Contractor bidding will hereinafter state the subcontractor who will be the subcontractor on the job for each particular trade or subdivision of the work in an amount in excess of one-half of one percent of the General Contractor's total bid and will state the firm name and principal location of the = mill, shop, or office of each. If a General Contractor fails to specify a subcontractor, or if he specifies more than one subcontractor for the same portion of work to be performed under the contract in excess of one-half of one percent, he agrees that he is fully U) qualified to perform that portion himself and that he shall perform that portion himself. a. m v DIVISION OF NAME OF FIRM OR LOCATION WORK OR CONTRACTOR CITY TRADE w v L 0 U L 0 V N_ It N O N r 7 fA d M N M Print Name Signature of Bidder M v r a W Company Name: a z Address: W U a REJECTION OF BIDS a The undersigned agrees that the City of San Bernardino reserves the right to reject any or all bids, and reserves the right to waive informalities in a bid or bids not affected by E law, if to do seems to best serve the public interest. a 41 ATTACHM Packet Pg. 963 7.B.a RFQ F-14-31 Parks Maintenance Services NON - COLLUSION AFFIDAVIT TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO In accordance with Title 23, United States Code, Section 112, the undersigned hereby states, under penalty of perjury: a w That he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken action in restraint of free competitive bidding in connection with RFQ F-14-31. a CD -c a Business Name v Business Address Signature of bidder X v° 0 w- a u. Ix 4- 0 Place of Residence CD Subscribed and sworn before me this day of , 20 N M r Notary Public in and for the County of State of California. a. U. My commission expires: 20 Q F- z w � U � H d c E U fC r Q 42 ATTACHM packet Pg.964 7.B.a RFQ F-14-31 Parks Maintenance Services SECTION IV. GENERAL SPECIFICATIONS L a. d w iv a� _ L i+ _ O U L O LL LY O N N G1 M et N M r M V. r d. U- a z w x U Q N N Q w _ d E t v ca .r r Q 43 ATTACHM Packet Pg. 965 7.B.a RFQ F-14-31 Parks Maintenance Services 9 IV. GENERAL SPECIFICATIONS 1. Each proposal shall be in accordance with Request for Quote (RFQ) F-14-31. All specifications are minimum. Offeror(s) are expected to meet or exceed these specifications as written. Offeror(s) shall attach to their proposal a complete detailed itemization and explanation for each and every deviation or variation from the RFQ = specifications and requirements. Conditional Quotes, or those that take exception to the RFQ specifications and requirements, may be considered non-responsive and may be rejected. 2. The City reserves the right to accept or reject any and all Quotes and to award a contract to the Offeror(s) whom best meets the City's requirements. This may include waiver of minor irregularities or discrepancies, or nonconformity to specifications in appropriate circumstances. Purchase shall be on a best buy basis after due consideration of all relevant factors, including but not limited to, workmanship, accessibility of parts and service, known evidence of manufacturer's = responsibility and record, durability and known operational record of product and suitability as well as conformity to City needs and requirements. In all cases the best interest of the City shall prevail in all contract awards. v 3. The City of San Bernardino reserves the right to purchase more or less than the quantities specified at unit prices proposal. a 4. Quotes shall be firm offers, subject to acceptance or rejection within 120 days W minimum of the opening thereof. 5. Regular dealer. No Offeror(s) shall be acceptable who is not a reputable manufacturer or dealer of such items as submitted for proposal consideration. 6. All materials, workmanship and finish entering into the construction of the equipment W must be of the best of these respective kinds and must conform to the character of the equipment and the service for which it is intended to be used and shall be M produced by use of the current manufacturing processes. "Seconds", factory rejects, M and substandard goods are not acceptable. 7. Each Offeror(s) shall submit with their proposal a copy of the proposed product LL specifications, complete detailed drawings, and other descriptive matter in sufficient detail to clearly describe the equipment, materials and parts offered. Q s. Manufacturer and/or Contractor shall defend any and all suits and assume all liability z for any and all claims made against the City of San Bernardino or any of its officials or agents for the use of any patented process, device or article forming a part of equipment or any item furnished under the contract. 9. Each Offeror(s) must state in their proposal the guaranteed delivery date of product and/or services in number of calendar days from the date of contract execution by the City of San Bernardino, time is of the essence relative to this contract. Contractor E shall prosecute the work continuously and diligently and shall deliver the items at the earliest possible date following the award of the contract. w lo. Each Offeror(s) shall list in their proposal all factory, manufacturer's and/or dealer's a warranty and/or guarantee coverage and shall submit such written documents evidencing the same attached to the proposal. 44 ATTACHM Packet Pg.966 7.B.a RFQ F-14-31 Parks Maintenance Services 11. Successful Offeror(s) (Contractor) shall furnish and deliver to the City complete equipment as proposed and awarded, ready for installation and fully equipped as detailed in these specifications. 12. Price shall be quoted F.O.B. San Bernardino (all transportation charges shall be fully prepaid), and shall include all discounts. Proposal shall include California sales tax, where applicable, (effective January 1, 2013) computed at the rate of 8.25%, this c will normally be shown as a separate line item on the price form. _ 13. City shall make payment within thirty (30) days after the complete delivery and acceptance of the specified items by the City of San Bernardino and receipt of the Contractor's priced invoice. Y 14. All "standard equipment" is included in any proposal. OFFEROR(S) furnishing Quotes under these specifications shall supply all items advertised as "standard" equipment even if such items are not stipulated in the specifications, unless 3 otherwise clearly excepted in the proposal. r 15. The items which the Offeror(s) proposes to furnish the City must comply in all v respects with the appropriate safety regulations of all regulatory commissions of the Federal Government and the State of California, whether such safety features and/or items have been specifically outlined in these specifications or not. 16. Contractor delivering equipment pursuant to these RFQ specifications shall U guarantee that equipment meets specifications as set forth herein. If it is found that o equipment delivered does not meet requirements of these specifications the a Contractor shall be required to correct the same at their own expense. W I 17. By submitting a proposal, each Offeror(s) agrees that in the event complete delivery o is not made within the time or times set forth pursuant to this specification, damage will be sustained by the City, and that it is, and will be impractical and extremely difficult to, ascertain the actual damage which the City will sustain in the event of and by reason of such delay. 18. In case the delivery of the items under this contract is delayed due to strikes, injunctions, government controls, or by reason of any cause or circumstance beyond the control of the Contractor, the time for delivery may be extended (in the City's sole discretion) by a number of days to be determined in each instance by mutual a U. written agreement between the Contractor and the Purchasing Division of the City of San Bernardino. The City shall not unreasonably refuse such extension. a 19. Contract. Each proposal shall be submitted and received with the understanding that F- ig. by the City of San Bernardino of proposal in response to this solicitation shall constitute a contract between the Contractor and the City. This shall bind the Contractor to furnish and deliver at the prices proposed and in complete accordance with all provisions of RFQ F-14-31. In most cases the basis of award will be the a City's standard purchase order that may or may not incorporate this solicitation by reference. E E r a C 45 ATTACHM Packet Pg.967 RFQ F-14-31 Parks Maintenance Services 20. Prohibited interest. No member, officer, or employee of the City or of any agency of the City during his tenure or for one year thereafter shall have any interest, direct or indirect in this contract or the proceeds thereof. Furthermore, the parties hereto covenant and agree that to their knowledge no board member, officer or employee of the City has any interest, whether contractual, non-contractual, financial or otherwise, in this transaction, or in the business of the contracting party other than the City, and that if any such interest comes to the knowledge of either party at any = time, a full and complete disclosure of all such information will be made in writing to the other party or parties, even if such interest would not be considered a conflict of interest under Article 4(commencing with Section 1090) or Article 4.6 (commencing with Section 1120) of Division 4 of Title I of the Government Code of the State of California. °' a� 21. One Document. These specifications, the Request for Quotes, RFQ F-14-31, the Contractor's proposal, any written agreement executed by the parties, the purchase Y order and all documents referred to in the complete specifications and purchase order, and all written modifications of said documents shall be construed together as = one document. Anything called for in any one of said documents shall be deemed to be required equally as if called for in all. Anything necessary to complete the work properly shall be performed by the contractor, whether specifically set out in the contract or not. All sections of the specifications shall be read as constituting a whole o and not as an aggregation of individual parts, and whatever is specified in one a section shall be construed as applying to all sections. o! 22. The City of San Bernardino reserves the right to accept or reject any and all Quotes. o 23. Prompt payment. Each Offeror(s) may stipulate in their proposal a percentage prompt payment discount to be taken by the City in the event the City makes payment to the Contractor within ten (10) working days of receipt of material and approval of invoice. For the purpose of this provision, payment is deemed to be made on the date of mailing of the City check. NOTE: prompt payment discounts M will only be used during proposal evaluation in the case of ties. M 24. Inquiries. Technical questions may be sent via fax to 909-384-5043, or email: sanchez va(@.sbcitV.org. The answers to material questions will be provided in a writing by Addendum(s) to all potential Offeror(s) by a posting to the City's website. 25. Proposal/Fee Schedules. No proposal will be acceptable unless fees/prices are a submitted on the pricing forms furnished by the contractor hereon, and all required z LU forms are completed and included with proposal. Deliver all Quotes, SIGNED and SEALED, to the Finance Department at 300 North "D" Street, 4th Floor, City Hall, San Bernardino, California 92418. CLEARLY MARK THE RFQ SPECIFICATION TITLE: Parks Maintenance Services RFQ F-14-31 ON THE OUTSIDE OF THE a ENVELOPE. 26. Time. All Quotes must be received in the Purchasing Division no later than 3:00 E PM, PST, April 28, 2014, where at such time and said place Quotes will be publicly opened, examined and declared. Any proposal may be withdrawn by Offeror(s) prior .2 to the above scheduled time for the opening of Quotes. Any proposal received after that time and date specified shall NOT be considered. 46 ATTACHM packet Pg.968 7.B.a RFQ F-14-31 Parks Maintenance Services 27. The City of San Bernardino reserves the right at its own discretion to award separate contracts for each category, or to award multiple contracts, or to award one contract for furnishing and delivering of all equipment and/or services in all categories. 28. Equipment. In the purchase of equipment, Contractor shall be required to furnish one (1) OPERATORS MANUAL and one (1) PARTS MANUAL for all equipment Quotes. U 29. In submitting a proposal to a public purchasing body, the Offeror(s) offers and agrees that if the proposal is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (U.S.C. Sec 15) or under the Cartwright Act (Chapter 2, commencing (n with Section 16700 of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Offeror(s) for sale to °'CD the purchasing body pursuant to the proposal. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the Offeror(s). v 30. Contractor shall indemnify, defend and hold City, its officers, employees and agents harmless from any claim, demand, liability, suit, judgment or expense (including, without limitation, reasonable costs of defense) arising out of or related to Contractor's performance of this agreement, except that such duty to indemnify, c°> defend and hold harmless shall not apply where injury to person or property is o caused by City's willful misconduct or sole negligence. The costs, salary and a expenses of the City Attorney and members of his office in enforcing this Agreement on behalf of the City shall be considered as "attorney's fees" for the purposes of this o paragraph. 31. While not restricting or limiting the foregoing, during the term of this Agreement, Contractor shall maintain in effect policies of comprehensive public, general, and automobile liability insurance, in the amount of$1,000,000 combined single limit, and statutory worker's compensation coverage, and shall file copies of said policies with the City's Risk Division prior to undertaking any work under this Agreement. The M policies shall name the City as an additional insured and shall provide for ten- (10) �r day notification to the City if said policies are terminated or materially altered. 32. FAITHFUL PERFORMANCE BOND. Not required. U_ Payable ie the Gity of 8---- _88.r.m.a.rd-inne equal Q ° z c� So-e-tion 24001 and the oeFpaFati a On iss-ii, bond shall have a rating On BeSt'S MOSt FeGent iRSL1ranGe guide ef"A" oF better. a 33. Written contract documents, duly authorized and signed by the appropriate authority, constitute the complete and entire agreement(s) that may result from the RFQ. E 34. The City may, at its discretion, exercise option year renewals for up to four (4) years, in one-year increments. r a 47 ATTACHM Packet Pg.969 7.B.a s RFQ F-14-31 Parks Maintenance Services 35. By submitting a proposal, Offeror(s) warrants that any and all licenses and/or certifications required by law, statute, code or ordinance in performing under the scope and specifications of this RFQ are currently held by Offeror(s), and are valid and in full force and effect. Copies or legitimate proof of such licensure and/or certification shall be included in Offeror(s)'s response. Quotes lacking copies = and/or proof of said licenses and/or certifications may be deemed non- responsive and may be rejected. M 36. Once the award has been made and prior to the commencement of the job, the City's Municipal Code (M.C. 5.04.005) requires that a Business doing business with the City, obtain and maintain a valid City Business Registration Certificate during the term of the Agreement. 37. Vendor (Contractor)/ Consultant services agreement(s) (VSA/CSA). A signed vendor/Consultant service agreement may be required between both parties prior to commencement of the job. FU 0 U 0 a U- 0 N GI M N M r M r a U- fy a I w CD x U d F C Q E f r i a i f 48 ATTACHM packet Pg.970 7.B.b Division Management Options Option 1: Option 2: Keep Parks Maintenance and Contract North Contract Parks Maintenance Division and v & South Park Sites Maintenance of Citywide Parks • Appropriate additional funding for Parks • Issue Vendor Service Agreements with two Maintenance Division. landscape maintenance corporations 1. Total proposed budget: $4.5 mil 1. Suggested Vendors 2. Approximately$850,000 for landscape a. Inland Empire, Inc. contracts b. RP Landscape, Inc. a 3. Personnel: $1.3 mil 4. Maintenance&Operations: $370,000 • Total proposed budget: $3.2 mil 1. Personnel: $538,000 • Additional funding will cover the following 2. Maintenance&Operations: $89,700 expenditures: 3. Contract Services: $1.2 mil 1. Salaries (16 FTE) Y 2. Benefits • Reduce Parks Maintenance Division 3. Maintenance&Operations 1. Reduce division to six (6)FTE's 4. Contracts a. See proposed organizational chart 0 cY a. Landscape Contracts (Attachment D) U- W i. Inland Empire, Inc. 2. Parks Maintenance Division Manager ii. RP Landscape, Inc. will transition into project management n • Parks Maintenance Division will maintain all a. Oversee CDBG/CIP projects Central Park Sites 3. Parks Maintenance Division will fill CC, vacant Parks Maintenance Supervisor • Parks Maintenance Division will fill vacant position M Parks Maintenance Supervisor positionFill vacant position of Parks Maintenance Supervisor a 0 r • Parks Maintenance Division will implement attrition. a� a, 1. As staff retires, additional parks maintenance acreage will be reassigned to contracted vendors = _a f N_ I ' m H Z W f � Q H H Q C d E U Y Q ATTACHMENT B Packet Pg. 971 CITY OF SAN BERNARDINO,CALIFORNIA CITY OF SAN BERNARDINO,CALIFORNIA BUDGET ESTIMATES FY 14-15 BUDGET ESTIMATES FY 14-15 7•B•c OPTION 1:KEEP PARKS MAINTENANCE/CONTRACT NORTH&SOUTH PARK SITES OPTION 2:CONTRACT OUT PARKS MAINTENANCE DIVISION Account Number Description FY 14-15 Account Number Description FY 14-1` Estimates Estimate TMENT:PARKS MAINTENANCE DEPARTMENT:PARKS MAINTENANCE JNEL PERSONNEL _.RTES SALARIES 5011 Salaries perm/fulltime 918,071 5011 Salaries perm/fulltime 315,22 5012 Special Salaries - 5012 Special Salaries 60 (I 5013 Auto Allowance 5,700 5013 Auto Allowance 5,70 C3 C 5014 Salaries temp/parttime - 5014 Salariestemp/parttime 93,00 C 5015 Overtime 35,000 5015 Overtime 35,00 y 5018 Vacation Pay - 5018 Vacation Pay - C TOTAL:Salaries 958,771 TOTAL:Salaries 449,52 .V BENEFITS BENEFITS 2 5024 PERS retirees health 5024 PERS retirees health U) 5026 PERS retirement 173,479 5026 PERS retirement 59,56 �• M 5027 Health and Life Ins. 146,111 5027 Health and Life Ins. 44,53 C. 5028 Unemployment Ins. 2,754 5028 Unemployment Ins. 94 0) 5029 Medicare 13,312 5029 Medicare 4,57 3 TOTAL:Benefits 335,656 TOTAL:Benefits 109,61 TOTAL:Salaries&Benefits 1,294,427 TOTAL:Salaries&Benefits 559,13 U MAINTENANCE&OPERATIONS MAINTENANCE&OPERATIONS I) 5111 Materials&Supplies 300,000 5111 Materials&Supplies 75,00 E- 5112 Small tools&equipment 10,000 5112 Small tools&equipment 7,20 V 5114 Raw foods 5114 Raw foods - a0. r+ 5121 Advertising - 5121 Advertising - C 5122 Dues and subscriptions 4,600 5122 Dues and subscriptions 20 O U 5131 Mileage - 5131 Mileage - L 5132 Meetings&conferences 5,600 5132 Meetings&conferences - 0 5133 Education&training 4,400 5133 Education&training 1,00 (tY 5161 Insurance premiums - 5161 Insurance premiums - U. 5171 Rentals 25,000 5171 Rentals 3,00 w 5172 Equipment maintenance 15,000 5172 Equipment maintenance 3,00 O 5173 Outside vehicle maint. - 5173 Outside vehicle maint. - to 5174 Printing charges 5,000 5174 Printing charges 30 5175 Postage 1,000 5175 Postage - N d 5176 Copy machine charges - 5176 Copy machine charges fY 5181 Other operating expenses 5181 Other operating expenses 5186 Civic and promotional 5186 Civic and promotional 5193 Grant Match - 5193 Grant Match N M TOTAL:Maintenance&Operations 370,600 TOTAL:Maintenance&Operations 89,70 CONTRACT SERVICES CONTRACT SERVICES N CD 5502 Professional/contractual services 50,000 5502 Professional/contractual services 35,00 �0 5505 Other professional services 50,000 5505 Other professional services 35,00 z CIO 5506 Landscape contracts 750,000 5506 Landscape contracts 1,200,00 d 5507 Facilities services - 5507 Facilities services - TOTAL:Contract Services 850,000 TOTAL:Contract Services 1,270,00 M C INTERNAL SERVICE CHARGES INTERNAL SERVICE CHARGES 4) 5601 Garage charges 75,000 5601 Garage charges 37,30 C 5602 Workers Compensations 52,468 5602 Workers Compensations 19,93 M 5603 Liability 88,314 5603 Liability 14,50 5604 IT charges in-house 95,894 5604 IT charges in-house 76,12 (A 5605 Telephone support 70,192 5605 Telephone support 15,26 a' M 5606 Electric 751,994 5606 Electric 292,53 d 5607 Gas - 5607 Gas 15,71 5608 Water,sewer,geothermal 699,000 5608 Water,sewer,geothermal 699,80 5612 Fleet charges-fuel 80,000 5612 Fleet charges-fuel 48,69 z TOTAL:Internal Service Charges 1,912,862 TOTAL:Internal Service Charges 1,219,88 W CAPITAL OUTLAY 2 CAPITAL OUTLAY 5704 Miscellaneous Equipment 100,000 5704 Miscellaneous Equipment 40,00 U 5706 Alterations and renovations - 5706 Alterations and renovations - TOTAL:Capital Outlay TOTAL:Capital Outlay X00 Q TOTAL:Non-Personnel Expenses 3,233,462 TOTAL:Non-Personnel Expenses 2,619,58 DEPARTMENT TOTAL:PRCS 4,527,889 DEPARTMENT TOTAL:PRCS 3,178,72 = d E U f4 Q Packet Pg. 972 Builoeiluoo jol • Bio •. •r• , I iV :lu9wqDeIIV Cl) u IL 0 J L a� ao c� o rl d Q • • N = Q i U V � Q fB � J _ • • sVed ap!mAl!:) Buipei}uoo aol b_A21 jo sl!nseN : £tiZ£) jaa4S tiewwnS p!8 -3 1N3WH3VII V :;uawyoe};y m °> r: a _m o a x O O N O an a°; O O 00 O O 00 O U 4) O M O r 0) 00 O w al 't O 00 O Q _ � LO 00 1 O 14 O m LT LO O N E ? 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N M So why is Valley-Wide Recreation and Park District a full contract maintenance organization?Bottom line is u) contracting is the best use of available resources and it saves money. Simply put,workers compensation, a retirement, vacations, sick leave, liability, equipment acquisition, and consistent maintenance standards are expensive. It is hard to argue with the facts. Valley-Wide maintains over 1,000 acres of developed parks. a Agencies of similar size would have 40 to 60 full time maintenance employees plus administrators. That's 80 a) weeks of vacations and 80 weeks of sick leave just to start. When you add those costs plus additional 0 7 benefits, you can start to see the case for contract services. Besides you can fire a contractor without the fear of wrongful termination or protection from labor laws that are gaining more and more support in our legislature. Z Early on Valley-Wide's Board of Directors recognized our strengths as a recreation programming organization and not a maintenance and repairs organization. To address this issue it was evident that we needed to = contract a majority of our maintenance responsibilities to the professionals freeing ourselves to provide the Q programming and services our community expects from recreation professionals. a In parks and recreation it is important to have well maintained facilities yet still have control of quality and functions. With employees, the hammer is not as big when you consider policies and procedure with progressive discipline. Contractors do not have to be as concerned with proper procedure, if you don't like it, _ change it, if the contractor is not meeting expectations, get a new one. Private industry is well schooled in mowing, blowing and going. Quality of maintenance is preserved by good standards and a system of checks Q and balances. It is important to specify that some maintenance will still need to be done in house. In our case Valley-Wide has grown from one park in 1985 to 66 parks in 2008. The core maintenance staff remains, but they are now inspectors, contract monitors, and field preparation specialists who take pride in quality assurance. Their roles are less apt to utilize workers compensation and more apt to save on liability claims. ATTACHM http://www.cprs.org/index.php?view=article&catid=249%3A2009-magazine-articles&id=... Packet Pg.977 �..----- $--VAWAA%,' i"Ell✓ v 7.B.g i I This is not to say that our agency did not start out with staff to maintain parks but as we evolved from a three I park system into a system with 66 parks the transition to contract maintenance was a natural course to take. As you add a 5 or 10 acre park, is it necessary to add to maintenance staff? Yes and no, but with one employee for every 15 acres of turf the decision to add an employee for five acres weighs the question: do I want to add an employee with the expectation that we will add additional acreage or do we contract out the maintenance of all future parks, thereby eliminating the need to hire additional staff? The result was simple— no need for additional staff if maintenance can be contracted out. Over the past fifteen years our system has grown from three parks to 66 parks and seven community centers. Recreation staff is flourishing as programs expand and parks get heavy community use. The winner in the end is the community. _ m Technology has played a strong role in our ability to manage irrigation,scheduling and power consumption for our lighted bail fields, tennis courts and soccer fields. We began mandating specific equipment in our parks standardizing all the fixtures that make parks work. We have installed Calsense controls for all our irrigation systems and Musco lighting solutions for all our parks. This gives us real time programmable systems for our ca parks that we can do from an office, home or any other place with an internet connection. Standardization n. takes planning but ultimately saves time, money and man hours to maintain a park facility for the community. Similar organizations to Valley-Wide pay three to four times more in workers compensation rates while eating up operational dollars which otherwise could go to deferred maintenance and recreation programming. $36,000 on an annual basis for workers comp as opposed to$165,000 is a considerable amount. When you weigh in 13% for retirement and 18%for medical the numbers start to add up to over a$1,000,000 million v dollars in savings on an annual basis for an organization our size. The argument will always go to employees taking a greater ownership in maintaining their local parks but the reality is that when an employee is sick or on vacation some maintenance is delayed or not done at all. A contractor, however, will get the job done on a v consistent basis whether or not someone is ill or on vacation. Plus those same maintenance workers still live o in the community except they are not public employees, but they are individuals working for private a enterprise. When one steps back and takes a look at the whole picture, the tax payers are the ones that U. benefit most. By contracting you pay no workers compensation, no sick leave, no vacations, no retirement, no health benefits, no liability insurance, and no equipment acquisition cost. All of these are transferred to private o enterprise and the savings gives an agency more flexibility in recreation programming. That is not to say that the contractor doesn't pay well but they are able to keep better control and are less regulated than N government agencies. tY Bottom line is a comparison of similar size budgets of agencies proves the point, contracting saves money. Granted liability is based on budget, but workers comp is based on loss module which is definitely affected by C the number of employees, compared to facilities to maintain. A sampling of agencies is the clearest indication that contract maintenance saves valuable tax dollars. °' v Premiums Paid For Liability And Workers Comp o Workers Park District _M00—__Liability- Assts._.Corou.Budget U CoachdlaValle1 K677,A75 $133,162 114,000,000 $132,W.) t- Vallep ide 8,324,687 127,870 21,G77,000 36,965 Z W Ccrdara 7,073,000 10+9,000 30,1X-0.000 165,000 � GraaWvaDejD 5,050,0{1+3 18,760 23,202,000 100,331 = ?unrise 9,137,00) 140,000 27,ilO,000 104,000 t"'7 Q Chia? 4.315,00 67.0) 13;}71.000 80,C#X) In all of the agencies, the premium for workers compensation far exceeds the liability premium, except for m Valley-Wide. The reason?Contract maintenance saves money and allows agencies to expand services and E Z facilities. There is a benefit to contracting maintenance services. The numbers speak for themselves and the U true bottom line is that privatization works and allows agencies to provide more recreation services. In the CO end you need to ask if you want to control work through staff or a contractor? Who should be responsible for disability, retirement, health benefits—agency or contractor?Comparing workers comp rates is a good start. .. In 2008, as budgets are squeezed we are even more thankful for embarking on contract maintenance in 1992, the last time the state truly impacted our budget. f ATTACHM f http://www.eprs.org/index.php?view=article&catid=249%3A2009-magazine-articles&id=... Packet Pg. 978 _-__•__•- _.-_---____--.___ - •-_--..� ..�...avJ •.aauv aaava vaavau�. L�J1V1V11VJ 1 C{�'V✓ v G The Kiplinger letter, volume 84, no.5 verifies what the Park District already knows from experience: w_. "It's also good for taxpayers...As more state budgets are squeezed... half already face sudden revenue shortfalls due to the slump in housing and sales taxes... Privatization projects are soaring. They're a quick source of needed cash and a long-term hope for capping worker costs. That's good news for many businesses that can nab new profit opportunities. It's also good for most taxpayers,who usually gain cheaper and better service, plus it moves the risk to the private sector if a project turns out to be a money loser." _ So ask yourself: "Do I want less administration costs(payroll, benefits and supervisors)or do 1 want efficiency c with the added benefit of additional dollars for program staff and facilities." a; _ Last Updated on Friday, 24 June 2011 14:04 PHP Notice: Undefined property: stdClass::$shareme_button_style in C:\inetpub\wwwroot\cprs.org\plugins\content\shareme.php on line 558 PHP Notice: Undefined a variable: sHashTags in C:\inetpub\wwwroot\cprs.org\plugins\content\shareme.php on line 626 PHP Notice: Undefined property: stdClass::$dig in C:\inetpub\wwwroot\cprs.org\plugins\content\sharemecompactpro.php on line 273 PHP Notice: v Undefined variable: sSharemecompactproButtonStyle in C:\inetpub\wwwroot\cprs.org\plugins\content\sharemecompactpro.php on line 317 PHP Notice: Undefined variable: sHashTags in r C:\inetpub\wwwroot\cprs.org\plugins\content\sharemecompactpro.php on line 317 0 U L O 0 �U- LL O N N d M N M Cn a U O. m O C7 L7 H Z W 2 U a Q E U w Q ATTACHM http://www.cprs.org/index.php?view=article&catid=249%3A2009-magazine-articles&id=... 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