HomeMy WebLinkAboutPW Pt. San Pedro Rd. Median Landscape Maintenance 2019City of San Rafael California
Form of Contract
Routine Landscape Maintenance: Point San Pedro Road Medians
This Agreement is made and entered into this 2-U day of 1AY1 C , UR, byand between
the City of San Rafael (hereinafter called City) and Gardeners' Guild, Inc. (hereinafter called
Contractor). Witnesseth, that the City and the Contractor, for the considerations hereinafter
named, agree as follows:
1. Scope of the Work.
The Contractor hereby agrees to furnish all the materials and all the equipment and labor
necessary to perform the work as the Primary Contractor for the project entitled " Routine
Landscape Maintenance: Point San Pedro Road Medians," all in accordance with
provisions of the Contract and the Request for Proposals dated May 3, 2019 attached hereto
as Exhibit I and incorporated herein by reference.
2. Prevailing Wages.
Pursuant to the requirements of California Labor Code Section 1771, and San Rafael Municipal Code
Section 11.50.180 (C), the general prevailing wage in the locality in which the work is to be
performed, for each craft or type of worker needed to execute the contract, shall be followed.
3. Time of Completion.
(a) The work to be performed under this Contract shall be performed in compliance with
the Request for Proposals for "Routine Landscape Maintenance: Point San Pedro
Road Medians" attached as Exhibit I.
(b) The term of this contract shall commence on the date of this contract and shall terminate exactly
one year later.
(c) This contract can be extended twice for a period not to exceed two (2) years each time
upon proper authorization by the Parties.
(d) This contract may be terminated by City upon thirty (30) days' notice if the selected
contractor is unable to fulfill the duties described in the Request for Proposals for
"Routine Landscape Maintenance: Point San Pedro Road Medians" attached as
Exhibit 1.
4. The Contract Sum.
The City shall pay to the Contractor for the performance of the Contract the amounts determined
for the total number of each of the units for work in the following schedule completed at the unit
price stated in Attachment A to Exhibit I "Bid Proposal". The final payment shall be made for
the actual number of units that are incorporated in or made necessary by the work covered by the
Contract.
Agreement • 1
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Item
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Description
BID ITEMS — DETAIL
(Attachment A to Exhibit I "Bid Proposal")
Quantity Unit Unit Cost Total Cost
Routine Maintenance Cost (January)
1 @
LS
$6,510 =
$6,510
Routine Maintenance Cost (February)
1 @
LS
$6,510 =
$6,510
Routine Maintenance Cost (March)
1 @
LS
$6,510 =
$6,510
Routine Maintenance Cost (April)
1 @
LS
$6,510
$6,510
Routine Maintenance Cost (May)
1 @
LS
$6,510 =
$6,510
Routine Maintenance Cost (June)
I @
LS
$6,510 —
$6,510
Routine Maintenance Cost (July)
1 @
LS
$6,510 —
$6,510
Routine Maintenance Cost (August)
I @
LS
$6,510
$6,510
Routine Maintenance Cost (September)
1 @
LS
$6,510 =
$6,510
Routine Maintenance Cost (October)
1 @
LS
$6,510 —
$6,510
Routine Maintenance Cost (November)
1 @
LS
$6,510 =
$6,510
Routine Maintenance Cost (December)
1 @
LS
$6,510 _
$6,510
GRAND TOTAL SUM: $78,120
It is expressly understood that the Estimated Bid Price stated above is the Contractor's bid and was
utilized as a basis of contractor selection. The total amount paid to the Contractor during the term of
this Contract shall not exceed $78.120 based upon the amount of time expended for work at the
Hourly Rates specified in the above bid table. The total budget of $78,120 shall not be exceeded
during any extension of this Contract as provided in Section 3, unless expressly agreed in writing by
the parties.
5. Payments.
(a) For the full performance of the services described herein by the Contractor, the City shall
pay the Contractor on a lump sum basis for services rendered in accordance with the rates
specified in the above bid table.
(b) Payment will be made monthly upon receipt by the Project Manager of itemized invoices
submitted by the Contractor.
Such payment shall be made under the terms and conditions governing final payment, except that
it shall not constitute a waiver of claims.
6. Insurance.
(a). Scope of Coverage. During the term of this Agreement, Contractor shall maintain, at no
expense to City, the following insurance policies:
I A commercial general liability insurance policy in the minimum amount of one
million dollars ($1,000,000) per occurrence two million dollars ($2,000,000)
aggregate, for death, bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in
Agreement • 2
the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. Ifitemploys any person, Contractor shall maintain worker's compensation insurance,
as required by the State of California, with statutory limits, and employer's liability
insurance with limits of no less than one million dollars ($1,000,000) per accident
for bodily injury or disease. Contractor's worker's compensation insurance shall be
specifically endorsed to waive any right of subrogation against City.
(b) Other Insurance Requirements. The insurance coverage required of the Contractor in
subparagraph (a) of this section above shall also meet the following requirements:
I. The insurance policies shall be specifically endorsed to include the City, its officers,
agents, employees, and volunteers, as additional insureds under the policies.
2. The additional insured coverage under Contractor's insurance policies shall be
"primary and noncontributory" with respect to any insurance or coverage
maintained by City and shall not call upon City insurance or self-insurance coverage
for any contribution. The "primary and noncontributory" coverage in Contractor's
policies shall be at least as broad as ISO form CG20 OJ 04 13.
3. The insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, Contractor hereby grants to City a waiver of any
right to subrogation which any insurer of Contractor may acquire against City by
virtue of the payment of any loss under such insurance. Contractor agrees to obtain
any endorsement that may be necessary to effect this waiver of subrogation, but
this provision applies regardless of whether or not City has received a waiver of
subrogation endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination of
this Agreement, said insurance coverage shall survive for a period of not less than
five years.
6. The insurance policies shall provide for a retroactive date of placement coinciding
with the effective date of this Agreement.
7. The limits of insurance required inthis Agreement may be satisfied by acombination
of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on
a primary and noncontributory basis for the benefit of City (if agreed to in a written
contract or agreement) before City's own insurance or self-insurance shall be called
upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance proceeds
broader than or more than the specified minimum insurance coverage requirements
and or limits shall be available to City or any other additional insured party.
Furthermore, the requirements for coverage and limits shall be: (1) the minimum
coverage and limits specified in this Agreement; or (2) the broader coverage and
maximum limits of coverage of any insurance policy or proceeds available to the
named insured; whichever isgreater.
(c) Deductibles and SIR's. Any deductibles or self-insured retentions in Contractor's insurance
policies must be declared to and approved by the City, and shall not reduce the limits of
liability. Policies containing any self-insured retention (SIR) provision shall provide or be
endorsed to provide that the SIR may be satisfied by either the named insured or City or other
additional insured party. At City's option, the deductibles or self-insured retentions with
Agreement • 3
respect to City shall be reduced or eliminated to City's satisfaction, or Contractor shall
procure a bond guaranteeing payment of losses and related investigations, claims
administration, attorney's fees and defense expenses.
(d) Proof of Insurance. Contractor shall provide to the City all of the following: (1) Certificates
of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the
policy declaration page and or endorsement page listing all policy endorsements for the
commercial general liability policy, and (3) excerpts of policy language or specific
endorsements evidencing the other insurance requirements set forth in this Agreement. City
reserves the right to obtain a full certified copy of any insurance policy and endorsements
from Contractor. Failure to exercise this right shall not constitute a waiver of the right to
exercise it later. The insurance shall be approved as to form and sufficiency by City.
8. Indemnification
(a) Contractor shall, to the fullest extent permitted by law, indemnify, release, defend with
counsel approved by City, and hold harmless City, its officers, agents, employees and
volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit,
judgment, loss, liability or expense of any kind, including but not limited to attorney's fees,
expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of
Contractor's performance of its obligations or conduct of its operations under this
Agreement. The Contractor's obligations apply regardless of whether or not a liability is
caused or contributed to by the active or passive negligence of the City Indemnitees.
However, to the extent that liability is caused by the active negligence or willful misconduct
of the City indemnitees, the Contractor's indemnification obligation shall be reduced in
proportion to the City Indemnitees' share of liability for the active negligence or willful
misconduct. In addition, the acceptance or approval of the Contractor's work or work product
by the City or any of its directors, officers or employees shall not relieve or reduce the
Contractor's indemnification obligations. In the event the City Indemnitees are made a party
to any action, lawsuit, or other adversarial proceeding arising from Contractor's performance
of or operations under this Agreement, Contractor shall provide a defense to the City
Indemnitees or at City's option reimburse the City Indemnitees their costs of defense,
including reasonable attorneys' fees, incurred in defense of such claims.
(b) The defense and indemnification obligations of this Agreement are undertaken in addition
to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full
period allowed by law.
9. Nondiscrimination
Contractor shall not discriminate, in anyway, against any person based on age, sex, race, color,
religion, ancestry, national origin or disability in connection with or related to the Performance of its
duties and obligations under this Agreement.
10. Compliance with All Laws
Contractor shall observe and comply with all applicable federal, state and local laws, ordinances,
codes and regulations, in the performance of its duties and obligations under this Agreement.
Contractor shall perform all services under this Agreement in accordance with these laws, ordinances,
codes and regulations. Contractor shall release, defend, indemnify and hold harmless City, its officers,
agents and employees from all damages, liabilities, penalties, fines and all other consequences from any
noncompliance or violation of any laws, ordinances, codes orregulations.
11. No Third -Party Beneficiaries
City and Contractor do not intend, by any provision of this Agreement, to create in any third party, any
benefit or right owed by one party, under the terms and conditions of this Agreement, to the other
party.
Agreement • 4
12. Notices
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or
deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to
be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the
date of deposit with the United States Postal Service. Notice shall be given as follows:
To City: Public Works Director
City of San Rafael
P.O. Box 151560
San Rafael, CA 94915
To Contractor: Gardener's Guild
2780 Goodrick Ave
Richmond, CA 94801
13. Independent Contractor
For the purposes, and for the duration, ofthis Agreement, Contractor, its officers, agents and employees
shall act in the capacity ofan Independent Contractor, and not as employees ofthe City. Contractor and
City expressly intend and agree that the status of Contractor, its officers, agents and employees be that
ofan Independent Contractor and not that ofan employee ofCity.
14. Entire Agreement; Amendments
(a) The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with
respect to the subject matter of this Agreement.
(b) This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the Contractor and the City.
(c) No other agreement, promise or statement, written or oral, relating to the subject matter ofthis
Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
(d) The terms and conditions ofthis Agreement shall not be altered or modified except by a
written amendment to this Agreement signed by the Contractor and the City. If any conflicts
arise between the terms and conditions of this Agreement, and the terms and conditions of
the attached exhibits or the documents expressly incorporated by reference, the terms and
conditions ofthis Agreement shall control.
15. Waivers
The waiver by either party of any breach or violation of any term, covenant or condition of this
Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other
term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of
the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance
by either party of any fee, performance, or other consideration which may become due or owing under
this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other
party of any term, condition, covenant of this Agreement or any applicable law, ordinance or
regulation.
Agreement • 5
16. City Business License; Other Taxes
Contractor shall obtain and maintain during the duration of this Agreement, a City business license as
required by the San Rafael Municipal Code Contractor shall pay any and all state and federal taxes and
any other applicable taxes. City shall not be required to pay for any work performed under this
Agreement, until Contractor has provided City with a completed Internal Revenue Service Form W-
9 (Request for Taxpayer Identification Number and Certification).
17. Warranty:
(a) Except as otherwise expressly provided in the Agreement, and excepting only items of
routine maintenance, ordinary wear and tear and unusual abuse or neglect by City,
Contractor warrants and guarantees all work executed and all supplies, materials and devices
of whatsoever nature incorporated in or attached to the work, or otherwise provided as a part
of the work pursuant to the Agreement, to be absolutely free of all defects of workmanship
and materials for a period of one year after final acceptance of the entire work by the City.
Contractor shall repair or replace all work or material, together with any other work or
material that may be displaced or damaged in so doing, that may prove defective in
workmanship or material within this one-year warranty period without expense or charge of
any nature whatsoever to City.
(b) If Contractor shall fail to comply with the conditions of the foregoing warranty within ten (10)
days after being notified of the defect in writing, City shall have the right, but shall not be
obligated, to repair, or obtain the repair of, the defect and Contractor shall pay to City on
demand all costs and expense of such repair. Notwithstanding anything herein to the
contrary, if any defect in workmanship or material covered by the foregoing warranty results
in a condition that constitutes an immediate hazard to public health or safety, or any property
interest, or any person, City shall have the right to immediately repair, or cause to be repaired,
such defect, and Contractor shall pay to City on demand all costs and expense of such repair.
The foregoing statement relating to hazards to health, safety or property shall be deemed to
include both temporary and permanent repairs that may be required as determined in the sole
discretion and judgment of City.
(c) In addition to the above, the Contractor shall make a written assignment of any applicable
manufacturers' and other product warranties to the City, prior to completion and final
acceptance of the work by City.
Agreement • 6
IN WITNESS WHEREOF, City and Contractor have caused their authorized representatives to execute
this Agreement the day and year first written aho%e.
CITY OF SAN RAFAEL
J iJ'It City Manager
AT'T'EST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
F F -E-
ROBERT F. 6EP S T E &IN6jity ttorney
CONTRACTOR:
. C— (r�—
D tdson. Vice President, CFO
[If Contractor is a corporation, add signature of
Second corporate officer.]
Pau Swan on, Direc r of Business Development
47P� RAFq�` Exhibit D
1,
A Z
�, y0
/Ty WITH A' 2019 Request for Proposals (RFP)
For
Routine Landscape Maintenance: Point San Pedro Road Medians
May 3, 2019
1. Introduction
The City of San Rafael (City) hereby requests proposals for routine landscape maintenance. It
is the intent of the City to hire a fully -licensed landscaping contractor that is duly registered and
licensed with either a C61 or C27 license in the State of California. Services shall include
routine landscape maintenance on all medians located on Point San Pedro Road and
Third Street between Union Street and Biscayne Drive. Work will include: pruning, removing
weeds, litter and leaves, removing broken branches and sucker growth from trees, replacing
bark mulch, irrigation inspection and repair, herbicide application and other assignments as
required.
Proposals shall be submitted by businesses that have a capable and demonstrable
performance in the type of work described in this Request for Proposals document, including all
Attachments (hereafter together referred to as the "RFP"). In addition, all interested businesses
shall have sufficient, readily available resources, in the form of trained personnel, support
services and financial resources to carry out the work without delay or shortcomings.
The Contractor will be required to perform and complete landscape maintenance by providing
all labor, tools, transportation, equipment, materials, and supplies necessary to complete all
work. Work must be completed in a professional, thorough and timely manner, in accordance
with the standards and specifications as contained in this RFP.
The term of the initial contract will be one year. At the City's discretion, the contract can be
extended twice for a period not to exceed two (2) years each time upon proper authorization by
the Parties.
The City shall retain the lowest responsible and responsive bidder (See Attachment A - Bid
Proposal).
Interested businesses are invited to submit proposals in accordance with the requirements of
this RFP summarized in Section 7. The proposals shall be submitted to the City of San Rafael
Public Works Department, 111 Morphew Street, San Rafael, California 94901 Attn: Talia
Smith on or before Wednesday, May 22, 2019 at 10:00 a.m. Electronic submission of a
complete proposal on or before the deadline is also permissible. Electronic submissions may be
sent to talia.smith(cD-cityofsanrafael.org.
Gary 0 Phillips Mayor • Andrew Cuyugan McCullough. Vice Mayor • Kate Colin Councilmember • Manbeth Bushey Councilmember • John Gambiin Councilmember
E
2. General Requirements:
a. For purposes of this RFP:
The "City Representative" shall refer to the City's Operations and Maintenance
Supervisor, or his or her designee. The term "Contract" shall refer to the
contract entered into between City and the selected Contractor.
b. Management Philosophy:
The Contractor shall take a proactive approach in correcting problems within the
Contractor's span of responsibility and control.
c. Public Image and Etiquette:
Contractor's employees shall wear proper protective clothing, and their clothing
shall bear their business name or be unmarked. When needed, the Contractor's
staff will utilize rain gear, rain boots, safety shoes, and other high visibility and
protective equipment. All contracted employees while on the site shall exhibit a
professional appearance. Contractor's equipment and vehicles shall also be
professional in appearance and be well maintained for safe operation.
d. Hours of Operation:
Scheduled operations shall commence no earlier than 7:00 A.M. and shall be
completed each day no later than 6:00 P.M.
e. Repairs and Corrective Actions:
Any private property or City property damaged or altered in any way during the
performance of the work under this contract shall be reported promptly to the City
Representative, and shall be rectified in a manner approved by the City
Representative back to its condition prior to damage, at the Contractor's
expense, within 72 hours.
Any hazardous conditions noted by the Contractor that have occurred by any
means other than during the performance of the Contractor's work, whether by
vandalism or any other means, shall be promptly reported to the City
Representative. The Contractor is responsible for securing any immediate
hazards with caution tape, safety cones, and/or barricades until a City
Representative arrives to the location.
Work requested by citizens or hazards reported by Contractor that require
scheduling will be prioritized by the City Representative. Immediate response by
Contractor may be necessary.
f. Safety
Contractor agrees to perform all work outlined in the Contract in such a manner
as to meet all accepted standards for safe practices during the maintenance
operation and to safely maintain stored equipment, machines, and materials or
other hazards consequential or related to the work; and agrees additionally to
accept the sole responsibility for complying with all City, County, State or other
legal requirements for Contractor's work including, but not limited to, full
compliance with the terms of the applicable O.S. H.A., ANSI Z133 Safety
Requirements and CAL E.P.A. Safety Orders at all times so as to protect all
persons, including Contractor's employees, agents of the City, vendors,
members of the public or others from foreseeable injury, or damage to their
2019 Routine Landscape Maintenance: Point San Pedro Road Medians
3
property.
Contractor shall cooperate fully with City in the investigation of any accident,
injury or death occurring on City property, including a complete written report
thereof to the City Representative within twenty four (24) hours following the
occurrence.
g. Traffic Control
If traffic is to be detoured over a centerline, detour plans must be submitted and
approved by the City Representative prior to starting work. The City
Representative shall provide a traffic control plan to which the Contractor must
adhere for all planned lane closures.. All traffic control shall conform to the
requirements of the California Manual on Uniform Traffic Control Devices (CA
MUTCD), Revision 3 for construction and maintenance work zones. Contractor at
its own expense shall ensure proper signage, as approved by the City
Representative, during lane closures. Traffic Control may include: lights, flares,
signs, temporary railings, flag person(s), or other devices as required by the City
Representative.
It shall be the Contractor's responsibility to post "no parking" areas as required to
perform work. Barricades can be provided by the City, if available, for pickup at
the City Corporation Yard. Arrangements for signs and barricades can be made
by verbal or written request to the City Representative five working days in
advance of the need for signs and barricades.
Full compensation for conforming to the requirements of this Section including
Traffic Control shall be considered as included in the contract prices paid for the
various items of work and no separate payment may be made therefor.
h. Integrated Pest Management
The Contractor's landscaping maintenance activities for the Point San Pedro
Road Medians (and any other City contracted work required) shall be in full
compliance with San Rafael's Integrated Pest Management Policy (Attachment
F).
Preservation of Property
The Contractor shall exercise extreme care to avoid damage to existing street
pavement areas, curb, gutter, sidewalk, trees, shrubbery, plants, pole lines,
fences, markers, buildings, signs, structures, conduit pipe lines under or above
ground, and/or any and all public or private improvements or facilities in or
around the areas used by the Contractor in the execution of work. If directed by
the City Representative, the Contractor shall install suitable safeguards to protect
such property/objects from injury or damage.
If any such property/objects are injured or damaged by reason of the Contractor's
operations, or otherwise moved or disturbed during the work, they shall be
replaced or restored at the Contractor's expense. Replacement or restoration
shall be to a condition as good as when the Contractor entered upon the work.
2019 Routine Landscape Maintenance: Point San Pedro Road Medians
4
Full compensation for conforming to the requirements of this section shall be
considered to be included in the prices paid for the various items of work and no
additional compensation will be allowed therefor.
Adjacent public and/or private property and improvements shall be protected
from damage and intrusion at all times during the execution of the work
embraced herein. The Contractor shall repair or replace any damaged property
at its sole expense. Work shall be carried out in a manner to avoid all conflicts
with use of and access to adjacent properties.
j. Differing Site Conditions
During the progress of the work, if latent physical conditions are encountered at
the site differing materially from those indicated in the Contract, or if unknown
physical conditions of an unusual nature differing materially from those ordinarily
encountered and generally recognized as inherent in the work provided for in the
Contract are encountered at the site, the party discovering such conditions shall
promptly notify the City Representative in writing of such specific differing
conditions before they are disturbed and before the affected work is performed.
Upon notification, the City Representative will investigate the conditions, and if
the City Representative determines that the conditions materially differ and cause
an increase or decrease in the cost or time required for the performance of the
work under the Contract, an adjustment will be made and the Contract modified
in writing accordingly.
The City Representative will notify the Contractor in writing if an adjustment of
the Contract is warranted. No Contract adjustment which results in a benefit to
the Contractor will be allowed unless the Contractor has requested such in
writing.
k. Weekly Progress Reports and Invoicing
Contractor shall provide Weekly Progress Reports (Attachment E) to the City
Representative and the Pt. San Pedro Road Coalition Median Subcommittee
(PSPRCM Subcommittee) Chair accurately describing work performed in prior
week, and work scheduled to be performed in upcoming week Reports should
convey anticipated changes to routine maintenance due to unforeseen conditions
or adjustments necessitated by seasonal or requested needs. These reports
must be reviewed and approved by the Contractor's responsible management
officer. Contractor shall be responsive to reasonable requests from both City
Representative and PSPRCM members regarding: recently completed work,
changes to scheduled work, suggestions for areas needing attention, etc., so
long as the requested changes are within what is expected re: routine
landscaping for the medians, as defined in Section 6.a.
Invoicing shall be made to the City on a monthly basis.
I. Payment and Inspection
Payment will be made for work satisfactorily completed as called for in the
Contract. Within a reasonable time after notification of the completion of work,
the City Representative shall inspect and notify the Contractor of any
unsatisfactory work. Unsatisfactory work shall be corrected within 48 hours.
Contractor or Contractor's representative shall meet with a representative from
2019 Routine Landscape Maintenance: Point San Pedro Road Medians
5
the City as requested by the City, during the life of the Contract, in order to
inspect work performed.
Full compensation for conforming to the work of these specifications shall be
considered as included in the Contract unit prices, or the proposed hourly rates
and material markup, and no further payment may be made therefor.
The Contract rates shall include full compensation for furnishing all labor,
materials, tools, equipment, and incidentals, and for doing all the work involved in
completing the work as specified herein, and as directed by the City. Rates shall
include all direct and indirect costs.
m. Adjustment in Scope or Quantity of Work
If City gives reasonable notice to Contractor, City may propose in writing
changes to Contractor's work within the Scope of Services described. If
Contractor believes any proposed change causes an increase or decrease in the
cost, or a change in the schedule for performance, of the services, Contractor
shall notify City in writing of that fact within five (5) days after receipt of written
proposal for changes. Contractor may also initiate such notification, upon
identifying a condition which may change the Scope of Services as agreed at the
time of execution of the Contract covering such Scope of Services. When and if
City and Contractor reach agreement on any such proposed change and its
effect on the cost and time for performance, they shall confirm such agreement in
writing as an amendment to the Contract.
3. Licensing and Labor
The Contractor shall have experience in landscaping maintenance for other California public
agencies over the past five (5) years and shall be duly registered and licensed with either a C61
or C27 license in the State of California. All proposing contractors must comply with the
Prevailing Wage terms as outlined below.
The Contractor's employees performing services under this Contract shall meet the following
minimum requirements for skills, abilities and knowledge:
• Demonstrated knowledge of landscaping care, including tree care, herbicide application
and related operations.
• Current licenses for operation of equipment utilized by such employee.
• Ability to operate and maintain equipment in accordance with the manufacturer's
recommendations
• Mechanical ability to make required operator adjustments to the equipment being used.
• Knowledge of safety regulations as they relate to tree care and traffic control.
• At all times during contracted maintenance activities, the firm shall have work crews on
site that have a foreperson who can effectively communicate with residents and receive
and complete instructions given by City staff and proper authorities.
Bidders are hereby notified that pursuant to Section 1770 of the Labor Code of the State of
California, the City of San Rafael has ascertained the general prevailing rate of per diem wages
and rates for legal holiday and overtime work in the locality where the work is to be performed for
each craft or type of workers or mechanics needed to perform the contract that will be awarded
to the successful Bidder. The prevailing rates so determined by the City are on file in the office
of the City Clerk, and copies are available to any interested party on request.
2019 Routine Landscape Maintenance: Point San Pedro Road Medians
1.1
No contractor or subcontractor shall be qualified to bid on or be listed on a bid proposal for a
public works project unless currently registered with the Department of Industrial Relations
pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid
purposes only under Labor Code section 1771.1(a)].
No contractor or subcontractor may be awarded a contract for public work on a public works
project and no contractor or subcontractor may engage in the performance of a public works
contract, unless currently registered with the Department of Industrial Relations pursuant to Labor
Code section 1725.5.
This project is subject to compliance monitoring and enforcement by the Department of Industrial
Relations (DIR).
Copies of the Contractor's certified payroll shall be submitted to the City within fourteen (14)
days of the work performed. Certified payroll shall also be submitted electronically to DIR in
accordance with all DIR requirements.
4. Insurance Requirements
The City requires contractors to obtain and maintain insurance throughout the contract term, as
described in the attached draft Contract for Routine Landscape Maintenance: Point San Pedro
Road Medians (Attachment B). The required bond and insurance documents must comply with
all requirements described in Attachment B and must be provided prior to or at the time of
execution of the Contract.
5. Equipment
It will be the responsibility of the Contractor to provide all equipment and labor as necessary to
perform the work described in these documents in a safe, efficient, aesthetically pleasing, and
legal manner. All equipment, vehicles, and tools must be kept in a clean and safe condition as
directed by OSHA at all times during the Contract. All vehicles that are used by the Contractor
shall have the Contractor's company name, logo, and vehicle number on them. Minimum
requirements are ownership of, or the ability to respond with, the following equipment:
Equipment Quantity
Pick -Up Truck 1
5 -Yard Dump Truck 1
Weed Eaters 4
Arrow Board 1
The Contractor shall always furnish and maintain sufficient equipment as necessary to perform
the work of the Contract. Such equipment shall be subject to the inspection and approval of the
City Representative. If the Contractor is unable to consistently provide the necessary equipment
to perform the work, such failure may be considered a material breach of the Contract.
2019 Routine Landscape Maintenance: Point San Pedro Road Medians
7
6. Scope of Work
a. Routine Landscape Duties and Responsibilities
This Section 6.a. defines what shall be considered routine landscaping of the Pt. San Pedro
Medians for the purposes of the Contract. Bids for monthly maintenance costs submitted by
Contractors shall be fully inclusive of costs associated with performing all maintenance activities
required for routine landscaping. For what may be permissible as a separate cost see what is
defined as "Non -Routine Maintenance" in Section 6.c.
General duties (applies to all medians)
• Prune any shrubs or groundcover that is overhanging curbs.
• Remove litter and leaves from planted and cobblestone areas.
• Remove any broken or fallen tree branches. Remove sucker growth from trees.
• Control weeds in planted or hardscape areas, keep visibility of weeds to an absolute
minimum.
• Check plants for signs of distress or disease.
• Remove any dead plants.
• Request authorization to replace any missing or dead plants.
• Visually inspect irrigation systems. Make emergency and routine repairs if needed.
• Adjust irrigation controllers for current season water needs of plants.
• Replace broken tree stakes and remove stakes that are no longer needed.
• Provide audit of irrigation system after spring start-up.
• Keep bushes and trees pruned and trimmed so that safety and informational signs are not
blocked from public view.
• Mulching to a minimum thickness of three inches shall be performed on all medians
in September. Additionally, spot mulching shall occur throughout the year as needed on
various medians. The City shall provide mulch for the contractor to utilize. Mulching is
considered a part of regular maintenance and shall not be invoiced as a separate task
order.
Specific duties (Medians listed below)
1-_- - Y—v Union St
2 Montecito back
lot
3 Top Cuts
�vMontecito back High pedestrian traffic; greater potential
lot for litter or irrigation issues
Top Cuts High litter potential
Embarcadero High litter potential
Way
4
Embarcadero
Mooring Road
Creeping fig along wall requires lane
Way
closure at least 1 x per year (both sides of
road)
5
Mooring Road
Marina Blvd
Creeping fig along wall requires lane
closure 1 x per year (both sides of road
6
Marina Blvd
Aqua Vista Dr
7
Aqua Vista Dr.
Royal Court
8
Royal Court
Marina Blvd/
Has no plants. Still requires litter removal
Montecito Rd
2019 Routine Landscape Maintenance: Point San Pedro Road Medians
E
9
Marina Blvd/
Summit Ave
Montecito Rd
10
Summit Ave
Margarita Dr.
11
Margarita Dr.
Balboa Ave
12
Balboa Ave
Bellevue Ave
13
Bellevue Ave.
Manderly Rd
14
Manderty Rd
San Pedro
Elementary
15
San Pedro
San Pedro Cove
High litter potential
Elementary
16
San Pedro Cove
Loch Lomond Dr.
High litter potential W
17
Loch Lomond Dr.
Leith Ln
High litter potential
18
Leith Ln
Bayview Dr
19
Bayview Dr
Beach Dr
20
Beach Dr
Marine Dr
Creeping fig along wall requires lane
closure 1x per year (both sides of road)
21
Marine Dr
Main Dr
22
Main Dr
Knight Dr
_
23
Knight Dr
Fire Station 55
24
Fire Station 55
Peacock Dr
25
Peacock Dr
Riviera Dr
26
Riviera Dr
McNear Brickyard
Rd
27
Cantera Way
Marin Bay Park
Solar powered irrigation valves in median.
Ct.
Landscape must be kept clear of solar
panels on irrigation box lids to prevent
failure/non-operation.
28
Marin Bay Park
San Marino Ct.
Solar powered irrigation valves in median.
Ct.
Landscape must be kept clear of solar
panels on irrigation box lids to prevent
failure/non-operation. _
29
San Marino Ct.
Biscayne Dr.
Solar powered irrigation valves in median.
Landscape must be kept clear of solar
panels on irrigation box lids to prevent
failure/non-operation.
b. Frequency of Maintenance
All 29 medians must receive landscape maintenance at least once per month. In
order to meet this requirement, Contractor may set their own schedule to
maintain the medians as required — however the Contractor must commit to a
minimum of one day per week landscaping.
Note: regular maintenance activities are expected to be doubled March —
October. For example, landscaping crews may spend one full day per week
maintaining the medians November — February, however will increase to two full
days per week March — October.
Litter and debris removal shall occur on all 29 medians each week.
2019 Routine Landscape Maintenance: Point San Pedro Road Medians
9
c. Non -Routine Maintenance
The full cost of routine landscaping and planting materials shall be represented in
the bid monthly contract cost. The scope of Routine Landscaping included in the
monthly contract cost is detailed in Section 6.a.
However, for significant material costs associated with work outside the scope of
Routine Landscaping (non -routine maintenance), the Contractor may submit a
request to the City for extra payment above the monthly contract costs. City must
approve the request prior to work commencing. Examples of non -routine
maintenance material costs include:
- Plant replacement
- Mulch, bark, fertilizer
- Major irrigation repairs
Plant replacement and mulch, bark fertilizer. Labor associated with replanting
and mulching shall be included as part of the monthly routine maintenance
described in Section 6.a. However, cost of plant and mulch material may be an
approved non -routine maintenance expense. Please note: cost of material plant
replacement necessitated from plant age, disease, weather or vehicle damage,
etc. shall be allowable as a separate cost reimbursement. Plant replacement
necessitated as a result of a Contractor's failure to maintain will be at full cost to
the Contractor.
Major irrigation repairs: The Contractor is expected to perform regular repairs to
the irrigation system as a part of routine landscaping maintenance. When
extensive repairs are required, the Contractor may submit a request to the City
for extra payment above the monthly contract cost. City must approve the
request as non -routine, prior to work commencing.
d. Clean up and Debris Disposal
Contractor shall clean all job sites when work is completed and/or daily, including
the raking of leaves, twigs, etc. from the lawns, street gutters, sidewalks and
parkways and the sweeping or blowing of streets. Each day's scheduled work
shall be completed and cleaned up and only under City approved emergency
circumstances may any brush, leaves, vegetation debris or equipment be left on
the street overnight. The City Representative shall be the sole judge as to the
adequacy of the cleanup.
e. Non -City Maintained Landscaping
The Contractor shall perform work only on the City -maintained medians identified
in this RFP. The Contractor shall NOT perform work for adjacent homeowners;
all inquiries to this effect shall be forwarded to the City Representative.
f. Meetings
The Contractor's Project Manager shall be available to meet, on a quarterly basis
(or when deemed necessary) with the Public Works Director or his designee at a
mutually agreed upon time and place to review maintenance, operations, and all
other activities.
2019 Routine Landscape Maintenance: Point San Pedro Road Medians
its]
7. Proposal Requirements
The proposal shall be concise, well -organized, and demonstrate an understanding of and ability
to meet the proposed Requirements as outlined in this RFP. The proposal shall consist of:
■ Cover letter signed by the Contractor which includes the following information:
o The name, address and phone number of the Contractor's contact person for the
remainder of the selection process.
o Address of Contractor's maintenance yard(s)
o Any qualifying statements or comments regarding the proposal, Contractor's
approach to the work, and any information responsive to the criteria specified in
the RFP and/or the proposed Contract.
o Summary and definitive information regarding licenses, certifications, company
experience, and qualifications. Copy of required C61 or C27 license (State of
California).
o Identification of subcontractors and their responsibilities.
■ Attachment A — Bid Proposal
o All contractors submitting a bid must fill out "Price of Items"
■ List of key personnel (name, position, experience at position, employer, and dates of
employment) available to respond under the Contract.
■ List of equipment (description, quantity, make, model, year, and condition) available for
use under the Contract.
Proposals shall be submitted in hard copy to the address listed below, on 8.5" x 11" paper or
electronically to Talia.Smith(aD-cityofsanrafael.orQ. All font must be size 11 pt, and the full length of
the proposal may not exceed 30 pages one sided.
Proposals are to be submitted marked with the name of the Contractor, the Contractor's address
and "City of San Rafael Routine Landscape Maintenance: Point San Pedro Road Medians".
Proposals received after the time and date specified will be rejected and returned unopened to
the proposer. Failure to adhere to these specifications may be cause for rejection.
Proposals shall be submitted to the City of San Rafael Public Works Department, 111
Morphew Street, San Rafael, California 94901 Attn: Talia Smith or electronically sent to
Talia.Smith(ci)_cityofsanrafael.org before Wednesday, May 22, 2019 at 10:00 a.m.
8. Bid Award Process
The City will award one contract for Routine Landscape Maintenance: Point San Pedro Road
Medians to the lowest responsive and responsible bidder. To determine the lowest bid, the City
will review the Grand Total for each Bidder as indicated on the Bidder's Bid Proposal (Attachment
A).
In order to be determined responsive, a Bidder must respond to all requested information and
supply all required information in this RFP. Any bid may be rejected if it is conditional, incomplete,
2019 Routine Landscape Maintenance: Point San Pedro Road Medians
11
or contains irregularities. Minor or immaterial irregularities in a bid may be waived. Waiver of an
irregularity shall in no way modify this RFP nor affect recommendation for award of contract. The
City shall also maintain the right to reject all bids.
9. RFP Addenda
All requests for clarification for this RFP must be made in writing. The City will only respond to
written questions from contractors. The City will not respond to verbal questions submitted by
telephone or in person.
All questions relating to the RFP shall be presented at least 96 hours prior to the due date to the
following address:
City of San Rafael Department of Public Works
Attn: Mark Wright
111 Morphew Street
San Rafael, CA 94901
or Email address: mark.wright(cDcityofsanrafael.org
All addenda will be posted to the City's website and emailed to known RFP holders. By submitting
a proposal, the proposer affirms that they are aware of any addenda and have prepared their
proposal accordingly. No allowances will be made for a proposer's failure to inform themselves
of addenda content.
10. Attachments
Attachment A — Bid Proposal — Prices of Items
Attachment B — Draft Contractor Agreement
Attachment C —Tree Installation Details
Attachment D — Shrub Detail
Attachment E — Weekly Progress Report
Attachment F —San Rafael Integrated Pest Management Policy
2019 Routine Landscape Maintenance: Point San Pedro Road Medians
Attachment A
Bid Proposal — Prices of Items
Unless otherwise specifically noted in the bid list below, costs for all equipment, tools, vehicles,
materials, maintenance, labor and appurtenances shall be included in the unit cost per Bid item and no
additional compensation will be allowed.
The contract will be awarded to the lowest responsible and responsive Bidder based upon the Grand Total
Bid and meeting the minimum qualifications as specified in the provisions of the RFP.
PRICE OF ITEMS
Item Description Quantity Unit Unit Cost Total Cost
1.
Routine Maintenance Cost (January)
1 @
LS
$6,653 =
$6,653
2.
Routine Maintenance Cost (February)
1 @
LS
$6,653 =
$6,653
3.
Routine Maintenance Cost (March)
1 @
LS
$6,653 —
$6,653
4.
Routine Maintenance Cost (April)
I @
LS
$6,653
$6,653
5.
Routine Maintenance Cost (May)
I @
LS
$6,653
$6,653
6.
Routine Maintenance Cost (June)
1 n
LS
$6,653
$6,653
7.
Routine Maintenance Cost (July)
1 @
LS
$6,653
$6,653
8.
Routine Maintenance Cost (August)
1 @
LS
$6,653
$6,653
9.
Routine Maintenance Cost (September)
I @
LS
$6,653
$6,653
10.
Routine Maintenance Cost (October)
1 @
LS
$6,653
$6,653
11.
Routine Maintenance Cost (November)
1 @
LS
$6,653
$6,653
12.
Routine Maintenance Cost (December)
1 @
LS
$6,653 —
$6,653
All Routine Maintenance Costs include weekly and monthly
landscape
maintenance duties and responsibilities.
'Note: Pricing
includes payment bond.
Grand
Total Bid $ $79,836
Seventy Nine Thousand, Eight Hundred Thirty -Six Dollars
(Grand Total Written in Words)
Attachment B
City of San Rafael California
Form of Contract
Routine Landscape Maintenance: Point San Pedro Road Medians
This Agreement is made and entered into this day of 2019 by and
between the City ofSan Rafael (hereinafter cal led City) and ContractorTBD. (hereinafter called
Contractor). Witnesseth, that the City and the Contractor, for the considerations hereinafter
named, agree as follows:
1. Scope of the Work.
The Contractor hereby agrees to furnish all the materials and all the equipment and labor
necessary to perform the work as the Primary Contractor for the project entitled " Routine
Landscape Maintenance: Point San Pedro Road Medians," all in accordance with
provisions of the Contract and the Request for Proposals dated May 3, 2019 attached hereto
as Exhibit A and incorporated herein by reference.
2. Prevailing Wages.
Pursuant to the requirements of California Labor Code Section 1771, and San Rafael Municipal Code
Section 11.50.180 (C), the general prevailing wage in the locality in which the work is to be
performed, for each craft or type of worker needed to execute the contract, shall be followed.
3. Bond
The Contractor shall provide and maintain during the course of the project, a Payment Bond issued by a surety
admitted in California, to cover the work under this Agreement, in the amount of $TBD. The bond shall
comply with the requirements of California Civil Code section 9554 and shall contain a waiver by the surety
of any right to notice of changes or modifications to the Contract or of any other act or acts by the City or its
authorized agents, under the terms of the Contract.
4. Time of Completion.
(a) The work to be performed under this Contract shall be performed in compliance with
the Request for Proposals for "Routine Landscape Maintenance: Point San Pedro
Road Medians" attached as Exhibit A.
(b) The term of this contract shall commence on the date of this contract and shall terminate exactly
one year later.
(c) This contract can be extended twice for a period not to exceed two (2) years each time
upon proper authorization by the Parties.
(d) This contract may be terminated by City upon thirty (30) days' notice if the selected
contractor is unable to fulfill the duties described in the Request for Proposals for
"Routine Landscape Maintenance: Point San Pedro Road Medians" attached as
Exhibit 1.
5. The Contract Sum.
The City shall pay to the Contractor for the performance of the Contract the amounts determined
for the total number of each of the units for work in the following schedule completed at the unit
price stated in Attachment A to Exhibit 1 "Bid Proposal". The final payment shall be made for
the actual number of units that are incorporated in or made necessary by the work covered by the
Contract.
Agreement • 1
BID ITEMS—DETAIL
(Table A.l in Attachment A to Exhibit 1 "Bid Proposal")
Item
Description
Quantity
1.
Routine Maintenance Cost (January)
1 @
2.
Routine Maintenance Cost (February)
1 @
3.
Routine Maintenance Cost (March)
1 @
4.
Routine Maintenance Cost (April)
1 @
5.
Routine Maintenance Cost (May)
1 @
6.
Routine Maintenance Cost (June)
1 @
7.
Routine Maintenance Cost (July)
1 @
8.
Routine Maintenance Cost (August)
1 @
9.
Routine Maintenance Cost (September)
1 @
10.
Routine Maintenance Cost (October)
I @
11.
Routine Maintenance Cost (November)
I @
12.
Routine Maintenance Cost (December)
I @
Unit Unit Cost
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
LS
Total Cost
GRAND TOTAL SUM: $TBD
It is expressly understood that the Estimated Bid Price stated above is the Contractor's bid and was
utilized as a basis of contractor selection. The total amount paid to the Contractor during the term of
this Contract shall not exceed $TBD based upon the amount of time expended for work at the Hourly
Rates specified in the above bid table. The Hourly Rates stated in the above bid table shall not change
for the work performed, except as adjusted by CPI changes in subsequent fiscal years if this contract
is extended as provided in Section 4. Upon written approval by City, only the anticipated hours of
work performed may be modified such that the total budget of $TBD shall not be exceeded, except
as agreed upon by the parties in subsequent fiscal years if this contract is extended as provided in
Section 4.
6. Payments.
(a) For the full performance of the services described herein by the Contractor, the City shall
pay the Contractor on a lump sum basis for services rendered in accordance with the rates
specified in the above bid table.
(b) Payment will be made monthly upon receipt by the Project Manager of itemized invoices
submitted by the Contractor.
Such payment shall be made under the terms and conditions governing final payment, except that
it shall not constitute a waiver of claims.
7. Insurance.
(a). Scope of Coverage. During the term of this Agreement, Contractor shall maintain, at no
expense to City, the following insurance policies:
Agreement • 2
A commercial general liability insurance policy in the minimum amount of one
million dollars ($1,000,000) per occurrence two million dollars ($2,000,000)
aggregate, for death, bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in
the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If it employs any person, Contractor shall maintain worker's compensation insurance,
as required by the State of California, with statutory limits, and employer's liability
insurance with limits of no less than one million dollars ($1,000,000) per accident
for bodily injury or disease. Contractor's worker's compensation insurance shall be
specifically endorsed to waive any right of subrogation against City.
(b) Other Insurance Requirements. The insurance coverage required of the Contractor in
subparagraph (a) of this section above shall also meet the following requirements:
I. The insurance policies shall be specifically endorsed to include the City, its officers,
agents, employees, and volunteers, as additional insureds under the policies.
2. The additional insured coverage under Contractor's insurance policies shall be
"primary and noncontributory" with respect to any insurance or coverage
maintained by City and shall not call upon City insurance or self-insurance coverage
for any contribution. The "primary and noncontributory" coverage in Contractor's
policies shall be at least as broad as ISO form CG20 OJ 04 13.
3. The insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, Contractor hereby grants to City a waiver of any
right to subrogation which any insurer of Contractor may acquire against City by
virtue of the payment of any loss under such insurance. Contractor agrees to obtain
any endorsement that may be necessary to effect this waiver of subrogation, but
this provision applies regardless of whether or not City has received a waiver of
subrogation endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination of
this Agreement, said insurance coverage shall survive for a period of not less than
five years.
6. The insurance policies shall provide for a retroactive date of placement coinciding
with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a combination
of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on
a primary and noncontributory basis for the benefit of City (if agreed to in a written
contract or agreement) before City's own insurance or self-insurance shall be called
upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance proceeds
broader than or more than the specified minimum insurance coverage requirements
and or limits shall be available to City or any other additional insured party.
Furthermore, the requirements for coverage and limits shall be: (I) the minimum
coverage and limits specified in this Agreement; or (2) the broader coverage and
maximum limits of coverage of any insurance policy or proceeds available to the
named insured; whichever is greater.
Agreement • 3
(c) Deductibles and SIR'S. Any deductibles or self-insured retentions in Contractor's insurance
policies must be declared to and approved by the City, and shall not reduce the limits of
liability. Policies containing any self-insured retention (SIR) provision shall provide or be
endorsed to provide that the SIR may be satisfied by either the named insured or City or other
additional insured party. At City's option, the deductibles or self-insured retentions with
respect to City shall be reduced or eliminated to City's satisfaction, or Contractor shall
procure a bond guaranteeing payment of losses and related investigations, claims
administration, attorney's fees and defense expenses.
(d) Proof of Insurance. Contractor shall provide to the City all ofthe following: (1) Certificates
of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the
policy declaration page and or endorsement page listing all policy endorsements for the
commercial general liability policy, and (3) excerpts of policy language or specific
endorsements evidencing the other insurance requirements set forth in this Agreement. City
reserves the right to obtain a full certified copy of any insurance policy and endorsements
from Contractor. Failure to exercise this right shall not constitute a waiver of the right to
exercise it later. The insurance shall be approved as to form and sufficiency by City.
8. Indemnification
(a) Contractor shall, to the fullest extent permitted by law, indemnify, release, defend with
counsel approved by City, and hold harmless City, its officers, agents, employees and
volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit,
judgment, loss, liability or expense of any kind, including but not limited to attorney's fees,
expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of
Contractor's performance of its obligations or conduct of its operations under this
Agreement. The Contractor's obligations apply regardless of whether or not a liability is
caused or contributed to by the active or passive negligence of the City Indemnitees.
However, to the extent that liability is caused by the active negligence or willful misconduct
of the City indemnitees, the Contractor's indemnification obligation shall be reduced in
proportion to the City Indemnitees' share of liability for the active negligence or willful
misconduct. In addition, the acceptance or approval of the Contractor's work or work product
by the City or any of its directors, officers or employees shall not relieve or reduce the
Contractor's indemnification obligations. In the event the City Indemnitees are made a party
to any action, lawsuit, or other adversarial proceeding arising from Contractor's performance
of or operations under this Agreement, Contractor shall provide a defense to the City
Indemnitees or at City's option reimburse the City Indemnitees their costs of defense,
including reasonable attorneys' fees, incurred in defense of such claims.
(b) The defense and indemnification obligations of this Agreement are undertaken in addition
to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full
period allowed by law.
9. Nondiscrimination
Contractor shall not discriminate, in any way, against any person based on age, sex, race, color,
religion, ancestry, national origin or disability in connection with or related to the Performance of its
duties and obligations under this Agreement.
10. Compliance with All Laws
Contractor shall observe and comply with all applicable federal, state and local laws, ordinances,
codes and regulations, in the performance of its duties and obligations under this Agreement.
Contractor shall perform all services under this Agreement in accordance with these laws, ordinances,
codes and regulations. Contractor shall release, defend, indemnify and hold harmless City, its officers,
agents and employees from all damages, liabilities, penalties, fines and all other consequences from any
noncompliance or violation of any laws, ordinances, codes orregulations.
Agreement • 4
11. No Third -Party Beneficiaries
City and Contractor do not intend, by any provision ofthis Agreement, to create in any third party, any
benefit or right owed by one party, under the terms and conditions of this Agreement, to the other
party.
12. Notices
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or
deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to
be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the
date of deposit with the United States Postal Service. Notice shall be given as follows:
To City: Public Works Director
City of San Rafael
P.O. Box 151560
San Rafael, CA 94915
To Contractor: TBD
13. Independent Contractor
For the purposes, and for the duration, ofthis Agreement, Contractor, its officers, agents and employees
shall act in the capacity ofan I ndependent Contractor, and not as employees of the City. Contractor and
City expressly intend and agree that the status of Contractor, its officers, agents and employees be that
of an Independent Contractor and not that of an employee of City.
14. Entire Agreement; Amendments
(a) The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with
respect to the subject matter of this Agreement.
(b) This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the Contractor and the City.
(c) No other agreement, promise or statement, written or oral, relating to the subject matter ofthis
Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
(d) The terms and conditions of this Agreement shall not be altered or modified except by a
written amendment to this Agreement signed by the Contractor and the City. Ifany conflicts
arise between the terms and conditions of this Agreement, and the terms and conditions of
the attached exhibits or the documents expressly incorporated by reference, the terms and
conditions ofthis Agreement shall control.
15. Waivers
The waiver by either party of any breach or violation of any term, covenant or condition of this
Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other
term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of
the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance
by either party of any fee, performance, or other consideration which may become due or owing under
this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other
party of any term, condition, covenant of this Agreement or any applicable law, ordinance or
regulation.
Agreement • 5
16. City Business License; Other Taxes
Contractor shall obtain and maintain during the duration of this Agreement, a City business license as
required by the San Rafael Municipal Code Contractor shall pay any and all state and federal taxes and
any other applicable taxes. City shall not be required to pay for any work performed under this
Agreement, until Contractor has provided City with a completed Internal Revenue Service Form W-
9 (Request for Taxpayer Identification Number and Certification).
17. Warranty:
(a) Except as otherwise expressly provided in the Agreement, and excepting only items of
routine maintenance, ordinary wear and tear and unusual abuse or neglect by City,
Contractor warrants and guarantees all work executed and all supplies, materials and devices
of whatsoever nature incorporated in or attached to the work, or otherwise provided as a part
of the work pursuant to the Agreement, to be absolutely free of all defects of workmanship
and materials for a period of one year after final acceptance of the entire work by the City.
Contractor shall repair or replace all work or material, together with any other work or
material that may be displaced or damaged in so doing, that may prove defective in
workmanship or material within this one-year warranty period without expense or charge of
any nature whatsoever to City.
(b) 1 fContractor shall fail to comply with the conditions of the foregoing warranty within ten (10)
days after being notified of the defect in writing, City shall have the right, but shall not be
obligated, to repair, or obtain the repair of, the defect and Contractor shall pay to City on
demand all costs and expense of such repair. Notwithstanding anything herein to the
contrary, if any defect in workmanship or material covered by the foregoing warranty results
in a condition that constitutes an immediate hazard to public health or safety, or any property
interest, or any person, City shall have the right to immediately repair, or cause to be repaired,
such defect, and Contractor shall pay to City on demand all costs and expense of such repair.
The foregoing statement relating to hazards to health, safety or property shall be deemed to
include both temporary and permanent repairs that may be required as determined in the sole
discretion and judgment of City.
(c) In addition to the above, the Contractor shall make a written assignment of any applicable
manufacturers' and other product warranties to the City, prior to completion and final
acceptance of the work by City.
Agreement • 6
IN WITNESS WHEREOF, City and Contractor have caused their authorized representatives to execute
this Agreement the day and year first written above.
CITY OF SAN RAFAEL CONTRACTOR:
JIM SCHUTZ, City Manager Name:
Title:
ATTEST:
[If Contractor is a corporation, add signature of
Second corporate officer.]
LINDSAY LARA, City Clerk Name:
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Attachment F
San Rafael Policy and Procedures
Policy No.
Subject:
Integrated Pest Management
Resolution No.
Issue Date:
Revision Date:
September, 2017
Prepared By:
Dave Davenport, Park Maintenance
Supervisor
Approved By:
Jim Schutz, City Manager
Integrated Pest Management Program
Scope of IPM Policy
This policy governs not only Department of Public Works employees, but also
contractors hired by the City and persons acting under the authority or on behalf of
the City in the care and maintenance of City parks, landscaped areas, and all other
City owned properties. The term "pesticide" is a general term that includes
herbicides, insecticides, fungicides, and rodenticides.
The City of San Rafael is committed to a comprehensive Integrated Pest Management (I
PM) program guiding the management of its parks, landscaped areas, public right-of-ways,
buildings and other essential public properties.
The purpose of this IPM program is to ensure and enhance the health, safety and welfare of
citizens, visitors, and City staff by clearly defining the City's pest management strategy, the
priorities for administering this strategy, and the various means by which these priorities
may be realized. Public access to records and information relating to the City's pesticide
use is an essential component of a success full PM program, and San Rafael is fully
committed to providing all pertinent information to the public in a timely, comprehensive,
and understandable manner.
The City realizes that some pesticides are potentially hazardous to human health and the
environment, and shall administer this IPM program with a focus on long term suppression
of pest problems with minimum impact on human health, non -target organisms, and the
environment. Least toxic pesticides are used only after monitoring indicates such a need,
pursuant to the provisions of this policy.
1. The City of San Rafael's IPM program will include the following components:
a) Educate and train City staff including contractors, landscapers, and facility
managers in the IPM program, practices and policy.
b) Require City pesticide application contractors to implement the IPM Policy
on all property owned, leased, or managed by the City and to report the types
and amounts of pesticides used by the contractor on City said property.
C) Reduce to the maximum extent practicable the use of pesticides.
d) Consider taking a "no -action" approach in addressing certain pest control
issues.
e) Review and consider available non -chemical options before using a chemical
pesticide.
f) Identify pests and least toxic methods to control pests.
g) Identify, evaluate and minimize or eliminate conditions that encourage pest
problems.
h) Conduct careful and efficient inspection, monitoring, and assessment of pest
problems by designated personnel or contractor knowledgeable of IPM
methods.
i) Maintain records by City departments on IPM methods considered and used
to prevent and control pests.
j) Comply with all applicable state and federal regulations, including pesticide
use and reporting.
k) Provide open public access to all IPM program information and records via
website.
I) Conduct decision-making based on the best available science and data.
m) Keep the County Agricultural Commissioner informed of water quality issues
related to pesticides and of violations of pesticides regulations (e.g., illegal
handling) associated with storm water management;
As the City plans for the development of new parks and landscaped areas, or the
rehabilitation of existing areas, specific attention will be directed toward including
specifications that eliminate or reduce the need for chemical pesticides (e.g., mow strips
next to fencing, covering all new planting areas with mulch, etc.).
Integrated Pest Management Coordinator
The Parks Superintendent shall be designated as the IPM Coordinator. The IPM
Coordinator is primarily responsible for implementing the IPM Policy and coordinating
efforts to implement IPM techniques within the Public Works Department. The Coordinator
is responsible for communicating goals and policy decisions to appropriate City staff and
contractors, as well as ensuring proper training of all employees involved with the IPM
program, and all contractors who perform landscape maintenance on the City's behalf.
Only individuals specifically designated by the IPM Coordinator as Pesticide Applicators
shall be permitted to apply pesticides on City parks, landscaped areas, and other essential
public lands. Applicators shall possess a Qualified Applicator Certificate or Qualified
Applicator License, issued by the California Department of Pesticide Regulation.
The IPM Coordinator is responsible for ensuring that pesticide use is recorded and made
available for public review pursuant to the provisions of this policy.
Education and Training of Staff
Education and training of personnel is critical to the success of this IPM program.
Employees involved in the maintenance and associated operations of City property,
including the City's parks, landscaped areas, and other essential public lands, or with the
purchasing, storage, handling, and application of pesticides shall receive all the mandated,
necessary, and reasonable IPM training required to perform such work in an efficient and
safe manner, consistent with the provisions and intent of this policy.
Continuing Education Unit (CEU) training in IPM and training in the use of nonchemical
methods of pest control are important to a successful program. In addition to formal
training, the City shall provide "Safe Handlers" training to all staff assisting in the
application, storage or handling of pesticides or pesticide -related equipment. This shall
include training specific to the IPM Policy. To the greatest extent practicable, City staff will
ensure that all contractors hired to perform IPM related work on the City's behalf have
received appropriate education and training. The Public Works Department is dedicated to
providing adequate funding and budget planning to maintain training and educational
opportunities for all employees.
Use of Alternatives to Herbicides
The City is fully committed to the use of pesticide alternatives whenever practicable.
Currently, the Parks Division utilizes the application of mulch materials to discourage weed
growth and encourage plant health. An agreement between the City and its contract
arborist specifies the provision of mulch material generated in the course of the tree
maintenance contract. This mulch material is utilized by the Parks Division as a first line of
defense against the proliferation of weeds. The Parks Division also uses a weed torch as a
post emergent weed control. In City playgrounds and picnic table areas, where the use of
traditional herbicides is not permitted pursuant to this policy as well as past practice,
landscape maintenance crews utilize propane weed torches to burn and discourage weed
growth. Extreme care must be exercised with the use of weed torches to avoid touching off
unwanted conflagrations, so their use is limited by site and environmental conditions.
Criteria for Selection and Use of Pesticides
There shall be no non-exempt herbicide applications permitted within City playgrounds,
picnic table areas, and on the grounds of City Hall and the Library.
It is understood that a completely weed free landscape environment is not a goal to which the
City shall aspire. The Public Works Department shall maintain landscaped areas reasonably
weed free, to preserve the function, and reasonable aesthetic appearance of public areas and
City facilities. With this goal in mind, and considering the Parks Division staffing levels and the
division's ability to provide fundamental services, the City shall select herbicides of the least
toxic formulation from the list of Approved Use Products included in this policy from the
County.
Herbicides shall be used only after all other non -pesticide means of weed control have been
utilized or have been determined to be not feasible in a particular application due to site
factors, ability of staff to provide a particular function or service, or other pertinent factors.
Exemption Process
If the IPM Coordinator accepts a recommendation from the Pest Control Advisor that a
pesticide outside of the Approved Use list should be utilized, the IPM Coordinator shall submit
a written request to the Public Works Director for approval. The Director shall approve such
requests only if the I PM Coordinator has documented in writing:
1) a compelling need to use the pesticide,
2) a good faith effort to find alternatives to the particular pesticide,
3) that effective, economic alternatives to the particular pesticide do not exist for the
proposed use, and
4) that the recommended pesticide is the least toxic pesticide available to control the
target pest. Exemptions shall be granted on a case by case basis and shall apply to a
specific pest problem for a specific and limited time, with the selection and
application of such pesticides conforming to the spirit and intent of this policy.
Notification of Pesticide Applications (i.e. posting)
The Department of Public Works shall notify the public of pesticide applications at specific
locations. The locations requiring notification shall be maintained on a list (as Attachment A to
this policy) and updated as necessary. Notification locations shall be those places where there
is a high level of public contact with the landscape. Notification shall be required at those sites
listed in Attachment A. Notification shall be accomplished by posted signs at reasonable entry
point locations. Notices shall include the product name, EPA Registration # (if applicable), and
contact phone number for more information. Notices shall be posted prior to pesticide
application and shall remain in place for at least 48 hours. If using a product of concern in an
area frequented by people or pets access shall be restricted for 48 hours. Federal Insecticide,
Fungicide and Rodenticide Act (FIFRA) Exempt, National Organic Program (NOP) approved, or
other such non-toxic or botanical pesticides shall be exempt from these notification
requirements.
Record Keeping of Pesticide Applications
The IPM Coordinator shall be responsible for maintaining records of all pesticide applications
on City property performed by the City staff, or by contractors or persons authorized to apply
pesticides on behalf of the City. The City shall maintain these records for a period of four (7)
years, and shall make the information available to the public, upon request. Application records
shall include at least the following information: site of application, date of application, target
pest, name of the product and active ingredient of the pesticide(s) applied and EPA registration
number, amount of product applied, and the pesticide signal word. In addition, IPM records
shall include a list of all exemptions granted, as well as the written justifications developed for
the consideration of those exemptions.
The IPM Coordinator shall strive to make this information available via an IPM website in a
prompt and efficient manner with the understanding that its provision is not only the legal
right of any member of the public, but also a critical component of a successful IPM program.
The IPM Coordinator shall track IPM Policy implementation by periodically reviewing pesticide
use by city staff and outside contractors. In order to report on pesticide use when requested by
the Regional Water Quality Control Board, the IPM Coordinator shall keep records of the City's
own use of pesticides of concern and the pesticides of concern used by the permittees' hired
contractors on City owned or maintained property. Pesticides of concern include glyphosate
based products.
Exemption to This Policy
An exemption to this pesticide policy will be made in order to control the proliferation of biting
or stinging insects such as yellow jackets, wasps, mosquitoes, and other similar pests.
Generally, the control of these insects is administered by the Marin -Sonoma Mosquito and
Vector Control District. In addition, the City will exempt any governmental entity from the
provisions of this policy whose authority pre-empts that of the City.
Attachment A
Locations requiring public notification for pesticide applications:
1. Albert Park & San Rafael Community Center
2. Bernard Hoffman Field
3. Boyd Park
4. Falkirk Cultural Center
S. Freitas Park
6. Gerstle Park
7. Munson Park
8. Oleander Park
9. Peacock Gap Park
10. Pickleweed Park & Community Center
11. Ranchitos Park
12. Russom Park
13. Santa Margarita Park
14. Shoreline Park
15. Spinnaker Point I, II, III, IV
16. Sun Valley Park
17. Terra Linda Recreation Center
18. Victor Jones Park
19. Pedestrian Right -of -Ways
20. City Public Buildings
a. San Rafael City Hall
b. B Street Community Center
C. Albert J Boro Community Center
d. Terra Linda Community Center
e. San Rafael Fire Stations
f. San Rafael Parking Garages and Parking Lots
g. Downtown San Rafael Public Library
f. Falkirk Cultural Center
h. Corporation Yard
i. All Child Care Facilities
j. Boyd Gate House
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GARDENERS' GUILD
NATURE S TRUSTED PARTNER SINCE 1972
May 22, 2019
Talia Smith
San Rafael Public Works Department
111 Morphew Street
San Rafael, CA 94901
Dear Ms. Smith,
Thank you for the opportunity to submit pricing for the Point San Pedro Road Medians.
• Contact person for selection process:
Suzanne Harris, Gardeners' Guild, Inc., 2780 Goodrick Ave, Richmond, (510) 439-3728
• Maintenance yard address for Gardeners' Guild:
2780 Goodrick Avenue, Richmond, CA 94801
Qualifying statements regarding the RFP requested information
Our experience performing the work and knowledge of the scope of work
Long time County of Marin experience which requires similar qualifications including knowledge of
IPM policies.
Includes supervisory staff with extensive knowledge and years of experience.
See enclosed Pages 1-10, for more details about our qualifications.
• Licensing, certifications, and company experience and qualifications. See enclosed Page 1.
Gardeners' Guild's resources include full service - includes construction and design, irrigation, sustainable
options, IPM (Integrated Pest Management) and both interior and exterior maintenance
Our corporate culture has its foundation in Employee Ownership. (being 100% Employee Owned). Having a
stake in ownership, our employees are more engaged in the success of our partnerships. It also follows that
we abide by business values of integrity, accountability and high-quality work and horticultural knowledge.
Our promise is to bring the highest standard of commitment, accountability, professionalism and teamwork.
Thank you for your consideration.
Best regards,
Suzanne Harris
Sales & Marketing Manager
Gardeneis Guild Inc • 2780 Good rick Avenue • Richmond -CA - 94801. 510.439.3700• Fax• 510-439- 3344 • vuvivi.gardeneisgudd.com
Company Facts and Contact Information
Gardeners' Guild, Inc.
Address
2780 Goodrick Avenue Richmond, CA 94801
Contact
Suzanne Harris Sales & Marketing Manager
Phone
Main: (510) 439-3700 Direct: (510) 439-3728
Email
sharris@gardenersguild.com
Website
www.gardenersguild.com
Founded
1972
Owner
100% Employee Owned (ESOP)
Business type
S - Corporation
Number of uniformed employees involved in
maintenance
130
Licensing
License C-27 - 556967
Tax ID 68-0082879
Certifications
CLT — C
CLT -Interior
CLT — Irrigation
CLT —M
MWA
CLIA
QAL-B
Licensed Landscape Architect
PCA
Executive Management
Fax: (510) 439-3347
Landscape Industry Certified - Construction
Landscape Industry Certified — Interior Maintenance
Landscape Industry Certified - Irrigation
Landscape Industry Maintenance
Master Water Auditor
California Landscape Irrigation Auditor
Qualified Applicator's License Pest Control -Maintenance
Graduate of LIC Berkeley Landscape Architecture Program
Pest Control Advisor
President, COO Kevin Davis
Vice President CFO Mike Davidson
Director of Business Development Paul Swanson
Employed since 1981
Employed since 1987
Employed since 1989
Page I 1
Office & Service Hours
Site Service Monday — Friday 6:00 am — 3:30 pm
Office Hours 7:30 — 4:30 pm
Account Manager 6:45 am — 4:00 pm
Email Checked regularly all managers equipped with smart phones
Emergency Service On-call 24/7*
Radio contact Field staff only
*Emergency Protocol for after hours and weekends below:
• Main number (510) 439-3700 is automatically be routed to on-call Account Manager
• Manager will return call to client within one hour of receiving the message
• Staff will attempt to resolve the problem by phone to prevent overtime charges unless an on-site visit is
necessary.
• If required, repair work will be completed on next business day.
Page 1 2
r �s
CONTRACTORS
dC�] STATE LICENSE BOARD
"•�• "' ACTIVE LICENSE - -
556967 .CORP
GARDENERS' GUILD INC
02,28/2021 www cs,b ca g
Page 13
Key Milestones
1972 Gardeners' Guild Inc. was founded in Marin County
1985 Gardeners' Guild introduced IPM (Integrated Pest Management) services to clients
1997 Owner Linda Novy sold her shares in GGI to the employees. The company became employee
owned. (It is an ESOP — Employee Stock Ownership Plan)
Client Base Profile
Client base is primarily commercial, retail and managed residential settings across the entire bay area.
It includes several high-profile sites requiring substantial expertise, organization and teamwork.
• Banks
• Schools 0Government /
• Commercial/ Retail /Residential/Multi-Use Institutional/Public Works
• Corporate Campuses Public Use / Open Space
• Shopping Centers Residential Communities
• Hospitals Residential and Estate
Geographic Service Areas
Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, Solano and Sonoma
Specific Experience
Long time public works experience
The work involves landscape management of public parks, pathways and medians with high traffic.
Includes turf, ground cover and irrigation management and adherence to County of Marin IPM
requirements.
Traffic control has been an important component of our median work.
Marin Municipal Clients include
County of Marin, Since 2011
Town of Tiburon, Since 2006
City of Sausalito, Since 2014
Page 1 4
• i.- �.Z
.I Y� '.j.'; - -;; •�y T�':.;�J ' E �•,..'' :.� . did
(IPM) Integrated Pest Management
Division
Licensed and certified. Over thirty yea f experience
and accuracy in recognizing pests.
Prevention first. Right plant in the right place, healthy
soil and efficient irrigation. Always using the least toxic
practices.
Strategic use of plants that attract beneficial insects
Soil fertilization and testing to ensure that plants receive
optimal nutrients
Efficient irrigation
Monitoring, performed by trained staff, is an integral
component to our Integrated Pest Management
program. Pests are then identified in their earliest
stages. Management of pests involves cultural,
mechanical or biological methods.
mploying chemical remedies only when necessary.
Flow the Program Started
Motivated by a growing awareness of the need to
onserve our natural resources. In the mid -1980's
GGI launched a less -toxic program of substituting
beneficial bugs and organic fertilizer for
pesticides and synthetic fertilizers derived from
etrochemicals.
Educating the public
IPM is a regular topic in our e -Newsletters which are sent
to clients and colleagues.
Training
All our management and staff are trained annually on
the IPM process and pesticide safety training series.
Industry Involvement
Landscape Industry Certified and Bay Friendly
Qualified. Members of the San Francisco Department of
Environment; IPM Technical Advisory Committee and
PAPA (Pesticide Applicators Professional Association)
and San Francisco IPM Task Force.
A Valuable Resource on your site:
Kevin Davis, Gardeners' Guild President, (pictured
above) sat as a commissioner on the County of Marin
IPM Commission as well as being involved with San
Francisco's IPM task force.
His knowledge along with Andrew Guliaeff, who is a
Qualified Applicator (QAL) are an invaluable resource
for our clients. Customer information, formal written
recommendations, pre -notification and posting services
are provided when chemical applications are necessary
Page 15
Water Conservation History
After a drought in the late 1970's GGI got serious
about water conservation.
It became a part of our landscape maintenance
program.
In the next decade Gardeners' Guild began
receiving the first in a series of recognitions from
the MMWD (Marin Municipal Water District).
Water Management That Gets Results
Saved many of clients thousands of dollars through
simple, effective practices.
Diagnose, Repair, Design and Install
Whatever system you have, we are familiar with
it. A diagnostic is performed to find irrigation
problems.
We explain its findings mean and how much.
Available for emergencies.
Irrigation Certifications
Knowledge of the Latest Weather Based
"Smart" Irrigation Systems
Early adopter to the latest in irrigation technology.
Experience includes installation of 90 for the City of
Petaluma's pilot program. We've also worked with
City of Santa Rosa installing and programming
theirs.
QWEL (Qualified Water Efficient
Landscaper) Certified
Our managers are all Qualified Water Efficient
Landscapers. QWEL is recognized by EPA's Water
Sense label. It gives our managers specialized
expertise in water management, efficient irrigation,
system design and audits.
Efficient [Andsuper
Name Job Title
Kevin Davis President, COO
Andrew Guliaeff Operations Manager
Paul Thunstrom Enhancement Division Manager
Kip Matthews Operations Manager
Certification
CLT -I
CLT -I
CLT -I, CLIA**
CLT -I
Page 16
Full Service
Exterior Landscape and Grounds Management
Award winning commercial and residential landscape maintenance. Specialists in Urban Landscape Management, color
accents and renovation of mature landscapes. Provide long term planning, prioritizing and budgeting.
Landscape Design and Installation, Renovation and Construction
All facets of landscape construction and renovation. Expertise includes - large installations that require extensive
planting, outdoor lighting, irrigation, outdoor fireplaces, water features, spa, patio areas; stone and brick masonry
work, iron work, sand set flagstone, large boulder work, landscape furnishings, pool decks, terracing, drainage work
and retaining walls. Some complex projects have included extensive crane work, installation of large trees and
difficult site access.
Irrigation and Landscape Water Management
Award winning pioneers in water conservation since the 1970's. Design, repair, installation of state of the art smart
controllers and high efficiency nozzles. Trained and certified by the State of California Water Resource Management
Program; our managers are QWEL qualified. We are routinely successful saving our clients from 10-50% in water bills.
Integrated Pest Management
Licensed and certified full-service IPM division for over thirty years. Aligned with County of Marin and San Francisco
stringent requirements; beneficial insect releases, biological and least -toxic practices are emphasized. Customer
information and pre -notification provided when chemical applications are necessary.
LivingSolutions. Ecological Landscape Program
Science based program offering a range of menu options from 100% organic products to only select components. Its
foundation is soil health and the utilization or organic products hat restore soil. Options include soil testing, efficient
irrigation systems, smart irrigation controllers and consulting with clients to ensure that the right plant is in the right place.
Mirrors all Bay Friendly guidelines
Large Tree Care
Gardeners' Guild has long since considered tree care to be a specialized science. It is why we only partner with the
most advanced arborists in the field and have for many years. For that reason, we can offer you exclusive pricing and
the ability to manage any project from start to finish. We can offer you a three-year treatment plan for your trees.
Interior Landscape Services
Award winning design and maintenance. Purchase or leasing and maintenance of foliage and flowering plants, holiday
and tenant gift color. Innovative doorway plant rotation, interior and exterior containers and beds. We maintain many
of the most prestigious indoor foliage displays in the Bay Area.
Page 17
O N N I L
Resources
An experienced staff will perform the required base maintenance work for the City of San Rafael.
Support crews will also be available as needed.
Operations Manager:
To oversee the implementation of the service specifications
Provide back up to the Account Manager when unavailable.
Account Manager
o Will manage the day to day weekly maintenance operations
o Daily supervision of the service crew.
o Primary contact and will attend site inspection meetings and provide reporting as required.
Maintenance Service Personnel
c, Crew Leader and a gardener
Support Crews as Needed
Supplemental crews will be utilized to support seasonal projects such as pruning, IPM and
irrigation work.
Page 18
�y x
u
�R�a1 sE ��
F' x
Travis Bradley, Operations Manager, CLT, QWEL (Qualified Water Efficient Landscaper)
Joined Gardeners' Guild in 2015. Travis has his BA in Environmental Sciences and
eighteen years of landscape experience from his work in the family landscaping
business. Recently promoted from Account Manager to Operations Manager. His
knowledge of horticulture, irrigation and IPM makes him a valuable resource for a
portfolio of business he manages in Marin including HOAs and commercial properties.
His strong communication skills have made a difference with clients.
Felix Guillen, Landscape Industry Certified, Account Manager
Joined GGI in 2012. His enthusiasm and hard work as a Production Specialist was
noticed and in 2015 Felix was promoted to Account Manager. Felix manages sites in
San Francisco. Because of his experience as a Production Specialist he has a multi-
dimensional view on what it takes to perform an outstanding maintenance job. His
experience includes urban over -structure landscapes and water
management/conservation. The latter is one Felix's highest priorities. He is actively
involved in continuous education.
Carlos Medrano, Crew Leader
i V
Joined GGI in early 2019. He has been recognized for doing great work for our
Napa Valley accounts, including Domain Chandon and BV Winery.
Carlos has maintenance experience, that includes irrigation, from previous work. He is
also proficient with equipment.
"Certification Key
• CLT — (Landscape Industry Certified) for maintenance, irrigation, construction
• CLIA — Certified Landscape Irrigation Auditor
• Bay Friendly Certified — most managers are Bay Friendly Qualified.
• QWEL— Qualified Water Efficient Landscaper
• QAL-B — Qualified Pesti Applicator's License
• Landscape Architect on staff
Page 19
Gardeners' Guild will supply all tools, equipment, and materials to fulfill the requirements of the scope
of work.
We have a comprehensive inventory of state-of-the-art equipment that is required to fulfill the scope of
work requirements.
Keeping pace with environmental best practices is a priority for Gardeners' Guild. We have made a
substantial investment upgrading to propane and battery powered equipment. Our stroke blowers are
100% propane.
Page 1 10
From: Suzanne Harris <Sharris cr gardenersguild.com>
Sent: Thursday, May 30, 2019 8:36 AM
To: Talia Smith
Cc: Paul Swanson; Mark Wright; Travis Bradley
Subject: RE: City of San Rafael Public Works - Routine Landscape Maintenance
Talia,
Great news!
The new monthly pricing is $6,510.
Thanks for the update.
Suzanne Harris I Sales & Marketing Manager
Gardeners' Guild, Inc.
O 510-439-3728
F 510-439-3344
sharri s'0i.gardenersgu i Id.com
www.gardenersgu i ld.com
from: Talia Smith <Talia.Stnithc. cityoNanrafael.org>
Sent: Wednesday, May 29, 2019 5:36 PM
To: Suzanne Harris <Sharris a gardenersguild.com>
Cc: Paul Swanson <Pswanson a gardenersguild.com>; Mark Wright Mark.Wright(&cityoisanrafael.org,
Subject: RE: City of San Rafael Public Works - Routine Landscape Maintenance
I apologize for getting back to you late. We've been going through a back and forth with the district with
the assessment for FY 2019-20 (they were deciding whether to raise the assessment total or decrease
maintenance) but thankfully everything is settled now! They are raising the assessment.
Congratulations Gardeners' Guild the low bid for the Pt. San Pedro Medians! We also received word
from our City Attorney's office that we can remove the provision in the draft agreement for a Payment
bond. I know that you said that total dollar figure was factored into your total bid of $79,836. Could you
please revise your bid total now that a payment bond will not be required? You are still the low bid so
this will not affect your being awarded the contract.
As soon as you revise the bid to account for the removal of the Payment bond 1 will start the contract
routing process with our City Attorney's office and hopefully get it into your hands for signing within the
next two weeks.
Thank you, and we've enjoyed working with you and we are looking forward to FY 2019-20! The new
agreement will begin July 1, 2019.
Talia
Talia Smith I City of San Rafael
Senior Management Analyst
Department of Public Works
Office 415.485.3354
Cell 415.725.9231
From: Suzanne Harris <Sharris@gardenersguild.com=
Sent: Wednesday, May 22, 2019 9:07 AM
To: Talia Smith <Talia.Sinith(cDcityofsanrafael.org:-
Cc: Paul Swanson <Pswanson@gardenersguild.com>
Subject: City of San Rafael Public Works - Routine Landscape Maintenance
Talia,
Attached is our proposal for Point San Pedro Landscape Maintenance.
There are two documents.
One is your RFP with bid pricing. The second attachment is a cover letter with information requested in
the RFP. Also included is additional literature describing Gardeners' Guild's qualifications.
Thank you for your consideration.
We hope to retain our partnership with the City.
Best,
Suzanne Harris Sales & Marketing Manager
Gardeners' Guild, Inc.
O 510-439-3728
F 510-439-3344
sharris(&gardenersguild.com
www.gardenersgLlild.com
hp,� RAF,4F�
to
C'ry WITH J' -
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER
Contracting Department DPW
Project Manager: Iman Kayani
Extension: 3352
Project Name: 2019-20 Pt San Pedro Median Maintenance T
Contractor's Contact: Suzanne Harris
Contact's Email- Sharris@eardenersguild.com
a
RESPONSIBLE
STEP
DEPARTMENT
DESCRIPTION
COMPLETED DATE
REVIEWER (Initials)
a. Email PINS Introductory Notice to Contractor
b. Email Contract (in Word) & attachments to City Attorney c/o
I
Project Manager
Laraine.Gittensa cityofsanrafael.org
652019
IK
a. Review, revise and comment on draft agreement and return to Project
Manager
6 172019
LG
b. Confirm insurance requirements, create Job on PINS, send PINS
2
City Attorney
insurance notice to contractor.
6 17 2019
LG
Approval of final agreement form to send to contractor. (Provide Dept.
3
Department Director
Director Financial Sunortaty tr/Agreement)
Forward three (3) originals of final agreement to contractor for their
4
Project Manager
signature.
6 17 2019
IK
When necessary, contractor -signed agreement agendized for Council
approval
halty C ouncit apprOVGI requireel r!)r Pr(?I'.vsiollal , Lert,ice.v Agreenietits and
purchases gfgoods mid services that exceed 575,000 and for Public tVorks
5
Project Manager
Contracts that exceed 5175,000(Enter date a/'Council Meeting)
PRINT CONTINUE ROUTING PROCESS WITI I I LARD COPY
Forward signed original agreement to City Attorney with printed copy of this
6
Project Manager
routing form
6/19/2019
IK
7
City Attorney
Review and approve hard copy of signed agreement
Review and approve insurance in PINS, and bonds (for public works
8
City Attorney
contracts)
9
City
Manager/Mayor
Agreement executed by Council authorized official
V fvf aL
Lot
l0
CityClerk
Attest signatures, retains original agreement and forwards copies to project
manager
{{{
WIL/12011
11
1 Project Manager
Forward Final Copy to Contractor
a