HomeMy WebLinkAbout05.H- Parks, Recreation & Community Services 5.H
RESOLUTION (ID # 3730) DOC ID: 3730 D
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Agreement/Contract Amendment
From: Mickey Valdivia M/CC Meeting Date: 03/02/2015
Prepared by: Lesa Nichols, (909) 384-
5233
Dept: Parks, Recreation & Community Ward(s): 7
Services
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing
an Increase to Purchase Order No. 2015-0000-1258 by $26,000 to Service Scape for
Landscape Maintenance Services to San Bernardino Soccer Complex for the
Remainder of FY 14/15. (#3730)
Current Business Registration Certificate: No
Financial Impact:
Account Budgeted Amount: $60,000
Account No. 134-380-0001-5506
Account Description: Landscape Contracts
Balance as of: 2/19/2015
Balance after approval of this item: $9,100
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None.
Background:
The City's Parks, Recreation, and Community Services Department entered into an
agreement in September 2014 with Service Scape to provide landscape maintenance at
the San Bernardino Soccer Complex for the FY 14/15. The original purchase order was
awarded in the amount of $24,900. This trend of contracting maintenance services has
produced an improved Level Of Service. The informal bidding process was exercised
and Service Scape was the lowest responsible bidder for the initial contract amount.
They are performing well and no staff layoffs occurred as a result this new contract.
The current City staff has been assigned to other maintenance duties that have been
historically neglected over the years.
In order to continue with improved level of service at the San Bernardino Soccer
Complex, staff recommends that an additional $26,000 be allocated to fund effective
maintenance services by Service Scape for the remainder of FY 14/15. If approved, the
total allocation for Service Scape will be $50,900.
City Attorney Review:
Supporting Documents:
Updated.- 2/25/2015 by Georgeann "Gigi" Hanna D Packet Pg. 340
5.H
3730
Inrease PO with Service Scape (DOC)
Reso Council Action - Service Scape Change Order, 3-2-15 (DOCX)
Soccer Complex - Bids (PDF)
Updated: 2/25/2015 by Georgeann "Gigi" Hanna D Packet Pg. 341
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING AN INCREASE TO PURCHASE ORDER NO. 2015-
3 0000-1258 BY $26,000 TO SERVICE SCAPE FOR LANDSCAPE MAINTENANCE
4 SERVICES TO SAN BERNARDINO SOCCER COMPLEX FOR THE REMAINDER OF
FY 14/15.
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6 WHEREAS, the landscape maintenance at the San Bernardino Soccer Complex has
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7 been contracted out for cost purposes; and y
s WHEREAS, Service Scape, has completed such work, and has held a business
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relationship with the City in the past; and
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WHEREAS, purchase order no. 2014-00001258 already exists with a specific amount of c
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12 $24,900.00 dollars for landscape maintenance from the San Bernardino Soccer Complex — in
13 account Landscape Contracts— 134-380-0001-5506. >
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NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON o
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COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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17 SECTION 1. The Director of Finance, or his designee, is hereby authorized to increase Un
18 Purchase Order NO. 2015-0000-1258 by 26,000.00 for a total amount not to exceed$50,900.00.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING AN INCREASE TO PURCHASE ORDER NO. 2015-
2 0000-1258 BY$26,000 TO SERVICE SCAPE FOR LANDSCAPE MAINTENANCE
3 SERVICES TO SAN BERNARDINO SOCCER COMPLEX FOR THE REMAINDER OF
FY 14/15.
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5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a meeting thereof, held on the -a
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7 day of , 2015, by the following vote,to wit: 0
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Council Members: AYES NAYS ABSTAIN ABSENT a
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MARQUEZ a
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11 BARRIOS
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12 VALDIVIA
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13 SHORETT U
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NICKEL o
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JOHNSON y
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17 MULVIHILL Un
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19 Georgeann Hanna, City Clerk
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2o The foregoing Resolution is hereby approved this day of , 2015. a
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R. Carey Davis, Mayor c
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Approved as to form:
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Gary D. Saenz, City Attorney Q
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By:
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SERVICE—SCAP
9716 GOTTDNWOQQ "WAY AL TA LOMA; CA 97737
PH# _909.702.1045 FAX# 909.8873022 = E-MAIL: SERVICE SCAPE Ca VERIZCN.NET
A.wn:.Tm Tickensyer-San Bernardino Parks Deprirtmepe
Re:Sari Bernardip Soccer Cong)1ex L
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Thank you for giving Service-Sgape,the opportunit,of.biddi'ng for.iholoAd$dape aigihtenance.of tlie,Snn O
Bernardino Snceer'"OmWlex..We have provided he-most comprelteneive landscapemanagement prograrns In v(')
the industry.We are a quality-oriented company that offers full service for your complete' ndscape needs.'Our
experienced staff is,dedicated and committed to.ptagressive innovations such as r110141ing mowers,recycling
green waste and conserving water". o.
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Bare lic enSe .amid ln3ure. r17 adfTf lOn.'O oUfi 8lT S'Ctip6 MaaI]telyEtitee 3e1V1'Ge,VbB 50_()reYl„G: d
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Tree trimming -Foro0mum health,'growth,and appmance. ,
e Irrigation Installation »Water conservation,repairs and ren6vatioris
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Y Laridsoape.Installatiori -For a."aiew,fresh.look"
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Outside Pest Control' -To mane go pests before they seat came severe damage CO
a Weed.A."batcfne;nt For aesthetics and fire preventioyt
Aloitg with our 24-horn a mergeney answering service,and our mohile.phone notwork wait assure ppid reg'ponse �n
to your landscape-ooncerns.
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Thank you for the opportunity to submit this bid.If.you:have any questions regarding;th.is proposal,please call
me at(909)702-1045.T look.forward to-heariq-from:you because.l.know we pan;pmvideyou.with.the best vs
landscape maintenance service fbr:S'an-Bernardino Soccer Complex:: m
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Sincerely;
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Randy Zbindeti;Owner N
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Service-Seape
LANDSCAPE MANAGEMENT AGRE'EM>E;NT
THIS AGREENfEWT is eptcred into this,J&AtClay of5mepte-ibex 20-4 between Service-goape,-hereafter referred to as
the"contractor",>3nii:,San:Xi?er�ttrclirio Fcrr'ks Repo ene referred.to as:the r`otivner".
The parties hereby UgPee es.fo-3bes:
es.The Contractor:agrees to pe'rioixn the landscape management kfviges:notecl on.the",Landscape
Mamagem.ent Annual Schedule"and"S,pecifkatigos"attached to and incorporated ilito,this dpctunent,for the
prolaerty of the Owner,located at San.Bernardino Soccer Qimr Alex referred to as the property.
2, Start Dote: This a eemont shall col=r 1,ca on the October 2014_
3. siderat�ntl lYrtvrnerit 111 G4iisttleY�ttt.on for the Coriti•abti�r's�et£ormance descrik�ed herein,owner agrees Ito �
PRY contxaatot a:monthly sum of$6,5Q6.(Bas}c MV intenance) 0
Additional:Services:fertilization Rrarm season.7'urf Suprome(16.6-8) 0
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55,300 per application s
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Nitta.K:ing(194-4)$4,925 pee-app-ioatioll
Poly Plus Sulfur Coded.Ui•ea 10.0%time release(44-0.0) e-
$5;375 per application N
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A. PtiyrnerIts,Invoioes will be.sent on or about the 10 day of each mouth for the curretrt.znouth,s
sorvices.smd pay
ment:shall be duce upon issue.A.late charge of 1.5%per month.shrill be charges on Q
ALL amounts 30 ddys l'A"T 17U '; C
B. Automatic Extension.rfthe owner has.not notified the contractor,in writing,the agteemeni will U
atnomatical ly extend on a month to tnonth basis and all terms and oonditions of this agreement 4)
remain in •�
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4- Additional Satvieos ()they setvioes.perfotmed and/or.materiais delivered;which are not specifically Cn
mentioned herein;will be deemed`additional:serviees'..Additional.services will be d:Separate all ti
payments are due upon recoipt•Tk performance,and.Che pay tnent:foradditionte]services are sn>jjeet to.ten>as
and conditions of this Agreement..
Lanilscape.A�r�;emtnt m
5- i e��ats•Sunn1tes > cluinment.Contractor will ft Mils h.all materials,labor,suppl." s;and.equipmetrt (D necessary to petfotin the services specified.
6. this agreement shalt be:governed by tlte,taws of the State of Califgrida• E
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7. Attorney's l±oes.In the evdnt of a..suit.or action commenced to enforce the forms of the Agr•eemenf;the G
revailin U
p g pasty shall be en#itlecl to attorney's fees and costs,!deluding any appeal.
$, T jabMty.Coratractot"is ail independent contractor and the owner assum-es no liability for injury to the �
contrteotor or the contractor's agents ar employees unless such injaty}s caused ty:tt,e ovrner,the o:vs�acr's o
agents,serv%u ts,Ur employees by rzaglibence or intentional acts.it is fitrmer understood that.the conttaotor.is
not liable for any dai ale b any kind wig atsoevet`that is riot caused by the ne-gligenee ofthe contractor,its
agents,or employees.
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9. ,Insurance..CAnTractOr agrees to carq the required,insurance and name Owner and their agents as additionally
insured.
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Service-Scape
10,lYo iti at'o�of De6cieni Worn:If owner believes contractor is proviJiog deficient work,finer agrees to
notify contactor of deficiencies,in writing,within 30 days of.said occurrence,ffwrit"notice is not received
by contractor within.3.0 days oWiior newot should have ltrima of the deficiencies,owner agrees'to baye
waived any and all claim to i eeouet a§t"a ri eiits and or ri •hts-to withhold resent or future. a
P A Y g P P ym.ent�due. ...._
under this Agrocriient.Upon such notification,contractor agrees to reotify deficiencies witl2 n 14 dais. )f th.Q
contractor corrects the deFciencics in accordance with'the schedule,it shall nqt forfeitany am.oUnts due.under
this Agreement.
11.hrmEnatton.jt is agreed that eitiaer,party I=%,ternrinate this Agre'emant by giying wrltt4n,q•otice 30 days in �
advance.it is Curther agreed that contractor.m4y.immediately-cease performaaace without terttination notice"lf 0
owner sefuses or..fails to pay contractor according to the terms.and.condifinna of lhl Agreement.
12. 'this agreernentineorporates.all;.eans and t;onditions whieh4he,parties%ut4nded tc7.be lbotudodherein,and c`nv
hereby ruut(Wty dg oed'to be a fully integrated Agreement: Froth pactias.have i•Aad this Agreeraent'ane!foIly v
understand the cobtetts,
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OWNER/Olk A.U'Ck3:QMED ACiEN7
Rattly Zbinderi, w:1wr
Service Scape ----
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Liberty Landscaping, Inc ,
5212 El Rivino Road ° f
Riverside, CA 92509 �, #
Phone: 951-683-2999 E-mail: LibertyLand@sbcglobal.net
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Y. .r,Tess 1G li fpE Y,<'{� Ipt;.ia, f4hr�
San Bernardino Parks Department
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09/18/11 2014-39 Proposal
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CITY OF SA BERNARDINO SOCCER COMPLEX fv
Property Manager-Jim n.
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MAINTENANCE MONTHLY LANDSCAPE MAINTENANCE SERVICE >
FERTILIZER FERTILIZATION-WARM SEASON TURF SUPREME 7, 00.00 7,300.00 in
LABOR AND MATERIAL/PER APPLICATION 5,8800.00 5,800.00
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--C NITRA KING LABOR AND MATERIAL/PER
APPLICATION
5,400.00 5,400,00 .^M.
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PROPOSAL
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W. WOOD & ASSOCIATES
October 2, 2014
To:Jim Tickmeyer -- -- ---
San Bernardino Soccer Complex Corner of Arden and Pacific
Re: Maintenance proposal.
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It is our pleasure to submit our proposal of the items listed below for the above referenced
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project. Please find the proposal as follows. y
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We, W.Wood&Associates,will maintain the 52 acre site on a weekly basis.
• Maintenance will consist of; °-
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• Mooring,-edging-anditawceding-of-all-planters _
• Check all irrigation, Iv
• blow off sidewalks and curbs,and trim all shrubs on north side of property line, c
• Trees 15'taller and up will be trimmed on a cost plus basis.
• All irrigation repairs, head replacements,valves, quick couplers, mainline,wire, C
controllers, and lateral lines will be completed on a time and material basis. U
• Fertilizer will be provided by the city and applied by W.Wood on a quarterly basis. N
• Aeration will be completed on a quarterly basis as well.
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• The city will supply the seed for overseeding of the turf and W.Wood will apply it.
+ If dethatching or turf renovation is required, it will be done with a request for proposal.
• All water for the landscape areas and maintenance is to be supplied by the city of San c
Bernardino and not by W.Wood and Associates. In the event of a well failure,the city
will be responsible for providing and paying for water to the site for Irrigation purposes.
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Total amount per month $9,800.00
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This proposal is valid for 45 days from the above date.
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Thank you o
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Post Office Box 3842`San Bernardino,CA 92413"951.830.1835 Q
Contractors License Number 944889
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Landscape Management Specifications
Service Scape agrees to furnish all the materials, supplies and equipment needed to perform
the said maintenance as specified for the Owner.
I. TURF
A. Lawn Mowing.
1. Turf and'ground areas, will be inspected for litter and debris prior to'each
mowing and dispose of it. L
2. Turf will be mowed one time per week during active growing periods, and
as often as required during slow periods of growth to maintain a neat and O
healthy manicured appearance. y
3. Mowing height for all lawn areas will be no less that 1 %"and no more
than 2 %", except for Bermuda turf. Mowing equipment is to be kept a
sufficiently sharp and properly adjusted through daily servicing to provide a
a clean cut grass. Grass blade bruising,tearing is to be prevented U
ippings will be isolated and/or collected and walks will be blown clean at d
conclusion of each visit.
B. Edging&String Trimming m
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1. All sidewalks, curb lines, concrete slabs, tree circles, bed edges, signs in
and any poles will be edged and/or string trimmed as often as necessary
to maintain a neat appearance.
ll. SHRUBS n
A. All landscape areas will be monitored throughout the growing season for weeds, e
fitter, and other debris. M
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B. Planters will be cultivated and groomed to promote an attractive, clean
appearance.Weeds shall be removed as needed. a
C. Trimming, edging and weeding of all shrubs and ground cover areas will be done m
as needed to contain perimeter growth and maintain a natural yet neat X
appearance. d
1. Prune shrubbery and hedges at established maintenance height. E
2. All planted areas shall be kept free from greasses, weeds, leave and °
other debr-if�-. U
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III. TREES o
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A. Tree trimming is included for trees up to 12 feet in height. Tree canopies will be
raised up as needed to allow 12 feet clearance from ground. 0)
1. Pruning to !,,, performed by Service Scape staff who have been trained E
and demrnS;rat,: proper pruning techniques.
2. Monitor trees that are staked, loosed and/or remove supports when a
appropriate to encourage root development for support.
IV. FERTILIZATION
A. Service Scape wi:' - V, all labor and materials to fertilize lawn, shrubs and
ground cover to rnr..'ntain niaximum plant health.
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1. Turf, shrub and ground cover areas will be fertilized with specially
formulated products based on plant type and season.
V. WEED AND PEST CONTROL
A. Broadleaf weed control is applied as needed to maintain a virtually weed free
environment up to three times per year. Spray applications for weed control in all
landscaped areas are applied as needed to maintain a healthy plant environment
as well
B. All applications are directly applied and/or supervised by a certified pest control
applicator(QAC). Every effort is always made to apply the lowest toxicity use
product and ensure the personal safety of our customer while obtaining the
desired effectiveness needed, "c
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C. Material Safety Data Sheet (VISDS)for all chemicals used on site are available 0
from Service Scape to cliunl'� in accordance with EPA and OSHA regulations,
upon request.
D. Service Scape will at all times be in compliance with requirements for hazardous
communications programs. Pest Control specialist are trained and supervised in
the safe application, storage and disposal of chemicals in accordance with EPS,
OSHA and DPR re_.ufstions. L
E. Weeds in shrubs, p'l;mler bc•Is,ground cover areas, tree circles and sidewalk U
adjacent to landscaped areas will be controlled by a manual wedding or by the
use of selective herbicA,,?,;. Q
F. All landscape areas will be monitored for insect and disease infestations. Moles, �
Gophers and othe,- mden s activity will be monitored. Notification of problems n
and recommenda.ic--,> fvr JWiely appropriate, control measures will be made.
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VI. IRRIGATION N
A. Irrigation inspections and all controllers adjustments are done on a weekly basis M
by qualified tech nici.in to minimize water usage. Programs will be adjusted as M
determined by plant requirements. Controllers will be shut off during �-
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periods of rain. -a
B. Adjust the sprinkl:•:- sy: ter io provide the best coverage possible. Monitor for m
leaks or malfunctio:)ing purls, and adjust for proper spray arc and maximum x
system efficiency. as
C. Upon inspection, -ir l r Iental damage or vandalism caused by others shall be C
reported to otivner rrrrr,pl';. repair and/or replacement cf any damaged or v
mallunctioning cc., will be submitted as an extra. Damage caused to the
irrigation system '.. ;'•;rule Scape shall be repaired at no charge to the �
customer. 0 Cn
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VII, OTHER CONDITIONS a
A. Service Scape whcr:::;i accord,will provide uniformed staff supervised by fully
trained Supervisors_ Cellular phones and pager communications are in use
during regular bu 1•--mrs and emergency after-hours commiuncation is
available. Emer( e L;v a'; rc,;eived after business hours subject to extra charge.
B. Concrete and ac I'i::3 i 5•: to be kept clear of miscellaneous dirt and debris.
C. Debris ger-:r aced activities will be removed from the site unless
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prior arrangements are made.
D. Inspection of site(s)will be made regularly and problems, if found,will be
discussed by Service Scape with the Owner. Written, comprehensive inspection
reports will be provided upon request.
E. Service Scape provides all payment of wages,workers'compensation insurance,
social security tax, employment compensation tax, employer's liability insurance
and all other requirements o! federal, state, and local government.
F. -All work'to b-e performed as per landscape specifications. Service Scape is not
liable for losses due to nalural disorders, acts of God or vandalism. (example:
rain, freeze, wind, fire,etc. )
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Service Scape will carry the following types and amount of.insurance, at a o
minimum:
e General Aggregate $2,000.000 N
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• Personal &ADV Injur; $1,000.000
e Each Occurrence $1,000.000
e Worker's Compensaticri Statutory/Limits a
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The both parties acgrer: fl-it the following work will be performed by Service Scape
unless contracted for on a sear:!e basis. Extra work will need prior permission from the C
Owner. All extra work will be l;Tec' at Service Scape standard hourly rate plus materials. in
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A.Pruninn of trees over 8�' in Except otherwise specified herein.
B. Pte-emergent and oli,cr mate,;j!:-. for rodents, diseases or pests on lawns, trees, or
shrubs. N
C. Parking lot srfeepirv: l °.''or pi-1. up (except for debris that Service Scape M
generate,-,).
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D. Aerating, scalping or renovati,;.i of turf areas.
E, Correction of pre-exislinq conditions such as dead or dying plant material.
F. Cleaning and/or rc,;;airinc: of vandalism, natural disorders, or acts of God m
(Example: rain, freeze, w-;no, fire, utc. ) X
G. Irrigation repairs, exc -is o•.fie^wise specified herein. 2 CL
H. Soil ain,endmen;;;, a.:..;i ,; .;, r. E
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