HomeMy WebLinkAboutValleyCrest Landscape Maintenance - 2012 AgreementAGREEMENT FOR SERVICES
This AGREEMENT made this 21" day of May, 2012 between:
CITY: City of Gilroy, having a principal place of business at
7351 Rosanna Street, Gilroy, CA 95020
and
CONTRACTOR: ValleyCrest Landscape Maintenance, having a principal place of business
at 825 Mabury Rd., San Jose, CA 95133.
ARTICLE 1. TERM OF AGREEMENT
This Agreement will become effective on July 1, 2012 and will continue in effect through June
30, 2015 unless terminated in accordance with the provisions of Article 7 of this Agreement, or
the term of the Agreement is extended as described hereinafter. CITY, at its sole discretion, may
offer CONTRACTOR an extension of the terms of this Agreement up to an additional two years.
No extension, amendments, modifications, alterations or changes to the terms of this Agreement
shall be effective unless and until made in a writing signed by both parties hereto.
ARTICLE 2. INDEPENDENT CONTRACTOR STATUS
It is the express intention of the parties that CONTRACTOR is an independent contractor and
not an employee, agent, joint venturer or partner of CITY. Nothing in this Agreement shall be
interpreted or construed as creating or establishing the relationship of employer and employee
between CITY and CONTRACTOR or any employee or agent of CONTRACTOR. Both parties
acknowledge that CONTRACTOR is not an employee for state or federal tax purposes.
CONTRACTOR shall not be entitled to any of the rights or benefits afforded to CITY'S
employees, including, without limitation, disability or unemployment insurance, workers'
compensation, medical insurance, sick leave, retirement benefits or any other employment
benefits.. CONTRACTOR shall retain the right to perform services for others during the term of
this Agreement.
ARTICLE 3. SERVICES TO BE PERFORMED BY CONTRACTOR
A. Specific Services
CONTRACTOR agrees to: Perform the services as outlined in Exhibit "A" ( "Specific
Provisions "), Exhibit `B" ( "Scope of Services" — Request for Proposals (RFP)), and Exhibit
"C" ( "Contractor Proposal "), within the time periods described in Exhibit "B" (RFP —
Attachment E, Minimum Service Frequency).
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B. Employment of Assistants
CONTRACTOR may, at the CONTRACTOR'S own expense, employ such assistants as
CONTRACTOR deems necessary to perform the services required of CONTRACTOR by this
Agreement, subject to the prohibition against assignment and subcontracting contained in
Article 5 below. CITY may not control, direct, or supervise CONTRACTOR'S assistants in the
performance of those services. CONTRACTOR assumes full and sole responsibility for the
payment of all compensation and expenses of these assistants and for all state and federal income
tax, unemployment insurance, Social Security, disability insurance and other applicable
withholding.
ARTICLE 4. COMPENSATION
A. Consideration
In consideration for the services to be performed by CONTRACTOR, CITY agrees to pay
CONTRACTOR the amounts set forth in Exhibit "C" ( "Contractor Proposal ", Attachment B —
Landscape Maintenance Contract Fee Schedule "). In no event however shall the total
compensation paid to CONTRACTOR exceed $577,094.08 for its services in each year of this
Agreement, per fiscal year (July 1 to June 30).
B. Invoices
CONTRACTOR shall submit invoices for all services rendered at least monthly.
C. Payment
Payment shall be due according to the payment schedule set forth in Exhibit "C" ( "Contractor
Proposal, Attachment B — Landscape Maintenance Contract Fee Schedule "). No payment will
be made unless CONTRACTOR has first provided City with a written receipt of invoice
describing the work performed and any approved direct expenses (as provided for in
Exhibit "A ", Section IV) incurred during the preceding period. If CITY objects to all or any
portion of any invoice, CITY shall notify CONTRACTOR of the objection within thirty (30)
days from receipt of the invoice, give reasons for the objection, and pay that portion of the
invoice not in dispute. It shall not constitute a default or breach of this Agreement for CITY not
to pay any invoiced amounts to which it has objected until the objection has been resolved by
mutual agreement of the parties.
D. Expenses
CONTRACTOR shall be responsible for all costs and expenses incident to the performance of
services for CITY, including but not limited to, all costs of equipment used or provided by
CONTRACTOR, all fees, fines, licenses, bonds or taxes required of or imposed against
CONTRACTOR and all other of CONTRACTOR'S costs of doing business. CITY shall not be
responsible for any expenses incurred by CONTRACTOR in performing services for CITY,
except for those expenses constituting "direct expenses" referenced on Exhibit "A."
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ARTICLE 5. OBLIGATIONS OF CONTRACTOR
A. Tools and Instrumentalities
CONTRACTOR shall supply all tools and instrumentalities required to perform the services
under this Agreement at its sole cost and expense. CONTRACTOR is not required to purchase
or rent any tools, equipment or services from CITY.
B. Workers' Compensation
CONTRACTOR agrees to provide workers' compensation insurance for CONTRACTOR'S
employees and agents and agrees to hold harmless, defend with counsel acceptable to CITY and
indemnify CITY, its officers, representatives, agents and employees from and against any and all
claims, suits, damages, costs, fees, demands, causes of action, losses, liabilities and expenses,
including without limitation reasonable attorneys' fees, arising out of any injury, disability, or
death of any of CONTRACTOR'S employees.
C. Indemnification of Liability, Duty to Defend
To the fullest extent permitted by law, CONTRACTOR shall defend through counsel approved
by CITY indemnify and hold harmless CITY, its officers, representatives, agents and employees
against any and all suits, damages, costs, fees, claims, demands, causes of action, losses,
liabilities and expenses, including without limitation reasonable attorneys' fees, to the extent
arising from or caused by any act or omission of CONTRACTOR or CONTRACTOR'S
assistants, employees or agents, including all claims relating to the injury or death of any person
or damage to any property.
D. Insurance
In addition to any other obligations under this Agreement, CONTRACTOR shall, at no cost to
CITY, obtain and maintain throughout the term of this Agreement: (a) Commercial Liability
Insurance, including coverage for owned and non -owned automobiles, with a minimum
combined single limit coverage of $1,000,000 per occurrence for all damages due to bodily
injury, sickness or disease, or death to any person, and damage to property, including the loss of
use thereof. As a condition precedent to CITY'S obligations under this Agreement,
CONTRACTOR shall furnish evidence of such coverage (naming CITY, its officers and
employees as additional insureds on the Comprehensive Liability insurance policy referred to in
(a) immediately above) and requiring thirty (30) days written notice of policy lapse or
cancellation, or of a material change in policy terms.
E. Assignment
Notwithstanding any other provision of this Agreement, neither this Agreement nor any duties or
obligations of CONTRACTOR under this Agreement may be assigned or subcontracted by
CONTRACTOR without the prior written consent of CITY, which CITY may withhold in its
sole and absolute discretion.
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F. State and Federal Taxes
As CONTRACTOR is not CITY'S employee, CONTRACTOR shall be responsible for paying
all required state and federal taxes. Without limiting the foregoing, CONTRACTOR
acknowledges and agrees that:
• CITY will not withhold FICA (Social Security) from CONTRACTOR'S
payments;
• CITY will not make state or federal unemployment insurance contributions on
CONTRACTOR'S behalf;
• CITY will not withhold state or federal income tax from payment to
CONTRACTOR;
• CITY will not make disability insurance contributions on behalf of
CONTRACTOR;
• CITY will not obtain workers' compensation insurance on behalf of
CONTRACTOR.
ARTICLE 6. OBLIGATIONS OF CITY
A. Cooperation of City
CITY agrees to respond to all reasonable requests of CONTRACTOR and provide access, at
reasonable times following receipt by CITY of reasonable notice, to all documents reasonably
necessary to the performance of CONTRACTOR'S duties under this Agreement.
B. Assignment
CITY may assign this Agreement or any duties or obligations thereunder to a successor
governmental entity without the consent of CONTRACTOR. Such assignment shall not release
CONTRACTOR from any of CONTRACTOR'S duties or obligations under this Agreement.
ARTICLE 7. TERMINATION OF AGREEMENT
A. Sale of CONTRACTOR's Business/ Death of CONTRACTOR.
CONTRACTOR shall notify CITY of the proposed sale of CONTRACTOR's business no later
than thirty (30) days prior to any such sale. CITY shall have the option of terminating this
Agreement within thirty (30) days after receiving such notice of sale. Any such CITY
termination pursuant to this Article 7.A shall be in writing and sent to the address for notices to
CONTRACTOR set forth in Exhibit A, Subsection V.H., no later than thirty (30) days after
CITY' receipt of such notice of sale.
If CONTRACTOR is an individual, this Agreement shall be deemed automatically terminated
upon death of CONTRACTOR.
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B. Termination by City for Default of CONTRACTOR
Should CONTRACTOR default in the performance of this Agreement or materially breach any
of its provisions, CITY, at CITY'S option, may terminate this Agreement by giving written
notification to CONTRACTOR. For the purposes of this section, material breach of this
Agreement shall include, but not be limited to the following:
1. CONTRACTOR'S failure to professionally and /or timely perform any of the
services contemplated by this Agreement.
2. CONTRACTOR'S breach of any of its representations, warranties or covenants
contained in this Agreement.
CONTRACTOR shall be entitled to payment only for work completed in accordance with the
terms of this Agreement through the date of the termination notice, as reasonably determined by
CITY, provided that such payment shall not exceed the amounts set forth in this Agreement for
the tasks described on Exhibit C" which have been fully, competently and timely rendered by
CONTRACTOR. Notwithstanding the foregoing, if CITY terminates this Agreement due to
CONTRACTOR'S default in the performance of this Agreement or material breach by
CONTRACTOR of any of its provisions, then in addition to any other rights and remedies CITY
may have, CONTRACTOR shall reimburse CITY, within ten (10) days after demand, for any
and all costs and expenses incurred by CITY in order to complete the tasks constituting the scope
of work as described in this Agreement, to the extent such costs and expenses exceed the
amounts CITY would have been obligated to pay CONTRACTOR for the performance of that
task pursuant to this Agreement.
C. Termination for Failure to Make Agreed -Upon Payments
Should CITY fail to pay CONTRACTOR all or any part of the compensation set forth in Article
4 of this Agreement on the date due, then if and only if such nonpayment constitutes a default
under this Agreement, CONTRACTOR, at the CONTRACTOR'S option, may terminate this
Agreement if such default is not remedied by CITY within thirty (30) days after demand for such
payment is given by CONTRACTOR to CITY.
D. Transition after Termination
Upon termination, CONTRACTOR shall immediately stop work, unless cessation could
potentially cause any damage or harm to person or property, in which case CONTRACTOR shall
cease such work as soon as it is safe to do so. CONTRACTOR shall incur no further expenses in
connection with this Agreement. CONTRACTOR shall promptly deliver to CITY all work done
toward completion of the services required hereunder, and shall act in such a manner as to
facilitate any the assumption of CONTRACTOR's duties by any new CONTRACTOR hired by
the CITY to complete such services.
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ARTICLE 8. GENERAL PROVISIONS
A. Amendment & Modification
No amendments, modifications, alterations or changes to the terms of this Agreement shall be
effective unless and until made in a writing signed by both parties hereto.
B. Americans with Disabilities Act of 1990
Throughout the term of this Agreement, the CONTRACTOR shall comply fully with all
applicable provisions of the Americans with Disabilities Act of 1990 ( "the Act ") in its current
form and as it may be amended from time to time. CONTRACTOR shall also require such
compliance of all subcontractors performing work under this Agreement, subject to the
prohibition against assignment and subcontracting contained in Article 5 above. The
CONTRACTOR shall defend with counsel acceptable to CITY, indemnify and hold harmless the
CITY OF GILROY, its officers, employees, agents and representatives from and against all suits,
claims, demands, damages, costs, causes of action, losses, liabilities, expenses and fees,
including without limitation reasonable attorneys' fees, that may arise out of any violations of
the Act by the CONTRACTOR, its subcontractors, or the officers, employees, agents or
representatives of either.
C. Attorneys' Fees
If any action at law or in equity, including an action for declaratory relief, is brought to enforce
or interpret the provisions of this Agreement, the prevailing party will be entitled to reasonable
attorneys' fees, which may be set by the court in the same action or in a separate action brought
for that purpose, in addition to any other relief to which that party may be entitled.
D. Captions
The captions and headings of the various sections, paragraphs and subparagraphs of the
Agreement are for convenience only and shall not be considered nor referred to for resolving
questions of interpretation.
E. Compliance with Laws
The CONTRACTOR shall keep itself informed of all State and National laws and all municipal
ordinances and regulations of the CITY which in any manner affect those engaged or employed
in the work, or the materials used in the work, or which in any way affect the conduct of the
work, and of all such orders and decrees of bodies or tribunals having any jurisdiction or
authority over the same. Without limiting the foregoing, CONTRACTOR agrees to observe the
provisions of the Municipal Code of the CITY OF GILROY, obligating every CONTRACTOR
or subcontractor under a contract or subcontract to the CITY OF GILROY for public works or
for goods or services to refrain from discriminatory employment or subcontracting practices on
the basis of the race, color, sex, religious creed, national origin, ancestry of any employee,
applicant for employment, or any potential subcontractor.
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F. Conflict of Interest
CONTRACTOR certifies that to the best of its knowledge, no CITY employee or office of any
public agency interested in this Agreement has any pecuniary interest in the business of
CONTRACTOR and that no person associated with CONTRACTOR has any interest that would
constitute a conflict of interest in any manner or degree as to the execution or performance of
this Agreement.
G. Entire Agreement
This Agreement supersedes any and all prior agreements, whether oral or written, between the
parties hereto with respect to the rendering of services by CONTRACTOR for CITY and
contains all the covenants and agreements between the parties with respect to the rendering of
such services in any manner whatsoever. Each party to this Agreement acknowledges that no
representations, inducements, promises or agreements, orally or otherwise, have been made by
any party, or anyone acting on behalf of any party, which are not embodied herein, and that no
other agreement, statement or promise not contained in this Agreement shall be valid or binding.
No other agreements or conversation with any officer, agent or employee of CITY prior to
execution of this Agreement shall affect or modify any of the terms or obligations contained in
any documents comprising this Agreement. Such other agreements or conversations shall be
considered as unofficial information and in no way binding upon CITY.
H. Governing Law
This Agreement will be governed by and construed in accordance with the laws of the State of
California.
I. Notices
Any notice to be given hereunder by either party to the other may be effected either by personal
delivery in writing or by mail, registered or certified, postage prepaid with return receipt
requested. Mailed notices shall be addressed to the parties at the addresses appearing in
Exhibit "A ", Section V.H. but each party may change the address by written notice in
accordance with this paragraph. Notices delivered personally will be deemed delivered as of
actual receipt; mailed notices will be deemed delivered as of three (3) days after mailing.
J. Partial Invalidity
If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void
or unenforceable, the remaining provisions will nevertheless continue in full force without being
impaired or invalidated in any way.
K. Time of the Essence
All dates and times referred to in this Agreement are of the essence.
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L. Waiver
CONTRACTOR agrees that waiver by CITY of any one or more of the conditions of
performance under this Agreement shall not be construed as waiver(s) of any other condition of
performance under this Agreement.
Executed at Gilroy, California, on the date and year first above written.
CONTRACTOR:
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By.
Name:
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Social Security or Taxp41s, er
Identification Number °" S�
Approved as to Form
Linda Callon, City Attorney
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CITY:
CIT GILROY
By:
Name: Thomas J. H glund
Title: City Administrator
EXHIBIT "A"
SPECIFIC PROVISIONS
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CONTRACTOR shall provide the services indicated on the attached Exhibit "B ", Scope of
Services — RFP, and Exhibit "C ", Contractor Proposal (collectively, "Services "). (All exhibits
referenced are incorporated herein by reference.) To accomplish that end, CONTRACTOR
agrees to assign Mike Carter, who will act in the capacity of Project Manager, and who will
personally direct such Services.
Except as may be specified elsewhere in this Agreement, CONTRACTOR shall furnish all
technical and professional services including labor, material, equipment, transportation,
supervision and expertise to perform all operations necessary and required to complete the
Services in accordance with the terms of this Agreement.
II. NOTICE TO PROCEED
CONTRACTOR shall commence the Services upon delivery to CONTRACTOR of a written
"Notice to Proceed ", which Notice to Proceed shall be in the form of a written communication
from designated City contact person(s). Notice to Proceed may be in the form of e -mail, fax or
letter authorizing commencement of the Services. For purposes of this Agreement, Bill Headley
shall be the designated City contact person(s). Notice to Proceed shall be deemed to have been
delivered upon actual receipt by CONTRACTOR or if otherwise delivered as provided in the
Section V.H. ( "Notices ") of this Exhibit "A ".
III. PROGRESS SCHEDULE
The schedule for performance of the Services will be as set forth in the attached Exhibit "B"
(RFP — Attachment E, Minimum Service Frequency).
IV. PAYMENT OF FEES AND DIRECT. EXPENSES
Payments shall be made to CONTRACTOR as provided for in Article 4 of this Agreement.
Direct expenses are charges and fees not included in Exhibit "C" ( "Contractor Proposal ",
Attachment B — Landscape Maintenance Contract Fee Schedule "). CITY shall be obligated to
pay only for those direct expenses which have been previously approved in writing by CITY.
CONTRACTOR shall obtain written approval from CITY prior to incurring or billing of direct
expenses.
Copies of pertinent financial records, including invoices, will be included with the submission of
billing(s) for all direct expenses.
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V. OTHER PROVISIONS
A. STANDARD OF WORKMANSHIP
CONTRACTOR represents and warrants that it has the qualifications, skills and licenses
necessary to perform the Services, and its duties and obligations, expressed and implied,
contained herein, and CITY expressly relies upon CONTRACTOR'S representations and
warranties regarding its skills, qualifications and licenses. CONTRACTOR shall perform such
Services and duties in conformance to and consistent with the standards generally recognized as
being employed by professionals in the same discipline in the State of California.
Any plans, designs, specifications, estimates, calculations, reports and other documents furnished
under this Agreement shall be of a quality acceptable to CITY. The minimum criteria for
acceptance shall be a product of neat appearance, well- organized, technically and grammatically
correct, checked, and having the maker and checker identified. The minimum standard of
appearance, organization and content of the drawings shall be that used by CITY for similar
purposes.
B. RESPONSIBILITY OF CONTRACTOR
CONTRACTOR shall be responsible for the professional quality, technical accuracy, and the
coordination of the Services furnished by it under this Agreement. CONTRACTOR shall not be
responsible for the accuracy of any project or technical information provided by the CITY. The
CITY'S review, acceptance or payment for any of the Services shall not be construed to operate
as a waiver of any rights under this Agreement or of any cause of action arising out of the
performance of this Agreement, and CONTRACTOR shall be and remain liable to CITY in
accordance with applicable law for all damages to CITY caused by CONTRACTOR'S negligent
performance of any of the services furnished under this Agreement.
C. RIGHT OF CITY TO INSPECT RECORDS OF CONTRACTOR
CITY, through its authorized employees, representatives or agents, shall have the right, at any
and all reasonable times, to audit the books and records (including, but not limited to, invoices,
vouchers, canceled checks, time cards, etc.) of CONTRACTOR for the purpose of verifying any
and all charges made by CONTRACTOR in connection with this Agreement. CONTRACTOR
shall maintain for a minimum period of three (3) years (from the date of final payment to
CONTRACTOR), or for any longer period required by law, sufficient books and records in
accordance with standard California accounting practices to establish the correctness of all
charges submitted to CITY by CONTRACTOR, all of which shall be made available to CITY at
the CITY's offices within five (5) business days after CITY's request.
D. CONFIDENTIALITY OF MATERIAL
All ideas, memoranda, specifications, plans, manufacturing procedures, data (including, but not
limited to, computer data and source code), drawings, descriptions, documents, discussions or
other information developed or received by or for CONTRACTOR and all other written and oral
information developed or received by or for CONTRACTOR and all other written and oral
information submitted to CONTRACTOR in connection with the performance of this Agreement
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shall be held confidential by CONTRACTOR and shall not, without the prior written consent of
CITY, be used for any purposes other than the performance of the Services, nor be disclosed to
an entity not connected with the performance of the such Services. Nothing furnished to
CONTRACTOR which is otherwise known to CONTRACTOR or is or becomes generally
known to the related industry (other than that which becomes generally known as the result of
CONTRACTOR'S disclosure thereof) shall be deemed confidential. CONTRACTOR shall not
use CITY'S name or insignia, or distribute publicity pertaining to the services rendered under
this Agreement in any magazine, trade paper, newspaper or other medium without the express
written consent of CITY.
E. NO PLEDGING OF CITY'S CREDIT.
Under no circumstances shall CONTRACTOR have the authority or power to pledge the credit
of CITY or incur any obligation in the name of CITY.
F. OWNERSHIP OF MATERIAL.
All material including, but not limited to, computer information, data and source code, sketches,
tracings, drawings, plans, diagrams, quantities, estimates, specifications, proposals, tests, maps,
calculations, photographs, reports and other material developed, collected, prepared (or caused to
be prepared) under this Agreement shall be the property of CITY, but CONTRACTOR may
retain and use copies thereof subject to Section V.D of this Exhibit "A ".
CITY shall not be limited in any way in its use of said material at any time for any work,
whether or not associated with the City project for which the Services are performed. However,
CONTRACTOR shall not be responsible for, and City shall indemnify CONTRACTOR from,
damages resulting from the use of said material for work other than PROJECT, including, but
not limited to, the release of this material to third parties for work other than on PROJECT.
G. NO THIRD PARTY BENEFICIARY.
This Agreement shall not be construed or deemed to be an agreement for the benefit of any third
party or parties, and no third party or parties shall have any claim or right of action hereunder for
any cause whatsoever.
H. NOTICES.
Notices are to be sent as follows:
CITY: Bill Headley
City of Gilroy
7351 Rosanna Street
Gilroy, CA 95020
CONTRACTOR: Mike Carter
ValleyCrest Landscape Maintenance
825 Mabury Rd.
San Jose, CA 95133
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I. FEDERAL FUNDING REQUIREMENTS.
❑ If the box to the left of this sentence is checked, this Agreement involves federal
funding and the requirements of this Section V.I. apply.
D If the box to the left of this sentence is checked, this Agreement does not involve
federal funding and the requirements of this Section V.I. do not apply.
1. DBE Program
CONTRACTOR shall comply with the requirements of Title 49, Part 26, Code of Federal
Regulations (49 CFR 26) and the City- adopted Disadvantaged Business Enterprise programs.
2. Cost Principles
Federal Acquisition Regulations in Title 48, CFR 31, shall be used to determine the allowable
cost for individual items.
3. Covenant against Contingent Fees
The CONTRACTOR warrants that he /she has not employed or retained any company or person,
other than a bona fide employee working for the CONTRACTOR, to solicit or secure this
Agreement, and that he /she has not paid or agreed to pay any company or person, other than a
bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other
consideration, contingent upon or resulting from the award or formation of this Agreement. For
breach or violation of this warranty, the Local Agency shall have the right to annul this
Agreement without liability or, at its discretion, to deduct from the agreement price or
consideration, or otherwise recover, the full amount of such fee, commission, percentage,
brokerage fee, gift or contingent fee.
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EXHIBIT "B"
SCOPE OF SERVICES
REQUEST FOR PROPOSALS (RFP)
Includes Attachment E, Minimum Service Frequency
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Citp of Ot"Irop
Public Works Department
Request for Proposals
CITY -WIDE PARKS & LANDSCAPE
MAINTENANCE SERVICES - Finalists
No. 12- RFP -PW -362
ATTN: INGA ALONZO, PURCHASING COORDINATOR
CITY OF GILROY
7351 ROSANNA STREET
GILROY, CA 95020 -6197
Proposals Due by: 2:00 pm, Tuesday, April 17, 2012
y 0'1 GI(,
J` O�
Notice Inviting Finalist Proposals
No. 12- RFP -PW -362
Notice is hereby given that the Purchasing Coordinator of the City of Gilroy at 7351 Rosanna
Street, Gilroy, CA 95020 -6197 will receive SEALED PROPOSAL SUBMITTALS. The City
of Gilroy is now soliciting submittals from selected finalists from landscape contract vendors
under 12- RFQ -PW -310 that ended March 16, 2012, for consideration for a City -wide multi -year
Parks & Landscape Maintenance Services Contract. Finalists were identified and notified by
email on March 29, 2012 and invited to participate in a restricted Request for Proposal process
as the next contract selection step.
A Mandatory Proposal Preview will be held on T h u r s d a y, A p r i l 5 t h, 2012
f r o m 9: 3 0 A M to 12:00 noon, in the City Corporation Conference Room of 613 Old
Gilroy Street in Gilroy. Contractor must be present at the proposal preview in order to
have their proposal considered.
Please call Bill Headley, Parks and Landscape Operations Supervisor, at (408) 846 -0283 for
further directions. Proposals will be accepted up until 2:00 PM, PST, Tuesday, April
17, 2012. Proposals received after that time and date will not be considered. The City of
Gilroy accepts no responsibility if delivery is made to another location other than location
specified above and /or delayed deliveries by your chosen carrier. An evaluation team will
review Proposals and contact the top group for further discussion. It is the intent of the city to
award a 3 -year contract, with the option of a 2 -year extension for said services. Award of
contract by the Gilroy City Council is scheduled for May 7, 2012
This RFP is being emailed to each finalist.
Respectfully Requested,
Inga Alonzo
Purchasing Coordinator
12- RFP -PW -362 City -wide Parks & Landscape Maintenance Services
Table of Contents
Notice Inviting Finalist Proposals ..................................................................... ............................... i
QUALIFICATIONS SUBMITTAL CHECKLIST ......................................... ...............................
1
Schedule....................................................................................................... ...............................
2
SUBMISSION FORMAT & CONTENT INFORMATION ........................... ...............................
2
Submission Content Requirements .............................................................. ...............................
2
SelectionProcess ......................................................................................... ...............................
4
Addendums................................................................................................... ...............................
5
OtherTerms and Conditions ........................................................................ ...............................
5
STANDARDS AND SPECIFICATIONS ....................................................... ...............................
6
LandscapeMaintenance Areas ..................................................................... ...............................
6
Normal Hours and Days of Maintenance Services ...................................... ...............................
6
Personnel...................................................................................................... ............................... 6
ServiceChanges ........................................................................................... ............................... 7
Vandalismand Repair of Damage ............................................................... ............................... 7
Supplemental Graffiti Removal ................................................................... ...............................
8
DowntownBird Cleanup .............................................................................. ...............................
8
Water Division Facilities Landscape Maintenance ...................................... ...............................
8
Protection of Existing Sites and Structures .................................................. ...............................
8
Service Frequency and Schedules ................................................................ ...............................
8
Performance During Inclement Weather ...................................................... ...............................
9
ExtraWork/ Excluded Work ........................................................................ ...............................
9
Garbage, Litter and Debris Removal ............................................................ ...............................
9
Landscape Maintenance (Facilities, Parks, Trails, Slope Areas, Parking Lots) .......................
10
Shrub and Ground Cover Maintenance ...................................................... ...............................
11
Beddingplants ............................................................................................ ...............................
11
Landscaped Roadways and Medians .......................................................... ...............................
11
TurfMowing .............................................................................................. ...............................
12
TurfCultivation .......................................................................................... ...............................
12
Edging........................................................................................................ ...............................
12
Fertilizer /Pest Control Plan ........................................................................ ...............................
13
Turf Fertilization/ gypsum / sulfur ................................................................ ...............................
14
TurfPest control ......................................................................................... ...............................
14
Irrigation..................................................................................................... ...............................
15
Routine Irrigation Maintenance ................................................................. ...............................
18
IrrigationRepair Materials ......................................................................... ...............................
19
Supplemental Irrigation Repair Crew ........................................................ ...............................
19
Pruning- Tree and Shrub Care ................................................................... ...............................
19
GarlicFestival ............................................................................................ ...............................
20
Locksand Keys .......................................................................................... ...............................
20
Deficiency Notice Procedures .................................................................... ...............................
20
Right of Severance and Termination .......................................................... ...............................
21
ii
Maintenance and Operation of Equipment and Vehicles ........................... ............................... 21
StringTrimmers ......................................................................................... ............................... 21
ReferenceMaterials .................................................................................... ............................... 22
Cal -OSHA & Safety Requirements ............................................................ ............................... 22
AccidentReporting .................................................................................... ............................... 22
Managementand Supervision .................................................................... ............................... 22
ATTACHMENT A — Contractor Information Statement ..... ............................... A -1
ATTACHMENT B
— Landscape Maintenance Contract Fee Schedule ...............
B -1
ATTACHMENT C
— Contractor Site Review Statement .. ...............................
C -1
ATTACHMENT D
— Landscape Contract Location Information .....................
D -1
ATTACHMENT E —
Minimum Site Frequency Schedule ..............................
E -1
ATTACHMENT F —
General Irrigation System Inventory ..............................
F -1
ATTACHMENT G
— Sample Mowing Schedule ............ ...............................
G -1
iii
QUALIFICATIONS SUBMITTAL CHECKLIST
CITY -WIDE PARKS & LANDSCAPE MAINTENANCE SERVICES
Proposal No. 12- RFP -PW -362
The following documents /information must be filled out and included /submitted in
the proposal in order to be considered for this project:
❑ Contractor Information Statement completed & signed — Attachment A
❑ Maintenance Contract Fee Schedule completed & signed — Attachment B
❑ Contractor Site Review Statement completed & signed — Attachment C
❑ Proposal as per the Submission Format & Content Information section
starting on page 2 of the RFP
❑ Deliver proposal to City of Gilroy in sealed envelope to City of Gilroy
address given by 2:00 pm, Tuesday, April 17, 2012
1
Schedule
The city intends to award a landscape services contract by Apfil 16, -2012 May 7, 2012. The key dates
driving the Selection Process of City Wide Landscaping Services contract have been updated and are
shown below:
Selection Process Actions
Old, Target
Ditto
Revised Target Date
RFQ distributed to prospective Contractors
2/28/2I112
2/28/2012
RFQ submissions due to City of Gilroy
3/1612012
3/16/2012
Selection Committee evaluate RFQ submissions
" /16/2012
3/27/2012
Invitation to Finalist to submit proposal
3/16/2+12
3/27/2012
Proposal submissions due to City
�;3/23J2012
4/17/2012
Selection evaluation - Contractor Interviews -
negotiate final terms
3/23/2(1 X 2
4/24/2012 at the latest —
could be earlier
Selection decision
3/3 ,0/2012
4/25/2012
Recommendation Report for Approval by City
Council
4t2/2a1.2
4/26/2012
City Council Meeting
4/16/2012
5/7/2012
Contract Agreement and Insurance complete
449/2012
4/25/2012 — 5/18/2012
Issue purchase order
9/2012
5/22/2012
Landscape Contract to begin
4/ 0/2012
6/1/2012
SUBMISSION FORMAT & CONTENT INFORMATION
Submission Content Requirements
Please respond to each of the requests for information by Letter and Number as appropriate. Provide
Letter or Number with each response and include PAGE NUMBERING. Any attachments /exhibits
should also be labeled when provided. Some information may be redundant from the RFQ, but you now
have additional time to visit the sites and have a better understanding of the scope of work, so your
responses may change.
1. Contractor Proposal Statement - Complete and sign proposal statement (Attachment A).
Maintenance Contract Fee Schedule - Complete and sign Fee Schedule (Attachment B).
• Please see contract site location information in Attachment ,D, Contract Landscape
Location Information Sheets.
Contract site questions or scope of work questions can be raised at the
Mandatory Proposal Preview will be held on T h u r s d a y, A p r i l 5 `h , 2012
f r o in 9: 3 0 A M to 12:00 noon, in the City Corporation Conference Room located at
613 Old Gilroy Street in Gilroy. Contractor must be present at the proposal preview in
order to have their proposal considered.
Prevailing Wage is not a contract labor cost requirement of this service contract.
Hourly rate fees shall include two or more contract staff with transport utility vehicle
2
with all necessary, equipment, tools and supplies.
By submitting the fee schedule, the Contractor acknowledges that the Contractor has
made a personal inspection of each site and the surrounding areas and has evaluated the
extent to which the physical condition thereof will affect the services to be provided. The
Contractor acknowledges that the regular completion of services hereunder may result in
a gradual upgrading of the areas maintained, regardless of the present condition. The
contract site fee schedule should be based on the standard upkeep of each area and not
reflect any perceived renovation work needed.
3. Contractor Site Review Statement — Complete and sign City -wide Landscape contractors site
review statement (Attachment C).
4. Key Staff - Identify the key contract team leader(s) who will direct all on -site landscape contract
services and who will interface routinely with the designated City contract inspector. Provide a
minimum one page resume listing qualifications and past experience (update or resubmit RFQ
info if appropriate). Key staff person(s) that are designated to be assigned to this contract
shall participate in the Mandatory Proposal Preview, contractor facility visit, and /or
contract finalist interview.
Resources and Service Description: Provide a comprehensive description of the resources, plan
and methodology that will be used to provide resources for the different elements of the requested
landscape services. Special emphasis should be placed on how your company will "partner" with
the City to provide innovative approaches and techniques in both the services provided today and
in the way it will respond to future needs of the Gilroy community and evolving scope of work
under this City -wide service contract. Include how you plan to build trust into the relationship
between your organization and the City.
6. Staffing
a. Include a work plan of how you will staff and supervise for weekends, holidays, seasonal
workloads, special events, and site care after holidays and busy weekend. Provide a
monthly calendar indicating staffing and work strategies throughout all seasons of the
year. Identify site specific work as maybe appropriate. Discuss how you will adhere to
approved maintenance schedules.
b. Provide a complete overview of all training programs provided. Specifically identify
those you considered part of your "Safety Program ".
c. Detail your company's employee retention program and philosophy.
d. List the full or part time status of each employee that will be assigned to this contract.
Explain your staffing process to fill positions if needed.
e. Detail your company's policy for recruitment and screening process for DMV driving
record, drug use, and criminal history.
f. Description of designated on -site supervisor's role in delivery of contract services and
availability of on -site supervisor and contingency plans when not available.
g. Description of the line - staff's role in the delivery of exceptional contract service and
customer service related to public contact at City parks and landscaped facilities.
7. Reports / Records / Schedules / Calendars - Discuss management reports and quality assurance
methods and their frequency. Emphasize how you would customize reports for Gilroy that will
show work accomplished, labor hours, materials consumed, and equipment utilized by site.
Attach sample reports, records, schedules, and calendars.
8. City Site Visit References — The city would like to visit current sites that you maintain. Provide
three references for City site visit evaluation. Provide the location of the site and reference
information (name, address and phone number) of the person who is the contact for the client for
the site for current similar work.
9. City Site Visit of Business Office — Provide address and phone for primary business office and
operations yard that contract services shall be provide from for possible City Site Visit. Provide
both if not the same.
10. Length of Submission — While there is no maximum length of the RFP submittal information
pages, please keep in mind that we have seen your RFQ submittal. Number all pages and label
exhibits. Exhibits and attachments should be bound together with the RFP submittal.
11. Response Submission - Four copies of RFP submittal are required. All submissions must be
sealed in a package showing the following information on the outside and addressed to:
Purchasing Division,
City of Gilroy,
7351 Rosanna Street, Gilroy, CA 95020
12- RFP -PW -362
RFP Title: Parks & Landscape Maintenance Contract
Contractor's name and address
The submission package must be mailed or delivered to the above address prior to the deadline
for receipts of submissions. All respondents who mail or ship their submissions must allow
sufficient delivery time to ensure receipt of their submissions by the time specified. Late
submissions will not be accepted for consideration.
12. Deadline for Receipt of Submissions - All submissions must be received by the Purchasing
Division, Gilroy City Hall Gilroy, 7351 Rosanna Street, Gilroy, CA, by 2:00 P.M. on Tuesday
April 17, 2012.
13. Logistical Issues Describe how your company will stage and mobilize the equipment and
supplies (mowers, aerators, safety signs, traffic cones, tools, chemicals, trash bags, cleaning
products, etc.) needed to perform all work. Describe where and how will you store and dispatch
equipment and supplies to contract sites. There will be only limited space available at the City of
Gilroy City Corporation Yard for daily staging of 2 or 3 contract vehicles.
Selection Process
All Proposals will be reviewed thoroughly by an evaluation team. The recommendation for award of a
contract may not necessarily be based on the lowest cost for the various items on the bid form, but rather
will be made on the basis of how the proposal best meets the requirements of the City for City Wide
Landscape Maintenance Contract, the ability to meet the different types, service levels, and service
frequencies, the ability to comply with contract standards and specifications, and sufficient manpower
and equipment to service and support the City in the area of municipal landscape maintenance services.
The City may call for finalist interviews. If called, interviews will be held the afternoon of the
Mandatory Proposal Preview, April 5th, 2012. Interview instructions will be given if and when
scheduled with finalists.
The selection evaluation criteria are as follows:
To be filled out by Evaluation Team only
No.
Issue
A,
Cost of Services (Attachment B)
35
2
Having sufficient equipment /personnel resources to
25
meet the needs of the city
3
Review of safety practices and Workers' Comp
10
Modification Rate Statement
4
Proximity of contract resources to contract sites
10
Demonstrated personnel expertise and experience to
5
provide the range of contract services and
10
capabilities to address contract challenges
6
Review of references /previous clients
10
Total
100
Addendums
If the City determines that addendums to this RFP are necessary, they will be delivered to the
contractor by email.
Other Terms and Conditions
Certain other terms and conditions will apply to this RFP:
All RFQ Terms and Conditions apply to RFP
Minimum Site Frequency Schedule
Contractor shall be responsible for reviewing the minimum site visit frequencies under
ATTACHMENT E — Minimum Site Frequency Schedule before completing the contract
fee schedule submittal.
Licenses and Insurance
In addition to all other requirements set forth in the Contract documents, the successful Contractor to
whom the contract is awarded must maintain and keep in force throughout the progress of the contact,
all required insurance, state licenses, state and professional certifications.
Laws to be Observed
The Contractor shall keep himself fully informed of all State and National laws, labor laws
and provisions, and all municipal ordinances and regulations of the City which in any manner
affect those engaged or employed in the work, or the materials used in the work, or which in
any way effect the conduct of the work, and of all such orders and decrees of bodies or
5
tribunals having any jurisdiction or authority over the same.
Billing and Invoicing
Describe your company's billing and accounting system as it will relate to this contract. Describe your
capability to customize invoices to meet the City of Gilroy's needs. Attach samples of your company's
billing forms and invoices.
Contract Period
The contract period, once awarded by the City Council, is proposed to be from June 1, 2012 through June
30, 2015. The city may request a 2 -year extension of terms.
REP Questions
In order to have the city respond in a timely manner to questions about this RFP, please don't wait until
the last minute to ask them, but in no case later than 12:00 noon on April 16, 2012 (one day before RFP is
due). Direct questions regarding this RFP, via email, no to the following:
ATTN: Bill Headley
(408) 846 — 02833 (phone), (408) 846 -0306 (fax)
bill.headle cr,ci. ig lroy.ca.us
STANDARDS AND SPECIFICATIONS
Landscape Maintenance Areas
Landscape maintenance areas shall consist of City parks, landscaped City facilities, slope areas, medians,
streetscapes, trails and drainage channels identified in the Contract Landscape Location Information
Sheets. These areas shall include all turf, trees, shrubs, ground covers, planters, slopes, vines, sidewalks,
paths, courts, courtyards, decks, park equipment, BBQs and group BBQ facilities, parking lots, roadways,
medians, opens space areas, gutters, v- ditches, bike trails, street barriers, fence lines and irrigations
systems.
Normal Hours and Days of Maintenance Services
1. Contractor shall perform the required maintenance service daily between the hours of 6:00 a.m.
and 6:00 p.m., seven days per week including holidays. No maintenance functions that generate
excessive noise, which would reasonably cause annoyance to adjacent residents, shall occur
before 8:00 a.m. Forest Street Park is specifically a no blower facility.
2. The Contractor shall conduct the work at all times in a manner which will not interfere with
normal recreation programs, special events, pedestrian traffic on adjacent sidewalks or vehicular
traffic on adjacent streets.
3. Any modification in the hours and days of maintenance services as stated in the Contractor's
Service Schedules /Calendars are subject to approval by the City.
Personnel
1. Positive public relations is an important part of this contract service. Services provided under
the City -wide landscape service contact are a critical part of providing and maintaining these
important public use facilities. Contract staff serves a vital role in delivering these public
services. Contract staff must maintain both professional image and behavior whenever in contact
with citizens, including avoiding the use of foul language. Contract staff shall be trained on how
Col
to handle public contact and provide the appropriate customer service. Contract staff must
always maintain a neat and clean appearance and be easily identified by some type of company
uniform. All Contractor staff shall follow the rules, regulations, and applicable laws while
working for the City, including obeying any non - smoking signs /areas.
2. A background review and security clearance for all on -site contract employees is required.
Contractor shall provide all needed information to the City's representative and make employees
available for finger printing at a site to be determined. Contractor shall provide any background
information needed for Department of Justice (DOJ) and Department of Motor Vehicles (DMV)
driver's record review. Further, a one -time drug testing or evidence of drug screening maybe
required for background review. The City will assume background review costs for the first 15
contract employees. The Contractor shall assume cost of background reviews for more than 15
employees during the three year contract. Probable background review cost per employee will be
determined and reported to all RFP participants before the April RFP submittal date.
3. The Contractor shall provide personnel fully trained in all phases of landscape irrigation systems
operation, maintenance, adjustments, and repair; in all types of components to include irrigation
controllers, valves, moisture sensing devices, and sprinkler heads; and with all brands and models
of irrigation equipment used within the City. Any training or additional training for Contractor
personnel to meet these requirements shall be provided at Contractor's expense.
4. The Contractor shall provide personnel knowledgeable of, and proficient in, current water
management concepts, with the capability of working with City staff in implementing more
advanced water management /conservation strategies.
5. The Contractor shall provide personnel capable of verbal and written communication in
English or bilingual with English as one of the languages.
The City expects the Contractor's staff to give to city representative(s) all items lost or
misplaced by the general public, regardless of perceived value found on contract sites. The
Contractor shall communicate this expectation to all employees.
Service Changes
The City reserves the right to make additions, deletions, revisions and/or otherwise modify the General
and Specific Landscape Maintenance Specifications or change the frequency of the services during the
contract period. A Request for Quote will be issued for additional service work or one time contract
work. A change order will be issued with a two -week notice. Any change in Specification that causes the
contractor to suffer additional expenses shall be adjusted based on the fee schedule or negotiated upon
written justification.
Vandalism and Repair of Damage
Contractor shall report any damage to City property, including but not limited to, vandalism, acts of God,
and third party negligence, or damages caused by Contractor, its employees or subcontractors to the City
representative.
If the Contractor, its employees or subcontractors cause damage to any City facility then the Contractor
shall repair such damage at its own cost within a reasonable time or the City may repair or cause the
repair of such damage and the cost thereof shall be deducted from monies due to the Contractor from the
City.
VA
Supplemental Graffiti Removal
The City unfortunately experiences periodic graffiti vandalism to city property and structures.
Included as part of this contract is a fixed number of hours for the Contractor to perform graffiti
removal (see Attachment B under "New Services" section). The hours shown for each of the
two crew types are the annual hours included in the contract. Only hours used at the request of
the city will be paid to the contractor. If those hours are exhausted, the city may perform the
work themselves. The city also reserves the right to perform the work themselves even if there is
a balance of hours for supplemental graffiti removal. Additional discussion of graffiti removal
methods and equipment may take place at the Proposal Preview meeting.
Downtown Bird Cleanup
Occasionally, and perhaps seasonally, birds roost on overhead wires or building fronts in the
downtown area, and leave droppings which cause an unsanitary condition. Included as part of
this contract is a fixed number of hours for the Contractor to perform clean up of bird droppings
on an as- needed basis. Only hours used at the request of the city will be paid to the contractor.
If those hours are exhausted, the city may perform the work themselves. The city also reserves
the right to perform the work themselves even if there is a balance of hours for Downtown Bird
Cleanup Services (see Attachment B under "New Services" section). The clean up may be
accomplished by using a power washer, a scrub brush & water, or other method which
effectively addresses the problem.
Water Division Facilities Landscape Maintenance
Landscape maintenance of the Water Division Facilities shall be as for other facilities as
applicable, including general site cleanup, weed control, mowing, trimming, etc. Landscape
maintenance costs to be included on Attachment B for Water Facilities should be for addressing
the sites once per year in late spring. The City may request additional visits at additional cost to
the City.
Protection of Existing Sites and Structures
The Contractor shall exercise due care in protecting from damage all existing sites, structures and utilities
both above surface and underground on the City's property. Any damage to City property deemed to be
caused by the Contractor's negligence or failure to use due care shall be corrected or paid for by the
Contractor at no cost to the City.
If the City requests or directs the Contractor to perform work in a given area, Contractor shall verify and
locate any underground utilities. This does not release the Contractor's duty to take reasonable
precautions when working in these areas. Any damage or problems shall be reported immediately to the
City.
Service Frequency and Schedules
Inspect and service every site based on the Minimum Site Frequency Schedule (Attachment E).
Less frequent or more frequent services may be approved or required as necessary to insure
specifications and standards are met.
The Contractor shall, within ten (10) working days after the effective date of the Contract,
submit a work schedule to the City's representative(s) for review and approval. Said work
schedule shall be based on a twelve -month calendar identifying and delineating the time frames
for the required work by the day of the week, morning or afternoon.
The Contractor shall submit revised schedules / calendars when actual performance differs substantially
from planned performance. Said revisions shall be submitted to the City's representative(s) for review
and, if appropriate, approval, within five (5) working days prior to scheduled time for the work.
At the discretion of City staff, monthly meetings (or more frequently if deemed necessary by the City)
between the Contractor and the city representative(s) may be scheduled to determine progress and address
any changes in schedules, review performance, problem areas, etc.
Contractor shall notify the City, in writing, at least two (2) weeks prior to the date and time of all pre -
approved "Specialty Functions." "Specialty Functions" are defined as:
1. Treatment /Control of Weeds, Disease and Insects, etc.
2. Fertilization
3. Tree Trimming /Management
4. Aerification — Turf
5. Installation of Plant Materials /Plantings (not in current contract scope)
Performance During Inclement Weather
During the periods that excessive rainfall hinders normal operations, the Contractor shall adjust its
workforce to accomplish those activities that are not affected by weather. The prime factors in assigning
work shall be the safety of the workforce and avoiding damage to landscaping.
Extra Work/ Excluded Work
The following tasks shall be treated as extra work items:
1. Soil testing
2. Major tree trimming
3. Filling of major holes or depressions in turf or shrub beds (filling minor holes is included in the
Contractor's work)
4. Major irrigation repairs such as controllers, pumps, and backflow devices
5. Turf over seeding and top dressing (these functions will typically be handled by city staff)
6. Work within Debell Uvas Creek Park Preserve open space /channel, Christmas Hill Park
Hillside
7. Doggie Bag Dispenser Maintenance and/or refilling with new bags
8. Maintenance of large trees over 18' tall, which cannot be pruned by gardener on an orchard
ladder. These trees will be inspected and recommendation will be made for services of an
Arborist.
9. Recreation Program support including ballfield prep
10. Facility reservation support and customer response
11. General park and building repairs.
12. Electrical system maintenance and repairs
Garbage, Litter and Debris Removal
1. Garbage, litter, and debris shall be removed as needed to prevent citizen complaints or
unsanitary conditions, and as needed to prepare turf areas for mowing and general facility use.
Trash containers shall be serviced and emptied when 1/3 full or when there is detectable odor.
2. Service frequency in heavy use areas such as Downtown and major parks will be required 7
E
days per week, and shall include checking for and removal of garbage, general cleanliness, and
weed removal. Service frequency in all facilities shall be sufficient that full and overflowing
garbage cans are rarely seen and there shall be no evidence of litter and debris having been on
site for more than 2 -3 days for sites with less that daily service.
3. Garbage can liners shall be supplied by the Contractor and be of a quality approved by the
City representative. Garbage can liners shall be replaced when cans are emptied.
4. Litter and plant debris shall be removed from landscaped, hardscape, and adjacent open space
areas on a regular basis to achieve neat, clean, and attractive facilities. Landscape debris shall
not be blown into streets and left unless collection of such debris has been previously approved
and coordinated with the city.
5. Heavy litter and garbage days shall require that multiple service vehicles and staff be
provided. Aggressive mobile staffing levels for cleanup will be needed on Sundays, Mondays,
and day after holidays to ensure prompt removal of litter and garbage at contract sites after
typically heavy use on those days.
6. Shopping carts and garage sale signs in and on the perimeter of contract sites shall be
considered part of the garbage and litter removal service, and shall be removed from the sites.
7. Disposal of garbage, litter, and debris shall be made at the City yard disposal areas and any
available on -site trash dumpsters /roll -offs. In order to help keep the City yard in a neat and
orderly state, disposal shall be directly into dumpsters /roll -offs when feasible. Alternate yard
waste and general refuse disposal sites other than the City yard may become available and shall
be reported to the Contractor by the City representative.
Landscape Maintenance (Facilities, Parks, Trails, Slope Areas, Parking Lots)
L GENERAL
a. All animal feces or other materials detrimental to human health shall be removed per the
service schedule.
b. All broken glass and sharp objects shall be removed per the service schedule.
c. All areas shall be inspected per the service schedule and maintained in a neat, clean, and
safe condition at all times.
d. All areas shall have leaves and debris removed per the service schedule.
e. All areas shall be inspected for vandalism, safety hazards, and serviceability per the
service schedule. Deficiencies shall be reported in writing immediately to the City.
f. All sidewalks within the City areas shall be swept or cleaned, if necessary, to remove any
glass or heavy debris.
g. All sidewalk areas abutting maintained areas shall be cleaned when dirtied by
Contractor's operations and at other times as required.
h. All leaves, paper, and debris shall be removed from landscaped areas and disposed of
offsite.
i. Trash cans provided by City shall be emptied per the service schedule. Contractor shall
provide plastic liners for all trash cans at Contractor's expense, to be changed, not
emptied, per the service schedule.
j. All "V" drains shall be kept free of vegetation, debris, and algae to allow unrestricted
water flow.
k. 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 damaged grates shall be
reported to City.
1. Weed control /removal shall be performed at all sites maintained by the Contractor.
10
2. HARD SURFACE AREAS
a. All areas shall be swept weekly to remove all deposits of silt and/or sand. Any unsafe
condition shall be removed upon discovery per the service schedule.
b. All areas shall be inspected per the service schedule and maintained in a neat, clean, safe,
and weed -free condition at all times.
c. Shrubs, vines, groundcover or similar vegetation shall be trimmed so that it is not
covering, on, or overhanging hard surface areas, curbs, gutters, or pavement.
3. BICYCLE TRAILS /ASPHALT WALKWAYS/ TRAILS
Special emphasis shall be placed on chemical edging along these areas to prevent damage to
asphalt by vegetation. Equestrian trails shall be kept free of encroaching vegetation.
Shrub and Ground Cover Maintenance
The latest edition of the Sunset Western Garden Book shall be the general guidelines and reference tool
for care and maintenance of all plant material.
All shrubs are to be trimmed symmetrically in natural form and proportion, but not to interfere with
vehicular and pedestrian clearance, visibility and access, unless otherwise directed by a City's
representative. Prune shrubs to encourage healthy growth habits, natural form and proportion,
symmetrical appearance and proper vertical and horizontal clearance. Line of sight traffic safety issues as
identified by City Contract Inspector will also determine proper height and appearance.
All shrubs and ground cover is to be trimmed not to interfere with irrigation operation or to encroach on
to private property or Right -of -Way. Line of sight traffic safety issues as identified by City engineering
Department will also determine proper height and appearance. All dead, diseased and unsightly branches,
vines or other growth shall be removed as they develop. All ground cover areas shall be pruned to
maintain neat but natural (not sheared) edges. All ground cover is to be kept a minimum of 6 " -12" from,
but not limited to, all trees shrubs, walls and fences unless otherwise directed by City Representative.
Irrigate and fertilize shrubs and groundcovers as appropriate for the species. Many of the shrubs used in
City landscapes will need minimal irrigation and minimal, if any fertilizer. The Contractor shall include
shrub and ground cover in maintenance plans submitted to the City representative.
Bedding plants — volunteers may plant seasonal bedding plants and/or seasonal bulbs in designated
beds at Las Animas Park, Wheeler, City Hall, and Willey Historical House. Maintenance of such
plantings would become part of the routine site maintenance. When not planted, the beds should be
maintained mulched and free of weeds. Bedding plants or plant replacement projects are not currently
part,of the contract scope or fees, but could be added to contract scope of work as needed.
Senior center raised planter. The plantings in the raised planter at the Senior Center are maintained by
volunteers. The irrigation to this planter is maintained by Contractor.
Landscaped Roadways and Medians
1. The scope of work for medians not only includes the landscaped areas but also those areas of
the median that are attached or directly adjacent to cobble /concrete hardscape per its design.
(Noses and turn lanes are examples of this condition).
2. Plant material shall not be allowed to obstruct any site line of vehicular traffic, and shall be kept
below 36" in height from the road surface in any areas where traffic site lines may be impacted
(trees excepted). City Transportation Engineer and Landscape Inspector may provide direction
as requested for proper maintenance.
11
3. Irrigation shall be adjusted and inspected as often as needed to insure no unsafe condition is
created by irrigation run -off onto road surface or over spray onto vehicles.
4. All maintenance personnel shall wear safety vests while working on medians, and at no time
shall work be performed in the roadway without City approved Traffic Control Plan and all
required traffic control signage in place.
5. Contractor is responsible for insuring that all median maintenance is performed in a safe
manner and that no hazard to the public or workers is created by such operation.
Turf Mowing
1. The contractor shall not mow, or use any equipment of turf areas when frost is present or if the
turf is saturated or standing water is present. Mowing should not begin until turf area is free of
visitor litter and trash.
2. Mowing shall be accomplished with rotary mowers. Blades shall be kept sharp to produce a
clean cut. Mowers shall be kept clean and free of fuel, oil, hydraulic fluid, and grease leaks.
3. Mowing equipment shall be washed between sites to minimize the spread of weed propagules.
4. Mowing patterns shall be alternated to avoid creating ruts and compaction.
5. Use caution when mowing berms or un even areas to avoid scalping turf. Rodent dirt mounds
need to be knocked down, spread, or removed so as reduce turf loss until rodent activity is
abated.
6. Mowing shall typically be performed as needed from December through March and at least
weekly from April through November. This is a guide only and will vary based on weather.
Mowing shall be frequent enough so that no more than 1/3 of the leaf is removed at each
mowing. During active growing season, mowing may need to be done twice weekly on play
fields. Mowing height shall be 3 1/2 " unless otherwise directed by the City representative.
7. All clippings shall be efficiently mulched to leave no visible trace or picked up and removed
only when necessary and removed to a designated dumping site. At no time shall unsightly
clippings be left before vacating site following mowing operation.
Turf Cultivation
1. All turf shall be core aerated in September /October. Cores should be reincorporated into the
turf. Core size should be 1 /z" diameter. Alternative methods of relieving compaction may be
authorized by City.
2. If needed, core aerate Christmas Hill Park & Ranch Site, San Ysidro Park, Los Arroyos Park,
Sports Park, and Sunrise Park again in April.
3. If needed slice San Ysidro Park, Los Arroyos Park, Sport park, Christmas Hill/ Ranch Site.
4. Dethatching to be done on selected turf site(s) once every two years and not to exceed a total of
five acres. This cost is NOT an additional fee and needs to be considered a general turf cost
factor spread over all turf site fees.
5. Prior to any cultivation activity, all irrigation heads, valves, and utility boxes shall be flagged.
The soil shall be allowed to dry prior to cultivation.
Edging
1. When turf abuts concrete walk ways or concrete mow band, turf shall be edged with a metal
blade edger. If a spin trimmer is required to edge around utility boxes, or wooden header
boards, it shall be held so that the cut is vertical. A bevel cut shall not be used. After mowing
12
or edging harscape (walks /drives /patios /streets) shall be swept or blown clean. Debris shall not
be left in street gutters and shall be removed by the Contractor before vacating site.
2. Tree wells - Maintain a neat turf edge and keep the well free from weeds.
3. Chemical edging shall be minimized, and not used around utility boxes, or against hardscape.
Chemical edging should not exceed one inch of turf along non - hardscape pathways edges.
Fertilizer /Pest Control Plan Develop an annual fertilization and/or weed/pest control plan that your
company feels would produce a cost effective approach that provides high quality results for turf, shrubs
and ground cove, annual flowers, bike /walking trails, open space edges/ post and cable /fence lines, and
hardscape (cracks and crevices) including sidewalk, curb and gutter frontages. Plan must reflect
recommendations of soil testing reports.
1. Written Pest Control Recommendations — The Contractor shall provide a written pest control
recommendation from a licensed pest control advisor for all pesticide applications. The
contractor shall provide copies of all recommendations to the City at least 5 working days prior
to application.
2. Notice prior to application — The contractor shall provide written or e -mail notice 5 days prior
to any pesticide application. The notice shall include the pesticide to be used and proposed
application schedule.
3. Product Use Summery - Prior to the 15th of the month, the contractor shall provide to the city
a summary of pesticides used the prior month. Provide the product EPA registration number
and the amount of product used.
4. Posting — post all entry areas with spray notices when broadcast spraying public use areas and
verbally notify public visitors when spot spraying when in the area. Remove facility spray
notices when spraying is complete unless product label provides for different posting
requirements.
5. Spray marker — the routine use of spray marker dyes is discouraged. Contact the City if such
use is desired
6. Chemical weed control shall be the primary method over mechanical weed control. The
Contractor shall be vigorous in their responsibility for controlling weeds growing in cracks or
expansion joints, planters, along fences /sound walls and areas contiguous to all the City
landscape areas (including sidewalks, curbs, and gutters) and all other landscape areas for
which the Contractor is responsible. This includes all landscaped medians that are attached or
directly adjacent to landscaped roadway areas. Weed control will be a permanent topic on
the performance review meetings with the Contractor.
7. Moluskacides should be iron phosphate based or other City approved control.
8. Rodenticides applied for gopher control must be applied into underground burrow.
Rodenticides applied for ground squirrel control must be placed into secure bait stations. The
City must approve bait station design and location. Applicators applying restricted use
rodenticides must hold appropriate licensing.
9. Pest Control Licensing — The contractor shall have a qualified person who holds the
appropriated California Department of Pesticide Regulations licensing over see all pesticide
applications. If restricted materials are used, the applicator must be licensed.
10. Trails — keep trail shoulders free of weeds 24 " from any trail hardscape edges
11. Pre - emergent shall not be used for spot spraying
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Turf Fertilization /gypsum/sulfur
1. A tentative fertilization schedule for play fields should be 21 -7 -14 in March or early April and
43 -0 -0 in May /June and September /October. Products shall be applied to achieve an
application rate of 1 pound actual nitrogen per 1,000 square feet. If needed, a mid- winter
nitrate application may be warranted.
2. Non -Sports play field turf would be similar to play field with the possible exclusion of the May
application.
3. Granular gypsum at a rate of 5# 11,000 square feet shall be applied to the Sports Park and
Christmas Hill /Ranch sites in September /October
4. Granular sulfur at a rate of 5# 11,000 square feet shall be applied to the Sports Park and
Christmas Hill /Ranch sits in September /October
5. The Sports Park is equipped for fertilizer injection. This may be used to supplement the above
and possibly replace some of the granular applications.
6. The above is a guide and may be adjusted based on turf conditions and weather.
Turf Pest control
1. Weeds - All turf grass areas shall be kept free of weeds at all times. Weed removal shall consist
of complete eradication or removal of all weeds including top growth and roots. It is a
condition of this contract that an approved weed control plan is accepted by the City. Failure of
contractor to apply herbicides according to the plan will result in "service not provided"
actions.
a. Broadleaf - threshold, spot application or area spraying as appropriate by location.
b. Kikuyu grass is established at El Roble Park, Christmas Hill Park, Miller Park, San
Ysidro Park, and Los Animas Veterans Park. The contractor is expected to work with the
City to develop a program to contain and control this species. It is expected that the final
program will incorporate both. selective and non - selective herbicide, verti cutting and
over seeding.
c. Bermuda - at this time there is no active Bermuda grass control efforts beyond keeping
equipment clean between sites.
d. Poa annua -at this time there is no active Poa annua control efforts. Cultural practices are
to be used to favor desirable turf species.
e. Control weeds with pre- emergent herbicides and selective systematic herbicides. Hoe
weeds as little as possible since this may result in damage to plants and pre- emergent
herbicide.
2. Minimal insect control is practiced and is to be handled on a case -by -case basis
3. Minimal disease control is practiced and is to be handled on a case -by -case basis.
4. Trees in turf - maintain a minimum 2 -3 ft. radius ground cover free around/mulch where
approved with City provide wood chips
5. Rodent Control - All mounds, burrows, or other minor damage shall be discovered in a timely
manner and repaired by Contractor. Rodent problems should be identified and reported to the
City in their early stages as part of weekly inspections before causing critical damage to areas.
Lack of early discovery will be considered negligence on the part of the Contractor. Depending
14
on the scope of the problem, rodent control in the form of baiting or trapping will be
recommended and scheduled work.
6. Gopher control
a. The contractor shall obtain a written pest control recommendation from a licensed Pest
Control Advisor for baiting for gopher control. All bait shall be placed below ground in
the burrow system. Any spilled bait shall be promptly picked up. Any dead gophers
found on the surface shall be collected and properly disposed of.
b. Trapping may be used provided that the contractor remains on site while traps are in
place. Dead gophers must be disposed of promptly & properly.
c. The contractor shall comply with all provisions of pesticide requirements.
d. The contractor shall promptly remove or disperse any soil mounds discovered on the turf.
7. Ground Squirrel control shall be handled on a case by case basis and coordinated with City
representative. Three park facilities have above normal ground squirrel activity because of
surrounding pressure from adjacent agriculture, open space areas, and/or stream channels. The
Contract Fee Schedule has an annual fee for Supplemental Annual Rodent Control Services for
these three park facilities with higher than normal rodent activity.
Irrigation
1. Contractor and its employees shall bi- weekly inspect and test all irrigation systems for system
operability, component malfunctions, and adjust schedules to address weather changes and
irrigation requirements. Any signs of irrigation malfunctions shall be immediately addressed
and system checks shall become as frequent as necessary to insure problems are fully resolved
without any further damage. These inspections may also become more frequent in certain areas
that are under observation due to chronic malfunctions or vandalism. Between November 1
and March 1 if systems are turned off because of weather conditions, monthly inspections shall
be acceptable to insure that there has been no damage to the systems. Under no circumstances
shall a system go unchecked long enough to cause any problems with start up when weather
conditions warrant systems to be fully operational. Contractor shall set and program automatic
controllers for seasonal watering requirements. A sign in sheet shall be placed inside each
irrigation controller box that designates by date and signature each time the system is inspected
or adjusted for non - central station controllers. Within ninety (90) days after start of the
contract, an irrigation plot map for the entire system at each site shall be prepared by the
Contractor and placed in the irrigation control box and a copy given to the City Inspector. This
plot plan should include the following: map of area within Contractor's scope of responsibility
including irrigation layout and identification of control valves and backflow devices. These
items should be numbered so that specifics can be provided as to action needed to be taken by
irrigation crews (e.g., shut backflow A -1); Include Contractor twenty -four (24) hour telephone
number in the event contact needs to be made in an emergency.
2. All replacement materials are to be with new, original types and models or materials, unless a
substitute is approved by City representative.
3. Contractor shall maintain an adequate inventory of medium to high usage stock items for repair
of the irrigation systems.
4. Contractor shall implement repairs in accordance with all effective warranties, and no separate
payment shall be made for repairs on equipment covered by warranty.
5. Advise the owner in writing of any conditions that are discovered which may prevent the
system from delivering the correct amount of moisture.
6. Adjust risers and sprinkler locations to compensate for maturing landscape. This work shall be
done at an additional cost to the city.
7. Reflect actual evapotranspiration (E.T) requirements.
15
8. Reflect actual requirements of soil and plants.
9. Eliminate runoff onto streets, sidewalks, and other non - target areas.
10. Provide sufficient time for soil to dry out between irrigations.
11. Maximize public use of City property
12. Repairs of any irrigation components or property damaged by Contractor or as a result of
negligence, error or omission by Contractor shall be the full responsibility of the Contractor.
13. Remote control valves
A variety of RCVS are used though out the city. The predominant valve is the Weathermatic
21000. Griswold 2000 is used at El Roble Park, San Ysidro Park, and Las Animas Park.
Portions of Las Animas Park also use Rain Bird PEB. Griswold S series valves are used at Las
Animas Fire Station and the Museum. If an S series valve requires replacement, it shall be
changed out to a PEB. Carriage Hills Park and Sunrise Park use Hunter ICV. A few sites will
still have Rain Bird EFA, EF, and GB valves. If a valve requires replacement, contact the city
for a determination as to which valve to use.
14. Quick coupler valves
The standard quick coupler valve is the single slot Rain Bird 44 or Buckner QB44RC10. A few
3/" valves may be found in some older sites. 1" Acme thread valves are used on recycled water
lines at the Sports Park and Christmas Hill.
15. Master Valves
Master valves used are normally open Superior 3300. Del Rey Park and the Ranch Site use
Griswold normally open 2160 valves. Rainbow Park and Leavesley at Arroyo Circle use
normally closed valves.
16. Fixed Spray heads
The standard pop -up fixed spray head is the Rain Bird 1800 series SAM -PRS. Twelve inch
pop -up is typically used in ground cover, shrub, and bedding plant areas. Four inch has been
used in turf. If it is necessary to replace a four inch body in a turf area, it should be upgraded to
a six -inch pop -up.
Hunter twelve -inch INST pop up heads were used at several sites. If new internal piston
assemblies are needed for these, contact the city. The city will provide these while supplies
last. After supplies are exhausted consideration will be given to changing these out to Rain
Bird heads as needed when making repairs.
All heads used on recycled water lines must be equipped with purple caps.
17. Rotor Sprinklers
A variety of rotor heads are used in the city systems. Some sites are slowing being upgraded as
heads require replacement. The predominant heads are Rain Bird 6540, and 8005. From the
Hunter line we use the I -40, I -20, I -60, and we may introduce the I35. There are still some
impact heads used at San Ysidro Park, Las Animas Fire Station and Christmas Hill Park.
Heads used on recycled water systems must have purple caps. If heads are changed, ensure that
the appropriate size nozzle is used. Do not assume that the nozzle size in place is always
correct.
16
18. Drip
Drip irrigation is used in the medians on Santa Teresa and Tenth Streets, as well as at City Hall,
the Library, and Wheeler. In general when drip is used we go with a 1 /2" in -line emitter product
such as Agrifim or Netafim. We try to avoid on -line emitters and the use of 1/" tubing,
although these may be found at City Hall. Purple drip line must be used on the gray water
system at the Library. When making repairs on these systems verify that the product used has
the appropriate flow rate. Amiad is the filter typically specified, and when possible it is
installed on the supply side of the remote control valve. Pressure regulators used are
Senninger, Nelson, or other approved product.
19. Flow Sensors
Data Industrial (Badger) flow sensors are used at many sites.
20. Pumps
A variety of pumps are used in the system. The pumps at Del Rey Park, Ranch Site, and the
Oakbrook soundwall on Luchessa at Thomas Road are started by the controller. All others start
automatically on pressure drop or flow. Pump maintenance will be handled by the city.
21. Controllers and Programming
a. The standard controller used on city facilities is the Rain Master Evolution. Most
of these are linked to a central station computer at the Parks Office at the Gilroy
City Corporation Yard. There are a few small sites with stand alone Rain Bird,
Hardy, or Irritrol controllers. There are two sites with battery operated controllers.
As time and funds permit, the stand alone controllers will be upgraded and linked
to the central. Most of the on -line controllers are linked to flow meters and
master valves and will shut down the system if high or unscheduled flows are
detected. Low flow and electrical faults are also detected by the central system.
The central controller is linked to an on -site weather station and that data is used
to adjust station run times and shut down during unfavorable weather events. The
landscape contractor is expected to communicate with city staff regarding site
irrigation needs and to program stand alone controllers. The contractor is also
responsible for promptly shutting down stand alone controllers as needed during
rain events. The city will service irrigation controllers.
b. City staff will program controllers which are on -line with the central system.
Irrigation programming shall be coordinated around facility use.
c. The general guide for irrigation is to water deeply but infrequently. The soil surface
should be allowed to dry between irrigations. Typically three irrigations per week is
sufficient for turf. ET? Irrigation schedules must take into account public use of the
facility and hydraulic capacity of the systems. Irrigation programming shall be
coordinated with the city.
17
d. The landscape contractor is expected to communicate with city staff regarding site
irrigation needs and to program stand alone controllers. The contractor is also
responsible for promptly shutting down stand alone controllers as needed during rain
events. The city will service irrigation controllers.
e. City staff will program controllers which are line with the central system. Irrigation
programming shall be coordinated around facility use.
f. Upon completion of work, verify that all cabinets are properly locked before leaving the
area. Due to the potential damage to systems from leaving a cabinet unlocked, this type
of infraction shall be considered a serious act of negligence by the contractor.
22. Recycled Water:
The Sports Park, Christmas Hill Park and Ranch site are irrigated with recycled water. This is
disinfected tertiary treated waste water which is provided by the South County Regional
Wastewater Authority. All irrigation water used at the Ranch is recycled water. The main
Christmas Hill Park site uses a mix of domestic water stations with the exception of the full
circle stations on the major and minor ball fields which are irrigated with recycled water. At
the Sports Park, the infield turf is irrigated with domestic water. All other irrigation at the
Sports Park is recycled.
All irrigation heads and pipe shall be color coded purple or otherwise labeled. Only Acme
threaded quick couplers shall be used on recycled water systems. Employees working on sites
with recycled water shall be trained on the precautions to use. The contractor foreman or
supervisor is encourage to attend the annual supervisors training conducted by the South
County Regional Wastewater Authority. Contact the city for additional information on this.
23. Gray Water:
The library landscape is irrigated with gray water. The water is treated, however, it is not
disinfected. The water is used for drip and bubblers only. The gray water may not be sprayed
or otherwise discharged to the surface. The gray water irrigation main line is under continuous
pressure. Drip line, bubblers, and piping used for gray water shall be colored purple. Valves
used for gray water shall be tagged as non - potable. The city will maintain the gray water
treatment tanks and pumps. Employees working on the gray water system must be advised of
precautions to use.
Routine Irrigation Maintenance
Routine irrigation maintenance, shown as Annual Irrigation Service Fee on Attachment B, shall include,
but not necessarily be limited to the following:
• Routine replacement of sprinkler heads
• Adjustment of sprinkler heads & valves
• Valve repair (valve replacement would be considered supplemental work)
• Repair of laterals, swing joints & risers
• Repair of drip irrigation & emitters
• Replacement of missing or damaged valve box lids
• Irrigation controller programming as specified in this RFP
• Other items which would normally be considered routine irrigation maintenance
I:
Non - routine and major irrigation repairs would be handled under the Supplemental Irrigation Repair
Crew amounts to be shown in Attachment B under the "New Services" heading.
Irrigation Repair Materials
Irrigation repair materials purchased and used as part of this contract under the supplemental
irrigation repair crew contract item will be allowed a 15% mark -up from the reasonable purchase
price. An annual allowance of $5,000 has been set in Attachment B. If costs exceed that amount
during the year, the city may choose to supplement those funds with additional funds in order to
meet the needs of the city's facilities. An amount of $5,000 should be included in the proposal
as shown in Attachment B.
Irrigation repair materials purchased and used as a part of this contract for routine irrigation
system maintenance services (Annual Irrigation Service Fee in Attachment B) shall be
considered to be part of the price paid for Annual Irrigation Service and no separate payment
shall be made therefor.
Supplemental Irrigation Repair Crew
The Supplemental Irrigation Repair Crew cost item as shown in Attachment B is intended to be
an on -call irrigation repair crew to be used for non - routine irrigation repair services up to the
hours shown. Routine irrigation repairs are already part of the Contractor's normal work under
the contract.
Pruning - Tree and Shrub Care
1. Trees and Shrubs
a. Pruning shall be done in a manner to enhance the natural form of the plant and maintain
the design intent for the landscape. However there are or can be landscaped areas with
security concerns that will require different pruning for safety visibility. The City
representative will notify Contractor of special pruning sites.
b. Typically, shrubs which are planted along walls and fences should be maintained in a
manner which will allow the plant material to soften the hard structural feature.
c. Where the design intent is to have sweeps of shrubs, the plants shall be allowed to grow
together.
d. In some areas, it may be more appropriate to remove some shrubs entirely and allow
adjacent plant material to fill in rather than try to keep the plants in bounds with repeated
pruning.
e. Keep ground cover 6 " -12" from buildings trees and shrubs. Ground cover shall not be
allowed to encroach upon walks or curbs.
f. City will provide a species specific and site specific pruning guideline appendix (in
progress) for selected plants to the company awarded contract.
2. Trimming of trees.
Contractor is responsible for trimming trees less than IS' in height which can be pruned with a
standard orchard ladder. Prune trees to select and develop permanent scaffold branches, remove
crossing branches, remove diseased or damaged growth, or to eliminate narrow branch crotches.
Pruning may also be warranted to maintain traffic site lines, or clearance above sidewalks, drive
19
ways, or road ways. All pruning shall conform to National Arborist Association Standards and
specific directions from the city.
3. Staking
a. Periodic staking and tying shall be done as needed. Plant ties shall be checked frequently
and adjusted to prevent girdling. Tree trunks shall not rub against stakes at any time.
When trees no longer require the support of stakes, contact the city for authorization to
remove staked and ties.
b. Young trees which are leaning due to under developed truck caliper may be restaked at
the direction of the city.
4. Tree inspections
Trees shall be inspected regularly for hazardous conditions. Corrective action shall be promptly
performed by the contractor and the city notified. If the tree is over 18' in height, the city shall be
promptly notified of the hazardous condition.
5. Fallen trees /branches
Fallen trees or branches shall be promptly removed. Promptly notify the City for large trees
down.
Garlic Festival
The annual Garlic Festival is held at Christmas Hill Park. Pre and post festival Contract service level
changes during the two week impact of this special event are required at Christmas Hill Park.
Locks and Keys
The Contractor shall be responsible for the series of keys assigned to them and shall assign these keys to
its personnel for use in maintaining the facilities. The Contractor shall properly use and keep safe all keys
or locks issued or issued by the City to the Contractor.
The contractor shall report all lost or stolen keys or locks to the City representative(s) within twenty -four
(24) hours after discovery of the loss. The Contractor shall reimburse the City for the total cost, as
determined by the City, of replacing the lock, re- keying the site or duplicating additional keys.
Upon termination or cancellation of the Contract, the Contractor shall immediately return all keys, cards,
remote controls, etc., to the City. The Contractor shall reimburse the City for the total cost, as determined
by the City, for the total cost of keys not returned.
Deficiency Notice Procedures
1. Deficiencies will be recorded and presented to the contractor via e -mail, fax or U.S. Mail. The
Contractor shall respond within 24 hours with a plan to remedy and to prevent future
occurrence. Contractor shall be responsible for providing follow up documentation. Contractor
supervision is responsible for re- inspection of problem areas before notifying the City the
problem has been resolved.
20
2. Contractor's management team must be available for face -to -face meetings called by the City
within 48 hours of notification.
3. Failure to resolve the problem shall result in a written vendor report seeking a written response
from the contract management outlining a permanent resolution to the problem. Patterns of
complaints, which may indicate the contractor's failure to adequately staff, train and supervise,
shall cause a face to face meeting with the highest level of the contractor's management
deemed necessary by the City in order to clarify the contractor's obligations and produce a
written work plan and time frame for remedying the deficiencies.
4. Repeated deficiencies shall result in one or all of the following:
a. Payment deductions to the Contractor for services not performed per contract where City
had a substitute service.
b. Termination of selected contracted service area(s) because of contractor's continued
failure to perform in the designated areas.
c. Contract termination for failure to perform.
Right of Severance and Termination
Remove worker: The City shall have the right to request removal of any specific Contractor
worker from City contract properties for the following:
a. If the worker is deemed by City to be incompetent or negligent based on worker's
inability to execute required project tasks
b. For failure to adhere to the City's standards, including safety standards
c. For worker misconduct
Terminate contract: Notwithstanding the language in the written contract, City reserves the
right to terminate this contract with Contractor upon 10 days advance written notice should
Contractor fail to meet obligations of the contract. Such failures include, but are not be limited
to:
a. Consistent failure to respond to requests for service or to remedy contract deficiencies
b. Consistent failure to provide qualified, trained workers and supervisors
c. Contractor failure to keep City reasonably informed about contract related issues
Maintenance and Operation of Equipment and Vehicles
The Contractor shall take necessary precautions for the safe operation of equipment and the protection of
the public from injury and damage from such equipment and vehicles. Contractor shall repair or replace,
immediately, all equipment deemed by City to be unsafe, irreparable or in unsatisfactory condition. All
vehicles shall have the contractor's name visible to the public.
Contactor shall operate equipment and vehicles so as to minimize service vehicles driving off pathways
and hardscape onto turf and planters with irrigation and plants and prevent damage. Contractor shall use
street frontages and parking areas rather than pathways and sidewalks when possible operating vehicles in
contract sites.
String Trimmers
Contractor shall train staff and operate all string trimmers in a safe manner. Training shall include proper
techniques in avoiding flying debris and protecting staff, pedestrians and vehicles from harm. Care shall
be exercised with regard to the use of string trimmers to prevent damage to building surfaces, walls,
header board, light fixtures, signage, etc. String trimmers shall not be used around trees. A 2 to 3 foot
soil buffer zone shall be maintained around the circumference at the base of all trees, unless otherwise
directed by City. Any trees damaged by string trimmer or mower shall be replaced or repaired at the
option of the City at no additional cost to the City.
21
Reference Materials
The following documents will be used to judge best and proper landscape practices and procedures unless
otherwise specified or instructed:
• All specifications for materials to be used and construction guidelines will be based on City of
Gilroy Construction Standards unless otherwise noted and /or approved.
• Latest edition Sunset New Western Garden Book
• Standard practices of the International Society of Arboriculture
Cal -OSHA & Safety Requirements
Safety of the public, city staff, and contractor's staff is of prime importance to the city. The contractor
shall comply with all provisions of the California Occupational Health and Safety Act, any and all
applicable safety regulations, industry standard safety practices, the use of appropriate personal protective
equipment, and the contractors own code of safe practices and IIPP, taking all precautions in the
performance of the service to prevent injury to persons and property.
Any necessary traffic control or lane closures shall be performed as per the latest edition of the
W.A.T.C.H. manual (Work Area Traffic Control Handbook).
Accident Reporting
The Contractor shall immediately notify the designated City representative(s) of any accident, regardless
of whether or not injury or damage is evident, involving the public and the Contractor's staff, vehicles,
and/or equipment. The Contractor shall provide all written reports and/or documentation requested by the
City.
Management and Supervision
The Contractor shall provide fully trained and qualified personnel. The staff activity will be closely
monitored by City representative(s) at each site to detect operational irregularities and non - compliance
with the Contract.
It is the responsibility of Contractor's executive, management, and supervisory staff to oversee the
activities of its staff, throughout the range of its activities at all contract sites.
The City will not supervise the contractor's supervisors or employees.
All Supervisors must be qualified, proficient in English, trained and capable of providing adequate
supervision and direction of all staff and must demonstrate verbal and written communication skills
sufficient for the work required herein.
The Contractor's crew leader and operational staff, as well as their supervisory and management staff,
shall be knowledgeable in this Contract and its time lines. An outline of the task requirements, schedule,
and time lines for each site shall be kept with each crew. If any task cannot be thoroughly completed
within the Contract schedule time line, the City's representative shall be notified promptly in the prescribe
manner established at contract startup.
Contractor shall be expected to take reasonable care to identify and report conditions /situations/
occurrences which may be harmful or result in decline of plant material or landscape or interfere with
public use. If this care is not exercised then repair of resultant damage to landscape or plant material shall
22
be the responsibility of contractor.
Contractor to incur all costs to assess, repair or replace any physical property damaged as a result of
contractor's negligence or failure to take reasonable care to identify and report potential problems with
the landscape.
Contractor shall inspect and identify any condition(s) that renders any portion of a site unsafe, as well as
any unsafe practices occurring thereon, and shall immediately notify the City representative(s) of any
unsafe or undesirable condition(s). Contactor shall take emergency safety actions to protect worker and
or the public from a developing or observed hazardous conditions. Safety action taken by the contractor
not related to normal contraction services shall be appropriately compensated by the City when justified
in writing and include any public safety call for service report number.
The Contractor shall make minor corrections including, but not limited to, filing minor holes in turf and
activity areas, using barricades or traffic cones to alert the public to the existence of hazards, replacing
Contractor - damaged valve box covers, and securing any damaged apparatus so as to protect members of
the public or others from injury.
If needed, the Contractor shall assist the public by summoning emergency assistance while at the site. The
Contractor shall cooperate fully with City in the investigation of any injury or death occurring at any site,
including a complete written report.
During all operations, the Contractor shall comply with local
scheduling of the Contractor's operations may be modified by
Contractor in order to ensure that the public is not unduly i
operations.
23
ordinances regarding noise levels. Any
City at no additional compensation to
mpacted by the noise of equipment or
Attachment A — Contractor Information Statement
1. Provide the Firm Name(s) of Contractor(s) & Subcontractor(s) if any:
2. Email Address for RFP communications:
3. List State Contract Licenses #'s & Category
4. List Contract State License Name(s) if different than Firm Name & Explain:
5. Please list & explain any contract cancelations or claims against business during the past 5 years. Attach extra
pages if needed:
Signature
A -1
Date
it B - Landscape Maintenance Contract Fee Schedule
City of Gilroy - Contract Fee
Schedule
Ave. Monthly
Maint. Fee
Monthly Irrig
Service Fee
Annual Maint.
Fee
Annual Irrig
Service Fee
Supplemental
Annual Rodent
Control Services
Total
Annual Fee
Soundwalls/Medians /Islands
10th St medians
$ -
$ -
$ -
Bluebell - SW
$ -
$ -
$ -
Creekside - SW
$ -
$ -
$ -
Gilman - Island
$ -
$ -
$ -
Leavesly medians
$ -
$ -
$ -
Longmeadow - SW
$ -
$ -
$ -
Luchessa - SW's,M
$ -
$ -
$ -
Luchessa/S. Monterey - SW
$ -
$ -
$ -
Mantelli - SW
$ -
$ -
$ -
Mantelli Gap - SW's,M
$ -
$ -
$ -
Monterey Rd 8 -10 (medians)
$ -
$ -
$ -
N. Monterey - SW
$ -
$ -
$ -
Newman (Costco) - M
$ -
$ -
$ -
Ponderosa - SW, M
$ -
$ -
$ -
Princevalle - SW
$ -
$ -
$ -
Regency (Target center) - M
$ -
$ -
$ -
S. Monterey medians
$ -
$ -
$ -
Santa Teresa Streetscape
$ -
$ -
$ -
Sunrise - SW
$ -
$ -
$ -
Thomas - SW
$ -
$ -
$ -
Uvas Park Dr (Both Sides)
$ -
$ -
$ -
Village Greens - SW
$ -
$ -
$ -
Wren island
$ -
$ -
$ -
Subtotal
`
$ -
Civic Building/Areas
7th & Church parking lot
$ -
$ -
$ -
Chesnut Fire Station & HDQ
$ -
$ -
$ -
Civic Center, New Library & Plaza, &
Police Dept.
$ -
$ -
$ -
Corpyard- front
$ -
$ -
$ -
Las Animas Fire Station
$ -
$ -
$ -
Museum
$ -
$ -
$ -
Sunrise Fire Station
$ -
$ -
$ -
Willey Historical House
$ -
$ -
$ -
Subtotal
$ -
Parks
Babbs Creek Park Preserve
$ -
$ -
$ -
Butcher Park
$ -
$ -
$ -
Carriage Hills
$ -
$ -
$ -
CHP- Christmas Hill Park & Ranch Site
$ -
$ -
$ -
Del Rey Park
$ -
$ -
$ -
El Roble Park
$ -
$ -
$ -
Forest St. Park
$ -
$ -
$ -
LAVP - Las Animas Veterans Park
$ -
$ -
$ -
Los Arroyos
$ -
$ -
$ -
Miller
$ -
$ -
$ -
Rainbow Park
$ -
$ -
$ -
Renz park
$ -
$ -
$ -
San Ysidro
$ -
$ -
$ -
Sunrise Park
$ -
$ -
$ -
Subtotal
,
$ -
Downtown (3rd - 8th)
4th St. - Monterey to Eigleberry St.
$ -
$ -
$ -
5th St. - Monterey to Eigleberry St.
$ -
$ -
$ -
5th St. & Monterey - Parking lot
$ -
$ -
$ -
6th St. - Eigleberry to RR
$ -
$ -
$ -
6th St. - RR to Rogers Lane (back of
sidewalk to back of sidewalk
$ -
$ -
$ -
Hornlein - Parking lot
$ -
$ -
$ -
Lewis St. - Monterey to RR (Railroad)
$ -
$ -
$ -
Martin St. - Monterey to RR
$ -
$ -
$ -
Monterey Streetscape - 3rd to 8th St.
$ -
$ -
$ -
Parking Lot B
$ -
$ -
$ -
Parking Lot C
$ -
$ -
$ -
Subtotal
_
$ -
B -1
City of Gilroy - Contract Fee
Schedule
Ave. Monthly
Maint. Fee
Monthly Irrig
Service Fee
Annual Maint.
Fee
Annual Irrig
Service Fee
Supplemental
Annual Rodent
Control Services
Total
Annual Fee
New Contract Sites - Existing
Chestnut Pedestrian Bridge
$ -
$ -
$ -
Debell -Uvas Creek Park Pres.Trails
$ -
$ -
$ -
E.6th & Camino Arroyo ( Trail & Bridge)
$ -
$ -
$ -
Eigleberrry St. Vacant Lot
$ -
$ -
$ -
Pierce Street Island
$ -
$ -
$ -
Rosanna St. House
$ -
$ -
$ -
Sports Park
$ -
$ -
$ -
Villagio Trail & Detention Basin
$ -
$ -
$ -
Subtotal
$ -
New Contract Sites- New
Christopher High Median
$ -
$ -
$ -
Farrell Ave. Park Site
$ -
$ -
$ -
Lions Creek Trail
$ -
$ -
$ -
Subtotal
$
New Services
Nlin.Call Out Hrs
Hourly Rate
Annual Hours
Annual Fee
Supplemental Graffiti Crew I
Chemical Clean/ Paint
240
-
Supplemental Graffiti Crew 11
with Pressure Washer
120
$ -
$
Supplemental Irrigation Repair Crew
80
$ -
$ -
Downtown Bird Clean Up Services
20
$ -
$ -
Supplemental Irrigation Repair Materials
Allowance (fixed amount - do not change)
$ 51000.00
$ 5,000.00
Subtotal
460
$ 5,000.00
Annual ran o a
(Excluding Water Sites)
$ 5,000.00
1 Annual hours shown are a fixed allowance - please do not change
WATER FACILITIES
Water Facilities
Well 1
Well 2
Well 3 -2
Well 4
Well 5 -2
Well 6
Well 7
Well 8 & 8a
Reservoir "A"
Reservoir "B "& "G" 1 &2 & Booster 6
Reservoir "C" 1 & "C" 2 & Booster 2
Reservoir "D" 1 & "D" 2
Reservoir "E" 1 & "E" 2
Booster 1
Booster 3
Booster 4
Total Water
Est. Crew Hrs 3 Hrly.Crew Rate
2
2
3
3
2
2
2
2
26
45
14
12
8
2
6
6
175
Annual Fee°
2 Access to these locations are through locked gates. To access please call Water Dept., Dan Aldridge at (408) 846 -0271
3 Contractor to provide final estimate. City is providing best known historical information.
4 Annual Fee is for once per year. Any additional work requested by city would be paid at hourly crew rate shown.
Name of Contractor:
Signature:
Printed Name:
Date
f TTENTION: Efforts have been made to make this spreadsheet accurate for your use in compiling your cost proposal for this contract. However, it
up to the Contractor to verify all formulas, subtotals, and totals for accuracy.
B -2
Attachment C- Contractor Site Review Statement
1. Provide the Contractor name(s) :
The undersigned acknowledges the following:
2. All RFQ & RFP requirements have been reviewed for the Gilroy City -Wide
Landscape Maintenance Contract
3. Prior to submittal of RFP document, we have participated in the mandatory proposal
preview
4. Prior to Preparing and submittal of RFP documents, we acknowledge taking
opportunity to make all necessary site review visits of all sites listed on the
Maintenance Contract Fee Schedule
Printed Name
Signature
C -1
Date
Attachment D
LANDSCAPE CONTRACT LOCATION INFORMATION
Soundwalls & Medians
303 -698 10th Street
loth St medians
Alexander Street to Freeway on Ram
Bluebell - SW
Burchell Road to end of fence
No Irri ation
9927 Santa Teresa
Christopher High Median
Santa Teresa Blvd.
Irr . Pending
Creekside - SW
On Santa Teresa Blvd. North East of Thomas
Irri . WCS- Irrigation
Gilman - Island
Corner of Stone Ct. & 6th Street
No Irri ation
Leavesly medians
McDonalds to Monterey Road
Irr . & Stand Alone
1125 Longmeadow Dr.
Lon meadow- SW
Rodeo Drive to Santa Teresa Blvd.
Irr . WCS- Irrigation
Luchessa - SW's,M
Thomas Rd. to Greenfield Drive
Irri . WCS- Irrigation
Luchessa /S. Monterey - SW
Princevalle St. to Monterey Rd / Monterey Rd. to Irvine Ct.
No Irrigation
Mantelli - SW
Santa Teresa Blvd. to Poplar Drive
Irr .WCS- Irri ation
Mantelli Gap - SW's,M
Santa Teresa Blvd. to Zinna Street
Irri . WCS- Irrigation
Monterey Rd 8 -10 medians
on Monterey Rd. 8th to 10th Street
No Irrigation
N. Monterey - SW
Canal N. of 8985 to N. Canterber / Las Animas Ave. to Farrel Ave.
Irr . WCS- Irrigation
7221 Camino Arro o /Renz
Newman Costco - M
& 7083 Camino Arroyo & Renz Lane
Irri . WCS- Irrigation
Pierce Street Island
Intersection of Pierce & Church St.
No Irri ation
7920 Santa Teresa
Ponderosa - SW, M
7731 Ponderosa Drive
Irri . WCS- Irrigation
Princevalle - SW
Johnson Way to 10th Street
No Irri ation
6897 Camino Arroyo
Regency (Target center - M
on Camino Arroyo from HWY 152 to median just S. of Gilroy crossing
Irr . WCS- Irrigation
S. Monterey medians
10th Street to 101 on Ramp
No Irri ation & Irr .
Santa Teresa Corridor
Hecker Pass HWY
Irr . WCS- Irrigation
880 Sunrise Drive
Sunrise - SW
Sunrise Fire to Ohlane Way
Irri . WCS- Irrigation
Thomas - SW
W. Luchessa to end of concrete wall W. of Westeria Drive
Irr . & Stand Alone
Uvas Park Dr Both Sides
Orchard Dr. to Wren Ave. / 3rd St. to Laurel Dr.
No Irrigation
7791 Santa Teresa
Village Greens - SW
13rd Street to HWY 152
Irri . WCS- Irrigation
Wren island
7933 # A Wren Ave.
No Irrigation
D -1
Downtown Areas
Address/ Parcel #
4th St, - Monterey to Eigleberry
Location
No Irrigation
7782 Monterey St.
5th St. - Monterey to Eigleberry
I.O.O.F Ave.
No Irrigation
6601st Street
5th St.& Monterey - Parking Lot
Princevalle St.
No Irrigation
7325 Forest Street
6th St - Eigleberry to Railroad
Forest Park
Irrig. WCS *
East 6th Street
East 6th street to Rogers Lane
R.R St. to Rogers Lane sidewalk to sidewalk
No Irrigation
7470 Eigleberry
Eiqleberry St. Vacant Lot
2 parcels APN 799 -07 -075 & 799 -07 -074
No Irrigation
6552 Brem Lane * **
Hornlein - Monterey to Alley
South end of Berm Lane
No Irrigation
7820 Arroyo Circle * **
Hornlein - Parking Lot
corner of Horlein & Monterey Rd.
No Irrigation
701 6th Street
Lewis St - Monterey to Alley
Camino Arroyo
No Irrigation
701 6th Street
Martin - Monterey to Alley
Camino Arroyo
No Irrigation
Future Silacci Well Site
Monterey - 3rd to 4th
on Monterey Rd. 3rd to 4th
Irrig. WCS
Future McCarthy /Hospital
Monterey - 4th to 5th
on Monterey Rd. 4th to 5th
Irrig. WCS
1521 Welburn Ave.
Monterey - 5th to 6th
on Monterey Rd. 5th to 6th
Irrig. WCS
16301 Miller Ave.
Monterey - 6th to 7th
on Monterey Rd. 6th to 7th
Irrig. WCS
Monterey 7th to 8th
on Monterey Rd. 7th to 8th
Irrig. WCS
Parking Lot B
No Irrigation
Parking Lot C
No Irrigation
E. 6TH & Camino Arroyo
6th St. east of 1 -101 & Camino Arroyo
S. Prkwy Strip on 6th- Irrig. WCS
South of 6th to bridge
Bothsides of Camino Arroyo/ Irrig.WCS
& Class I Trail / No Irrigation
Water Division
Address/ Parcel #
Site
Location
Comments
7782 Monterey St.
Well 1
I.O.O.F Ave.
No Irrig. Maint.
6601st Street
Well 2
Princevalle St.
No Irrig. Maint.
7325 Forest Street
Well 3 -2
Forest Park
No Irrig. Maint.
695 9th Street
Well 4
Princevalle St.
No Irrig. Maint.
8295 Murray Ave.
Well 5 -2
200 ft South of Leavesly
No Irrig. Maint.
6552 Brem Lane * **
Well 6
South end of Berm Lane
No Irrig. Maint.
7820 Arroyo Circle * **
Well 7
South end of Wal -Mart
No Irrig. Maint.
701 6th Street
Well 8
Camino Arroyo
No Irrig. Maint.
701 6th Street
Well 8a
Camino Arroyo
No Irrig. Maint.
Future Silacci Well Site
Well 9 -1
No Irrig. Maint.
Future McCarthy /Hospital
Well 10 -1
No Irrig. Maint.
1521 Welburn Ave.
Reservoir " A "
Rancho Real Dr./ N. Side
No Irrig. Maint.
16301 Miller Ave.
Reservoir "B "& "G " 1 & 2
Santa Teresa Blvd.
No Irrig. Maint.
D -2
2116 Mantelli Drive
Reservoir "C" & Booster 2
Periwrinkle Dr.
No Irrig. Maint.
2116 Mantelli Drive
Reservoir "C" 2
Periwrinkle Dr.
No Irrig. Maint.
2256 Periwrinkle Drive
Reservoir "D" 1
South End
No Irrig. Maint.
2256 Periwrinkle Drive
Reservoir "D" 2
South End
No Irrig. Maint.
7402 Hoylake Ct. * **
Reservoir "E" 1
Chestnut & Lewis St.
No Irrig. Maint.
7402 Hoylake Ct.
Reservoir "E" 2
Christmas Hill Park/ Ranch Site
No Irrig. Maint.
1552 Walton Heath Ct. * **
Reservoir "F" 1 & "F" 2 (Future)
Debell Uvas Crk Prk Pres. Trails
No Irrig. Maint.
1753 Rancho Hills Ct.
Booster 1
Del Rey Park
No Irrig. Maint.
2145 Country Dr.
Booster 3
El Roble Park
No Irrig. Maint.
9257 Rancho Hill Dr.
Booster 4
Farrell Ave Park Site
No Irrig. Maint.
6311 Miller Ave.
Booster 6
Santa Teresa Blvd.
No Irrig. Maint.
* ** Prior Accesss help needed through water dept.: call Dan Aldridge (408) 846 -0271
Parks
i#r �t
o ►n
Babbs Creek Park Preserve
Oakbrook Wa - Babbs Crk Dr.
4 acres /Sidewalks -Prk Wy Strips/ Irr .
602 Old Gilroy Street
Butcher Park
0.10 ACRES / 0 TURF / Irr .
1701 Crest Hill Way
Carriage Hills
2.94 ACRES / 1.14 TURF / In- g. WCS
Chestnut Pedestrian Bride
Chestnut & Lewis St.
Brid a over Miller slaci h
Red trail w/ Irrig.
7050 & 7049 Miller Ave
Christmas Hill Park/ Ranch Site
53.3 ACRES / 13.74 TURF/ Irr . WCS
Debell Uvas Crk Prk Pres. Trails
Santa Teresa Bridge to Sports Park
Class I trail / ? LIN FT / No Irr .
9001 Calle Del Rey
Del Rey Park
3.7 ACRES / 1.4 TURF / Irr . WCS
7550 Wren Ave
El Roble Park
3.5 ACRES / 0.96 TURF / Irr . WCS
Farrell Ave Park Site
Crnr of Wren-Vickery Lane
3.0 Acres /Constr. Pend in /Irr . WCS- All Tura
7321 Forest Street
Forest St. Park
0.78 ACRES / 0.26 TURF / In- g. WCS
350 Mantelli Drive
Las Animas Veterans Park
30.12 ACRES / 18.29 TURF/ Irr . WCS
Lions Creek Trail
Channel btwn Farrel -Kern
Class I trail / ? LIN FT / Irr . WCS *
801 Moro Drive
Los Arroyos
2.52 ACRES / 1.6 TURF / Irr . WCS
7801 Carmel St.
Miller Park
4.14 ACRES / 4.19 TURF / Irr . WCS
980 Mantelli Drive
Rainbow Park
2.22 ACRES / 1.06 TURF / Irr . WCS
8198 Hanna Street
Renz park
0.64 ACRES / 0.16 TURF / Irr . WCS
451 Lewis Street
San Ysidro Park
9.25 ACRES / 4.14 TURF / Irr . WCS
5925 Monterey Fronta r Rd
Sorts Park
53 ACRES / 10 TURF / Irr . WCS
9525 Saddler Drive
Sunrise Park
7 ACRES / 3.38 TURF / Irr . WCS
Villia io Trail- Detention Basin
Btwn Luchessa - Riverview Crl.
lClass I trail / ? LIN FT/ St. Frontage / Irr . W
D -3
�y pF G
ATTACHMENT E
MINIMUM SITE FREQUENCY SCHEDULE
SPRING - SUMMER -FALL 2012
At a minumum, the Contractor shall complete the following items of work for each site visit: 1.
Health /Safety Check, 2. Litter /Trash Removal, 3. Clean Up Playgrounds (as applicable), 4. Blow Off/
Sweep Hardscape, 5. Weed Control. The sites shall be visited at least the minimum frequency listed
for each site, but the Contractor is still responsible for meeting the standards as discussed in the RFP
which may require more frequent visits. The scheduled days of the week may vary from those
shown, but the schedule is subject to approval by the city.
SW= soundwall, M= median
X= SERVICE DAY
Souindwalls /Modiansilslands
Min. Times! Wk
SUN
MON
TUE
WED
THU
FRI
SAT
10th St medians
1
X
Bluebell - SW
1
X
Creekside - SW
1
X
Gilman - Island
1
X
Leavesly medians
1
X
Longmeadow - SW
1
X
Luchessa - SW's,M
1
X
Luchessa /S. Monterey - SW
1
X
Mantelli - SW
1
X
Mantelli Gap - SW's,M
1
X
Monterey Rd 8 -10 (medians)
1
X
N. Monterey - SW
1
X
Newman (Costco) - M
1
X
Ponderosa - SW, M
1
X
Princevalle - SW
1
X
Regency (Target center) - M
1
X
S. Monterey medians
1
X
Santa Teresa Streetscape
1
X
Sunrise - SW
1
X
Thomas - SW
1
X
Uvas Park Dr (Both Sides)
1
X
Village Greens - SW
1
X
Wren island
1
X
E- 1
Civic Building /Areas
Min. Times/Wk
SUN
MON
TUE
WED
THU
FRI
SAT
6th St. Parkstrips (RR to 101 bridge)
1
X
6th St. trash /weeds (RR to 101 bridge)
1
X
7th & Church parking lot
1
X
Chesnut Fire Station & HDQ
1
X
ivic Uenter, Holice Bldg., New Library
Plaza
4
X
X
X
X
Corpyard- front
1
X
Las Animas Fire Station
1
X
Museum
3
X
X
X
New 6th St. Planters(RR to Eigleberry)
1
X
Sunrise Fire Station
1
X
Willey Historical House
1
X
Parks { P ) Playgrounds
Babbs Creek Park Preserve
1
X
Butcher Park
3
X
X
X
Carriage Hills (P)
3
X
X
X
CHP- Christmas Hill Park & Ranch Site (P
7
X
Ix
X
X
X
X
X
X
Del Rey Park (P)
3
X
X
X
El Roble Park (P)
3
X
X
Forest St. Park (P)
3
X
X
X
LAVP - Las Animas Veterans Park (P)
7
X
X
X
X
X
X
X
Los Arroyos (P)
3
X
X
X
Miller (P)
7
X
X
X
X
X
X
X
Rainbow Park (P)
3
X
X
X
Renz park
3
X
X
X
San Ysidro (P)
7
X
X
X
X
X
X
X
Sunrise Park (P)
3
X
X
X
Downtown (3rd - 8th)
4th St. - Monterey to Eigleberry St.
7
X
X
X
X
X
X
X
5th St. - Monterey to Eigleberry St.
7
X
X
X
X
X
X
X
5th St. & Monterey - Parking lot
3
X
X
X
6th St. - Eigleberry to RR
3
X
X
X
6th St. - RR to Rogers Lane
3
X
X
X
Chestnut Pedestrain Bridge
1
X
Christopher High Median
1
X
Debell -Uvas Creek Park Pres.Trails
1
X
E.6th & Camino Arroyo (Trail & Bridge)
1
X
Eigleberrry St. Vacant Lot
1
X
Farrell Ave. Park Site (Pend. Const.)
3
X
X
X
Hornlein - Parking lot
3
X
X
El
Lewis St. - Monterey to RR (Railroad)
7
X
X
X
X
X
E- 2
* ** Prior Access help needed through Water Dept.: call Dan Aldridge at: (408) 846 -0271
E- 3
Min. TirnesMk
SUN
MON
TUE
WED
THU
FRI
SAT
Lions Creek Trail
1
I
1
X
Martin St. - Monterey to RR
7
X
X
X
X
X
X
X
Monterey Streetscape - 3rd to 8th St.
7
X
X
X
X
X
X
X
Parking Lot B
3
X
X
X
Parking Lot C
3
X
X
X
Pierce Street Island
1
X
Rosanna St. House
1
X
Sports Park
7
X
X
X
X
X
X
X
Villagio Trail & Detention Basin
1
X
Water Facilities
ONCE PER YEAR
BY REQUEST
Well 1
Well 2
Well 3 -2
Well 4
Well 5 -2
Well 6 * **
Well 7 * **
Well 8 & 8a
Well 9 -1 ( Future )
Well 10 -1 ( Future )
Reservoir "A"
Reservoir "B" & "G" 1 & 2 & Booster 6
Reservoir "C" 1 & "C" 2 & Booster 2
Reservoir "D" 1 & "D" 2
Reservoir "E" 1 & " E " 2 * **
Reservoir "F" 1 & " F " 2 ( FUTURE) * **
Booster 1
Booster 3
Booster 4
* ** Prior Access help needed through Water Dept.: call Dan Aldridge at: (408) 846 -0271
E- 3
�y 0 G / ,7�O
Attachment F
GENERAL IRRIGATION SYSTEM INVENTORY
Site
valves
rotors
fs /bubbler
QCV
MV
FM
Pump
controller
Babbs Crk Preserve
5
none
22
14
none
none
none
battery
Blue Bell
none
9
none
none
none
booster 1
1
none
none
3
none
none
none
booster 2
1
none
none
none
none
none
booster 3
2
none
none
none
none
none
booster 4
2
none
none
1
1
1
none
booster 5
booster 6 (see res B)
Butcher
4
none
8
none
none
none
none
1
carriage hills park
24
77
172
8
1
1
none
1
camino arroyo at 6th
5
none
69
1
1
none
1
Camino Arroyo n renze
5
none
85
4
1
1
none
1
Camino Arroyo s renze
5
none
108
4
1
1
none
1
Camino Arroyo s 10th
3
none
63
3
1
1 1
none
1
Chestnut Fire
9
24
61
none
none
none
none
1
Chestnut pedestrian bridge
4
none
21
1
none
none
none
battery
Christmas Hill Park (CHP)
33
246
31
41
2
2
1
2
City Hall
38
none
194
17
1
1
none
1
City Yard
7
none
none
none
none
none
none
Del Rey
40
81
552
14
1
1
1
1
El Roble
20
53
61
7
1
1
none
1
Forest St Park
8
10
122
3
1
1
none
1
Las Animas Fire
12
7
11
5
none
none
none
1
Las Animas Veterans Prk
160
375
none
none
none
4
Library (under Reconstruction)
1
1
1
1
Lions Creek
8
none
1
1
none
1
Leavesley /Forest
8
none
115
10
1
1
none
1
Leavesley /Arroyo
4
none
36
2
1
1
none
1
Longmeadow S
3
none
none
none
none
none
Lon eadow N
6
none
78
7
none
none
none
1
los arroyos park
25
101
75
7
1
1
none
1
Luchessa /Church
4
none
138
14
none
none
none
Luchessa /Princvalle
11
10
61
none
none
none
1
Luchessa /Thomas
46
55
1108
39
1
1
1
1
Luchess/Villagio wall
16
17
70
6
none
none
none
1
Luchessa /villagio ponds
13
16
none
7
none
none
none
none
Mantelli soundwall
3
none
3
none
none
none
none
Mantelli Gap
0
none
none
0
0
0
0
none
Miller Park
14
91
none
2
none
none
none
1
Miller Soundwall
4
19
24
8
none
none
none
1
Monterey /Cal Train
27
none
274
15
1
1
none
1
Monterey 6 - 7
18
none
213
16
none
none
none
none
F -1
Site
valves
rotors
fs /bubbler
QCV
MV
FM
Pump
controller
Monterey 4 - mid 7400 blk
27
none
230
12
1
1
none
1
Monterey /Farrel
3
31
30
5
1
1
none
1
Monterey /Las Animas
8
none
4
none
none
none
1
Monterey /Luchessa
2
none
3
none
none
none
Monterey/Victoria
none
none
none
none
Museum
6
none
47
2
none
none
none
1
New PD
24
none
427
1
1
none
1
Anex (old pd)
12
none
none
none
none
1
Rainbow Park
25
60
231
9
1
1
none
1
Ponderosa island
2
none
28
2
none
none
none
1
CHP Ranch
42
172
41
17
1
1
1
1
Reservoir A
5
none
none
none
none
none
1
Res b, G boost 6
11
none
99
10
1
1
none
1
Reservoir C
1
none
none
4
none
none
none
1
Reservoir D
1
none
none
4
none
none
1
1
Reservoir E
23
69
128
17
1
1
1
1
Reservoir F
1
1
1
1
Renz Park
11
24
4
none
1
none
1
San Ysidro Park
21
126
50
1
1
none
1
Santa Teresa /Thomas
12
none
42
7
none
none
none
1
Santa Teresa /Ponderosa
4
none
72
5
1
1
none
1
santa teresa /village grn
9
none
166
16
1
1
none
1
santa teresa 1 st - longmd
123
none
3656
78
2
2
2
3
santa teresa at Day
2
none
34
1
1
1
none
1
Social Ser lot 7th & Rosanna
6
none
none
none
none
1
Senior Center
18
none
95
8
none
none
none
none
Sixth Street
5
none
70
2
2
2
Sixth x Camino Arroyo
1
1
none
1
sports park
169
238
1793
48
none
none
1
4
Sunrise Fire
18
none
241
13
1
1
none
1
sunrise park
54
106
623
9
1
1
1
2
Tenth E
1
none
none
none
none
none
1
Tenth W
2
none
none
1
none
none
none
1
Thomas /Babbs
5
none
50
4
none
none
none
1
Thomas /Alder
2
none
27
2
none
none
none
1
uvas pk dr x 3rd
5
22
105
13
none
none
none
1
Well
2
none
19
2
none
none
none
1
Well
1
none
12
2
none
none
none
1
Wheeler Community Ctr
17
28
110
8
none
none
none
1
Willey Historical House
8
none 1
56
4
1
1
none
1
Totals
I 1285
1 2058
1 12254
1 584
1 38
1 39
1 13
1 73
Notes: Forest to be upated for new turf expansion
Library, Wheeler, Old PD, and City Hall to be updated due to contruction
PD to be udpated to Library construction
Not all sites field confirmed
F -2
ADDENDUM NO. 1
April 5th 2012
CITY -WIDE PARKS & LANDSCAPE MAINTENANCE
SERVICES — RFP Finalists
No. 12- RFP -PW -362
• Attachment B Updated - Supplemental Rodent Control Sites
• Trash Can Inventory
• Garlic Festival Work Information
• Dethatching
• Parking Lot Cleaning
• Background Review
Page 1 of 2
2.
3.
4.
5.
Attachment B is replaced with the updated 4 -6 -2012 Attachment for
Supplemental Annual Rodent Control Services for three sites, San Ysidro
Park, Las Animas Veterans Park and Christmas Hill Park -Ranch Site.
These three park sites are expected to require more than typical rodent
control services.
Trash Can Inventory question from 415/2012 meeting. See partial inventory
on email attachment.
What is the contract scope of work for the annual July Garlic Festival event
asked at 4/5/2012 meeting? The Garlic Festival Association rents the entire
Christmas Hill Park complex starting the Monday before the three day
weekend event ending normally on Wednesday following the event. City
Park Staff provide most support services including removal and
replacement of trash cans. Contract scope of work is normally reduced to
trash and litter removal during the four setup days. Festival volunteers
normally provide site cleanup services for festival grounds during event
and through Wednesday following the event. Perimeter areas and festival
event areas will need contract cleanup for any missed litter following
Festival and plant care damage.
Page 12 Turf Cultivation, #4 — When was the last time dethatching was
performed? No turf dethatching has been performed for several years on
any City turf areas. Two parks will need to be evaluated for dethatching
during the next two contract years, Sunrise Park and Gilroy Sports Park.
Do you require sweeping or cleaning of parking lots? Yes, parking lots
need to be cleaned of trash, litter, plant debris, and weeds as needed.
Street frontages at parks and landscaped facilities shall also be cleaned as
needed including sidewalks, curbs, and gutters. Twice per month a
contract street sweeper cleans parking lots at City facilities and parks.
Background Review update information regarding RFP page 7, Personnel,
#2 Background requirements has not been received from City
Administration. For purposes of planning for contract expenditures, $150
cost per new contract staff person is recommended if on -site staff numbers
exceed 15 during the first three years of contract. City will assume
background review cost for next 15 contract staff during a two year
contract extension.
-End-
Page 2 of 2
Gilroy Partial Trash Can Inventory 4 -13 -2012
site
Count
Type,'
Lions Creek
5
Was Levee Trail
Babbs Creek
Carriage Hills
3
Dumor
Butcher Park
1
CHP
CHP Ranch Site Area
4
Dumor
Del Rey
El Roble
5
Galy
El Roble
1
Dumor
Forest
Las Animas Veterans
Los Arroyos
8
Miller
13
Galv
Rainbow
Renz
1
San Ysidro
Sport park
Sunrise
7
Dura Art
Civic
Monterey Street 3rd -8th
29
trash
14
Recycling
by City Staff
12
Ash
Attachment B - Landscape Maintenance Contract Fee Schedule
Updated 4 -6 -2012
City of Gilroy - Contract Fee
Schedule
Ave. Monthly
Maint. Fee
Monthly Irrig
Service Fee
Annual Maint.
Fee
Annual Irrig
Service Fee
Supplemental
Annual Rodent
Control Services
Total
Annual Fee
Soundwalls /Medians/Islands
10th St medians
$ -
$ -
$ -
Bluebell - SW
$ -
$ -
$ -
Creekside - SW
$ -
$ -
$ -
Gilman - Island
$ -
$ -
$ -
Leavesly medians
$ -
$ -
$ -
Longmeadow - SW
$ -
$ -
$ -
Luchessa - SW's,M
$ -
$ -
$ -
Luchessa /S. Monterey - SW
$ -
$ -
$ -
Mantelli - SW
$ -
$ -
$ -
Mantelli Gap - SW's,M
$ -
$ -
$ -
Monterey Rd 8 -10 (medians)
$ -
$ -
$ -
N. Monterey - SW
$ -
$ -
$ -
Newman (Costco) - M
$ -
$ -
$ -
Ponderosa - SW, M
$ -
$ -
$ -
Princevalle - SW
$ -
$ -
$ -
Regency (Target center) - M
$ -
$ -
$ -
S. Monterey medians
$ -
$ -
$ -
Santa Teresa Streetscape
$ -
$ -
$ -
Sunrise - SW
$ -
$ -
$ -
Thomas - SW
$ -
$ -
$ -
Uvas Park Dr (Both Sides)
$ -
$ -
$ -
Village Greens - SW
$ -
$ -
$ -
Wren island
$ -
$ -
$ -
Subtotal
$ -
Civic Building/Areas
7th & Church parking lot
$ -
$ -
$ -
Chesnut Fire Station & HDQ
$ -
$ -
$ -
Civic Center, New Library & Plaza, &
Police Dept.
$ -
$ -
$ -
Corpyard- front
$ -
$ -
$ -
Las Animas Fire Station
$ -
$ -
$ -
Museum
$ -
$ -
$ -
Sunrise Fire Station
$ -
$ -
$ -
Willey Historical House
$ -
$ -
$ -
Subtotal
$ -
Parks
Babbs Creek Park Preserve
$ -
$ -
$ -
Butcher Park
$ -
$ -
$ -
Carriage Hills
$ -
$ -
$ -
CHP- Christmas Hill Park & Ranch Site
$ -
$ -
$ -
$ -
Del Rey Park
$ -
$ -
$ -
EI Roble Park
$ -
$ -
$ -
Forest St. Park
$ -
$ -
$ -
LAVP - Las Animas Veterans Park
$ -
$ -
$ -
$ -
Los Arroyos
$ -
$ -
$ -
Miller
$ -
$ -
$ -
Rainbow Park
$ -
$ -
$ -
Renz park
$ -
$ -
$ -
San Ysidro
$ -
$ -
$ -
$ -
Sunrise Park
$ -
$ -
$ -
Subtotal
$ -
Downtown (3rd - 8th)
4th St. - Monterey to Eigleberry St.
$ -
$ -
$ -
5th St. - Monterey to Eigleberry St.
$ -
$ -
$ -
5th St. & Monterey - Parking lot
$ -
$ -
$ -
6th St. - Eigleberry to RR
$ -
$ -
$ -
6th St. - RR to Rogers Lane (back of
sidewalk to back of sidewalk)
$ -
$ -
$ -
Hornlein - Parking lot
$ -
$ -
$ -
Lewis St. - Monterey to RR (Railroad)
$ -
$ -
$ -
Martin St. - Monterey to RR
$ -
$ -
$ -
Monterey Streetscape - 3rd to 8th St.
$ -
$ -
$ -
Parking Lot B
$ -
$ -
$ -
Parking Lot C
$ -
$ -
$ -
Subtotal
$ -
B -1
City of Gilroy - Contract Fee
Schedule
Ave. Monthly
Maint. Fee
Monthly Irrig
Service Fee
Annual Maint.
Fee
Annual Irrig
Service Fee
Supplemental
Annual Rodent
Control Services
Total
Annual Fee
New Contract Sites - Existing
Chestnut Pedestrian Bridge
$ -
Well2
$ -
$ -
$ -
Debell -Uvas Creek Park Pres.Trails
Well 3-2
3
$ -
$ -
$ -
$ -
E.6th & Camino Arroyo ( Trail & Bridge)
3
$ -
$ -
$ -
Eigleberrry St. Vacant Lot
$ -
$ -
Well6
$ -
Pierce Street Island
$ -
$ -
2
$ -
Rosanna St. House
$ -
$
$ -
$ -
$ -
Sports Park
-
Reservoir "A"
$ -
$ -
$ -
Villagio Trail & Detention Basin
Reservoir "B "& "G" 1 &2 & Booster 6
45
$ -
$ -
1
$ -
Subtotal
14
$ -
New Contract Sites- New
-
Christopher High Median
12
$ -
$ -
$ -
Farrell Ave. Park Site
$ -
$ -
Booster 1
$ -
Lions Creek Trail
$ -
$ -
$ -
6
$ -
Subtotal
$ -
New Services
Min.Call Out Hrs
Hourly Rate
Annual Hours
Annual Fee
Total Water Facilities
Supplemental Graffiti Crew 1
Chemical Clean/ Paint
240
$ -
$ -
Supplemental Graffiti Crew II
with Pressure Washer
120
$ -
$
Supplemental Irrigation Repair Crew
80
$ -
$ -
Downtown Bird Clean Up Services
20
$ -
$ -
Supplemental Irrigation Repair Materials
Allowance (fixed amount - do not change)
$ 5,000.00
$ 5,000.00
Subtotal
460
$ 5,000.00
Annual ran o a
(Excluding Water Sites)
$ 5,000.00
1 Annual hours shown are a fixed allowance - please do not change
WATER FACILITIES
Water Facilities2
Est. Crew Hrs.3
Hrly.Crew Rate
I Annual Fee
Well
2
$ -
$ -
Well2
2
Well 3-2
3
s=
$ -
$ -
Well
3
$
Well 5-2
2
$ -
$ -
Well6
2
-
Well7
2
�
$ -
$
Well 8 & 8a
2
-
Reservoir "A"
26
Reservoir "B "& "G" 1 &2 & Booster 6
45
$ -
$ -
Reservoir "C" 1 & "C" 2 & Booster 2
14
-
Reservoir "D" 1 & "D" 2
12
$
Reservoir "E" 1 & "E" 2
8
$ -
Booster 1
2
$ -
$ -
Booster 3
6
Booster 4
6
$ -
$ -
Total Water Facilities
175
$ -
2 Access to these locations are through locked gates. To access please call Water Dept., Dan Aldridge at (408) 846 -0271
3 Contractor to provide final estimate. City is providing best known historical information.
4 Annual Fee is for once per year. Any additional work requested by city would be paid at hourly crew rate shown.
Name of Contractor:
Signature :
Printed Name:
Date
I iATTENTION: Efforts have been made to make this spreadsheet accurate for your use in compiling your cost proposal for this contract. However, it
s up to the Contractor to verify all formulas, subtotals, and totals for accuracy.
B -2
DATE: May 21, 2012
City of Gilroy
STAFF REPORT
TO: Thomas J. Haglund, City Administrator
FROM: Rick Smelser, Public Works Director /City Engineer
David Stubchaer, Sr. Civil Engr. /Ops Manager
SUBJECT: City -Wide Parks & Landscape Maintenance Services — Project No. 12 -RFP-
PW -362 — Award of Contract to Valley Crest Landscape Maintenance
Recommendation
It is recommended that City Council, by motion:
A. Award a contract for City -Wide Parks & Landscape Maintenance Services, Project No. 12- RFP -PW-
362, and authorize the City Administrator to execute a three -year contract in the annual amount of
$577,094.08 with Valley Crest Landscape Maintenance, and
B. Approve a budget amendment to the FY 13 budget in the amount of $115,000 for the City -Wide
Parks & Landscape Maintenance Services Contract - Project No. 12- RFP -PW -362.
Background
The city currently contracts with Jensen Landscape to provide parks and landscape maintenance of
approximately 23 sound walls, medians, and islands, 8 city buildings with landscaped areas, 14 parks, 11
downtown landscaped areas, and 16 water facility sites. The city has made use of landscape maintenance
services over about the last ten years, adding additional services to the contract as the city has grown and
constructed additional parks, trails, or other facilities that may require landscape maintenance services,
including mowing, trimming, sweeping, weed control, litter pick up, general maintenance.
In 2012 the city's current landscape maintenance services contract reached a point where it needed to be
renewed through a RFQ /RFP qualification process designed to solicit proposals for maintenance services
from qualified firms. In March of 2012 a Request for Qualifications (RFQ) was advertised in the Gilroy
Dispatch and San Jose Mercury News, followed in April 2012 by a Request for Proposal (RFP) for
landscape maintenance services to the top five candidates from the RFQ.
Proposal Evaluation Discussion
Eleven RFQ submittals were received. The eleven submittals were competitive, with ties for first and
third place resulting in five finalists instead of three as originally anticipated for the RFP step of the
selection process. The finalist included one local contractor.
Project proposals were opened April 17, 2012, and all five finalists submitted proposals.
A mandatory half -day RFP Preliminary Review Meeting was held with all five finalists, followed by a
formal interview of the designated on -site contract supervisor- foreman for each landscape service
company.
Proposals were evaluated by a four person evaluation committee and the committee also made site visits
to all of the finalist's company offices and service yards and to one or more landscaped sites maintained
by each finalist. References for each finalist were contacted and the state license records of each finalist
were reviewed.
The firms were rated using six criteria, including the firms proposed cost of services, the firm's ability to
provide sufficient resources to meet the needs of the city, the safety record of each firm, the proximity of
each firms resources to each of the City of Gilroy's contract maintenance sites, each firms demonstrated
personnel expertise and experience in providing like services, and comments received from each the firms
references.
Based on the evaluation committee's review of each proposal, the top three proposals were from Valley
Crest Landscape Services, Jensen Landscape, and Cagwin & Dorward Landscape Contractors.
Valley Crest Landscape Maintenance was selected as the most qualified firm for providing the highest
degree of landscape maintenance services to the city. Their references were excellent. They have the
strongest staff experience and expertise with the strongest training program and safety record. They
provide excellent office and dispatch facilities with a local staging area. They also bring a superior
irrigation parts and inventory system, the best pesticide record keeping, storage and management system
and a significant back -up equipment inventory.
Staff has negotiated a cost of services for the proposed contract with Valley Crest Landscape
Maintenance in ie annual amount of $577,094.08. Vail 4eh�
Discussion �h COSH- IRVA ac?a
Baseline Services r-40VOW-4it L Oe— F ��`
l
In 2007, the landscape contract had a value of $669,552 per year. In 2008, when the economy was hit
with a major recession, the scope of the baseline contract was reduced by eliminating certain maintenance
activities for the Sports Park (including monthly turf aeration, annual soil testing, and irrigation
management), which reduced the contract amount to $617,484 annually. As the full magnitude of the
economic recession began to be realized, the city negotiated a 4% reduction in the cost of the contract,
and in 2009 removed Sports Park maintenance from the contract altogether, which lowered the annual
contract amount to $495,590 for the revised baseline services.-
Additional Services
The proposed contract brings back maintenance of the Sports Park into the contract, as well maintenance
of several other sites and new services that were not previously in the contract, referred to here as
additional services:
• Chestnut Pedestrian Bridge
• Debell -Uvas Creek Park Preservation Trails
• E. Sixth Street & Camino Arroyo (Trail & bridge)
• Eigleberry St. Vacant Lot
• Peirce Street Island
• Rosanna St. House
• Sports Park
• Villagio Trail & Detention Basin
• Christopher High Median
• Farrell Avenue Turf Area (soon to be constructed)
• Lions Creek Trails
• supplemental bird roosting cleanup on or near Monterey Street
• supplemental graffiti abatement
• increased emphasis on control of weeds in all maintained areas
• routine irrigation service
• supplemental irrigation repair work
• supplemental rodent control at three problem sites
• additional turf maintenance /fertilizing requirements at all turf sites (which will result in increased
turf health and fewer weeds in turf areas)
Additionally, the proposed contract includes once annual maintenance of 16 Water Division facilities at
an annual proposed cost of $4,110. None of these Water sites were included at any time in the previous
landscape contract.
The proposed cost for the above additional services, including the Water Division Facilities maintenance,
is $221,241.
The total proposed contract cost for both baseline services ($355,853) and the additional services
($221,241) is $577,094. As compared to the existing contract, the proposed contract significantly
increases the value of services received for the total amount expended.
Human Resources Impact
This contract should help staff better meet the needs of the city by having the contractor handle more of
the routine maintenance activities, thus allowing the city park's staff to better address other special park
needs and projects, graffiti abatement, equipment repairs, non - routine maintenance, vandalism repair,
more responsive park reservation site preparation, and provide better service to all users of the city's
parks and facilities.
It is not the intent of this contract to displace any permanent city staff positions. Should conditions change
which would warrant a reduction in services, the scope of this contract could be reduced with appropriate
notice to contractor.
Financial Impact
The cost of the additional services in the proposed contract will exceed the adopted FY 13 budget for
landscape maintenance by approximately $78,800. Including an approximate 6% contingency ($36,200)
to account for variability in the cost of park and landscape maintenance activities, a budget amendment in
the amount of $115,000 to cover the additional cost for FY 13 is requested in the recommendations, and
would come from the General Fund. It should be noted however, that, given the additional services
discussed above, the increase was much less than anticipated.
EXHIBIT "C"
CONTRACTOR PROPOSAL
Includes Attachment B — Landscape Maintenance Contract Fee Schedule
1VPAPP1764446.2
100108 - 04706083
PROPOSAL FOR CITY -WIDE PARKS & LANDSCAPE MAINTENANCE SERVICES
NO.12- RFP -PW -362
April 17, 2012
Presented to:
City of Gilroy
Purchasing Division
7351 Rosanna Street
Gilroy, CA 95020
0 VaileyCrest Landscape Maintenance
fa
ValleyCrest
Landscape Maintenance
RE: RFP City -Wide Parks & Landscape Maintenance Services,
No. 12- RFP -PW -362
Dear City of Gilroy Representative:
Thank you for selecting ValleyCrest Landscape Maintenance to participate in the City of
Gilroy RFP for City -Wide Parks and Landscape Maintenance services. We appreciate the
time Bill, Chris and David have put into preparing and presenting this RFP. ValleyCrest is
pleased to submit our landscape management plan for your review. The following
documents will demonstrate our qualifications and expertise to achieve your City -Wide
landscape care goals. We understand that as representatives of the City of Gilroy you
have an obligation to all members of the community, who utilize Gilroy's Parks and
Landscape Facilities.
ValleyCrest is committed to providing a superior level of partnership with the City of Gilroy.
This partnership will not only exceed your current landscape expectation, but will extend to
the future needs of the City of Gilroy. In order to guarantee a fruitful partnership
ValleyCrest will provide:
• Staff members who are trained and educated in best horticulture practices
• A flexible work plan and schedule to address seasonal needs, special events,
holidays and community recreational events.
• Outstanding contract service and customer relations with City staff and citizens.
• Multiple of in -house resources including: Irrigation Technicians, Tree Care
Arborist, Landscape Design, Pest Control & Plant Health care advisors.
• Appropriate manpower and equipment to support the City of Gilroy's landscapes.
• A consistent level of high quality landscape service throughout the community.
Ongoing water management and provide sustainable solutions.
We feel we are uniquely qualified to be selected as your landscape maintenance firm. We
know we can deliver a well thought out Landscape Management Program that affordably
meets the City of Gilroy's requirements. We are excited to be part of the selection process
and thank you for considering ValleyCrest Landscape Maintenance.
Sincerely,
Ryan Ferrara Irene Painter Mike Carter
Business Developer Account Manager Sr. Branch Manager
C) ValleyCrest Landscape Maintenance
0
ValleyCrest
Landscape Maintenance
TABLE OF CONTENTS
Attachments
Contractor Proposal Statement (attachment A)
Maintenance Contract Fee Schedule (attachment B)
Contractor Site Review Statement (attachment C) —
RFP Submission Content
Page Number
Attachment # 1
Attachment # 2
Attachment # 3
I.
Key Staff
1 -2
Resume -Irene Painter
3
Resume -Chris Gale
4
Resume Mike Ney
5
11.
Resources and Service Description
6 -19
III.
Staffing
A. Work Plan/ Calendars
20 -21
B. Safety & Training
22 -23
C. Employee Retention Philosophy
24 -25
D. Employee Status for Contract
26
E. Screening Process
27
F. On -Site Supervisor
28
G. Support Staff Roles
29
IV:
Reports/ Records/ Schedules/ Calendars
30 -35
V.
City Site Visit References
36
VI.
City Site Visit of Business Office
37
VII.
Logistical Issues
38-45
Vlll.
Billing and Invoicing
46
Exhibits
Licensing Qualifications .......................................... ..............................1
SafetyRules ........................................................ ............................... 2 -6
MotorVehicle Safety ................................................. ...........................7 -27
New Hire - Safety & Training ......................................... ..........................28 -30
0 ValleyCrest Landscape Maintenance
Attachment A — Contractor Information Statement
1. Provide the Firm Name(s) of Contractor(s) & Subcontractor(s) if any:
ValleyCrest Landscape Maintenance
2. Email Address for RFP communications:
rferrara @valleycrest.com
3. List State Contract Licenses #'s & Category
CA Landscape Contractors C -27, C31, C61/ D49 # 266211
City of Gilroy Business Licenses # 3929
4. List Contract State License Name(s) if different than Firm Name & Explain:
5. Please list & explain any contract cancelations or claims against business during the past 5 years. Attach extra
pages if needed:
No Claims against business in past 5 years. Contract cancelation- California Ridge HOA- Management Company that
held contract lost contract with HOA board. Ridder Park with Embarcadero Capital - Building was sold to new ownership.
The Reserve Apartment- Change of Owners and Management Company. Inverses HOA- Lost contract to low bid.
A -1
■TIM MiLit,
Date
Attachment B - Landscape Maintenance Contract Fee Schedule
City of Gilroy - Contract Fee
Schedule
Ave. Monthly
Maint. Fee
Monthly Irrig
Service Fee
Annual Maint.
Fee
Annual Irrig
Service Fee
Supplemental
Annual Rodent
Control Services
Total Annual
Fee
Soundwalls /Medians /Islands
10th St medians
$
125.60
$
1,507.20
$
-
$
1,507.20
Bluebell - SW
$
60.99
$
731.88
$
-
$
731.88
Creekside - SW
$
72.41
$
868.92
$
-
$
868.92
Gilman - Island
$
10.14
$
121.68
$
-
$
121.68
Leavesly medians
$
350.08
$
87.50
$
4,200.96
$
1,050.00
$
5,250.96
Longmeadow -SW
$
118.00
$
89.50
$
1,416.00
$
1,074.00
$
2,490.00
Luchessa - SW's,M
$
588.99
$
86.41
$
7,067.88
$
1,036.92
$
8,104.80
Luchessa/S. Monterey - SW
$
114.19
$
1,370.28
$
-
$
1,370.28
Mantelli - SW
$
101.63
$
36.21
$
1,219.56
$
434.52
$
1,654.08
Mantelli Gap - SW's,M
$
115.39
$
36.21
$
1,384.68
$
434.52
$
1,819.20
Monterey Rd 8 -10 (medians)
$
20.10
$
241.20
$
-
$
241.20
N. Monterey - SW
$
125.62
$
58.33
$
1,507.44
$
699.96
$
2,207.40
Newman (Costco) - M
$
95.16
$
52.33
$
1,1.41.92
$
627.96
$
1,769.88
Ponderosa - SW, M
$
98.00
$
25.83
$
1,176.00
$
309.96
$
1,485.96
Princevalle - SW
$
190.31
$
2,283.72
$
-
$
2,283.72
Regency (Target center) - M
$
18.11
$
38.92
$
217.32
$
467.04
$
684.36
S. Monterey medians
$
289.27
$
39.21
$
3,471.24
$
470.52
$
3,941.76
Santa Teresa Streetscape
$
3,039.96
$
421.83
$
36,479.52
$
5,061.96
$
41,541.48
Sunrise - SW
$
86.78
$
31.64
$
1,041.36
$
379.68
$
1,421.04
Thomas - SW
$
117.27
$
31.64
$
1,407.24
$
379.68
$
1,786.92
Uvas Park Dr (Both Sides)
$
472.89
$
5,674.68
$
-
$
5,674.68
Village Greens - SW
$
126.87
$
32.75
$
1,522.44
$
393.00
$
1,915.44
Wren island
$
18.10
$
217.20
$
-
$
217.20
Subtotal
$
89,090.04
Civic Building /Areas
7th & Church parking lot
$
61.73
$
740.76
$
-
$
740.76
Chesnut Fire Station & HDQ
$
251.12
$
58.89
$
3,013.44
$
706.68
$
3,720.12
Civic Center, New Library & Plaza, &
Police Dept.
$
1,903.10
$
653.12
$
22,837.20
$
7,837.44
$
30,674.64
Corpyard- front
$
62.78
$
39.76
$
753.36
$
477.12
$
1,230.48
Las Animas Fire Station
$
241.38
$
58.89
$
2,396.56
$
706.68
$
3,603.24
Museum
$
183.53
$
74.73
$
2,202.36
$
896.76
$
3,099.12
Sunrise Fire Station
$
243.59
$
49.97
$
2,923.08
$
599.64
$
3,522.72
Willey Historical House
$
228.38
$
78.54
$
2,740.56
$
942.48
$
3,683.04
Subtotal
$
50,274.12
Parks
Babbs Creek Park Preserve
$
93.00
$
78.58
$
1,116.00
$
942.96
$
2,058.96
Butcher Park
$
128.87
$
63.89
$
1,546.44
$
766.68
$
2,313.12
Carriage Hills
$
1,027.32
$
67.63
$
12,327.84
$
811.56
$
13,139.40
CHP- Christmas Hill Park & Ranch Site
$
5,924.57
$
962.50
$
71,094.84
$
11,550.00
$ 7,720.00
$
90,364.84
Del Rey Park
$
913.38
$
61.12
$
10,960.56
$
733.44
$
11,694.00
El Roble Park
$
873.18
$
58.36
$
10,478.16
$
700.32
$
11,178.48
Forest St. Park
$
594.80
$
60.25
$
7,137.60
$
723.00
$
7,860.60
LAVP - Las Animas Veterans Park
$
4,364.97
$
701.00
$
52,379.64
$
8,412.00
$ 5,983.00
$
66,774.64
Los Arroyos
$
873.17
$
68.34
$
10,478.04
$
820.08
$
11,298.12
Miller
$
1,993.21
$
145.83
$
23,918.52
$
1,749.96
$
25,668.48
Rainbow Park
$
568.68
$
89.34
$
6,824.16
$
1,072.08
$
7,896.24
Renz park
$
555.73
$
58.89
$
6,668.76
$
706.68
$
7,375.44
San Ysidro
$
1,892.81
$
167.74
$
22,713.72
$
2,012.88
$ 3,880.00
$
28,606.60
Sunrise Park
$
991.27
$
58.35
$
11,895.24
$
700.20
$
12,595.44
Subtotal
$
298,824.36
Downtown (3rd - 8th)
4th St. - Monterey to Eigleberry St.
$
168.56
$
2,022.72
$
-
$
2,022.72
5thf St. - Monterey to Eigleberry St.
$
173.27
$
2,079.24
$
-
$
2,079.24
5th St. & Monterey - Parking lot
$
105.45
$
1,265.40
$
-
$
1,265.40
6th St. - Eigleberry to RR
$
71.28
$
855.36
$
-
$
855.36
6th St. - RR to Rogers Lane (back of
sidewalk to back of sidewalk
$
61.29
$
735.48
$
-
$
735.48
Hornlein - Parking lot
$
62.16
$
745.92
$
-
$
745.92
Lewis St. - Monterey to RR (Railroad)
$
167.12
$
2,005.44
$
-
$
2,005.44
Martin St. - Monterey to RR
$
169.21
$
2,030.52
$
-
$
2,030.52
Monterey Streetscape - 3rd to 8th St.
$
1,441.86
$
495.83
$
17,302.32
$
5,949.96
$
23,252.28
Parking Lot B
$
123.60
$
1,483.20
$
-
$
1,483.20
Parking Lot C
$
119.21
$
1,430.52
$
-
$
1,430.52
Subtotall
$
37,906.08
B -1
Attachment B - Landscape Maintenance Contract Fee Schedule
Undated 11- 6 -2t]12
City of Gilroy - Contract Fee
Schedule
Ave. Monthly
Maint. Fee
Monthly Irrig
Service Fee
Annual Maint.
Fee
Annual Irrig
Service Fee
Supplemental
Annual Rodent
Control Services
Total Annual
Fee
Soundwalls /Medians /Islands
10th St medians
$
125.60
$
1,507.20
$
-
$
1,507.20
Bluebell - SW
$
60.99
$
731.88
$
-
$
731.88
Creekside - SW
$
122.41
$
-
$
-
Gilman - Island
$
10.14
$
121.68
$
-
$
121.68
Leavesly medians
$
375.08
$
87.50
$
4,500.96
$
1,050.00
$
5,550.96
Longmeadow- SW
$
118.00
$
89.50
$
1,416.00
$
1,074.00
$
2,490.00
Luchessa - SW's,M
$
608.99
$
86.41
$
7,307.88
$
1,036.92
$
8,344.80
Luchessa/S. Monterey - SW
$
114.19
$
1,370.28
$
-
$
1,370.28
Mantelli - SW
$
101.63
$
36.21
$
1,219.56
$
434.52
$
1,654.08
Mantelli Gap - SW's,M
$
115.39
$
36.21
$
1,384.68
$
434.52
$
1,819.20
Monterey Rd 8 -10 (medians)
$
20.10
$
241.20
$
-
$
241.20
N. Monterey - SW
$
125.62
$
58.33
$
1,507.44
$
699.96
$
2,207.40
Newman (Costco) - M
$
95.16
$
52.82
$
1,141.92
$
633.84
$
1,775.76
Ponderosa - SW, M
$
98.00
$
25.83
$
1,176.00
$
309.96
$
1,485.96
Princevalle - SW
$
190.31
$
2,283.72
$
-
$
2,283.72
Regency (Target center) - M
$
18.11
$
38.92
$
217.32
$
467.04
$
684.36
S. Monterey medians
$
289.27
$
39.21
$
3,471.24
$
470.52
$
3,941.76
Santa Teresa Streetscape
$
3,064.96
$
401.83
$
36,779.52
$
4,821.96
$
41,601.48
Sunrise - SW
$
86.78
$
31.64
$
1,041.36
$
379.68
$
1,421.04
Thomas - SW
$
117.27
$
31.64
$
1,407.24
$
379.68
$
1,786.92
Uvas Park Dr (Both Sides)
$
494.81
$
5,937.72
$
-
$
5,937.72
Village Greens - SW
$
126.87
$
32.75
$
1,522.44
$
393.00
$
1,915.44
Wren island
$
18.10
$
217.20
$
-
$
217.20
Subtotal
$
89,090.04
Civic Building/Areas
7th & Church parking lot
$
61.73
$
740.76
$
-
$
740.76
Chesnut Fire Station & HDQ
$
251.12
$
58.89
$
3,013.44
$
706.68
$
3,720.12
Civic Center, New Library & Plaza, &
Police Dept.
$
1,903.10
$
643.12
$
22,837.20
$
7,717.44
$
30,554.64
Coipyard- front
$
62.78
$
39.76
$
753.36
$
477.12
$
1,230.48
Las An:mgc Far o - o
� 4 j
"3.39
$
2,pun v.56
a
706.68
$
3, 6 0 3. 2 4
Museum
$
183.53
$
74.73
$
2,202.36
$
896.76
$
3,099.12
Sunrise Fire Station
$
243.59
$
49.97
$
2,923.08
$
599.64
$
3,522.72
Willey Historical House
$
228.38
$
78.54
$
2,740.56
$
942.48
$
3,683.04
Subtotal
$
50,154.12
Parks
Babbs Creek Park Preserve
$
93.00
$
78.58
$
1,116.00
$
942.96
$
2,058.96
Butcher Park
$
128.87
$
63.89
$
1,546.44
$
766.68
$
2,313.12
Carriage Hills
$
1,027.32
$
67.63
$
12,327.84
$
811.56
$
13,139.40
CHP- Christmas Hill Park & Ranch Site
$
5,924.57
$
932.50
$
71,094.84
$
11,190.00
$ 7,720.00
$
90,004.84
Del Rey Park
$
913.38
$
61.12
$
10,960.56
$
733.44
$
11,694.00
El Roble Park
$
873.18
$
58.36
$
10,478.16
$
700.32
$
11,178.48
Forest St. Park
$
594.80
$
60.25
$
7,137.60
$
723.00
$
7,860.60
LAVP - Las Animas Veterans Park
$
4,364.97
$
701.00
$
52,379.64
$
8,412.00
$ 5,983.00
$
66,774.64
Los Arroyos
$
873.17
$
68.34
$
10,478.04
$
820.08
$
11,298.12
Miller
$
1,993.21
$
145.83
$
23,918.52
$
1,749.96
$
25,668.48
Rainbow Park
$
568.68
$
89.34
$
6,824.16
$
1,072.08
$
7,896.24
Renz park
$
555.73
$
58.89
$
6,668.76
$
706.68
$
7,375.44
San Ysidro
$
1,892.81
$
166.74
$
22,713.72
$
2,000.88
$ 3,880.00
$
28,594.60
Sunrise Park
$
991.27
$
58.35
$
11,895.24
S
700.20
$
12,595.44
Subtotal
$
298,452.36
Downtown (3rd - 8th)
4th St. - Monterey to Eigleberry St.
$
168.56
$
2,022.72
$
-
$
2,022.72'
5th St. - Monterey to Eigleberry St.
$
173.27
$
2,079.24
$
-
$
2,07924
5th St. & Monterey - Parking lot
$
105.45
$
1,265.40
$
-
$
1,265.40
6th St. - Eigleberry to RR
$
71.28
$
855.36
$
-
$
855.36
6th St. - RR to Rogers Lane (back of
sidewalk to back of sidewalk)
$
61.29
$
735.48
$
-
$
735.48
Hornlein - Parking lot
$
62.16
$
745.92
$
-
$
745.92
Lewis St. - Monterey to RR (Railroad)
$
167.12
$
2,005.44
$
-
$
2,005.44
Martin St. - Monterey to RR
$
169.21
$
2,030.52
$
-
$
2,030.52
Monterey Streetscape - 3rd to 8th St.
$
1,441.86
$
495.83
$
17,302.32
$
5,949.96
$
23,252.28
Parking Lot B
$
123.60
$
1,483.20
$
-
$
1,483.20
Parking Lot C
$
119.21
$
1,430.52
$
-
$
1,430.52
Subtotal
$
37,906.08
B -1
City of Gilroy - Contract Fee
Schedule
Ave. Monthly
Maint. Fee
Monthly Irrig
Service Fee
Annual Maint.
Fee
Annual Irrig
Service Fee
Supplemental
Annual Rodent
Control Services
Total Annual
Fee
New Contract Sites - Existing
2
$ 30.00
$ 60.00
$ 60.00
Well
2
$ 30.00
Chestnut Pedestrian Bridge
$
65.12
$
58.34
$
781.44
$
700.08
Well
$
1,481.52
Debell -Uvas Creek Park Pres.Trails
$
353.12
$ 90.00
Well 5-2
$
4,237.44
$
-
$ 60.00
$
4,237.44
E.6th & Camino Arroyo ( Trail & Bridge)
$
195.00
$
58.34
$
2,340.00
$
700.08
$
3,040.08
Eigleberrry St. Vacant Lot
$
67.11
$ 30.00
$
805.32
$
-
26
$
805.32
Pierce Street Island
$
53.28
Reservoir "B "& "G" 1 &2 & Booster 6
45
$
639.36
$
-
$ 1,350.00
$
639.36
Rosanna St. House
$
131.24
$
58.34
$
1,574.88
$
700.08
$
2,274.96
Sports Park
$
3,612.06
$
584.43
$
43,344.72
$
7,013.16
$ 30.00
$
50,357.88
Villagio Trail & Detention Basin
$
162.89
$
116.66
$
1,954.68
$
1,399.92
Booster 4
$
3,354.60
Subtotal
$ 180.00
$ 180.00
Total Water Facilities
137
$ 30.00
$ 4,1 10.00
$
66,191.16
New Contract Sites- New
Christopher High Median
$
59.99
$
719.88
$
-
$
719.88
** *Farrell Ave. Park Site * **
$
-
$
-
$
-
Lions Creek Trail
$
153.00
$
49.37
$
1,836.00
$
592.44
$
2,428.44,
Subtotal
$
3,148.32
New Services
Min.Call Out Hrs
Hourly Rate
Annual Hours
Annual Fee
Supplemental Graffiti Crew 1
Chemical Clean/ Paint
0
$
35.00
240
$ 8,400.00
$
8,400.00
Supplemental Graffiti Crew lI
with Pressure Washer
0
$
42.00
120
$ 5,040.00
$
5,040.00
Supplemental Irrigation Repair Crew
0
$
55.00
80
$ 4,400.00
$
4,400.00
Downtown Bird Clean Up Services
0
$
30.00
20
$ 600.00
$
600.00
Supplemental Irrigation Repair Materials
Allowance (fixed amount - do not change)
$ 5,000.00
$
5,000.00
Subtotall
1
4601
23,440.00
Annual ran ota
(Excluding Water Sites)
$
572,984.08
1 Annual hours shown are a fixed allowance - please do not change
WATER FACILITIES
Water Facilities
Est. Crew Hrs.3
Hrly.Crew Rate
Annual Fee
Well
2
$ 30.00
$ 60.00
$ 60.00
Well
2
$ 30.00
$ 60.00
$ 60.00
Well 3-2
3
$ 30.00
$ 90.00
$ 90.00
Well
3
$ 30.00
$ 90.00
$ 90.00
Well 5-2
2
$ 30.00
$ 60.00
$ 60.00
Well
2
$ 30.00
$ 60.00
$ 60.00
Well?
2
$ 30.00
$ 60.00
$ 60.00
Well 8 & 8a
2
$ 30.00
$ 60.00
$ 60.00
Reservoir "A"
26
$ 30.00
$ 780.00
$ 780.00
Reservoir "B "& "G" 1 &2 & Booster 6
45
$ 30.00
$ 1,350.00
$ 1,350.00
Reservoir "C" 1 & "C" 2 & Booster 2
14
$ 30.00
$ 420.00
$ 420.00
Reservoir "D" 1 & "D" 2
12
$ 30.00
$ 360.00
$ 360.00
Reservoir "E" 1 & "E" 2
8
$ 30.00
$ 240.00
$ 240.00
Booster 1
2
$ 30.00
$ 60.00
$ 60.00
Booster 3
6
$ 30.00
$ 180.00
$ 180.00
Booster 4
6
$ 30.00
$ 180.00
$ 180.00
Total Water Facilities
137
$ 30.00
$ 4,1 10.00
$ 4,110.00
2 Access to these locations are through locked gates. To access please call Water Dept., Dan Aldridge at (408) 846 -0271
3 Contractor to provide final estimate. City is providing best known historical information.
4 Annual Fee is for once per year. Any additional work requested by city would be paid at hourly crew rate shown.
Name of Contractor:
Signature :
Printed Name:
Date
** *Farrell Ave. Park * ** When Farrell Ave Park site is operational, values will be reassigned to accomdate care of park.
ATTENTION: Efforts have been made to make this spreadsheet accurate for your use in compiling your cost proposal for this contract. However, it
is up to the Contractor to verify all formulas, subtotals, and totals for accuracy.
B -2
City of Gilroy - Contract Fee
Schedule
Ave. Monthly
Maint. Fee
Monthly Irrig
Service Fee
Annual Maint.
Fee
Annual Irrig
Service Fee
Supplemental
Annual Rodent
Control Services
Total Annual
Fee
New Contract Sites - Existing
2
$ 30.00
$ 60.00
$ 60.00
Well
2
$ 30.00
Chestnut Pedestrian Bridge
$
65.12
$
57.34
$
781.44
$
688.08
Well
$
1,469.52
Debell -Uvas Creek Park Pres.Trails
$
353.12
$ 90.00
Well 5-2
$
4,237.44
$
-
$ 60.00
$
4,237.44
E.6th & Camino Arroyo ( Trail & Bridge)
$
195.00
$
58.34
$
2,340.00
$
700.08
$
3,040.08
Eigleberrry St. Vacant Lot
$
67.11
$ 30.00
$
805.32
$
-
26
$
805.32
Pierce Street Island
$
53.90
Reservoir "B "& "G" 1 &2 & Booster 6
45
$
646.80
$
-
$ 1,350.00
$
646.80
Rosanna St. House
$
131.24
$
58.34
$
1,574.88
$
700.08
$
2,274.96
Sports Park
$
3,611.23
$
584.43
$
43,334.76
$
7,013.16
$ 30.00
$
50,347.92
Villagio Trail & Detention Basin
$
162.89
$
116.66
$
1,954.68
$
1,399.92
Booster 4
$
3,354.60
Subtotal
$ 180.00
$ 180.00
Total Water Facilities
75
$ 30.00
$ , 0.00
$
66,176.64
New Contract Sites- New
Christopher High Median
$
59.99
$
42.21
$
719.88
$
506.52
$
1,226.40
Farrell Ave. Park Site
$
-
$
_
$
Lions Creek Trail
$
153.00
$
49.37
$
1,836.00
$
592.44
$
2,428.44
Subtotal
$
3,654.84
New Services
Min.Call Out Hrs
Hourly Rate
Annual Hours
Annual Fee
Supplemental Graffiti Crew I
Chemical Clean/ Paint
0
$
35.00
240
$ 8,400.00
$
8,400.00
Supplemental Graffiti Crew II
with Pressure Washer
0
$
42.00
120
$ 5,040.00
$
5,040.00
Supplemental Irrigation Repair Crew
0
$
55.00
80
$ 4,400.00
$
4,400.00
Downtown Bird Clean Up Services
0
$
30.00
20
$ 600.00
$
600.00
Supplemental Irrigation Repair Materials
Allowance (fixed amount - do not change)
$ 5,000.00
$
5,000.00
Subtotal
460
$
23,440.00
nnua ran o a
(Excluding Water Sites)
$
572,984.08
i Annual hours shown are a taxed allowance - please do not change
WATER FACILITIES
Water Facilities
Est. Crew Hrs.3
Hrly.Crew Rate
Annual Fee°
Well
2
$ 30.00
$ 60.00
$ 60.00
Well
2
$ 30.00
$ 60.00
$ 60.00
Well 3-2
3
$ 30.06---
$ 90.00
$ 90.00
Well
3
$ 30.00
$ 90.00
$ 90.00
Well 5-2
2
$ 30.00
$ 60.00
$ 60.00
Well
2
$ 30.00
$ 60.00
$ 60.00
Well?
2
$ 30.00
$ 60.00
$ 60.00
Well 8 & 8a
2
$ 30.00
$ 60.00
$ 60.00
Reservoir "A"
26
$ 30.00
$ 780.00
$ 780.00
Reservoir "B "& "G" 1 &2 & Booster 6
45
$ 30.00
$ 1,350.00
$ 1,350.00
Reservoir "C" 1 & "C" 2 & Booster 2
14
$ 30.00
$ 420.00
$ 420.00
Reservoir "D" I & "D" 2
12
$ 30.00
$ 360.00
$ 360.00
Reservoir "E" 1 & "E" 2
8
$ 30.00
$ 240.00
$ 240.00
Booster 1
2
$ 30.00
$ 60.00
$ 60.00
Booster 3
6
$ 30.00
$ 180.00
$ 180.00
Booster 4
6
_17T5$_
$ 30.00
$ 180.00
$ 180.00
Total Water Facilities
75
$ 30.00
$ , 0.00
$ 4,110.00
Access to tnese iocations are through locked gates. To access please call Water Dept., Dan Aldridge at (408) 846 -0271
3 Contractor to provide final estimate. City is providing best known historical information.
4 Annual Fee is for once per year. Any additional work requested by city would be paid at hourly crew rate shown.
Name of Cont c or : ,1 flP)40PWLL- Printed Name:)
Signature: ��1 I b� ?"Do
Date
ATTENTION: Efforts have been made to make this spreadsheet accurate for your use in compiling your cost proposal for this contract. However, it is
up to the Contractor to verify all formulas, subtotals, and totals for accuracy.
B -2
City of Gilroy - Contract Fee
Schedule
Ave. Monthly
Maint. Fee
Monthly Irrig
Service Fee
Annual Maint.
Fee
Annual Irrig
Service Fee
Supplemental
Annual Rodent
Control Services
Total Annual
Fee
New Contract Sites - Existing
2
$ 30.00
$ 60.00
$ 60.00
Well
2
$ 30.00
Chestnut Pedestrian Bridge
$
65.12
$
57.34
$
781.44
$
688.08
Well -
Wells -2
$
1,469.52
Debell -Uvas Creek Park Pres.Trails
$
353.12
$� 90.00
$ 60.00
Well
$
4,237.44
$
-
$ 60.00
$
4,237.44
E.6th & Camino Arroyo ( Trail & Bridge)
$
195.00
$
58.34
$
2,340.00
$
700.08
$
3,040.08
Eiglebetrry St. Vacant Lot
$
67.11
$ 30.00
$
805.32
$
-
45-$
$
805.32
Pierce Street Island
$
53.90
Reservoir "C" 1 & "C" 2 & Booster 2
14
$
646.80
$
-
$ 420.00
$
646.80
Rosanna St. House
$
131.24
$
58.34
$
1,574.88
$
700.08
$
2,274.96
Sports Park
$
3,611.23
$
584.43
$
43,334.76
$
7,013.16
$ 30.00
$
50,347.92
Villagio Trail & Detention Basin
$
162.89
$
116.66
$
1,954.68
$
1,399.92
Total Water Facilities
I e� r � 4, o 1 -4: _ .L -- -I-
$
3,354.60
Subtotal
$ 5f250.0
$ 4,110.00
$
66,176.64
New Contract Sites- New
Christopher High Median
$
59.99
$
42.21
$
719.88
$
506.52
$
1,226.40
Farrell Ave. Park Site
$
_
$
_
$
Lions Creek Trail
$
153.00
$
49.37
$
1,836.00
$
592.44
$
-
2,428.44
Subtotal
$
3,654.84
New Services
Min.Call Out Hrs
Hourly Rate
Annual Hours
Annual Fee
Supplemental Graffiti Crew I
Chemical Clean/ Paint
0
$
35.00
240
$ 8,400.00
$
8,400.00
Supplemental Graffiti Crew 11
with Pressure Washer
0
$
42.00
120
$ 5,040.00
$
5,040.00
Supplemental Irrigation Repair Crew
0
$
55.00
80
$ 4,400.00
$
4,400.00
Downtown Bird Clean Up Services
0
$
30.00
20
$ 600.00
$
600.00
Supplemental Imgation Repair Materials
Allowance (fixed amount - do not change)
$ 5,000.00
$
5,000.00
Subtotal
460
$
23,440.00
Annual ran o a
(Excluding Water Sites)
$
572,984.08
1 Annual hour -s shown are a fixed allowance - please do not change
WATER FACILITIES
Water Facilities
Est. Crew Hrs.3
Hrly.Crew Rate
Annual Fee4
Well
2
$ 30.00
$ 60.00
$ 60.00
Well
2
$ 30.00
$ 60.00
$ 60.00
Well 3-2
3
$ 30.00
$ 90.00
$ 90.00
Well -
Wells -2
3
2
� O.UU
$ 30.00
$ 90.00
$ 60.00
$� 90.00
$ 60.00
Well
2
$ 30.00
$ 60.00
$ 60.00
Well?
2
$ 30.00
$ 60.00
$ 60.00
Well 8 & 8a
2
$ 30.00
$ 60.00
$ 60.00
Reservoir "A"
26
$ 30.00
$ 780.00
$ 780.00
Reservoir "B "& "G" 1 &2 & Booster 6
45-$
30.00
$ 1,350.00
$ 1,350.00
Reservoir "C" 1 & "C" 2 & Booster 2
14
$ 30.00
$ 420.00
$ 420.00
Reservoir "D" 1 & "D" 2
12
$ 30.00
$ 360.00
$ 360.00
Reservoir "E" 1 & "E" 2
8
$ 30.00
$ 240.00
$ 240.00
Booster 1
2
$ 30.00
$ 60.00
$ 60.00
Booster 3
6
$ 30.00
$ 180.00
$ 180.00
Booster 4
6
$ 30.00
$ 0
$ 180.00
Total Water Facilities
I e� r � 4, o 1 -4: _ .L -- -I-
175
, ,
$ 30.00
$ 5f250.0
$ 4,110.00
�� 00 1VVCLL1V110 QdG U110Ligll wcxeU gales. f o access please call water Dept., Van Aldridge at (408) 846 -0271
3 Contractor to provide final estimate. City is providing best known historical information.
4 Annual Fee is for once per year. Any additional work requested by city would be paid at hourly crew rate shown. ,?,em
Name of Cont c . : ' i SC ,L .� 4U
Signature:
Printed Name: IL(y
�'11 Zct�-
Date
oK
6W
y (ELI 2otU
ATTENTION: Efforts have been made to make this spreadsheet accurate for your use in compiling your cost proposal for this contract. However, it is
up to the Contractor to verify all formulas, subtotals, and totals for accuracy.
B -2
Attachment C- Contractor Site Review Statement
1. Provide the Contractor name(s) :
ValleyCrest Landscape Maintenance
The undersigned acknowledges the following:
2. All RFQ & RFP requirements have been reviewed for the Gilroy City -Wide
Landscape Maintenance Contract
3. Prior to submittal of RFP document, we have participated in the mandatory proposal
preview
4. Prior to Preparing and submittal
opportunity to make all necessary
Maintenance Contract Fee Schedule
MV arter -Sr. Branch Manager
Pr it Na 1
Sig ature
of RFP documents, we acknowledge taking
site review visits of all sites listed on the
C -1
ii/ 1 r�
1
KEY STAFF
The City of Gilroy Parks & Landscape Maintenance will be managed by Irene Painter.
Irene is a landscape professional who has vast experience in landscape management
services. Irene will be your primary point of contact for the landscape contract service for
the City of Gilroy. She will be responsible for directing our on -site maintenance crews and
support staff to adhere to the City of Gilroy's landscape maintenance needs. Irene will
provide systematic reports and communication to City staff to keep them informed and
updated. Service will be supported by an irrigation specialist -Chris Gale and the Branch
Safety Officer -Mike Ney.
Irene will provide project supervision and manage the landscape operations through her
maintenance team whom consist of the following:
1 - Production Specialist
2- Crew Leaders (Foreman)
4 — Gardeners
2 - Landscape Janitorial Personnel
1 - Irrigation Technician
1- Safety Officer
Support Team
2 -Tree Care Crew
3- Construction Crew
2- Irrigation Technicians
The team will be organized into two (2) Landscape Maintenance Crews and one 1
Landscape Janitorial Crew. Landscape maintenance crews will consist of one Crew
Leader and two Gardeners. The landscape maintenance crews will focus on providing
routine maintenance services for the following area: Civic Building, Parks, Downtown
Area, Medians, and Sound Walls & Trails. Their primary task will consist of: mowing and
edging of turf, tree and shrub maintenance, pesticide applications, chemical and manual
weed control, pest control, playground maintenance and inspections, parking lot
maintenance, sport court and field maintenance.
The landscape janitorial crew will consist of two gardeners. This crew will be responsible
for providing additional service frequencies at all sites. Their primary task will consist of:
removing litter, emptying trash receptacles, weed control, blowing -off hardscapes,
cleaning off picnic tables, reporting graffiti and other acts of vandalism, graffiti abatement,
pathway maintenance, ash removal form barbeques in parks, and general park
maintenance and upkeep.
The teams will be sequenced to provide service on a scheduled basis to meet or exceed
the expectations of the scope of work. We will be working within the City of Gilroy's Parks
and other landscape facilities seven days a week.
0 ValleyCrest Landscape Maintenance [ 1 of 46 1
I. KEY STAFF
Chris Cale
Irrigation & Water
Management
Reuben Aguayo
irri$ ation Technician
Landscape
Maintenance Crew
Crew Leader
Gardner
Wr
Gardner
City of Gilroy ValleyCrest
L .,
Support Staff
Irene Painter
Account Manager Mike Ney
Branch Safety
Officer
Production Specialist
Landscape
Maintenance Crew
Crew Leader
I Gardner i
i Gardner I
Landscape
Janitorial Crew
Gardner
I Gardner I
Supplemental
Support Crew
Graffiti Removal
Bird Ctean -Up
Water Facilities
Trials
Tree Care
Construction
Support Staff
Title/ Position
Role within City of Gilroy Contract
Mike Carter
Sr. Branch Manager
Operations/ Customer Support
Nada Duna
Sr. VP/ Regional Manager
Quality Control/ Regional Operations
Dr. John Law
Dir. of Technical Services
Pest Control Advisor, Plant Health Care,
Agronomics
Eric Santos
Irrigation Advisor
Water Management & Benchmark
Brent Swan
Tree Care Operation Manager
Large Tree Care, Fruit control spraying,
pruning & plant health care
Sergio Garcia
Construction & Enhancements
New Planting, sustainable design and
install
Martha Kirsten
Purchasing
Supply & Material Purchasing /
Horticulturist
Chris Korfhage
Office Administrator
Invoicing & Insurance / General office
support
ValleyCrest Landscape Maintenance ( 2 of 46 )
KEY STAFF - RESUME
IRENE PAINTER
ValleyCrest Account Manager
Tenure 7 years
Education
Bachelor of Applied Science Major: Landscape Management
Horticulture Degree with Distinction Olds College, Olds, AB 2003 — 2007
Credentials
South Bay Water Recycling Site Supervisor
California Qualified Pesticide Applicator QAL
Certification in Trenching and Excavation
Certification in Confined Space and Permit Required Confined Space
American Red Cross Standard First Aid Accredited
American Red Cross CPR — Adult Accredited
OSHA — Construction Safety and Health
Professional Experience
ValleyCrest Landscape Companies
Account Manager, Landscape Maintenance
Scope of Position:
• Field staff of up to 24 employees: Production Specialists, Crew Foremen, Gardeners,
Irrigation Technicians and Fountain Technicians
• Book of business encompassing 6 major and multiple minor clients (including Cisco
Systems Corporate Campus and Eagle Ridge HOA) for over 250 acres of manicured
landscape
• Exceptional customer satisfaction review from client for over 5 years
• Annual contractual business revenue of over $1.5 million per year and approximately
$1 million in additional enhancement work per year
• Client budget preparation including labor and materials gross margin management
• Project design and estimating, sales presentations and project management
• Daily landscape maintenance field operations and scheduling
• Instituted Evapo- transpiration weather based water management, domestic well
permitting and reporting, turf conversions, fountain conversions, other sustainable
landscape installations, integrated pest management, safe handling pesticide use,
Santa Clara and Monterey County pesticide use reporting
• Manage irrigation systems (potable and reclaimed water), fountain care, backflow
reporting
• Headed water conservation efforts in conjunction with County Water Districts Rebate
programs
• Internship Recruiter for ValleyCrest for various college and new hire training
Awards
Top 10 President's List Awards for Complete Customer Satisfaction in 2008, 2009 and 2011
Silicon Valley Water Conservation Award — Awarded to San Jose ValleyCrest Branch 2009 for
Cisco Systems
PLANET Environment Improvement Decade Award - Awarded to San Jose ValleyCrest Branch
2009 for Cisco Systems
& ValleyCrest Landscape Maintenance [ 3 of 46 ]
I. KEY STAFF - RESUME
Christopher J. Gale
Gilroy, CA cjgale @valleycrest.com
ValleyCrest Irrigation Manager
Tenure 3 years
Education
Bachelor of Science in Construction Management -Minor in Business Management
Brigham Young University- Idaho: Rexburg, ID Jan 2005- Dec.2009
Relevant courses: Construction documentation, Business Communications, Electrical and
Mechanical Systems.
Credentials
AWWA Certified Cross Connection Control Specialist
Irrigation Association Certified Landscape Irrigation Auditor
Completed CPR Training course
AWWA Certified Backflow Assembly Tester
30 Hour OSA Occupational Safety/ HILTI Qualified Operator
Fluent in Spanish
Eagle Scout
Professional Experience
ValleyCrest Landscaping Companies May 2009 - Present
Intern /Crew Leader/ Irrigation Manager. San Jose, CA
• Responsible for new client irrigation system analysis including mapping identification of
problems, improvements, and proposing solutions.
• Proposing and install ET based controllers for high profile clients: Google, Facebook, Cisco
and Lockheed Martin.
• Actively take part in the planning, estimating, designing and executing of projects
• Routinely perform on -site inspections to gather information and feedback for clients.
• Experienced in irrigation auditing, programming and managing: standard, two wire, internet
controller and ET based irrigation systems, field wire troubleshooting, wire tracking, leak
detection, PVC pipe repair, valve replacement/ repair, mainline repairs, identifying coverage
and efficiency improvements, customer service.
• Two years of Backflow testing and repairs experience.
Dan Hanna Construction & Property Maintenance Mar - 2006- May2009
Forman/ Intern - Rexburg, ID
• Direct supervisor of 3 -5 man crews to facilitate a quality and safe product often exceeding
client expectations
• Skillfully operated a variety of machinery including: skid loader, front loader, and mini
excavator to improve productivity
• Coordinated a 3 man crew in the installations of fences, carpentry projects, and concrete
work
• Regularly made decisions and solved problems on jobsite for personnel, equipment, and
overall good of project
Sainsbury Construction April 2003 -June 2004
Framer Rexburg, ID
• Actively participated in the basic framing duties of a three story apartment complex
COMMUNITY SERVICE
• Mormon Helping Hands Volunteer - San Jose, CA 2010.2011
• Habitat for Humanity - Idaho Falls, ID 2005
• Served a two -year Church mission — Asuncion, Paraguay 2002 -2004
0 ValleyCrest Landscape Maintenance j 4 of 46
KEY STAFF - RESUME
Mike Ne
ValleyCrest Branch Safety Manager/ Account Manager
Tenure 13 years
Education
Bachelor of Science in Environmental Horticulture
Cal Poly San Luis Obispo 1995 -1998
Professional Experience
Safety Manager/ Account Manager 1999 - Present
ValleyCrest Landscape Maintenance. San Jose, CA
AWWA Certified Backflow Assembly Tester
IA Certified Landscape Irrigation Water Auditor
AWWA Cross Connection specialist
Green House Manager 1995 -1998
Cal Poly Horticulture Program
Irrigation Technician
Managed daily greenhouse operations
Supervise the care of plants, flowers, and trees; coordinate nursery and greenhouse
workers
Ranch Hand 1993 -1995
Merced College
Implement environmental standards for agricultural and horticultural production.
Assist in all operational work on Ranch
Organize and coordinate activities with other ranch hands.
Interests
Camping, Fishing, Hiking, Hunting, Horticulture
0 ValleyCrest Landscape Maintenance [ 5 of 46
II. RESOURCE & SERVICE DESCRIPTION
Over the past 60+ years, ValleyCrest Landscape Companies have become the most trusted
name in the industry. Our track record has demonstrated our unparalleled knowledge and
technical ability, outstanding customer service and retention, relentless execution and a true
understanding of your landscape needs. As an experienced partner delivering both local
expertise and national resources, we understand how a well- maintained landscape attracts
people, increases public image and contributes to your success. When you partner with
ValleyCrest, you will have a team of local professionals dedicated to the careful stewardship
of your landscape and its enduring beauty and value. Our landscape program
encompasses a planned approach including customer service, trained and educated
staff, communication, equipment & vehicle procurement, job quality, and safety. The
primary systems that support our quality standards include:
COMMUNICATION SYSTEMS
QUALITY EVALUATIONS
CUSTOMER SATISFACTION
Proactive communication that
Management led evaluations
Empirically measured customer
allows us to be highly
that ensure our internal quality
satisfaction that is taken
responsive to emergencies,
standards are met and our
seriously. Our goal is 100%
special requests and acts of
employees can achieve
satisfied customers
nature
continuous improvement
TRAINING PROGRAMS
SAFETY STANDARDS
Intensive skills, customer
Training and incentive
relations, and quality training
programs ensure your property
ensure our team can
remains hazard free and our
consistently exceed your
employees can return home
expectations
safely.
EMERGENCY RESPONSE
• We will keep you informed when addressing unknown factors that occur from Mother Nature.
• You will have 24/7 access to your Account Manager by telephone and email Our
gardeners and irrigation specialists are also available around the clock via telephone.
• Emergencies that occur outside of regular business hours will be dealt with depending on
the severity of the situation.
- For minor irrigation issues, we will do everything possible to turn off the water supply
within two hours or less of being notified and fix the problem the next business day.
- All safety hazards will be resolved at the time we are notified.
- You can expect a response and proposed solutions to after -hour emergencies within
two hours or less.
- Four key staff members are current Gilroy residents and will be available for on -call
services.
ValleyCrest Landscape Maintenance [ 6 of 46 ]
II. RESOURCE & SERVICE DESCRIPTION
Unique Features of Partnering with ValleyCrest
• We have the breadth and depth of resources to exceed expectations of the City of
Gilroy and Gilroy residents.
• We have people, processes, and resources to ensure the highest level of quality on a
daily basis.
• We staff full service in -house arbor care crews to handle all of your large tree care
needs. Scheduled and After - Hours.
• Available for service request 2417, 365 days including holidays.
• We have the flexibility to adapt to the needs of the City of Gilroy.
• We have the infrastructure to provide the highest level of service every day
throughout the Gilroy community.
• We are a close knit privately owned financially strong company.
• We have the ability, creativity and expertise to help lower landscape costs over time.
• We have the history and demonstrated experience to deliver quality care throughout
the Gilroy community.
• Demonstrated water conservation capabilities.
• Community Involvement and Outreach programs tailored to the needs of the City.
I.E. donate materials for community garden, donate flowers to be planted at City Hall
& Civic Center, donate tree care mulch for various site throughout Gilroy.
• Best Practices and Bench Marking of quality service.
• 98% overall customer retention in the Bay Area.
0 ValleyCrest Landscape Maintenance [ 7 of 46 1
Il. RESOURCE & SERVICE DESCRIPTION
ACTIVE MEMBERS
OF THE COMMUNITY
The City of Gilroy is home for many ValleyCrest employees. We live and work here and are
proud to give back and contribute to our community. For this reason, ValleyCrest will donate
resources and our team members to support local activities and events.
Associations and events we would like to support throughout City of Gilroy include: Planting/
Education seminars at the Downtown Community Garden. Provide Tulips for volunteers to
plant at the Civic Center. Support of City gardening clubs by providing materials and
educations. Community seminars on sustainable landscapes and the how to conserve
irrigation water. Provide Tree Care mulch for the downtown museum and other civic
buildings-
0 ValleyCrest Landscape Maintenance [ 8 of 46
Ill. RESOURCE & SERVICE DESCRIPTION
Customer Commitment
Build and maintain trust -based professional relationships where we solve our
customers' landscape problem consistently over time.
1. DEVELOP EFFECTIVE PERSONAL RELATIONSHIPS BUILD ON TRUST AND INTEGRITY
• Demonstrate a positive attitude in every interaction with City of Gilroy Staff & Residents
• Show that we care about our partnership, demonstrating empathy, always working
toward positive solutions.
• Admit mistakes when they happen and fix them without excuse
• Resolve conflicts fairly
• Price fairly. Suggest solutions that add value
• Don't overpromise
2. UNDERSTAND COMPLETELY CITY OF GILROY LANDSCAPE NEEDS
• Listen first and seek to fully understand:
• Seek to understand your business service in the community
• How the landscape contributes to achieving goals
• Develop a full understanding of: Parks & Recreation residents schedule
• Who the decision makers and influencers are and what they care about
• Landscape aspirations and requirements
• Update our understanding immediately as your landscape requirements/ vision
evolve.
3. PROVIDE COMPREHENSIVE, INNOVATIVE IDEAS AND IMPROVEMENT OPTIONS
• We will treat the landscape as if we owned the property
• Continuously identify and clearly communicate landscape challenges and
improvement opportunities
• Use all resources at our disposal to deliver the best technical expertise to improve
your properties — be creative and develop multiple solutions to give them options
4. EXECUTE WITH SENSE OF URGENCY AND CONSISTENT EXCELLENCE
• Perform consistently excellent field work — get it right the first time and every time
• Respond to requests in same day and always meet or exceed your deadlines
• Work tirelessly to resolve open issues
5. COMMUNICATE PROACTIVELY AND INTERACTIVELY WITH ALL DECISION
MAKERS AND INFLUENCERS AND CONVEY HOW WE ARE ADDING VALUE
AND SOLVING THEIR PROBLEMS
• Provide the information you need, in a timely manner, in the format you find most useful
• Allow no surprises — always be the one bringing the news regarding your landscapes
0 ValleyCrest Landscape Maintenance [ 9 of 46 1
ft
A.
II. Resources and Service Description
Current Resources Available
570 Employees throughout the Bay Area
48 Field Supervisors within Bay Area
Field Employees for the Citv of Gilro
Field Supervisors
1- Exterior Account Manager -Irene Painter
1- Irrigation/ Water Management -Dave Flint
1- Branch Safety Officer — Mike Ney
1 -Tree Care/ Arborist -Brent Swan
1- Landscape Construction/ Katie Komnenich
Administrative
Mike Carter -Sr. Branch Manager
Chris Korfhage -Office Administrator
Dr. John Law - Director of technical services
Nada Duna -VP/ Regional Manager
Martha Kirsten- Horticulturalist/ Purchasing
Administrative Irrigation & Water
I I Manaeement
Irrigation
Technicians
ValleyCrest Landscape Maintenance
Field
1- Production Specialists
2- Crew Leaders
6 -8 Gardeners
1 -2 Irrigation Technicians
1 -2 Construction Foremen
1 -2 Tree Care Arborists
Branch
Manager
Account
Manav-er
Crew
Leaders
Maintenance
Crews
Light Construction I
& Enhancements
Foremen
Construction
Crews
Climbers/ Crews
[ 10 of 461
II. Resources and Service Description
Resources and Service Description
Services for All Elements of City of Gilroy Parks & Landscape Facilities
Sound walls/ Medians/ Islands
• Serviced on a weekly rotation.
• Health/ Safety Inspections
• Litter/ Trash Removal
• Blow Off Hardscapes
• Weed Control
Irrigation inspected on a bi- weekly rotation.
• Irrigation controls adjusted according to
seasonal needs.
• Seasonal pruning & trimming of plant material.
• Traffic Control/ Lane Closer as necessary.
• Report/ Removal of graffiti and vandalism.
Civic Buildings/ Areas
• Serviced on weekly rotation.
• Mowing & Edging
• Trimming and pruning of shrubs
& ground cover.
• Weed Control
• Health & Safety Inspection
Irrigation Inspected on bi- weekly rotation.
• Irrigation controls adjusted according to
seasonal needs.
• Litter/ Trash Removal
• Tree pruning up to eighteen feet.
• Report/ Removal of graffiti and vandalism.
Parks/ Trails
• Weekly service provided to all parks.
• Health/ Safety Inspections
• Litter/ Trash Removal
• Blow Off Hardscapes
• Weed Control
• Irrigation Inspected on bi- weekly rotation.
• Irrigation controls adjusted according to
seasonal needs.
* ValleyCrest Landscape Maintenance
[ 11 of 46
• Mowing & Edging
• Trimming and pruning of shrubs & ground cover.
• Tree pruning up to eighteen feet.
• Report/ Removal of graffiti and vandalism.
Mini Parks- Butcher Park, Renz Park, Forest St. Park (No Blowers)
Neighborhood Parks- San Ysidro, Miller, Sunrise, Los Arroyos, Carriage Hills
Neighborhood School Parks- Del Rey Park, El Roble Park, Rainbow Park, Farrell Park
Community Parks- Christmas Hill Park & Ranch Site, Las Animas Veterans Park,
Sports Park
Park Preserve & Trails- Chestnut Pedestrian Bridge, Debell -Uvas Creek Park & Trails,
E-6 1h & Camino Arroyo, (trail & bridge) Villagio Trail & Detention
Basin, Lions Creek Trail
Downtown Area
• 7 days a week service for Monterey Streetscapes
-3rd to 8t'', Martin Street (Monterey to Railroad),
Lewis Street (Monterey to Railroad), 4th Street
((Monterey to Eigleberry), and
51h Street (Monterey to Eigleberry).
• 3 days a week service for parking lots
(5th & Monterey, Hornlein, Parking Lots B &C).
• Health/ Safety Inspections
• Litter/ Trash Removal
• Blow Off Hardscapes
• Weed Control
• Tree Pruning up to 18 feet
• Irrigation inspected on bi- weekly rotation.
• Trimming and pruning of shrubs & ground cover.
• Report/ Removal of graffiti and vandalism.
Water Facilities
• Service will be provided to all water facilities one time per year or as requested by City
Managers.
• Service will include: weed abatement, trimming of plant materials and trees up to
eighteen feet, and overall general site clean -up
Supplemental Services
• Graffiti Removal
• Bird Droppings Clean -Up
• Trails/ Park Preserves
ValleyCrest Landscape Maintenance [ 12 of 46 1
11. Resources and Service Description
Maintenance Crew Schedule
Parks
Carriage Hills Las Animas -LAVP Forest St. Butcher Park Babbs Creek
Del Rey Los Arroyos Miller Christmas Hill El Roble
Sunset Rainbow Renz Ranch Site Sports Park
San Ysidro
Medians, Civic Buildings, Downtown
f • •s7
• ay
—4rVednesday
Thursday
Friday
7th & Church Parking
Down Town Area
Sound Walls
Sound Walls
Sound Walls
Chestnut Fire Station
3rd St. -81h St.
Medians
Medians
Medians
Civic Center, Library,
Parking Lots
Islands
Islands
Islands
Plaza & Police Dept.
Medians
Streetscape
Streetscape
Streetscape
Corpyard -Front
Park Strips
Las Animas Fire
Museum
Sunrise Fire Station
Willey House
0 ValleyCrest Landscape Maintenance [ 13 of 46 ]
0
0
-.
11. Resources and Service Description
Landscape Janitorial Schedule
Crew Member 1
1
Landscape Janitorial
Monday Tuesday Wednesday Thursday Friday
Christmas Hill Butcher Park Christmas Hill Carriage Hills Butcher Park
Ranch Site Carriage Hills Ranch Site Christmas Hill Christmas Hill
Las Animas Christmas Hill Del Rey Ranch Site Ranch Site
Los Arroyos Ranch Site El Roble Del Rey Las Animas
Miller Del Rey Forest El Roble
Rainbow El Roble Miller Forest s
Forest Las Animas i`
Miller Los Arroyos s
rts P s Miller wn t
n t 4!' n Ysidr own town Rainbow ca 3
rtS Pad rd th
ea .- _ uset
C Fiv t5 P., 1'a Ce
,.
Police Library
az ` Police, aim
t i Pl "'
Ikea 3r Down'
rea 3rd'
Butcher Park I Christmas Hill
Carriage
Ranch Site
Hills
Las Animas
Christmas
Los Arroyos
Hill
Miller
Ranch Site
Del Rey
Re'
El Roble
i Y
Forest
Sports Park
Las Animas
Down town
Miller
Area 3`d -8"'
enz
San Ysidro
Sports Park
Civic Center
Library
Police Dept.
Plaza
ValleyCrest Landscape Maintenance
[ 14 of 46 ]
II. Resources and Service Description
Irrigation Crew Schedule -Bi- Weekly
Week One - Irrigation
• , i i it. aj iuesaay Irlednesday Thursday Friday
Chestnut Fire LAVP Downtown Area Santa Teresa Carriage Hills
Civic Center Rainbow 3rd St -8" St. Medians Sunrise Park
Las Animas Fire Sunrise Fire Streetscapes Del Rey
Museum Butcher Park Sports Complex
Willey House
Corpyard -Front
hristmas Hill
Ranch Site
Renz Park
SITE NAME
Babbs Crk preserve
Blue Bell
Booster 1
B2
B3
B4
B5
B6
Butcher
Carriage Park
Week Two - Irrigation
Leavesly
Long Meadow
Luchessa
Monterey
Newman
Sound Walls
Medians
Streetscapes
San Ysidro
E.6'h/ Camino
Arroyo
Sunrise Fire
Babbs Creek
Park Preserve
Lions Creek
Los Arroyos
Forest
Estimated Materials used/ System Failures
Rotors
77
FAILURES
0
0
0
0
0
0
0
0
0
0.9625
C�L3�7�i
22
8
172
ports Complex
Miller
10' ValleyCrest Landscape Maintenance [ 15 of 461
1.1
0
0
0
0
0
0
0
0.4
8.6
Camino Arroyo at
0
69
3.45
6th
Camino Arroyo n
0
85
4.25
Renze
Camino Arroyo S
0
108
5.4
Renze
Camino Arroyo s
0
63
3.15
10th
Chestnut Fire
24
0.3
61
3.05
Chestnut Pedestrian
0
21
1.05
Bridge
Christmas Hill Park
246
3.075
31
1.55
City Hall
0
194
9.7
City Yard
0
0
Del Rey
81
1.0125
552
27.6
El Roble
53
0.6625
61
3.05
Forest St. Park
10
0.125
122
6.1
Las Animas Fire
7
0.0875
11
0.55
Las Animas Veterans
375
4.6875
0
park
Library (under
0
0
reconstruction)
Lions Creek
0
0
Leaves ley /Forest
0
115
5.75
Leavesley /Arroyo
0
36
1.8
Longmeadow S
0
0
Longmeadow N
0
78
3.9
Los Arroyos park
101
1.2625
75
3.75
Luchessa /Church
0
138
6.9
Luchessa /Princeville
10
0.125
61
3.05
Luchessa /Thomas
55
0.6875
1108
55.4
Luchessa/Villagio
17
0.2125
70
3.5
Wall
Luchessa /Villagio
16
0.2
0
ponds
Mantelli Sound wall
0
0
Mantelli gap
0
0
Miller Park
91
1.1375
0
Miller sound wall
19
0.2375
24
1.2
Monterey /Cal train
0
274
13.7
Monterey 6 -7
0
213
10.65
Monterey 4 -mid
0
230
11.5
7400 blk
Monterey /Farrell
31
0.3875
30
1.5
Monterey /las
0
0
Animas
0 ValleyCrest Landscape Maintenance [ 16 of 46 ]
Monterey /Luchessa
Monterey /Victoria
Museum
New PD
Anex (old PD)
Rainbow park
Ponderosa Island
CHP ranch
Resevoir A
Res B, G boost 6
Res C
Res D
Res E
Res F
Renz Park
San Ysidro Park
Santa
Teresa /Thomas
Santa
teresa /Ponderosa
Santa teresa /Village
grn
Santa Teresa /1st-
longmd
Santa teresa at Day
Social services lot 7
& rosanna
Senior Center
6th st
6th and camino
arroyo
sports park
Sunrise Fire
Sunrise park
10th E
10th W
Thomas /Gabbs
Thomas /Alder
Uvas park dr & 3rd
Well 5
Well 8
Wheeler Community
Ctr
Willer Historical
House
.E
172
69
24
126
238
106
22
28
2,058
ValleyCrest Landscape Maintenance
0
0
0
0
0
47
2.35
0
247
12.35
0
0
0.75
231
11.55
0
28
1.4
2.15
41
2.05
0
0
0
99
4.95
0
0
0
0
0.8625
128
6.4
0
0
0.3
0
1.575
50
2.5
0
42
2.1
0
72
3.6
0
166
8.3
0
3656
182.8
0
34
1.7
0
0
0
95
4.75
0
70
3.5
0
0
2.975
1793
89.65
0
241
12.05
1.325
623
31.15
0
0
0
0
0
50
2.5
0
27
1.35
0.275
105
5.25
0
19
0.95
0
12
0.6
0.35
110
5.5
0
56
2.8
12,074
603.7
[ 17 of 461
n
u
II. Resources and Service Description
Landscape Maintenance Plan- Medians, Sound walls, Civic Areas
Landscape Maintenance Crew/ Medians, Sound walls, Civic Areas
Landscape Janitorial Crew
Service Area
Civic Building
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
7th & Church Parking Lot
X
Chestnut Fire Station & HDQ
x
Civic Center, Library, Plaza &
Police Department
x
x
Corpyard -Front
X
Las Animas Fire Station
X
Museum
X
Sunrise Fire Station
x
Willey Historical House
X
Downtown Area/ 3rd -8th
4th St. - Monterey to Eigleberry
St.
x
x
x
X
X
X
X
5th St. - Monterey to Eigleberry
St.
X
X
X
X
X
X
X
5th St. & Monterey - Parking lot
X
x
X
X
6th St. - Eigleberry to RR
x
X
X
X
6th St. - RR to Rogers Lane
(back of sidewalk to back of
sidewalk
x
X
x
x
Hornlein - Parking lot
X
x
X
X
Lewis St. - Monterey to RR
Railroad
X
X
X
X
X
X
X
Martin St. - Monterey to RR
X
X
X
X
X
X
X
Monterey Streetscape - 3rd to 8th
St.
X
X
X
X
X
X
X
Parking Lot B
x
X
X
x
Parking Lot C
X
X
X
x
Eigleberry St. Lot
X
Chestnut Pedestrian Bridge
X
E. 6 & Camino Arroyo
X
Soundwalls /Medians /Islands
X
X
X
ValleyCrest Landscape Maintenance
[18 of 46]
II. Resources and Service Description
Landscape Maintenance Plan- Parks
Landscape Maintenance Crew /Parks
Landscape Janitorial Crew
Service Area
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Babbs Creek Park Preserve
X
Butcher Park
X
X
X
X
Carriage Hills
X
X
X
X
CHP- Christmas Hill Park &
Ranch Site
X
X
X
X
X
X
X
Del Rey Park
X
X
X
X
El Roble Park
x
X
X
X
Forest St. Park
X
X
X
X
LAVP - Las Animas Veterans
Park
X
X
x
X
X
X
X
Los Arroyos
X
X
X
X
Miller
X
X
X
X
X
X
X
Rainbow Park
X
X
X
X
Renz park
X
X
X
X
X
San Ysidro
X
X
X
X
X
X
X
Sunrise Park
X
X
X
X
Sports Park
X
X
X
X
X
X
X
10 ValleyCrest Landscape Maintenance ( 19 of 46 J
0
111. Staffing
Work Plan/ Calendars
LANDSCAPE PLAN
Medians /Nardsca
_.p DEC`
Health/ Safety Check 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X
Litter/ Trash/ Debris Removal 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 u
Blow -off Hardscapes 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4X 4 X 4 X 4 X 4 X
Weed control (Weekly) 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4X 4 X 4 X 4 X 4
Trim/ Prune X X X X X X X X X X
Fertilizer 1 X 1 X 1 X 1 X 1 X
Pre - emergent Weed control X X
Post - emergent Weed control 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X
Round up Tree Rings X X X
Pruning up to 18' hgt. X X
Check and Adjust Irrigation Y ? x 2 X 2 X 2 X 2 X 2 X 2 X 2 X 2 X 2 X 2 X
(Bi- Weekly)
Civic Buildings, 4lAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DE
Mowing 2/,, + =� r. :. Y; 4 X 4 X 2 X
_ _. -_ �- _
Edging 3X J �3X 4X 4X 4X 4X 4X 4X 4X 4X 4X 3X
t.111- _ ..._.� -- .__._.___._
Shrubs 8-Ground Cover I X X X X X X X I
Blow -off Hardscapes 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4X 4 X 4X_
X j 4X ; 4X
Check and Adjust Irrigation _ _ - --
(Bi- Weekly)
2X 2X 2X 2X 2X 2X 2X 2X 2X 2X 2X -2X
Weed control (Weekly) 4X 4 X 4 X 4X 4X 4X 4X 4X 4 X 4X X 4 X
Pre- emergent weed control X i X
Post - emergent Weed control 4 X 4X_ 4X 14 X 4X 4X 4X 4X 14 X 4X 4X 4X
Fertilization 1 X 1 X 1 X 1X '
1X
Trim/ Prune X X X X X X ! X j X X X
Round up Tree Rings X X
j_ x
Pruning up to 18' hgt. X X
Litter/ Trash/ Debris Removal 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X 4 X
Health/ Safety Check 4-31 4 -31 4 -31 4 -31 4 -31 4 -31
Parks/ Trails JAN FEB MAR "APR, ,MAY .$W
AUG
Mowing 2X j 3 X 4 X 4 X ! 4 X 4 X 4 X j X 4 X 2 X
Edging V ?x A a 4X 4X 4X , >t z;;
ValleyCrest Landscape Maintenance [ 20 of 4 6 J
2
Shrubs & Ground Cover f x X X; X X X
Blow-off Hardsca es 4X 4X 4X i 4 X 4 X 4X 4 X 4X 4 X I 4X 4X 4X
Check and Adjust Irrigation 2 X 1 2 X 2 X 2 X 1 2X 2X 2X 2X 2X 2X 2X 2X
Weed control (Weekly) 4 X 4 X 4 X 4X " 4X 4X 4X 4X i 4X 4X 4X 4X
Pre - emergent weed control 1 X i X
4X 4X 1 4X 4X 4X 4X i 4X 4X 4X {
Post - emergent Weed control 4 X 4 X ! 4 X
Fertilization t X 1 X } 1 X ; 1X _ ... -__. _I_ X "
Trim/ Prune X X X X X X X X X X
Litter! Trash/ Debris Removal i j X X 1 X
Pruning up to 18' hgt. X X -
_ �.__..
Litter/ Trash/ Debris Removal , 4 X 4 X 4X
4X 4X 4X 4X 4X 4X 4X i 4X 4 X_
-. y i..4 -31 4 31 4 31 4- 31...4 -31 ' 4 -31 4 -31 4 -31 1 4 -31 ! 4 -31 t 4 -3.1 ' 4-
Health/ Safety Check 31
wntown Area JAN FEB MAR APR MAY JUN JUL AUG_ SEP O T
Health! Safety Check 4 f" i.. 431 1 4-31 y 4 31 [ 4 -31 4 -31 4 -31 4 -31 4 -31 4 -31 4 -31 4 -31
Litter! Trash! Debris Removal 4X 4 X i 4X 4X 4X 4X 4X r 4X 4X 4X 1 4X i 4X
.
Blow -off Hardscapes
X 4X 4X 4X 4X ` 4X " 4X " 4X 4X 4X ' 4X 4X s
Weed control (Weekly) 4X , 4X 4X i 4X 4X j 4X 4X 4X j 4 X 14 X i 4X AY
i
_ _.
Trim/ Prune X X X X HX ! X( X X i X X
Pruning up to 18' hgt. i X
_. _ _X_ 1
Check and Adjust Irrigation 2 X 2 X 2X2 2 X' 2 X 2 X 2 X 2 X N 2 X
(Bi- Weekly) 2 X 2 X
2X I ,
Curb/Gutter Weed Control X X X X X X X X X X X X
Spring Clean -Up X
Irrigation JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Check and Adjust Irrigation 2 X 2 X 2 X 2 X 2 X ? 2 X, 2 X 2 X f 1
(Bi- Weekly) ! 2 X 2 X 2 X t
4 -----------
Routine replacements of ! X i X X X X X X X X X
heads
Repairs of laterals, swing � X i X X X X X X X X �' X
joints & risers i X X
Repair of drip irrigation X i X X X X X a' X X X X
Irrigation controller On -Going Adjust to Seasonal Needs
Garlic Festival ( I X
�._�.
Downtown Bird Clean -Up
Supplemental Graffiti On -Going
Removal
Major Tree Trimming x x
Sport Field Preparation x
alleyCrest Landscape Maintenance [ 21 of 4 6)
Ill. Staffing- Safety & Training
A SAFE COMMUNITY
AND WORKPLACE IS OUR PRIORITY
The safety and well -being of our customers, your property visitors, the general public, and our
employees is of paramount importance to our operation. Below are measures we employ to maintain a
safe working environment on and off your property.
PRESERVING A SAFE ENVIRONMENT CREW SAFETY
• Criminal background checks. • Extensive driver safety certification program.
• Initial and random driving record checks. • New hire safety orientation.
• Initial and random drug /alcohol screenings. • Certification requirements to use all power
• Fully uniformed crews with safety vests. equipment.
• ValleyCrest logo clearly displayed on vehicles. • Reward system for safety compliance.
• "How's my driving ?" stickers on vehicles. • Mandatory weekly field crew safety meetings.
• Required use of cones to demark safety zone. • Weekly management safety calls.
Safety Mission Statement
Y Provide a safe work environment and safety culture that places the highest level of value on the
health and welfare of our employees.
y Instill a sense of ownership in our employees and to encourage excellence in all aspects of
safety.
➢ Provide safety and regulatory compliance training that insures our employees have the tools to
perform in a safe and productive manner.
➢ Promote safety as each employee's responsibility and endorse as a way of life at work and
home.
Safety is the number one priority at ValleyCrest Companies.
We are committed to providing a safe working environment for all of our employees. Each
branch has one dedicated employee serving as Safety Officer. Monthly meetings are held
with the Branch Manager, Safety Officer, Account Managers and all Crew Leaders to review
accidents and determine proactive training for future prevention.
Through dedicated personnel and leading edge programs providing safety training, the safety
record for ValleyCrest Companies remains outstanding. Our self- insured program consistently
returns the maximum dollars permitted under the law.
*Please reference attachments for full safety guidelines*
ValleyCrest Landscape Maintenance [ 22 of 46j
III. Staffing- Safety & Training
ValleyCrest Weekly Safety Training
• Each week we review with our employees key safety practices which are then implemented
on the job site. These weekly 'tailgate' meetings will help ensure an accident free work
environment.
Some of the safety Tailgate topics Include:
Blade Sharpening
r Blower Safety
r Chainsaw Safety
Driving Safety
Fall Protection
r Fire Safety
Gas Shear Safety
r Hand Tool Safety
Hazardous Communication Safety
Heat Stress
Hedge Trimmer Safety
Irrigation Safety
y Lock Out Tag Out
r Mower Safety
Overloading
- Poison Ivy
Person Protection Equipment
%> Proper Backing Procedures
�- Proper Lifting
Y Proper Loading
Proper Pruning
Safety Training for New Employees
r Slope Safety
Y Trailer Safety
Weed Eater Safety
West Nile Virus
Working Near Traffic
- Working Near Pedestrians
Working in Public Spaces
Training at ValleyCrest Companies is the single largest non - direct cost. It is our philosophy to
train and re -train our employees. Training programs are currently in place at every level of our
company.
Over one third of our workforce has been with the company for more than 10 years. Each year,
ValleyCrest Companies spends over $1 Million to train it's operations teams.
Training provides our employees with knowledge, ideas, and tools to deliver outstanding
performance in seven key areas: ValleyCrest Companies' culture, operations, horticulture, crew
management, financial management, sales management, and customer care. As a company, we
know that highly trained employees provide outstanding customer service
VALLEYCREST COMPANIES PRESENTS FORD TRUCKS TO SAFETY WINNERS
Nation's leading landscape company rewards employees for working safely.
............. ............................... . ...... ..............I........
.. ...............................
0 ValleyCrest Landscape Maintenance [ 23 of 46]
III. Staffing- Employee Retention Philosophy
Why ValleyCrest?
At the heart of our core values are the "two pillars" customers and employees. Although ValleyCrest
is the Nation's leading landscape service provider, working at ValleyCrest is anything but big and
impersonal. ValleyCrest represents a close knit, team oriented atmosphere. We believe in working
hard and enjoying the work/ service we provide, while respecting and supporting our field staff.
ValleyCrest has hundreds of employees that have worked here for 20, 30 and 40 years.
Taking care of our people includes offering the most comprehensive benefits package in the
landscape industry. This includes providing competitive compensation, multiply health insurance
plans, a company matching 401 k system, paid vacations and holidays, bonus packages, flex
spending accounts and tuition reimbursement programs.
We are committed to help our employees grow their career, with boundless opportunities for
individuals who are passionate about the landscape business. We offer job specific training at all
stages of employment. We are actively recruiting top performers from the Nation's top horticulture/
agriculture schools.
Company Achievements
• OLDEST & LARGEST INDEPENDENT COMPANY IN LANDSCAPE INDUSTRY
• $900+ MILLION DOLLARS IN SALES NATIONWIDE
• MORE THAN 10,000 PEOPLE and 9,500 TRUCKS NATIONWIDE
• TOP 40 PRIVATE FIRMS IN LOS ANGELES — Los Angeles Business Journal
• TOP 60 CONTRACTORS IN THE U. S. — Engineering News Record
• TOP 100 TRUCK FLEET OWNERS IN THE U. S. — Automotive Fleet Magazine
• TOP 150 DESIGN -BUILD MASTER BUILDERS — Design -Build Institute Of America
• AMERICA'S TOP 500 PRIVATE FLEETS — Fleet Owner Magazine
Lifetime Achievement Award— Landscape Management
Environmental Stewardship Award — California Integrated Waste Management
Environmental Beautification Awards — Landscape Contractors of America
500+ major landscape awards for excellence, quality, beautification, project(s) of the year,
environmental leadership and safety & training.
Average Tenure -BAY AREA
Branch Manager/ Operations Manager- 17.6 years
Account Managers- 12.4 years
Crew Leaders- 13.3 years
Gardeners -6.6 years
For more info please view video at: http: / /www.valleycrest.com /vc /# /careers /video/
0 ValleyCrest Landscape Maintenance [ 24 of 461
III. Staffing- Employee Retention Philosophy
Training at ValleyCrest Companies is the single largest non - direct cost. It is our philosophy to
train and re -train our employees. Training programs are currently in place at every level of
our company.
Over one third of our workforce has been with the company for 10 years or longer. Each year,
ValleyCrest Companies spends over $1 Million to training its operations teams.
- Training provides our employees with knowledge, ideas, and tools to deliver outstanding
performance in seven key areas: ValleyCrest Companies' culture, operations, horticulture,
crew management, financial management, sales management and customer care. As a
company we know that highly trained employees provide outstanding customer service.
The Gardener Training Series was created by our Corporate Training Division to ensure consistent
training of landscape maintenance employees across all of our operations nationwide. The series
allows for significant hands -on training at all levels, offering a specific career path for entry-
level operations employees. The sole purpose of this program is to develop associates that can
safely and successfully perform job requirements, without direct supervision, to the complete
satisfaction of the client.
Gardener 1 — Focuses on the employee's orientation to ValleyCrest Companies, completing the
"Basic Gardening Skills Certification" and certification on at least five pieces of power
equipment.
Gardener 2 — Focuses on quality work standards, quality client relations, completing the "Advanced
Gardening Skills" and certification on advanced pieces of landscaping power
equipment.
Gardener 3 - (Lead person) — Focuses on developing competency in basic supervisory skills,
learning necessary ValleyCrest forms, becoming certified in irrigation systems
management and advanced pruning, and becoming certified on truck and trailer, large
riding mower and aerator.
Gardener 4 - (Foreman) — Focuses on developing advanced supervisory skills, managing field
operations, maintaining equipment and fine - tuning crew training skills.
ValleyCrest Landscape Maintenance [ 25 of 46j
111. Staffing
Employee Status for Contract
ValleyCrest Employee/ Title
Employment Status
Irene Painter- Account Manager
Full -Time
Chris Gale- Irrigation & Water Specialist
Full -Time
Mike Ney- Safety Officer
Full -Time
Production Specialist
Full -Time
Crew Leader - Maintenance Crew #1
Full -Time
Crew Leader - Maintenance Crew #2
Full -Time
Landscape Janitorial Crew
Full -Time/ Seasonal Needs
Maintenance Gardeners
Full -Time/ Seasonal Needs
Support Staff- ALL
Full -Time
Staffing Process to Fill Positions if Needed
WE HAVE THE CAPABILITY TO START ONE ADDITIONAL CREW FROM EACH PAIR OF
EXISTING CREWS. BY DOING THIS WE CAN START UP LARGE VOLUMES OF WORK
SEAMLESSLY AND IN A VERY SHORT PERIOD OF TIME.
CURRENT CREW CURRENT CREW
FOREMAN FORT— EMAN
,a CREW LEADER ` GARDENER 3
1
GARDENER 1 GARDENER 3
� I GR 2 ':' `' � GARDENERIARDENE
u
NEW S ERVICE CREW
FOREMAN
GARDENER 1 GARDENER 2
I
FOREMAN .—� CREWLEADER GARDENER 3 GARDENER 2 GARDENER 1 NEW
-- - - - - -- EMPLOYEE
ValleyCrest Landscape Maintenance [ 26 of 461
III. Staffing
Screening Process
Hiring Practices
• Equal opportunity employer — by choice
• 100% compliance with all laws governing equal opportunity
• Successfully passed all Immigration and Naturalization inspections and Department of Labor
audits
• ValleyCrest maintains a strict drug policy and alcohol policy — testing is in place to detect and
remove users of alcohol, drugs or other controlled substances.
ValleyCrest Companies' Employment Policy
• The employment policy of ValleyCrest Companies and its subsidiaries has always been as an
equal opportunity employer — by choice. Our company therefore complies with all
requirements of the law governing Equal Opportunity and Affirmative Action.
• No employee or applicant for employment is discriminated against on the basis of race, color,
religion, sex, national origin, age, disability, veteran status or disabled veteran status.
• ValleyCrest Companies has successfully passed all Immigration and Naturalization
inspections and Department of Labor review and audits. No fines have been issued on a
national basis in any of the company's divisions.
• As part of ValleyCrest's commitment to safeguard the health of its employees, it provides a
safe place to work and to supply it's customers with the highest quality service, the company
has a clear policy on the use of alcohol, drugs and other controlled substances by its
employees. Because substance abuse, either while at work or away from work, can seriously
endanger the safety of employees, company property, and render it impossible to supply top -
quality service, the company has established its program to detect and remove users or
abusers of alcohol, drugs, and other controlled substances.
6'i ValleyCrest Landscape Maintenance [ 27 of 46]
111. Staffing
On -Site Supervisor
Account Managers Role and Responsibilities:
Account Managers are responsible for the day -to -day management of multiple ValleyCrest crews.
Specific responsibilities include, but are not limited to:
• Demonstrating role model behaviors on ethics and integrity as well as positively promoting the
Company culture, in particular, regarding safety, quality and customer service. We understand
we are representing the City of Gilroy
• Work collaboratively with City of Gilroy representatives to maintain excellent communication to
landscape goals.
• Ensuring crew safety and efficient work practices through training and supervision (e.g.
ensuring timely dispatch, reviewing job setups, equipment, climbing practices and crew
communication to ensure that work is executed to the highest safety, efficiency and quality
standards, lane closers)
• Ensuring crews have the proper equipment to do their jobs safely and that equipment is
properly maintained.
• Scheduling work, writing work orders and lining out the crews on the job. This involves
appropriate coordination with City Personnel.
• Managing, with the Business Developer, customer follow -up after job completion to ensure all
work performed meets client expectations.
• Submitting detail reports and schedule based on time of year and City needs
• Estimating / Providing value added proposals
• Ensuring job quality is consistent with, ValleyCrest standards and customer expectations.
• Conducting operating reviews with operations leadership to ensure crews are delivering results
consistent with objectives.
All Account Managers will have the support of senior operating leaders, who are there to assist in
getting the work done and in the development of the Account Manager's own training and professional
development.
Account Manager Training Proaram
All account managers at ValleyCrest Landscape Maintenance undergo a rigorous training
regimen. Newly hired horticulturalists work through a detailed learning process that
transforms them into Account Managers. The process includes the following steps:
• Landscape maintenance operations
• Horticulture
• Estimating
• People management
• Financials and administration
• Customer Service
• ValleyCrest Companies' Culture
'
ValleyCrest Landscape Maintenance [ 28 of 461
III. Staffing -In -Line Staff
We understand that well trained and tenured team members provide outstanding quality and customer
service. To that result, we offer a training program that ranks amongst the top 125 companies in the
country as recognized in Training Magazine (February 2011). Our Gardener training program is
designed around ValleyCrest's core values. Every Gardener on your team is required to complete our
certification program which prepares your crew with the skills to perform quality work safely and to your
complete satisfaction.
Product Quality & Customer Satisfaction
• Trained Crew Leaders
Quarterly quality inspections and grading
• Established horticulture best practices
• Agronomic Program
• Best Practice: Job Start-up Protocol
• New crew orientation- Before actual start of work
• Annual Calendar of crew's tasks
• Agronomic Plan
• Documented Quality & Safety Inspection
Landscape Service/ Interactions with the Public
• Landscapes must provide a beautiful and safe environment for residents, maximize curb
appeal and strengthen the sense of pride felt by individual Gilroy residents.
• Schedule work to accommodate resident's lifestyles.
• Ensure that ValleyCrest Crew members understand that by working for the City of Gilroy: we
also work for the residents of the City of Gilroy.
• Provide ValleyCrest crew members with index cards with key City of Gilroy phone numbers.
These cards may be given to residents if questions/ concerns arise.
City of Gilroy- Services Overview
Any Emergency: 911
Police (non-emergency)
Animal Control
Fire Department
(non- emergency)
(408) 846 -0350
(408) 846 -0350
(408) 846 -0370
(8 a.m. - 5 p.m., Mon. -Fri.)
Crime Prevention /Neighborhood Services Ph: (408) 846 -6472
Crime Prevention
DARE
Neighborhood Watch /Neighborhood Issues
Graffiti Issues/ Wipe out Watch
Operations 8 a.m. - 5 p.m., Mon. - Thurs.
Ph: (408) 846 -0444
Graffiti Report Line Ph: (408) 846 -0395
ValleyCrest Landscape Maintenance [ � � 29 of 461
IV. Reports/ Records/ Schedules/ Calendars
To ensure a successful partnership, effective communication is one of our top priorities. We have found
the best way to keep our customers highly satisfied is to always make sure we understand your current
needs and priorities. We believe strongly in being proactive in our communication and have designed
several forms and checklists that our customers find valuable for staying apprised of their landscape
status and maintenance activity. Additionally, we are equipped to respond quickly to new and
unexpected needs as they arise.
PROACTIVE COMMUNICATION
• Walk the various sites with you to continually be aware of your priorities.
• Supply staffing, irrigation and horticultural schedules weekly.
• Report our daily maintenance activities as often as you prefer.
• Provide digital photos to verify technical issues, damage, and plant and tree health.
• Account Managers create punch lists to identify tasks to be completed.
• Work Order Tracking systems in place.
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0 ValleyCrest Landscape Maintenance [ 30 of 461
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0 ValleyCrest Landscape Maintenance [ 30 of 461
IV. Reports/ Records/ Schedules/ Calendars
Customized Reports to Ensure a Successful Partnership
• ValleyCrest will tailor all reports to meet the City of Gilroy's needs and ensure
the paperwork process is seamless.
• Reports will be bundled to help with organization and flow of paper work.
• Reports generated will show work accomplished, labor hours, materials used,
equipment utilized, and future action if necessary.
• ValleyCrest will customize reports for graffiti vandalism, general vandalism,
traffic control & lane closers, damaged playground equipment, safety & health hazards,
and shopping carts collected from sites.
• Benchmark achievement goals- Landscape Maintenance
• Tree Care reports include: safety & hazards, inventory of existing trees at specific site,
future pruning needs, declining or diseased trees, stakes replaced or removed, fruit control
needs, plant health care programs and any other tree care service the city deems necessary.
• Irrigation Reports: existing condition of system and controllers, broken equipment that was
replaced or on schedule to replace, water management goals, water savings reports,
benchmarking water management based on historical average, necessary system upgrades or
suggestions for improvements in coverage and distribution.
ValleyCrest L a* intenance ....................[' . 1 of 4-6]
3
IV. Reports/ Records/ Schedules/ Calendars
Sample Landscape Management Report
ValleyCrest
Landscape Maintenance
LANDSCAPE MANAGEMENT REPORT
Date: July, 2012
To: City of Gilroy: Bill Headley, Chris Weske, and David Stubchaer
Fr: Irene Painter, Chris Gale, Mike Ney
Re: City of Gilroy Parks & Landscape
maintenance
The following Service items have been completed during the month of June, 2012
1. Serviced all City Medians & Sound walls, Parks, Civic Building and Downtown Area
2. Spot spray shrub beds with Round -Up to control emerging weeds.
3. Fertilized turf grass with 42 -0 -0 fertilizer.
4. Detailed Civic Center entrance.
5. Removed all trash/ litter from downtown area, parks and civic building.
6. Trim and detail throughout Parks and Civic Buildings.
7. Spot trim with weed - eaters.
8. Irrigation repairs and adjustments.
We are planning to complete the following Service items during the months of August &
September.
1. Complete seasonal trimming at medians and park strips.
2. Initiate Salvia Leucantha pruning throughout Parks and Downtown Area.
2. Complete pre- emergent weed control program.
3. Monitoring controllers for power failures and adjust per weather conditions.
4. Control gophers in turf area.
5. Flush cut native grasses throughout the Parks and Downtown.
6. Begin street tree pruning in late September.
7. Major leaf removal as we approach the fall season.
Additional Services /Upgrade Work
Currently we're working on:
Large Tree Care Projects
Over seeding in parks from heavy use
Labor hours used/ Materials used
Labor Hours
1,707 total hours
72" Mower
48 total hours
52" Mower
17 total hours
Total Material
$2,112
............ ............................... .... ..........I....................
�► ValleyCrest Landscape Maintenance [ 32 of 46]
IV. Reports/ Records/ Schedules/ Calendars
Quality Assurance
Your complete satisfaction is our #1 goal. We judge our success by the complete satisfaction of our
customers. Every member of your landscape team will strive to earn your trust and loyalty through a
proactive relationship in which we consistently perform work of the highest quality with unmatched
responsiveness. To meet this goal, we continually collect feedback through a comprehensive customer
satisfaction program. We use the valuable insight gained through our survey program to determine
system improvements and guide the content of our employee training program.
ualit
Every customer we partner with has the opportunity to formally evaluate our work product, service and
relationship at least once a year via a third party survey. Your feedback is important to us. We pay
attention to the survey results and follow -up with a summary of each one to learn how we can improve.
Our team management will review your property periodically to ensure our crew is meeting quality
standards and your expectations. This internal review process is an important element of our quality
assurance and continuous improvement programs. The crew takes these reports very seriously as they
impact their compensation.
Product Quality
• Trained Crew Leaders and Gardeners
• Quarterly quality inspections and grading
• Established horticulture best practices
• Agronomic Program
• Bench Marking for future goals/ vision of City of Gilroy's Landscape
0 ValleyCrest Landscape Maintenance [ 33 of 461
IV. Reports/ Records/ Schedules/ Calendars
Quality Inspection Sample
Quality inspections will be performed on a quarterly basis by the Branch Manager & Regional
Manager. The results of these inspections will be shared with the VCLM Account Manager, Crew
Leaders and the City of Gilroy Staff,
I
V'r C)IL`lllti' --%-S81ll.11Ltre ii[+O1VP (:':ttil
Valle nest
M r A N t E S
Scoring. If Yes, give full points; If No, give zero points C it
>C i7fCl:Olti - ItiRi( Tntl 7 7777-1
—
Ikulolnuty Mow patterns evident
Ever Tur: S•.lrface (io scalpir_g jr Efferent 1_eight of cat;
Mowed a, correct height for s eas on and turf typ e
Full stane ofturf no tiara spcts
Y
N
r-ULZIiS
2
'3LLU:d
Y
rl
2
--
r
rl
1
N
PT
17
N
2
N
N
I >etnl Consistcnt,uniformcicerarccaroundailtccsfobstacics
No weed: in treerirg. or obstacles clearance
No litter cr cli iygs in tir( beds or hardscapes
Tiuf EL es Clean crisp hardscape edges
Clean, ,risp so$scape edges
Y
N
1
1
:i
Y
1
PT
N
2
2
`i
Pl
2
N
Y
PT
2
Pl
' eedr: hurerta One variety is m:intaiaed where appficable /no nomcus
iJisease grassyweees :)rbroadleafweeds, one we -d or less
per 1000 :q ft or evidence c fspraying.
No Ins ects cr disease damage evident and nit treated
Frrhltry Consistent fertility level liorvarinty thmuphout turfarea
and nnifnrm rnlnr
17
pl
3
Wt%ter Abirtgernout No standing water/dry stress nctmore :he 1V. oftu -f area
(i.e.: <100 3 W10,000 s ft,
No broken heads oflinetrepairs properly competed
Y
N
4
f
P
1
NnU -Tot:U Store O
Un egOiti- 31allb.'5 I&W X Ane4 1-66d 23 ns I Points Actual
LBuffoalmt}= N-ormA Unifonnxruned /prcportionally contained in bed area 17 Pl 2
Prnlung M:fn rlrarsnrr. frnmhiiilriings /walkways• m.rinrr. I- lirrl;fr-its
for p edeo:rian and vehicle traffic. Y N 2
Uufoliaiq•- HedgeS Ullifu hilly p. Uncd, %Vit:cI UL LliC t aSC tIjuL aL tUFIIlU 717.7
than 4mches of new growth.
Safe clearance fro mbuildings /walkways, reduce Uird>p3ts
forpedes.rians and vehi:le traffic
i)r+ta�l No dead branches or dead plants
No untreatei dioaace ani 1: ecto
NudiLLU L11.la1LdCJI7S
Weed 'ontrol No weed: in key shruo tads
No more than i weed -3er 1000 sx E and not greater .han Z"
in h eig zt _n all shrub s b eds
Foatrhry f"nnsiatrnt fertility nfsh�IhS a}�prnfl^iatr. iirvariety
1
rt
Z
Y
V
N
PT
2
3
s.'
N
N
1
1-
Y
Pi
1
:i
Y
1
PT
N
2
2
ter 1%hxki gernent NO otanding water or iry a :recd is noted
Nu biukni liGcL1S U1117105 /IC 61I5 FIU-Jt:31Y ULI11 1CLCd
Y
N
2
Y I
Pl
1
�;1dt -Tot :d Sto>trr f►
ValleyCrest Landscape Maintenance [ 4 of 4
3 6]
tine oly - G:romul ("o--er Total 20 7F'ts P t A
Lhufmrcnh Uniforrnsurface
Full stand ofgroundcover ornewplants evenly growing/
no dead plants
}-
N
o s
I
dud
}-
N
i
}-
N
2
1
17 et, al Uniform cle aran ce of 12" around all trees
Shrub clearance maintained at dripline
Uniform clearance frombuddings
No litter or debris in beds
}-
N
I
Her rkcapes No weeds in surface cracks
No litteror lantdebris remaining followin service
}-
N
I
}-
N
1
I
}-
N
1
1
Edges Clean crisp hndscape edges
Glean, crisp so Sscape edges
}-
N
2
}
1 N
I
1
Weed C"ouh of No weeds in key groundcover bed areas
No more than 1 weed per 1000 sq ft and n of greater-than Z
in height in all other groundcoverbeds
}
N
3
Rtmnagement No standing water or dry stress noted No broken heads or lines /repairs ro eri corn leted.
}-
N
2
Fastrht4 Consistent fertdityappropriate forvarietyofgroundcover
with uniform color and density
}-
N
2
N'Varer. Nbintigernenr I-To standing water or dry stress is noted
No broken heads orlines/repairs properly corn feted
y
N
2
}
N
1
CatefOrs-- SeaSOltal(,,OIOi-
Total 20 ;.
�inb -Total Sco=•c fr
Deswu Proper design, layout and installation
Pro er lantt e/selection Sorseason
'}
N
I,
}-
N
i
PLntt Henith No untreated diseases orinsects
Good fertility on alt plants
Uniform blooms and densi
1
N
1
y
}
N
2
Her rkcapes No weeds in surface cracks
No litteror lantdebris remaining followin service
Y
N
2
I)eriil Plants kept within confine ofdesign and space
Plant edges well defined
No morethan 25/oofbedinneed ofdeadbloomremoval
No litterf lant debrishn ue lants in beds
}
N
I
Kaz:u ds No obvious holes /edges /obstacles /debris in landscape that
might be pedestrian hazards
}-
N
1
}'
N
2
1
}
N
1
Weed Conk of No weeds in seasonal color
}-
N
EN12
Rtmnagement No standing water or dry stress noted No broken heads or lines /repairs ro eri corn leted.
}-
Category- Geller-al
Total 12 .,r 1
Snb -Total Scare 0
n
Trees Lowbranches pruned up to S foot clearance/no suckers
Seasonal structural pruning fortreeunder 15ftin height
Structural supports properly in place /orremoved
ifnot nmdcd.
1
N
1 1
y
N
1
Her rkcapes No weeds in surface cracks
No litteror lantdebris remaining followin service
1
N
2
Y
N
2
Kaz:u ds No obvious holes /edges /obstacles /debris in landscape that
might be pedestrian hazards
N
2
hrrgatiui C'onh o11e2 Station map orlegend located in controller
Pro eruoe of ro mmschedules by zone and by aeaaoa
}
N
1
N
1
Sab -Total Score 0
Sc Ore dby: (A- mmclTotal
0 ValleyCrest Landscape Maintenance [ 35 of 46]
V. City Site Visit References
Eagle Ridge HOA
Gilroy, CA
Contact: Janet Gramm
Phone: (408) 848 -0853
Full Service Landscape, Trees,
Irrigation, Light Construction & Water
Features
ValleyCrest Customer for 12 years
Contract amount - $221,350 per year
San Jose Water Company
Various locations in San Jose, CA
Contact: George Belhumeur
Phone: 1 (800) 250 -5147
Full Service Landscape Maintenance:
Mowing, Edging, Irrigation, Tree Care,
Weed Abetment, Seasonal Pruning
ValleyCrest Customer for 22 years
Contract Amount - $298,800
District 15 -City of San Jose
Silver Creek, Hellyer, Yurba Buena Rd.
Contact: Dorothy Abeyta
Phone: (408) 794 -1924
Full Service Landscape Maintenance of City
medians and common area: mowing, edging,
weed control, Traffic Control, Enhancements,
Irrigation repairs and Tree Care.
ValleyCrest Customer for 6 years
Contract Amount - $211,300 per year
ValleyCrest Landscape Maintenance [ 36 of 4 ]
3 6
VI. City Site Visit of Business Office
Primary Business Office & Yard
825 Mabury Rd. San Jose, CA 95133
Tel- 408 - 453 -5904
Please contact Ryan Ferrara to schedule visit
408 - 461 -0991
rte rra ra (cD va I I e vc re st . co m
................ ............................... ........... ...............................
0 ValleyCrest Landscape Maintenance [ 37 of 46]
VII. Logistical Issues
Safely Working Near Traffic
Before we unload the first piece of equipment or weed the first bed, we must consider the safety of our
employees, our customers and the public. As we arrive at a job site, where to park the truck is one of
the first considerations toward developing a safe working environment. Once the truck is parked and
work begins, visibility of the employees (by motor vehicle drivers) and the employee's attention to
surrounding hazards must become the major focus of attention.
• Placement and coning of work vehicles
• Visibility of the employee (use of safety vest)
• Workers facing traffic while working (seeing the approaching hazard) and using traffic
control devices to highlight their presence along a roadway.
Best Practices
1. The first order of business at a job site is an on -site visit to observe traffic flow (be mindful that
traffic is lighter at different times of the day). In order to ensure the safety of our employees as
tasks are assigned, take into consideration the time of day we are assigning tasks (i.e.,
shopping centers have light traffic flow before 11:00 a.m. so get roadway work done before that
time if possible).
2. Work vehicles should be parked off the roadway, in parking lots or other designated areas
whenever possible. This "off roadway" placement should be possible the vast majority of the
time; even if it means walking a little farther. Convenience and efficiency are clearly important
issues, but they cannot overshadow safety. Also remember, that even if we position our vehicle
in a parking lot, there is still moving traffic. Park in an area where exposure to moving traffic is
minimized and where our vehicle will not cause an accident by impeding the movement of other
vehicles.
3. After the truck is parked, ensure precautions are taken to make the vehicle as visible as possible
to approaching traffic and establish a "safety zone" around the vehicle. This will be
accomplished using traffic cones.
4. When the nature of our work causes a direct impact to the flow of traffic, additional temporary
traffic control devices and additional training will be required. Cones may be sufficient for most
job sites, but in other cases we may need to expand the safety zone by using flaggers, sign
boards and lane closures when appropriate based on the DOT regulations in your State.
5. Our company policies require that our maintenance division employees wear a Class III safety
vest at all times when working in an area where there is exposure to traffic (50 mph +).
6. Transiting to and from our vehicle(s) and movement around the job site may, and probably will,
expose the employees to traffic. When in doubt about exposure to traffic, the vests should be
worn at all times.
7. Remember that, apartment complexes, shopping centers, and parking lots typically support a
high volume of traffic, which is often less controlled, more confined, and possibly more
dangerous than actual roadways. Cones can be placed next to workers to establish a safe zone
for performing their duties.
8. Always work facing traffic, use cones to denote the presence of workers. Did you realize that a
vehicle traveling at 60 mph covers 88 feet every second? That doesn't give you a great deal of
time to react, even if you see the vehicle coming.... You don't stand a chance if you don't see it
0 ValleyCrest Landscape Maintenance [ 38 of 46]
because it's coming up behind you.
9. Be alert to the hazards that surround you. As supervisors and managers you must evaluate the
work area for these reasonably predictable hazards, train our personnel to recognize and avoid
the hazards, and hold them accountable for following the training and the company's policies.
Employee wearing proper PPE. Working facing flow of traffic
Correct lane closure with signs and cones.
0 ValleyCrest Landscape Maintenance [ 39 of 461
Properly parked and coned truck.
New sign placed at resident's entrance to alerting anyone approaching area of crews. Alternate sign to be
used for work area near gates and traffic.
li ValleyCrest L** a**n,d-s,c,*a,,p,e Maintenance [ 40 of 46j
VII. Logistical Issues
ValleyCrest intends to utilize office /yard space at 8211 Swanson Ln. Gilroy, CA. This will be the
primary yard utilized to execute service for the City of Gilroy. We will also use our satellite yard in
Morgan Hill as a secondary yard. We are currently in active talks with the building owner about
leasing this space. Lease of office/ yard space is contingent upon award of City of Gilroy contract.
The ValleyCrest Main Yard is located at 825 Mabury Rd. San Jose, CA. ValleyCrest intendeds to
utilize our current yard space in conjunction with the yard space provided by the City of Gilroy
All equipment in ValleyCrest equipment inventory is considered in good or excellent condition.
Vehicles & equipment are maintained on regular basis at the San Jose yard at 825 Mabury Rd. San
Jose, CA. Vehicles & equipment undergo safety inspections on a weekly basis.
ValleyCrest intends to purchase new equipment to service the City of Gilroy's landscape needs
equipment will be integrated with existing equipment inventory.
• 1- Irrigation Service Vehicle IIII•3
• 2- F250 Pick -Up Truck >- u
• 2 -Ford Rangers
• 1- Exmark 72 "mower
• 1 -48" Toro Grandstand
• 2 -21 " Mower +k
• 2- Trailer
• 1 -Brush Cutter
• 7- Blowers
• 3- Edgers
• 4 -Weed Eaters
• 4 -Hedge Shears
• All Small Equipment
• All Hand Tools
• Sign Board & Safety Cones
Specialized Small Tools
• 2 -Water Pumps
• 1- Remote Control
• 1 -Wire Tracer
• 1 -Volt Meter
• 2- Chainsaws°
• 3 -Soil Moisture Sensors
• 1 -Dell Laptop Field use
• 1 -Apple ipad field use
Please reference previously supplied equipment list for "Back -Up" Equipment
.................................................................................. ...............................
0 ValleyCrest Landscape Maintenance [ 41 of 461
New
VII. Logistical Issues
Daily /Monthly Truck & Trailer Inspections
Because of the nature of our industry, we are highly dependent upon a well running, highly maintained,
and well prepared fleet of vehicles to transport our employees, equipment and materials safely to and
from our jobsites. Monthly inspections of trucks, autos, and trailers help us focus attention potential
problems that can be easily corrected, or note recurring problems with vehicles/ trailers to ensure
prompt repair. This monthly procedure not only saves money by taking care of problems early on, it
provides a fleet that is safe for our employees and the public who we serve. Finally, it serves to provide
written documentation of diligent maintenance practices.
The perception of employees on how we deal with vehicles is equally important. Drivers need to be
reminded that they become responsible for the vehicles /towed units that they are taking out of the yard
in the morning. If the vehicle /towed unit is not roadworthy, it should not be taken out of the yard until
all problems are corrected. A good system of vehicle maintenance and repairs needs to be both
established and communicated to all drivers to eliminate the perception that the company does not care
about our trucks or the safety of our employees.
Since there are varying sizes and organizational differences between all ValleyCrest operations (such
as shared facilities, staff, and so forth) the most important issue is COMMUNICATION! Knowing who
to contact and the method of contacting someone to resolve any vehicle /towed unit issues is the key to
being effective in maintaining a fleet and repairing units needing attention. This also ensures that
issues, repairs, and problems do not go unnoticed or unrepaired.
• People who drive the same assigned vehicle should not ignore smaller issues until they become
major issues, as they end up costing time, money, and safety of all involved.
• Every vehicle in the fleet should be maintained in a manner that ANYONE who is cleared to drive
a vehicle (of their license) can drive it safely and without surprises. This is especially important
for our older, more "seasoned" vehicles.
• Some issues on the form may be driver correctable (i.e., fluid levels, cleanliness of the vehicle,
burned out trailer light bulbs). Procedures for minor maintenance /repairs should be established,
and drivers should understand these items to avoid overwhelming mechanics with easily
corrected issues.
• Some issues require assistance /acquisition of materials such as MSDS books, recharged Fire
Extinguishers, accident kits. Drivers should know who to contact about correcting issues with
their vehicles, and items need to be easily accessible.
• Some issues should be deferred to the trained mechanics for repair. A good system of technical
maintenance needs to be established, and that system communicated to drivers.
• Drivers need to understand that filling out the form does NOT correct a problem: it serves as a
guide for drivers to follow to ensure that their vehicles /trailers are completely roadworthy at all
times.
0 ValleyCrest Landscape Maintenance [ 42 of 46]
• Monthly vehicle inspections should NOT replace the daily 90 second walk- around where drivers
check major issues to see what needs attention prior to departure.
• It is the best practice to review the truck and trailer inspection forms with drivers when they are
going through the driver certification process. This allows new drivers for our company to ask
questions.
• Crew members are also an important part of the inspection /maintenance of vehicles.
Crewmembers will also note issues such as loose flooring on trailers, lights that do not function
properly, as well as noticing conditions inside of the vehicle as well.
The 90 Second Walk- around — for Drivers
Upon arrival in the morning, and prior to departing with any vehicle /towed unit, drivers should
perform a pre -trip "90 Second Walk- around" to ensure that the vehicle is prepared for the day's
work
1. Upon approaching the vehicle, look beneath the vehicle: are there any fresh puddles? Leaking
coolant, transmission fluid, or oil?
2. Get into the vehicle and turn the vehicle on: are there any unusual noises, knocks, squeals, or
rattles?
3. Making sure the vehicle is in park and the parking brake is set, turn on the headlights to the low
beam setting and turn on the emergency flashers. If the conditions are dark, any non-
functioning lights will be readily apparent. Exit the vehicle, and begin a counterclockwise trip
around the vehicle /towed unit.
4. Look in the bed of the truck: are the gas cans /equipment secured to the vehicle? Are there
adequate cones for this unit? (3 for truck, 5 for truck/towed unit, 10 for DOT Chipper trucks)
5. Is there adequate tread on tires on the driver's side of the vehicle?
6. Is the tailgate secured? Is the rear running /flashing lights functioning?
7. Is the towed unit secured to the ball mount hitch? Is the towed unit secured to the hitch with
locking hooks crossed under the tongue of the towed unit and not dragging on the ground? Is
the trailer wiring harness secure into the plug, with no frayed /loose wires where they will be
worn?
8. Are side -bins closed and locked? Is equipment on racks secured and locked? Are mowers
secured to the trailer per State Regulation (straps)?
9. Are the tires on the trailer properly inflated, and is there adequate tread on the tires? Dust caps in
place?
10. Is the tailgate securely latched?
11. Are both running lights and brake lights functioning?
12. Passenger side: are the tires inflated, tread ok, dust caps in place?
13. Equipment's secured no loose items?
14. Running lights on truck functioning?
15. Headlights on the truck functioning?
16. Get back into the vehicle: turn on high beams, do they work?
17. Turn off the emergency flashers: using an assistant, do the turn signals work? Left? Right?
18. Clean windshield if necessary and ensure wiper blades are functioning.
........ ............................... . . ... . .. .. . .......I....... ......... ........ ...............................
0 ValleyCrest Landscape Maintenance [ 43 of 46]
19. Driver and all passengers must wear seat belts before truck is in motion.
Company Policy:
DOT vehicles shall have written inspections performed each day before use on the appropriate daily
inspection forms available free of charge from Corporate Safety. Other vehicles, trucks, trailers and
chippers should be inspected monthly on the appropriate forms and submitted to the Branch Safety
Officer for follow -up of any issues, and appropriately filed for further reference.
4 ValleyCrest Landscape Maintenance [ 4 of 4 ]
4 6
VII. Logistical Issues The 90 Second Walk - Around
Windshield is clean and blades
are functioning
Parabrisas esta limpio y gomas
f ncionan
Arriving at Vehicle: Any new
fluids underneath vehicle? Any
hanging parts? New puddles?
41)eirame de refrigerantes,
aceites de transmission y motor?
Equipment Secure in Bed of
Truck: No "fly- outs"
Equipo debe de estar
asegurado en la cama del
carrion.
Brake, Running Lights, and
Turn Signals Functioning
Inspection detodasIuces
alrede-dor del carmon
Hitch locked with pin, chains
grossed with locking hooks;
wiring attached & not bound up
Enganche asegurado cmecto con
cadenas de seguridad cnrzadas sin
arrastrar al suelo.
Equipment racks closed and
locked
Cajones del lado para equipo
cerados con ]lave
Check fire tread, inflated
properly, any problems?
i,Estfin infladeas las llantas
apropiadamente - problemas?
Inspect weight load & distribution
In both truck and trailer
Inspection del peso y distribution de
egrupo cargado en el camion y
remolque
Brake, running lights, and
turn signals functioning
Inspection de lutes de Jos frenos
y lutes de cambiar de carril
Check Low Beams, High Beams,
Turn Signals, Running Lights
Inspection de lutes pequefias, lutes
de alta iluminacidn, faros y de
emergencia.
Check tine tread,
inflated properly, any
problems?
tEsthn infladeas ]as
llantas apropiadamente --
,, , .. _ Ixroblemas?
aw' Fuel cans secure by chain
or cable in bed of truck.
Gasolina debe de estar
asegivado core cadenas o
cable.
Brake, running lights, & turn
signals functioning
Inspection de hues de los frenos
Y laces de cambiar de canii
Correct number of cones for
vehicleltrailer
Conos adecuados para carrion
y remolque.
Cage closed, secure & locked
Juala cerado y asegurado con
slave
Equipment strapped to
towed unit
EgWpo asegurado y no
aflojados
Check tire tread, inflated
properly, any problems?
iEst&n infladeas las llantas
apropiadamente - problemas?
Check axles where bearings are
greased to ensure caps are present.
Inspection pars asegurarse que las
capas esten presentes.
Tailgate closed, latched, and
secure
Inspection del cerrojo de la
commnerta trasera
ktl Passengers much wear seat beltst — todosf pasajeros d.eben usar cintur6n de seguridad!
0 ValleyCrest Landscape Maintenance [ 45 of 46]
VIII. Billing and Invoices
ValleyCrest office staff will work with the City of Gilroy to ensure to that invoices meet the needs of
the city. We have the ability to offer customized invoices that will show the different levels of service
completed. We can itemize invoice items to show work done in a specific area, irrigation work
complete, Tree Care work complete, a list of materials used, and amount of labor consumed for any/
all tasks completed. Invoices can be email or delivered by traditional mail services. We will do our
best to deliver invoices in a prompt and correct manor. If there is a mistake, we will correct it right
away.
Our office staff will offer support in the following areas: Invoicing, purchasing materials, insurance &
certificates of insurance, general inquires about how and when services where preformed.
Below is a sample invoice:
IIN VOICE
ValleyCrest
Lumj_apo Mast —m -
City of de Pa C7l9t.altter #: 4437836
City -Wide Parks 8 Landscape Maintenance Invoice #: 7868431
673 fY, Cilmy RU Invoice pate: 4/)6/2012
Gilroy, CA 85020 Cult PO #:
ValleyCrest Landscape Maintenance j 6 of 4
4 6
Exhibits
Licensing Qualifications .................................................... ............................... Page 1 Number
SafetyRules ....... ............................... ........
Motor Vehicle Safety .......................... . , .... , .. ,
New Hire - Safety & Training .................. .......... 28 -30
............ ............................
VaIleyCrest Landscape Maintenance ... • .... .
Licensing Qualifications
C27- California Landscape Contractors License
C61- Specialty License
Certified Landscape Technician ( CLT)
Certified Landscape Professional ( CLP)
A Certified Arbo ri sts
AWWA California- Nevada Section Certified Backflow Prevention Tester
Irrigation Association Certified Landscape Irrigation Auditor
Pest Control Aquatic License
AWWA Certified Cross Connection Tester
Irrigation Association Master Water Auditor
Pest Control Applicators License ( QAL)- Santa Clara County Division of Agriculture
Pest Control Advisor License
City Business Licenses for all cities we operate in.
SAFETY RULES — PART I
General Safety and Personal Protective Equipment
It is a company objective to provide a safe, healthy and satisfying work environment.
Your safety, the safety of your fellow workers and the general public requires that you
make safety a priority while perfonning your work. This means that all employees
must:
• Actively participate in safety meetings.
• Report all injuries, accidents and close calls immediately to a supervisor
- no matter how minor!
• Always wear the proper personal protective equipment (PPE).
• Never perforni a job that is unsafe — notify a supervisor or safety officer
immediately of the unsafe condition.
• LEARN AND FOLLOW ALL SAFETY RULES!
General Safety Rules
1. Employees shall, at all times, work with sufficient focus and attention so as to avoid
injuring themselves and others or causing damage to property, equipment or vehicles.
2. Possession and/or use of alcohol or narcotics during the work day or working under the
influence of alcohol or narcotics are strictly prohibited. Violation of this rule could
result in termination.
3. Report all accidents/ injuries / incidents to your supervisor or to the office immediately,
whether or not medical treatment is required.
4. Any potentially unsafe act or condition must be reported to your supervisor immediately,
and should be discussed before starting or continuing to work.
5. A full burlap shall always be lifted, carried or moved by two persons.
6. When preparing to lift an object, assess the load. If load is over 60 pounds, get help or
use a lifting device. Use proper lifting techniques. Lift with the back straight and legs
bent. Nursery employees should secure back belts tightly to help properly position the
lower back while bending and lifting.
7. When assisting a person whose injury results in bleeding, employees should protect
themselves against bloodborne pathogens by wearing latex or vinyl gloves and observing
universal precautions.
8. Good housekeeping is to be maintained at all facilities and in all company vehicles.
4. Smoking is prohibited on company property unless it has been specifically designated as
a smoking area.
10. Horseplay is not permitted at any time.
11. All employees are assigned specific job responsibilities, which have accompanying work
areas. No employee shall venture into, loiter, observe or work in unassigned areas.
Employees shall not enter into certain areas that may be posted "Authorized Personnel
Only ". Such areas include, but are not limited to: chemical storage areas, loading areas,
box assembly areas and pesticide spray areas. Only those employees with specific
authorization are allowed to enter these areas.
12. Unauthorized non - employees are not permitted into any company work area.
Personal Protective Equipment Safety Rules
13. ANSI approved eye protection (safety glasses, goggles, face - shields) shall be worn when
required by jobsite specifications, task specifications or when a hazard is present.
14. Hearing protection devices must be used when operating any power equipment.
Music /audio earphones are not allowed while working.
15. All employees shall wear safety vests during the workday when engaged in outdoor
operations. Class III vests shall be worn in heavy traffic areas or as mandated by State
regulations.
16. Tear -away safety vests are required for Tree Care Services operations when working in
and around traffic areas on the ground.
2
17. An automatic inflatable life vest is required for any work near lakes, retention ponds or
bodies of water where our employees are working in, near or above water and there is
the potential for unsafe footing, slips, or falls. A life vest is also required any time an
employee is working alone near water.
18. All field employees shall wear appropriate work boots at all times when engaged in field
and shop operations. Good tread is required on the soles of the boots to prevent slips and
falls. Sneakers or casual shoes are not allowed. VCM operations require safety toe
work boots for all crew members including Account Managers and mechanics.
VCG requires safety toe work boots for mechanics.
19. Employees responsible for mixing, handling or applying chemicals must follow the
instructions on the labels /MSD sheets and wear the appropriate Personal Protection
Equipment (PPE), which may include, but is not limited to: a dust/mist mask, nitrile
gloves, aprons, or tyvex suits.
20. A hard hat or recommended headgear shall be worn as required by jobsite specifications,
task specifications or when a hazard is present that requires its use. Hard hats are to be
worn on jobs when required by either the company or the client. Hard hats are always
required when using a pole pounder, stake driver or chainsaw. Hard hats are also
required when golf employees are working on a golf course during play.
21. Climbers shall wear climbing helmets with chin straps and use high visibility climbing
ropes.
22. All personnel in the field must wear proper PPE, even if just observing.
23. Personal protective equipment shall be cleaned and inspected daily or at each use. Worn
or defective PPE shall be replaced or repaired. Leaking or contaminated spray boots,
nitrile gloves, and protective clothing that cannot be cleaned, shall be collected and
disposed of in accordance with local, state, and federal guidelines. When personal
protective equipment needs to be replaced or repaired, immediately notify your
supervisor or branch safety officer. Do not work without proper protection.
24. Gloves are mandatory when engaged in blade sharpening, chemical application and
when exposed to bloodborne pathogens (including while perforining janitorial services),
and may be required during operations as determined by your supervisor. Under no
circumstances are employees allowed to handle needles that may be found on a
jobsite or on a client's property.
25. Chaps shall be worn when using a chainsaw to perform arbor work on the ground.
Because failure to comply with the Company's safety rules can result in OSHA citations
and fines as well as employee injury, an employee who does not comply with this program
will be disciplined accordingly. Repeated infractions or failure to comply could result in
disciplinary action up to and including discharge.
N
SAFETY RULES — PART II
Vehicle and Equipment Safety
It is a company objective to provide a safe, healthy and satisfying work environment for you, your fellow workers
and the general public. The following safety rules should be adhered to on a daily basis while performing your
work.
Vehicle Safety Rules
26. An employee shall have a valid driver's license and driving record that meets company policy in
order to drive a company vehicle. Driver's license must be applicable to the State laws
respective to residency and employment.
27. All personnel traveling in a motor vehicle shall be seated in an interior portion of the vehicle and
shall wear seatbelts while the vehicle is in motion.
28. For off -road operations (on the jobsite), personnel may be transported in the bed of the vehicle
provided that the vehicle remains off -road, does not exceed 5 mph, and any equipment being
transported in the bed of the vehicle is firmly secured so as not to injure personnel. This practice
is acceptable for off -road job sites unless restricted by the client. Only applicable for VCT
nursery operations — no other division allows transporting of employees in the bed of
trucks.
29. Safety cones shall be placed around trucks and trucks with towed units per company policies and
as required by federal, state and or local requirements.
30. Drivers shall obey all local and state traffic laws.
31. Always use a spotter when backing up vehicles with towed units and when rear view is
obstructed.
32. Never leave the keys in an unattended vehicle.
33. Smoking is prohibited when fueling a company vehicle.
34. Hands -free devices for cellular phones or similar electronic devices are required for all VCC
drivers when operating a company -owned or leased vehicle. All drivers shall comply with local
ordinances with respect to cell phone use.
35. All Commercial Motor Vehicles and any towed unit not attached to a towing unit shall be
chocked when stopped and engaged in work.
36. "How's My Driving" decals are mandatory for all production vehicles.
Equipment Safety Rules
37. No employee may tamper with or disengage safety devices on any equipment. Violation of this
rule shall result in termination.
38. All employees shall follow the company's "lock out / tag out" procedures before performing
maintenance, adjustment or repairs to any equipment or electrical components.
39. Equipment is to be operated by authorized employees who have been instructed in the use and
operation of the equipment and the proper safety protection for that equipment.
40. All construction and maintenance equipment must be started and operated from the driver's seat
and not from the side of the equipment. Seat belts are mandatory and shall be used on any
equipment with rollover protection (ROPs).
41. Only authorized employees who have received adjustment instructions will make running
adjustments to an engine.
42. Employees must turn off the engine when it is necessary to touch any piece of equipment with
moving parts, except the handle or the grass catcher on a mower.
43. Allow all power equipment to cool off before storing or servicing.
44. Whenever equipment must be left unattended, turn off the engine if it is powered and secure it by
chains, cables or lockable means and remove keys.
Because failure to comply with the Company's safety rules can result in OSHA citations and fines
as well as employee injury, an employee who does not comply with this program will be disciplined
accordingly. Repeated infractions or failure to comply could result in disciplinary action up to and
including discharge.
4
SAFETY RULES — PART III
Safety Rules for Equipment Safety, Jobsite Safety and Discipline Procedures
It is a company objective to provide a safe, healthy and satisfying work environment for you,
your fellow workers and the general public. The following safety rules should be adhered to on a
daily basis while performing your work.
Equipment Safety Rules
45. No riders are permitted on any piece of equipment.
46. When removing or sharpening blades, disconnect wire from spark plug and wear kevelar
gloves.
47. Use only ANSI approved ladders that have all required safety devices attached. Do not
stand or sit on the top two steps and follow all manufacturers' instructions and warnings.
48. Store all sharp hand tools in sheath or scabbard when not in use.
49. All construction equipment, all vehicles /tractors and any mowing equipment with 72"
capacity or larger shall be secured to the transporting unit by a 4 -point restraining system
(independent restraining devices). Any equipment with a boom (i.e., backhoe, etc) must
also have an additional restraining device to secure the boom. All other equipment shall
be appropriately secured.
50. Short handled gas shears are prohibited for use at any time and are not allowed on any
company property or vehicle.
51. All chippers must have a minimum of one paddle for chipper operations.
52. When mowing on any surface with a vertical drop (i.e., retaining wall, etc.), you shall use a
walk- behind mower, push mower and /or string trimmer within 10 feet from the edge of
vertical drop.
53. No riding (seat provided) equipment is allowed within 10 feet of anybody of water. A walk -
behind mower, stand -on mower and /or string trimmer are the only pieces of equipment
allowed inside the safety zone.
54. Any employee using a stand -on mower inside 10 feet of the water's edge (inside the safety
zone) shall wear an automatic inflatable life vest and be trained on its use.
55. No mowing equipment is allowed on slopes greater than 15 degrees. Slope conditions
steeper than 15 degrees shall be mowed utilizing equipment such as string line trimmers or
Flymo -type trimmers.
Job Site Safety Rules
56. Pole pruners and pole saws shall be securely positioned, when hung in a tree during
operations, to prevent dislodgement and so sharp edges are away and at or below the
climber's waist. Pole pruners and pole saws should be secured with a rope or lanyard
whenever possible.
57. Potentially dangerous conditions are to be properly barricaded and warning tape and /or
signs shall be used.
58. An employee should keep a minimum distance of ten (10) feet from any piece of
equipment while in operation and from vehicles or equipment being loaded or unloaded.
59. All employees shall follow OSHA's Safety Standards for working in or near
excavations. In addition, our company mandates that a protective system be used in any
excavation in excess of four (4) feet. A competent person must be available to evaluate
the excavation where a reasonable hazard to the employee may be present.
60. No smoking while operating, working around and fueling equipment or mixing and
applying herbicides, pesticides or fertilizer.
61. No employee is to store or transfer any material from or into an unmarked unlabeled
container or package. Employees shall only handle marked or labeled material and also
have appropriate MSD Sheet for such materials in their vehicle.
62. In case of an emergency, employees shall know their jobsite emergency procedures.
63. Always locate underground utilities before excavating or trenching to identify potential
hazards.
5
64. When lowering tree trunks, a climbing rope and flip lines shall be used.
65. When using a chainsaw in a tree, the chainsaw shall be secured by a separate rope or
lanyard that hangs free of the climber's body.
66. A prusik loop shall be used whenever foot locking.
67. When body thrusting, a climber shall be tied to or on belay.
68. Climbing spurs are not to be used for pruning operations.
69. Always disconnect power to controllers before working on them.
70. Always shut off water before disassembling irrigation controls and valves.
71. Water lines on the job site may contain unfiltered water and chemicals. DO NOT
DRINK THE WATER.
SAFETY VIOLATION DISCIPLINE PROCEDURES
Failure to comply with safety policies, procedures, rules, guidelines or supervisors instruction not
only places the offender at risk of injury, but can potentially place fellow workers and the
company itself in considerable jeopardy. ValleyCrest Companies takes safety violations very
seriously and has established a policy of progressive discipline to deal with offenders. Depending
on the severity of the offense the company may, at its discretion, elect fonn a number of
disciplinary options ranging from verbal warning to immediate termination. The details of this
policy are outlined below. The goal of the company is to change unacceptable behavior by
educating or "coaching" employees to find a way for them to comply with these expectations. If
unacceptable behavior continues after a coaching session, an employee is subject to stronger
actions, such as:
Written warnings
Suspension
Termination
The company reserves the right to use stronger actions depending on the severity of the
infraction, which may lead to an immediate written warning, suspension or termination. All
disciplinary action documentation will be kept in the individual's personnel file for a period
of one year from the time of infraction.
Management and Supervisory personnel (foreman and above), shall be subject to disciplinary
actions for the following reasons:
• Repeated safety rule violations by their employees
• Failure to provide adequate training prior to job assignment
• Failure to report accidents and or provide adequate medical attention to employees who
are injured on the job
• Failure to control unsafe conditions or work practices
• Failure to maintain good housekeeping standards and cleanliness on their jobsites or
facilities
• Failure to comply with the safety standards of the company and the industry
• Failure to follow proper safety and health standards placing themselves and others at risk
• Failure to apply the proper quality control standards to hazards placing people and the
environment at risk
Every employer shall provide a safe and healthful working environment. Equally as
important, every employee shall comply with the employer's supervision, safety and health
standards and procedures. The employer and the employee can be in violation of the law if
they fail to do so.
A
0
ValleyCrest
C O M P A N I E S
MOTOR VEHICLE SAFETY PROGRAM
This program is developed for the purpose of providing clear and consistent guidance to all
ValleyCrest management and employees concerning the operation of company -owned or
leased motor vehicles. This program addresses both Non - Commercial Motor Vehicles and
those vehicles regulated by the U.S. Department of Transportation or the Interstate
Commerce Commission (Commercial Motor Vehicles).
Examples of motor vehicles addressed by this program are company -owned or leased
passenger vehicles, pick -up trucks, passenger vans, light and heavy -duty trucks and any
towed unit.
This program covers:
• Specific management directives concerning motor vehicle operations
• Managementlemployee responsibilities relative to motor vehicle operations
• Driver License Screening Program (DMV Pulls)
• Training requirements for authorized drivers
- Driver certification program
• Traffic control and public safety specifications
• Motor vehicle inspection requirements
• Safe operating practices
Management Directives Concerning Motor Vehicle Operations
The following Management Directives represent the expectations of ValleyCrest senior
management relative to the operation of all company -owned or leased motor vehicles and the
authorized operators thereof.
• Only those employees specifically authorized by designated company management
will operate company -owned or leased motor vehicles.
• Motor vehicles will be maintained in a safe condition at all times. In the event of an
unsafe mechanical condition, the motor vehicle will be immediately placed out of
service and the appropriate manager or mechanic notified.
• Only qualified company motor vehicle mechanics or approved service facilities are
permitted to perform maintenance on company -owned or leased motor vehicles.
• All motor vehicles will be operated, licensed and insured in accordance with
applicable Federal, State and local laws.
• All employees authorized to operate a company -owned or leased motor vehicle that
is regulated by the U S Department of Transportation or the Interstate Commerce
Commission (Commercial Motor Vehicles) will be included in the Company's
"Alcohol & Drug Testing for Commercial Motor Vehicle Drivers Program ".
• Employees who are authorized to operate company -owned or leased motor vehicles
shall possess a valid State driver's license applicable to the State laws respective to
residency and employment. Licenses must be appropriate to the class and capability
of the vehicle(s) that they are assigned to operate.
Motor Vehicle Safety Program Rev 9126106 Page I of 21
7
Employees who are authorized to operate company -owned or leased motor vehicles
will have their driving record reviewed at time of hire, annually thereafter, and after
any "at fault" vehicle accident. The driving record must meet company standards as
well as the State requirements where the vehicle is driven.
Seat belts shall be worn by all occupants, when a company -owned or leased motor
vehicle is in motion.
Responsibilities Relative to Motor Vehicle Operations
Corporate Management Responsibilities
• Insure compliance with all Federal, State and local laws, standards and regulations relating
to operation of commercial and non - commercial motor vehicles that may be owned or
leased by ValleyCrest Companies.
• Provide appropriate and sufficient resources to enable field level management to comply
with applicable motor vehicle regulations.
• Provide appropriate driver training for all employees authorized to operate company -owned
or leased vehicles.
• Maintain appropriate insurance policies, financial responsibility on all company -owned or
leased motor vehicles.
• Maintain current vehicle registration, permitting and licensing on all company -owned or
leased motor vehicles.
Branch Management Responsibilities
• Perform drivers' license screening.
• Allow only authorized employees to operate company -owned or leased motor
vehicles.
• Arrange for drivers certification evaluation prior to initial authorization or operation
of a company -owned or leased motor vehicle.
• Maintain a list of authorized drivers at the branch (Authorized Driver Log — form
310) and comply with Corporate reporting requirements.
• Require that company -owned or leased motor vehicles to be maintained in a safe
condition.
• Arrange for required periodic maintenance inspections of assigned vehicles.
• Immediately remove from service any motor vehicle with any known safety defect.
• Establish a key control program for all assigned motor vehicles.
Authorized Employee (Driver) Responsibilities
• Operate company -owned or leased motor vehicles in a safe and responsible manner.
• Obey all traffic laws.
• Participate in driver training programs.
• Participate in the company's "Alcohol & Drug Testing for Commercial Motor
Vehicle Drivers Program" if they operate a company -owned or leased motor vehicle
that meets the criteria of being a Commercial Motor Vehicle.
• Complete a release authorizing the Company to obtain driving record.
• Ensure all vehicle occupants use seatbelts when the motor vehicle is in motion.
• Follow safe fueling procedures.
• Follow work -zone safety requirements relative to parking a motor vehicle within a
work -zone.
• Conduct appropriate motor vehicle inspections using appropriate forms.
• Immediately report any safety defects or mechanical problems.
• Comply with all Company policies with respect to the use of a Company vehicle.
Motor Vehicle Sq ety Program Rev 9126106 Page 2 of 21
DRIVERS LICENSE SCREENING PROGRAM
All VCC branch offices will screen (check) the driving record of all employees who drive
company -owned or leased motor vehicles. The purpose of this screening process is to prevent
drivers with poor driving records from driving company -owned or leased motor vehicles.
Each employee who is authorized to operate a company -owned or leased motor vehicle will be
required to sign a release (Authorization to Obtain Driving Record — form 300) allowing the
company to perform a drivers license check or provide the company with a current copy of the
their DMV report from the past three years at date of hire. Each branch will be required to
contact their state agency responsible for providing this information.
The driving record checks are completed as follows:
California
• All California Branches shall be enrolled in the State's "DMV Pull Program ".
This allows ValleyCrest Companies to enroll our employees who operate
company -owned or leased motor vehicles in the State run program. The
California DMV will notify our company if any enrolled employee receives a
citation and will issue a new MVR upon the annual anniversary date (date
employee was added to the CA pull program).
All Other States
• All branch offices must have a license check program in place annually.
ValleyCrest Companies has obtained a contract with the following MVR service
agency for all States other than California:
Insurance Information Exchange
Contact: Stefanie Haggerty (Shaggerty( &iso.com)
Phone (800) 299 -7099, x8304
Fax (979) 696 -2497
• $50 account fee is being waived by Insurance Information Exchange for all VCC
branch offices. Each branch must complete a Compliance Requirement and
Subscription Agreement and fax to Stefanie Haggerty at (979) 696 -2497 for
processing.
Employees who are authorized to operate company -owned or leased motor vehicles will have
their driving record reviewed:
• At the time of hire, prior to the operation of any company -owned or leased
motor vehicle. (Points are assessed for violations /citations on record at a
minimum of 12 months prior to the hire date.)
• After an "at fault vehicle accident ".
• Annually thereafter every April (except in CA where it is by anniversary date).
• Semi - annually for all VCD operations (April and October each year).
All driving records with activity only are forwarded to Corporate Safety for review.
Branch Level Review Of Driving Records
The branch will contact the State Agency to obtain the necessary forms and fee structure for
obtaining the driving records. Branch operations may choose to outsource this procedure. When
the driver's license information is received from the State Agency or outsource company, the
Branch Manager, or designated person, will review the records and forward those with activity
only to the Corporate Safety Department for further review.
Motor vehicle Safety Program Rev 9126106 Page 3 of 21
9
CORPORATE LEVEL REVIEW OF DRIVING RECORDS
ValleyCrest Companies has developed an internal Driver Points System to augment the Drivers
License Screening Program. This system assigns a point value to court convictions related to:
at -fault motor vehicle accidents and moving violations. The system is designed to allow
management to evaluate the potential for increased liability based on driving history. This
program prevents drivers with poor driving records from driving company vehicles.
The Corporate Safety Department will review the records (to include State Motor Vehicle
Reports and internal accident reports) and apply the following point system:
Serious Violations — Suspension of driving privileges and subject to Company
disciplinary action, up to and including termination:
1. Use of a company -owned or leased vehicle during the commission of a
felony.
2. Driving a company -owned or leased vehicle under the influence of alcohol or
drugs.
Four (4) points for each of the following convictions / incidents *:
1. An at -fault accident **
2. Reckless /careless driving
3. Driving under the influence of alcohol and/or drugs
* Blatant disregard for Company Safety Rules also subjects you to
Corporate disciplinary action, up to and including termination.
• Two (2) points for each of the following violations:
1. Other moving violations of the State Motor Vehicle Code (not listed above)
** Drivers of at -fault vehicle accidents are required to attend a State - approved
defensive driving course at their own expense (4 -hour minimum class setting — self
study or internet programs do not apply). This mandatory training must be
completed within 30 days of the date of the accident. Failure to comply is an
automatic suspension of driving privileges until a course is completed. (Note:
Completion of this course does not reduce internal points applied as a result of this
accident.)
NOTE: A driver may reduce a total score by 2 points by completing a State -
approved defensive driving course at their own expense and providing proof of
satisfactory completion (self -study or internet programs do not apply). This option
is only available once a year per employee. Not applicable to DUI violations.
Any violations and cumulative points will remain active for a period of twelve
months from the date of violation or conviction of DUI; 12 months from date of at-
fault accident.
Driver Points System scores will be applied as follows:
4 Points the employee will be placed on probation for one year based on
the last violation date.
6 to 6+ Points driving privileges suspended *
* The employee may be able to drive a company -owned or leased vehicle after the point
totals have been reduced below the threshold as outlined in this program.
Motor Vehicle Safety Program Rev 9126106 Page 4 of 21
10
A letter will be prepared by the Corporate Safety Department for any employee receiving a
warning or having his /her privileges suspended based on the Driver Point System, and forwarded
to the Branch Manager for delivery and enforcement.
Proof of completion of the defensive driving course should be forwarded to Corporate Safety and
also kept on file attached to the driver's current MVR.
Only the Divisional President can make exceptions after consulting with our insurance
carrier and the Corporate Safety department.
Training Requirements for Authorized Drivers
All employees authorized to operate company -owned or leased motor vehicles will participate in
initial and on -going driver safety training that will include:
• Drivers certification program
• Defensive driving
• Vehicle inspections
• Accident procedures
• Hazardous weather driving
• Procedure for notification of unsafe vehicle condition
• Backing procedures with or without a towed unit
• Cargo area storage
• Loading & unloading with or without a towed unit
• Safe parking and roadside work zone requirements
Motor Vehicle Safety Program Rev 9126106 Page 5 of 21
11
TRAFFIC CONTROL & PUBLIC SAFETY SPECIFICATIONS
The following are the minimum requirements for coning ValleyCrest production vehicles and
towed units when working. Each branch Safety Officer will need to verify what their respective
DOT or State guidelines are to comply:
Description and number of cones:
• The height of the cone to be used is 28" minimum unless state specific requirements are
more stringent.
• Color of cone to be used is bright orange.
• Number of cones for vehicle and towed unit combination:
• Non - commercial motor vehicle minimum of 5
• commercial motor vehicle minimum of 10
• (D.O.T. or state guidelines may be more stringent)
• Number of cones for vehicle without a towed unit:
o minimum of 3.
Positioning of cones for trucks with towed units:
• Position cones behind the towed unit, angled toward the curb or side of the road
(D.O.T. or state guidelines may need to be used)
• One cone positioned in front of the vehicle.
• One cone positioned along side between truck and towed unit
Truck Towed Unit O
O
O O O
Positioning of cones for vehicles without towed units:
• One cone positioned behind the vehicle.
• One cone positioned in front of the vehicle.
• One cone positioned along side the vehicle.
* ** When parked in a legal parking space, place one cone directly behind the vehicle.
O Truck O
O
Additional Work Zone Safety requirements that may need to be followed:
• Work zone signs and cones may need to meet state, local or D.O.T. guidelines and you
should be familiar with those in your area. (You should be able to locate your state or
local D.O.T. by conducting an internet search or by calling the D.O.T. directly. Should
you encounter difficulties locating the appropriate information, contact your Regional
Safety Manager for assistance.)
Motor Vehicle Safety Program Rev 9126106 Page 6 of 21
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Work zone signs and cones may need to meet state, local or D.O.T. guidelines and you
should be familiar with those in your area.
When the work area projects into traffic lanes, use of an appropriately trained flag person
to regulate the flow of traffic around the work area may be required. The flag person
should have a "stop & slow" paddle. Other municipalities may require different
procedures to closing traffic lanes.
Caution tape may have to be placed on either side of the work area where a sidewalk will
be closed to pedestrians.
Always remember that some of the public you are protecting, such as small children, may not be
able to read warning signs or not understand the meaning of traffic control devices. Others may
willfully ignore a coned off work zone. Always take these possibilities into consideration!
ValleyCrest is counting on you to protect yourselves, the public and to project a professional
image. Establishing and maintaining a work zone with traffic control devices demonstrates to the
public and to our customers, our dedication to professionalism and safety.
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VEHICLE INSPECTIONS
This program deals with vehicle inspections from two (2) perspectives:
• Non- Commercial Motor Vehicles
• Commercial Motor Vehicles.
Drivers are to conduct vehicle inspections appropriate to the class and capability of the vehicle
they are operating. Branches can procure inspection forms from Corporate.
Commercial Motor Vehicle drivers are to conduct inspections in compliance with the provisions
of CFR Title 49 or State specific inspection criteria for States that have standards that exceed the
provisions of Title 49.
Inspection of Non - Commercial Motor Vehicles
On a daily basis, drivers of Non - Commercial Motor Vehicles shall insure by way of a
physical inspection, the proper operation of the following operating and safety
components. Daily inspections of Non - Commercial Motor Vehicles need not be
documented.
• Horn
• Backup warning lights or alarm (if so equipped)
• Head, tail, turn signal and back -up lights
• Windshield wipers
• Tire inflation (visual check)
• Brakes
• Steering control
• Mirrors
• Operational warning lights
• Accident kit in glove compartment * (as defined below)
• Fire extinguisher / First aid kits
• Broken glass
* Accident Kit Contents
• Accident Reporting Procedures (copy of Accident Reporting Policy)
• Forensic Chain of Custody form for drug testing
• List of medical treatment facilities for worker injuries
• Drivers Report of Accident
• Current Certificate of Insurance
• Witness Card
• Vehicle Registration
(Additional Items That Should be in the Vehicle)
• Federal DOT Form (Alcohol) for DOT required use (to be used only when
there has been a fatality and the driver has been cited at the scene)
• First Aid Kit
• Fire Extinguisher
• Pencil / Pen
• Business Card
• Camera / Disposable Camera
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On a monthly basis, drivers of Non - Commercial Motor Vehicles shall conduct a
comprehensive physical inspection to insure the safety and mechanical condition of the
vehicle they have been assigned. This inspection is to be documented on the appropriate
form (Monthly Vehicle Inspection — revised Form 212) and the completed forzn is to be
submitted to their assigned branch.
Inspection of Commercial Motor Vehicles
Daily Inspections — These are the mandated policies from the Federal Regulations.
[392.7] No commercial motor vehicle shall be driven unless the driver is satisfied
that the following parts and accessories are in good working order, nor shall any
driver fail to use or make use of such parts and accessories when and as needed:
[396.11] Every motor carrier shall require its drivers to report, and every driver shall
prepare a report (Driver's Vehicle Inspection Report — obtained from Corporate
Safety) in writing at the completion of each day's work on each vehicle operated and
the report shall cover at least the following parts and accessories:
• Service brakes including trailer brake connections
• Parking (hand) brake
• Steering mechanism
• Lighting devices and reflectors
• Tires
• Horn
• Windshield wipers
• Rear vision mirrors
• Coupling devices
• Wheels and rims
• Emergency equipment
[396.13] Before driving a motor vehicle, the driver shall:
• Be satisfied that the motor vehicle is in safe operating condition;
• Review the last driver vehicle inspection report (Driver's Vehicle Inspection
Report); and
• Sign the report, only if defects or deficiencies were noted by the driver who
prepared the report, to acknowledge that the driver has reviewed it and that
there is a certification that the required repairs have been performed. The
signature requirement does not apply to listed defects on a towed unit which
is no longer part of the vehicle combination.
Periodic Mechanical Inspections
A qualified vehicle mechanic shall inspect every company -owned or leased vehicle at least
annually.
California: In accordance with California Highway Patrol's Biennial Inspection of
Terminals (BIT) Program, mechanical safety inspections are to be performed on
Commercial Motor Vehicles every 90 days. A copy of the California DOT /BIT Program
is adopted (by reference) as part and parcel of this document and applies to all
ValleyCrest owned or leased Commercial Motor Vehicles operating in the State of
California.
Motor Vehicle Safety Program Rev 9126106 Page 9 of 21
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All Other States: Periodic inspections shall comply with the requirements of CFR
Title 49 Part 396.17.
The inspector's qualification shall comply with Parts 396.19 &
396.25.
Record keeping for such inspections shall comply with the
provisions of Part 396.21.
Safe Operation (Driving Safely)
The following items are safe operating practices that should be observed and practiced by all
operators of company -owned or leased motor vehicles.
Before moving the vehicle
• Conduct appropriate inspection
• Insure seatbelt usage by all occupants
• Adjust seat & mirrors
• Allow the vehicle to warm up
• Check for warning lights
While Driving
• Do not drive if drowsy
• Think ahead - anticipate hazards
• Do not trust the other driver to drive properly
• Obey all traffic regulations
• Adjust speed for hazardous weather conditions
• Pass only in safe areas and when excessive speed is not required
• No loose articles on floor or dash -board
• Do not read, write, apply make -up, eat or drink while the vehicle is in motion
• Hands -free devices are required for all VCC drivers while operating VCC
vehicles. Cell phones or similar electronic devices are not to be used by the
driver when the vehicle is being maneuvered in close proximity to other vehicles,
buildings or pedestrians, or when the vehicle is in reverse motion. Cell phones
should not be used during certain conditions (i.e., movement of heavy machinery
or other large loads, backing up, particularly heavy traffic conditions, inclement
weather or poor visibility). Cell phone users should be aware of, and comply
with, local ordinances with respect to. cell phone use.
• Be aware and comply with local ordinances with respect to cell phone use
• Maintain a proper following distance
• Do not stop for hitchhikers
When Backing
• Always use a spotter when a backing a vehicle with a towed unit or when vision
of area to be backed into is obstructed
• Cell phone should not be in use
• Back slowly and be ready to stop
• Do not back up if anyone is in path of vehicle travel
• Check clearances
• Do not assume people see you
• Get out and check clearance if you cannot see from the driver's seat
Motor Vehicle Safety Program Rev 9126106 Page 10 of 21
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When Stopping
• Park only in properly designated areas, avoid parking on roadsides
• Use appropriate warning devices such as traffic cones (28" minimum), warning
signs, safety vests, etc.
• All vehicles that perform roadside work should have additional High Intensity
Strobe Lights mounted on the vehicle.
• Use warning flashers and /or raise hood (flares and /or triangles for CMV's) if
vehicle becomes disabled.
• Remove keys from the ignition when away from the vehicle.
• All Commercial Motor Vehicles and any towed unit not attached to a towing unit
shall be chocked when stopped and engaged in work.
Accidents
• If the accident involves injuries, immediately contact 911 (or appropriate
emergency assistance)
• Do not admit responsibility
• Notify your branch office or safety officer and law enforcement as soon as
possible
• Cooperate with any law enforcement officers
• Move the vehicle only at the direction of a law enforcement officer
• Fill out all sections of the accident report in the glove box
• Do not sign any forms unless required by a law enforcement officer
• At the scene get the following infonnation
• Investigating officer naive and law enforcement agency
• Make, Model & License Plate number of other vehicles
• Names, addresses and phone numbers of all witnesses
• Name, address & license of other drivers
• Photos of accident using camera in glove box
• All 4 sides of all vehicles
• Roads and intersection at the scene
• Interior of all vehicles - seating & floor areas
Cargo
Insure that all cargo areas of the vehicle are kept neat and free from debris
Make sure that the load is secure
Ensure that all fuel containers are secured in a manner that will not allow the
container to overturn or spill (note specific requirements for fuel containers in the
Fire Prevention Program).
Fuel containers shall be secured as follows:
- in enclosed trailers — on front shelves or in container holders/brackets
- in open trailers — in lockable cages, in container holders/brackets or with
cable and lock
- in stand alone vehicles — in container holder/bracket or with cable and lock
If a CMV - make certain that the load is secured in accordance with Title 49
requirements or State standards, which ever is more stringent.
Make certain that particle cargo (dirt, debris, etc.) is covered to prevent blowing
from the vehicle while in motion
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Towed Units
• Towed unit has been inspected and is safely and mechanically sound.
(use Trailer Safety Inspection form 200)
• If any safety devices are absent or damaged, the towed unit shall not be used.
• Insure towing vehicle has a sufficient towing capacity to safely tow the trailer.
• Check for proper operation of the towed unit brakes.
• Properly attach safety chains and break -away safety devices.
• Make sure that all safety locks /pins are securely in place
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DRIVER CERTIFICATION PROGRAM
ValleyCrest Companies has developed a certification program to allow management to evaluate
the potential new drivers ability to drive the type and class of vehicle that they will be assigned
to.
All new drivers must be certified by a designated person in each branch as being capable of safely
driving the vehicle type that they will be assigned to. That includes being certified to pull a
towed unit if they will be doing that.
Attached are the certification outlines to be followed (Commercial and Non - Commercial). This
must be done before an employee is allowed to drive a company- awned -or- leased vehicle.
It is our hope that this policy will help reduce the number of vehicular accidents.
Motor Vehicle Safety Program Rev 9126106 Page 13 of 21
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DRIVING CERTIFICATION & INSTRUCTION
FOR COMMERCIAL MOTOR VEHICLES
The following driving evaluation is required to be completed on all new drivers for ValleyCrest
Companies. This evaluation should be conducted before the person is assigned to drive a
company- owned -or- leased vehicle, and be conducted by the Branch Safety Officer or Supervisor.
The driving evaluation should be conducted on a residential street, and freeway, or interstate -
highway including several right turns, left turns, crossing, turning and stopping at intersections
with stop signs, and stop lights.
DRIVING CERTIFIER INSTRUCTION & QUESTIONNAIRE
Yes No Question
• Did you inform the driver why we have instituted this type of a program?
• Did you instruct the driver in the proper method of hooking the towed unit to
the vehicle (chains & electrical) if applicable?
• Did you inform the driver of the wide turn requirement if pulling a towed
unit and the reason why?
• Did you inform the driver of the requirement of coning our vehicle when
parked at the job site location?
• Did you inform the driver of company policy when backing up a vehicle
with or without a towed unit?
• Did you inform the driver of company policy for performing a Pre -trip
inspection of the vehicle which may include the following: Horn, Head, tail,
turn signals, back -up lights, Backup warning lights or alarm (if so equipped),
Windshield wipers, Tire inflation (visual check), Brakes, Steering control,
Mirrors (Including Convex), Accident kit in glove compartment, and Fire
extinguisher. Did you review the form to be used?
• Did you inform the driver of company policy that all occupants of the
vehicle must wear their safety belt at all times while the vehicle is in
operation?
• Did you inform the driver about the requirements for proper documenting a
post trip inspection? Did you review the form to be used?
• Did you inform the driver of the extra stopping distance required if pulling a
towed unit, (two -three vehicle lengths) and the reason why?
• Did you review the proper drug & alcohol testing forms that are required for
our "Alcohol and Drug Testing Program for Commercial Motor Vehicle
Drivers "?
• Did you inform the driver of the company policy that they are to remove the
keys from the ignition prior to exiting the vehicle, unless the vehicle is
required to be running to operate internal or external equipment such as
hydraulic tools, etc?
• Did you inform the driver that when chocks are required to be used?
• Did you ask the driver if he has a license equivalent to the type of vehicle
they while be operating?
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DRIVING EVALUATION
(Commercial Motor Vehicle)
A point system is to be used to decide if the driver passed or failed the driving evaluation. All
YES answers count for 1 point — any N/A answers count as 1 point - all NO answers count 0. If
the driver has less than 35 points they have failed the Commercial Motor Vehicle Driving
Certification Evaluation.
PRE -TRIP INSPECTION EVALUATION (Commercial)
Yes No Question
1 pt 0 -pts
•
Did the driver perform an inspection of the service brakes, including towed
unit brake connections?
•
Did the driver inspect the coupling system for problems, damage, excessive
wear and does not drive until it is safe.
•
Examines electrical system for visible wires, loose connections or
uncovered splices. And reports bare wires in electrical system for repair to
prevent possible fire.
•
Inspects wheels for loose lug nuts, tires for proper tire inflation, excessive
wear, cracking, etc.?
•
Did the driver check to see that the vehicles, towed unit lights are working
prior to driving? Did they check all reflectors?
•
Checks the steering mechanisms?
•
Did the driver check the horn?
•
Did the driver turn on the windshield wiper(s)?
•
Did the driver check for the required emergency equipment needed such as
triangles, flares, etc.?
•
Did the driver check to be sure there is a fire extinguisher available?
•
Did the driver check for an accident kit and it included the proper alcohol &
drug testing forms?
•
Did the driver check the load to determine if it is properly distributed and
secured?
•
Did the driver check the towed unit to insure that it is properly connected to
the vehicle and all lights are working?
•
Did the driver check to be sure that chocks were available?
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ROAD (DRIVING) EVALUATION
(Commercial)
Yes No Question
1 pt 0 pts
• Did the driver put the seatbelt on before leaving the facility?
• Did the driver adjust the side and rear mirror before moving the vehicle
from the parking slot or location (if necessary)?
• Did the driver adjust the seat before moving the vehicle (if necessary)?
• Did the driver release the emergency brake before moving the vehicle (if
necessary)?
• Did the driver look to the right, left and straight ahead for any possible
danger before moving the vehicle?
• Did the driver start moving the vehicle smoothly?
• Does the driver use the clutch properly, smoothly, timing and sequencing
gearshifts (if applicable)?
• Did the driver adhere to the posted speed limit(s)?
• When coming to a stop does the driver ease the brake on?
• When making a left or right turn does the driver use the vehicle turn
signals (at least 100 feet) before making the turn?
• When making a right turn at an intersection does driver make a wide
enough turn to clear the curb or pedestrians? With or without a towed
unit hooked to the vehicle?
• When the driver makes a left turn, does the driver leave enough room to
make the turn from the left lane?
• Does the driver check to see if turn signals are off after completing the
turn?
• Does the driver keep adequate distance from the vehicle in front of them
to avoid slamming on the brakes?
• Have the driver park the vehicle and towed unit (if applicable) in an area
that resembles a typical jobsite location. Does the driver park in a legal
and safe location?
• Did the driver place cones as per policy for the type of vehicle and jobsite
application?
• Does the driver chock the vehicle and (towed unit, if applicable) per
policy?
• When pulling out from the parked area, does the driver use the turn signal
lights before pulling out of the jobsite location?
• When merging into traffic does the driver size up traffic, signal early,
accelerate to enter & maintain traffic flow, and check mirrors frequently?
• Does the driver remove the keys from the ignition before exiting the
vehicle?
• Upon returning to the facility did the driver complete a post trip
inspection?
• Has the driver demonstrated the ability to properly drive the vehicle and
towed unit (if attached) to your satisfaction?
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BACKING UP EVALUATION WITH OR WITHOUT A TOWED UNIT
(Commercial)
At the facility or on a jobsite, set up cones 12 feet apart and 40 feet long, and have the driver back
up the vehicle and towed unit (if applicable). If a towed unit is being used then make sure the
driver turns the towed unit to the to the left or right in order to demonstrate their ability.
Yes No Question
1 pt Opts
• Does the driver back up the vehicle with or without a towed unit only
with the assistance of another person'?
• While backing up does the driver demonstrate an understanding that with
a towed unit that the towed unit goes in the opposite direction of the
vehicle?
• Does the driver back up slowly checking mirrors frequently.
• Does the driver maneuver the steering wheel in small movements to avoid
over steering when a towed unit is attached?
• Does the driver stop and pull forward when unable to back up the vehicle
with or without a towed unit, between the cones?
• Did the driver avoid backing over the cones?
• Has the driver demonstrated the ability to properly back up the vehicle
with or without a towed unit to your satisfaction?
Motor Vehicle Safety Program: Rev 9126106 Page 17 of 21
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DRIVING CERTIFICATION & INSTRUCTION
FOR NON - COMMERCIAL MOTOR VEHICLES
The following driving evaluation is required to be completed on all new drivers for ValleyCrest
Companies. This evaluation should be conducted before the person is assigned to drive a
company- owned -or- leased vehicle, and be conducted by the Branch Safety Officer or Supervisor.
The driving evaluation should be conducted on a residential street, and or freeway /interstate
highway with several right turns, left turns, crossing and stopping at intersections with stop signs,
and stop lights.
DRIVING CERTIFIER INSTRUCTION & QUESTIONNAIRE
Yes No Question
• Did you inform the driver why we have instituted this type of a program?
• Did you instruct the driver in the proper method of hooking the towed unit to
the vehicle (chains & electrical) if applicable?
• Did you inform the driver of the wide turn requirement if pulling a towed
unit and the reason why?
• Did you inform the driver of the requirement of coning our vehicle when
parked at the job site location?
• Did you inform the driver of company policy when backing up a vehicle
with or without a towed unit?
• Did you inform the driver of company policy for checking Horn, Head, tail,
turn signals, back -up lights, Backup warning lights or alarm (if so equipped),
Windshield wipers, Tire inflation (visual check), Brakes, Steering control,
Mirrors (Including Convex), Operational warning lights, Accident kit in
glove compartment, Fire extinguisher, Broken or cracked glass before
leaving the facility?
• Did you inform the driver of company policy that all occupants of the
vehicle must wear their safety belt at all times while the vehicle is in
operation?
• Did you inform the driver of company policy that they are to remove the
keys from the ignition prior to exiting the vehicle?
• Did you inform the driver of the extra stopping distance required if pulling a
towed unit, (two -three vehicle lengths) and the reason why?
Motor Vehicle Safety Program Rev 9126106 Page 18 of 21
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DRIVING EVALUATION
(Non- Commercial Motor Vehicle)
The following is a point system to be used to decide if the driver passed or failed the driving
evaluation. All YES answers count for 1 point, any N/A answers count as 1 point, - all NO
answers count 0. If the driver has less than 20 points they have failed the Driving Certification
Evaluation.
Yes No Question
1 pt 0 pts
•
Did the driver put the seatbelt on before leaving the facility?
•
Did the driver adjust the side and rear mirror before moving the vehicle
from the parking slot or location (if necessary)?
•
Did the driver adjust the seat before moving the vehicle (if necessary)?
•
Did the driver release the emergency brake before moving the vehicle (if
necessary)?
•
Did the driver check to make sure that the turn signal lights, headlights and
brake lights are working prior to driving?
•
Did the driver look to the right, left and straight ahead for any possible
danger before moving the vehicle?
•
Did the driver start moving the vehicle smoothly?
•
Did the driver adhere to the posted speed limit(s)?
•
When coming to a stop does the driver ease the brake on?
•
When making a left or right turn does the driver use the vehicle turn
signals (at least 100 feet) before making the turn?
•
When making a right turn does driver make a wide enough turn to clear the
curb or any vehicle parked? With or without a towed unit hooked to the
vehicle?
•
When the driver makes a left turn, does the driver leave enough room to
make the turn from the left lane?
•
Does the driver check to see if turn signals are off after completing the
turn?
• Does the driver keep adequate distance from the vehicle in front of them to
avoid slamming on the brakes?
• Have the driver park the vehicle and towed unit (if applicable) in an area
that resembles a typical jobsite location. Does the driver park in a legal
and safe location?
• Did the driver place cones as per policy for the type of vehicle and jobsite
application?
• When pulling out from the parked area, does the driver use the turn signal
lights before pulling out of the jobsite location?
• When merging into traffic does the driver size up traffic, signal early,
accelerate to enter & maintain traffic flow, and check mirrors frequently?
• Does the driver remove the keys from the ignition before exiting the
vehicle?
• Has the driver demonstrated the ability to properly drive the vehicle and
towed unit (if attached) to your satisfaction?
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BACKING UP EVALUATION WITH OR WITOUT A TOWED UNIT
(Non- Commercial)
At the facility or on a jobsite, set up cones 12 feet apart and 40 feet long, and have the driver back
up the vehicle and towed unit (if applicable). If a towed unit is being used then make sure the
driver turns the towed unit to the to the left or right in order to demonstrate their ability.
Yes No Question
1 pt 0 pts
• Does the driver back up the vehicle with or without a towed unit only with
the assistance of another person?
• While backing up does the driver demonstrate an understanding that with a
towed unit that the towed unit goes in the opposite direction of the vehicle?
• Does the driver back up slowly checking mirrors frequently.
• Does the driver maneuver the steering wheel in small movements to avoid
over steering when a towed unit is attached?
• Does the driver stop and pull forward when unable to back up the vehicle
with or without a towed unit, between the cones?
• Did the driver avoid backing over the cones?
• Has the driver demonstrated the ability to properly back up the vehicle
with or without a towed unit to your satisfaction?
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DRIVERS EVALUATION
EXAMINERS RECOMMENDATION
Drivers Name:
Examiners Name:
Date of Evaluation:
Type of Evaluation: Non- Commercial Commercial
Vehicle Description:
Was There a Towed Unit? Yes No
Evaluation Score: Pass Fail
(Non - Commercial minimum passing score 20)
(Commercial minimum passing score 35)
Based upon the completed Drivers Evaluation, I recommend the following:
Driver is certified to operate the following type(s) vehicle(s):
Driver is conditionally approved to drive the following type(s) vehicle(s):
Conditions for Operation are:
Additional Examiner Comments:
Signature of Driver:
Date:
Signature of Examiner:
Date:
Distribution: Employee File
Motor Vehicle Safety Program Rev 9126106 Page 21 of 21
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Safety Training for New Employees
In analyzing our accident statistics, it is apparent that out of all our employees, the most likely to get
injured are new employees (those individuals that have been with the company for less than one year).
However, new employees can include more than just the newly hired. They include temporary
employees, employees that have been switched to a different crew or transferred to a different job
function.
Researchers have concluded that new employees have more accidents and related injuries than
experienced workers. Statistics show that most accidents happen within the first six months of
employment with the first month being the most accident - prone. In fact, 80% of all accidents are
caused by unsafe acts, most of which are due to lack of training and or experience.
We need to watch new hires more closely for the following reasons:
➢ New hires are often younger and less experienced than seasoned workers.
➢ New hires usually lack the training necessary to perform all facets of the job.
➢ New hires might not recognize potentially unsafe working conditions (like working in
and around traffic).
New hires don't understand the "Think Safety" motto of ValleyCrest.
➢ New hires are trying to prove themselves and they could perforin an unsafe act.
➢ They might not be familiar with their own limitations.
ValleyCrest has set forth a program to combat these common actions that lead down a dangerous path
with the following procedures:
Safety orientation manual
Code of safe practices (provided in safety orientation manual)
➢ PPE equipment provided for all tasks
➢ Safety video (for certain operations)
➢ Equipment certification process
➢ Green safety vest on new employees for the first 90 days of employment so they are
easier to spot in the field (recommended that green vests are worn for more than 90 in
some markets where the employee is seasonal)
All of these actions should be followed religiously and become a staple in the branch culture.
Here are some actions that should take place in the field to keep the new employee free of injury and
off of the OSHA log during the critical first six months of employment:
➢ Place a new employee with a seasoned employee during the first few weeks of
employment.
➢ Set realistic performance expectations in the field.
➢ Review performance on tasks in the field constantly and immediately on observation.
➢ Encourage participation in safety training meetings.
➢ Encourage asking questions whenever there is any confusion about task assignments.
➢ Don't assume anything -- make new employee show you everything.
➢ Do not allow any employee to utilize a piece of power equipment they have not been
certified on and the certification form filled out.
28
Entrenamiento de Seguridad para Empleados Nuevos
Analizando nuestra estadistica de accidentes, es aparente que de todos nuestros empleados, los mas
probables en accidentarse son empleados nuevos (esos individuos que han estado con la compania
menos de un ano). Sin embargo, empleados nuevos no solamente son los empleados que entraron a
trabajar recientemente. Tanibien incluyen a empleados temporeros, empleados que han sido cambiados
a una cuadrilla diferente o transferidos a una funcion diferente de trabajo.
Los investigadores han concluido que empleados nuevos tienen rods accidentes que empleados con mas
experiencia de trabajo. Las estadisticas demuestran que la mayoria de los accidentes suceden dentro de
los primeros seis meses de empleo en la cual el primer mes es el mas susceptible a accidentes. De
hecho, 80% de todos los accidentes son causado por actos peligrosos, la mayor parte se debe a falta de
entrenamiento y experiencia.
Necesitamos vigilar mas de cerca a los empleados nuevos por las siguientes razones:
➢ Empleados nuevos son a menudo mas jovenes y de menos experiencia que trabajadores
que tienen mas experiencia y que son mas maduros.
➢ Empleados nuevos carecen de entrenamiento necesario para realizar todas las facetas
del trabajo.
➢ Empleados nuevos quizas no reconozcan las conditions del trabajo potencialmente
peligrosas (como trabajar en y alrededor del trafico).
➢ Empleados nuevos no entienden nuestro lema "Piensa con Seguridad ".
➢ Empleados nuevos tratan de demostrar a ellos mismos que podrian realizar un acto
peligroso.
➢ No reconocen sus propias limitaciones.
ValleyCrest ha establecido un programa para combatir estas acciones comunes que llevan abajo un
sendero peligroso con los siguientes procedimientos en las sucursales:
➢ Manual de Seguridad
➢ Codigo de practicas seguras (proporcionado en el manual de la orientation de
seguridad)
➢ Equipo adecuado (PPE) para cads tarea
➢ Video de Seguridad (para ciertas operations)
➢ Proceso de certificacion de equipo
➢ Chaleco de seguridad color verde para empleados nuevos por los primeros 90 dias de
empleo para que podamos destacarlos con mas facilidad en el campo
Todas estas acciones deben seguirse religiosamente y convertirse en una necesidad en la cultura de
nuestra surcursal.
Aqui esOn algunas acciones que deben llevarse a cabo en el campo para mantener al empleado nuevo
libre de heridas y lejos de la lista de OSHA durante los criticos primeros seis meses de empleo:
➢ Colocar el empleado nuevo con un empleado de mas experiencia durante las primeras
semanas de empleo.
Fijar metas realistas en el campo.
➢ Repasar las tareas en el campo constantemente a inmediatamente ponerlas en
observation.
➢ Animar en la participation de las juntas de seguridad
➢ Animarlos en hacer preguntas cuando tengan dudas acerca del trabajo que deben de
hacer.
➢ No asume — haga que que empleado le ensene a usted como hacer el trabajo.
➢ No pennita que ningun empleado use cualquier equipo sin haber sido certificado y que
haya completado la fonna de certificacion.
W
Proper Safety Training for New Employees
Ensure proper equipment certification is a
priority for new employees.
Es importante a tener un proceso de certificaci6n
para empleados nuevos.
Review performance on tasks in the field --
provide training as needed.
Repasar las tareas en el campo constantemente y equipo
inmediatamente — ofrese entrenamiento por necesidad.
Tailgate meetings are effective and should be
conducted weekly.
Participaci6n en las juntas de seguridad debe de
ocurrir cads semana.
Stop unsafe acts immediately — keep an eye on
new employees (green vests) during first 90 days.
Debe de parar condiciones peligrosos inmediatamente
y supervisar empleados nuevos con chalecos de
color verde cada dia atentamente.
30
ACOR& CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DDIYY)
06/0612012
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES
NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE
DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the pol"Ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and
conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder In lieu of such
andorssment(s).
PRODUCER
Alliant insurance Services, Inc.
333 South Hope Street, Suite 3750
CONTACT
NAME:
PHONE
AIC No. Ext : 213 443 -2472
FAX
(AIC, No):
Los Angeles, CA 90071
EMAIL
ADDRESS:
INSURERS AFFORDING COVERAGE
NAIC #
INSURED
INSURER A: ACE AmeAcen Insurance Company
22667
INSURER B: ACE American Insurance Company
22667
ValleyCrest Landscape Maintenance
Location 631080, 825 Mabury Road
INSURER C: ACE American Insurance Company
22667
INSURER 0: American Guarantee b LIaWSty Insurance Co.
26247
San Jose, CA 95133
INSURER E: ACE American insurance Company
22887
INSURER F:
HDO G24548375
04101/2012
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.
NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.
LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
ADOL
L43R
SUIR
VIVO
POLICY NUMBER
POLICY EFFECTIVE
DATE (MMIDOIYYYY)
POLICY EIPIRAflON
DATE (MMIDOIYW1)
LIMITS
GENERAL LIABILITY
EACH OCCURRENCE
$1.000,000.00
X COMMERCIAL GENERALUABILTTY
DAMAGE TO RENTED
PREMISES Me Oeamince
$1,ODO.00D.00
C ❑ LAIMS MADE x OCCUR
HDO G24548375
04101/2012
0410112013
MED EXP (Any one person)
$5,000.00
PERSONAL R ADV INJURY
$1.000.000.00
A
x CONTRACTUAL LIAMUITY
X
XCU HAZARD
GENERAL AGGREGATE
$2,000,000.00
OENL AGGREGATE LIMIT APPLIES PER
PRODUCTS- COMWIOP AGG
$2,000,000.00
7 POLICY X PROJECT LOC
o NG
Ea eOntl LE LIMIT
$2.000.000.00
AUTOMOBILE LIABILITY
BODILY INJURY
er anon
X ANYAUTO
ISAH08680906
04)01/2012
04101/2013
BODILY INJURY
B
ALL OWNED SCHEDULEDAUTOS
AUTOS
(Per aCClAent)
KAEDAUTOS NON -OWNED AUTOS
PROPERTY DAMAGE
(Per accWeM
X
WIBRELLA UAB
X OCCUR
AUC 847311811
041012012
041012013
EACH OCCURENCE
$2,000,000.00
AGGREGATE
2000000.00
D
EXCESS UAB
CLAIMS-MADE
(Follows Form)
DED
RETENTION s
WORKERS' COMPENSATION AND
WC STATU.
oiw
EMPLOYERS' LIABILITY YIN
WLR 047006582
041012012
041012013
X
TO AMTS
ER
E.L. EACH ACCIDENT
$1,000,000-00
ANY PROPRIETOWPARTNEWEXECUTIVE
OFFICERWMIIER EX UO T N
C
n yre uabs� uuidw
E.L. DISEASE - EA EMPLOYEE
$1.000000 00
E.L. DISEASE - POLICY LIMIT
7000000.00
DESCRIPTION OF OPERATIONS e.e..
Other
D
Professional Liability
623637817007
04 )012012
T O4 )012013
(2,000,000.00
DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remrlls Schedule, H more space Is required), PoNcy PraAslorls MIcMIde a 30 day cancellation notice.
All California operations of the Named Insured for the Certificate Holder.
City of Gilroy, its officers, officials and employees are additional Insured on the general liability and automobile policies as respects ongoing and completed
operations on a primary and non- contributory basis as their interests may appear in regards to work performed by or on behalf of the named insured.
CERTIFICATE HOLDER CANCELLATION
City Of Gilroy
7351 Rosanna SL
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE
THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
Gilroy, CA 95020$141
�t� %AfQsl�:s!iKCB .S0'lulCed, %KC.
ACORD 25 (2010 N5) tM MS-2010 ACORD CORPORATION. All rigM reserved.
The ACORD name and logo are registered marks of ACORD
POLICY NUMBER: HDO G24548375
COMMERCIAL GENERAL LIABILITY
CG 20100704
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - OWNERS, LESSEES OR
CONTRACTORS - SCHEDULED PERSON OR
ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Name Of Additional Insured Person(s)
Or Or anization s :
Location(s) Of Covered Operations
City of Gilroy, its officers, officials and
All California operations of the Named Insured for
employees
the Certificate Holder.
Information required to complete this Schedule, if not shown above, will be shown in the Declarations.
A. Section II — Who Is An Insured Is amended to
include as an additional insured the person(s) or
organization(s) shown in the Schedule, but only with
respect to liability for "bodily injury', "property damage,
or personal and advertising injury caused, in whole or
in part, by:
1 Your acts or omissions; or
2. The acts or omissions of those acting on your behalf;
in the performance of your ongoing operations for the
additional insured(s) at the location(s) designated
above.
B. With respect to the insurance afforded to these
additional insureds, the following additional exclusions
apply:
This insurance does not apply to 'bodily injury' or
property damage" occurring after.
1. All work including materials parts or equipment
fumished in connection with such work, on the project
(other than service, maintenance or repairs) to be
performed by or on behalf of the additional Insured(s) at
the location of the covered operations has been
completed; or
2. That portion of "your work" out of which the
injury or damage arises has been put to its
intended use by any person or organization
other than another contractor or subcontractor
engaged in performing operations for a
principal as a part of the same project.
CG 2010 07 04 0 ISO Properties, Inc., 2004 Page 1 of I D
POLICY NUMBER: HDO G24548375 COMMERCIAL GENERAL LIABILITY
CG 20370704
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - OWNERS, LESSEES OR
CONTRACTORS - COMPLETED OPERATIONS
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Name Of Additional Insured Person(s) Or
Organization(s):
Location And Description Of Completed
Operations
City of Gilroy, its officers, officials and
All California operations of the Named
employees
Insured for the Certificate Holder.
Information required to complete this Schedule, if not shown above, will be shown in the Declarations.
Section II — Who Is An Insured is amended to
include as an additional insured the person(s) or
organization(s) shown in the Schedule, but only with
respect to liability for "bodily injury" or "property damage"
caused, in whole or in part, by "your work" at
the location designated and described in the schedule
of this endorsement performed for that additional
Insured and included in the "products - completed
operations hazard.
CG 20 37 07 04 0 ISO Properties, Inc., 2004 Page 1 of 1 D
POLICY NUMBER: ISA H08680905 COMMERCIAL AUTO
CA 20480299
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
DESIGNATED INSURED
This endorsement modifies insurance provided under the following:
BUSINESS AUTO COVERAGE FORM
GARAGE COVERAGE FORM
MOTOR CARRIER COVERAGE FORM
TRUCKERS COVERAGE FORM
With respect to coverage provided by this endorsement, the provisions of the Coverage
Form apply unless modified by this endorsement.
This endorsement identifies person(s) or organization(s) who are "insureds" under the
Who Is An Insured Provision of the Coverage Form. This endorsement does not alter
coverage provided in the Coverage Form.
This endorsement changes the policy effective on the inception date of the policy unless
another date is indicated below.
Endorsement Effective:
Countersigned By:
4/1/12
Aftw VK*aaacc .$mdw, lac.
Named Insured:
ValleyCrest Landscape Maintenance, Inc.
Authorized Representative)
SCHEDULE
Name of Person(s) or Organization(s):
City of Gilroy, its officers, officials and employees
All California operations of the Named Insured for the Certificate Holder.
(if no entry appears above, information required to complete this endorsement will be
shown in the Declarations as applicable to the endorsement.)
Each person or organization shown in the Schedule is an "insured" for Liability
Coverage, but only to the extent that person or organization qualifies as an "insured"
under the Who Is An Insured Provision contained in Section II of the Coverage Form.
CA 20 48 02 99 Copyright, Insurance Services Office, Inc., 1998 Page 1 of 1 D
NON - CONTRIBUTORY ENDORSEMENT FOR ADDITIONAL INSUREDS
Named Insured
Endorsement Number
Valle rest Lands ca a Maintenance, Inc.
Policy Symbol
Policy Number
Policy Period
Effective Date of Endorsement
HDO G24648375
4/1!012 to 411/13
4/1/12
Issued By (Name of Insurance Company)
ACE American Insurance Company
4 t i th
Insert the policy number. The remainder of the information is to be completed only when this endorsement is issued Su sequen o e
preparation of the policy.
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
COMMERCIAL GENERAL LIABILITY COVERAGE
Schedule
Organization Additional Insured Endorsement
City of Gilroy, its officers, officials and employees
All California operations of the Named Insured for the Certificate Holder.
(If no information is filled in, the schedule shall read: All persons or entities added as additional
insureds through an endorsement with the term Additional Insured" in the title)
For organizations that are listed In the Schedule above that are also an Additional Insured under
an endorsement attached to this policy, the following is added to Section IVA.a:
If other insurance is available to an insured we cover under any of the endorsements listed
or described above (the "Additional Insured ") for a loss we cover under this policy, this
insurance will apply to such loss on a primary basis and we will not seek contribution from
the other insurance available to the Additional Insured.
4ftut 944wuwec SaWW. %x,
Authorized Agent
LD -20287 (06/06)
Page 1 of 1