Landscape Maintenance LLD #3 Prominence

expired opportunity(Expired)
From: City of Hayward(City)
started - 25 Sep, 2022 (2 months ago)

Start Date

25 Sep, 2022 (2 months ago)
due - 25 Sep, 2022 (2 months ago)

Due Date

10 Oct, 2022 (1 month ago)
Bid Notification

Opportunity Type

Bid Notification
2306-091522

Opportunity Identifier

2306-091522
City of Hayward

Customer / Agency

City of Hayward
777 B Street Hayward, CA 94541

Location

777 B Street Hayward, CA 94541
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2 | P A G E Notice of RFQ 1. Objective The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform Landscape maintenance in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ). The objectives for this proposal are to: • Perform all aspects of landscape maintenance • Maintain LLD 3 in healthy attractive condition at all times • Perform services within reasonable timelines. 2. Goal The goal of this RFQ is to provide quality landscape maintenance services to the Prominence community. 3. Submission NOTE: Respondents will absorb all costs incurred in the preparation and presentation of their proposal. Interested parties are invited to submit a proposal to demonstrate their qualifications to perform these services. All proposals shall be submitted in accordance with the format and information listed in this RFQ. DUE DATE: Proposal submissions for this RFQ must be received via email no later than October 10, 2022, by 3PM PST. Please email bids@hayward-ca.gov with copy to MSDLandscape@hayward-ca.gov 1. Confirm your intent to bid, 2. Receive a complete list of questions asked by you and other vendors, along with the City’s response, and 3. Submit your proposal. mailto:bids@hayward-ca.gov mailto:MSDLandscape@hayward-ca.gov 3 | P A G E Please note important proposal dates below: Ref Activity 1 Issue RFQ 2 In Person Walk Thru: Meet on corner of Barnrock Drive & Hayward Blvd. 3 Deadline: email RFQ questions 4 City provides RFQ questions answers via email 5 Deadline: email RFQ proposal Date September 15, 2022 Wednesday, September 21, 2022, at 10:30AM September 26, 2022, at 3PM PST September 29, 2022, at 3PM PST October 10, 2022, by 3PM PST **IT IS THE SOLE RESPONSIBILITY OF THE PROPOSING FIRM TO ENSURE THAT PROPOSALS ARE RECEIVED PRIOR TO THE CLOSING DATE AND TIME AS LATE BIDS WILL NOT BE ACCEPTED. 4 | P A G E Background 1. About the City of Hayward With a population currently estimated at 158,937, Hayward is the third largest city in Alameda County. The city area includes sixty-one square miles lying between the eastern shore of the San Francisco Bay and the southern Oakland-Berkeley Hills. The Mayor is directly elected to a four-year term of office and serves as a voting member and the presiding officer of the City Council. The City Council includes six other members, each of whom is elected at-large to overlapping four-year terms. The Mayor and City Council serve as the legislative and policy-making body of the City government and appoint a City Manager, a City Clerk, and a City Attorney. The City Manager is the City's chief executive officer and appoints all other City staff. The City Manager is responsible for the daily administration of the City government and provides overall direction to all City departments. Hayward provides a full range of services to its residents including law enforcement; fire prevention and protection; paramedic services; housing and economic development; land use development services and regulations; community planning; libraries; street construction and maintenance; landscape maintenance services; transportation planning; and contracted curbside recycling and refuse collection. In addition, the City operates and maintains facilities for water distribution, storm water, and sanitary sewer collection and disposal. The City also operates a general aviation airport, downtown parking facilities, a main and branch library, and a civic center. Park and recreation services are provided through partnership with the regional Hayward Area Recreational District (HARD), headquartered in the City. Grounds and areas fully maintained by the City include City hall and Main Library grounds, Downtown on B Street, South Mission Blvd. Greenway, Medians on Jackson, Foothill, Mission, Harder, Tennyson, Industrial Pkwy, Hesperian, A Street, D Street, Winton, Orchard Roundabout. Project Overview 1. Site Amenities SITE INVENTORY QTY. NOTES BUS STOP SHELTER 1 V DITCHES 3 1731 Linear Ft 905 Hayward Blvd to Soto Property 215 Barnrock Dr. to Twilight Ct 431 Canyon 180 Across from Bus Stop TOTAL LANDSCAPED AREA Prominence Tract 169,372 Sqft. Above V Ditch 45,793 Sqft. UTILITY METERS 6 WATER METERS 1. 17732786 on Hayward Blvd. by Barnrock Dr.1.5” near Barnrock controller. 2. 17732811 on Fairview near Bus Stop 1.5” next to Bus Stop controller. 5 | P A G E 3. 17732785 on Foxhollow Canyon Area 1.5” near Canyon controller. 4. 17732805 Soto Property1.5” 5. 17732813 on Fairview top of Fairview 1.5” near top of Fairview controller. 6. 17732796 on Fairview by Woodstock 1.5” near Woodstock controller IRRIGATION CONTROLLERS CALSENSE ET 2000E 1. Barnrock 40 station LR-RRe serial # 36673 2. Bus Stop 16 station LR-G-RB-RRe serial #35179 3. Canyon 8 station LR-RRe serial #37687 4. Soto 8 station LR-RRe serial #38406 5. Top of Fairview 12 station LR-RRe serial # 37924 6. Woodstock 8 station LR-RRe serial # 38398 BACKFLOWS FEBCO 825 Y 2” 1. Barnrock Serial # AE0223 2. Bus Stop Serial # AE0271 3. Canyon Serial # AE0252 4. Soto Serial # AA7690 5. Top of Fairview Serial # T5775 6. Woodstock Serial # AE0219 Trees 648 o 294 Prominence tract yearly pruning o 39 Above the V ditch quarterly pruning of dead branches and water sprouts o Oak 175 o Pear 12 o Maple 4 o African Sumac 89 o Liquid Amber 4 o Pines 2 o Eucalyptus 3 o Flowering Plum 4 o Arbutus 9 o Chinese Flame 6 o Acacia 1 o Willow 1 o Redbud 5 Tree count as of August 2022 Trash Can 1 Located at bus stop Doggie Stations 3 Hayward Blvd near Barnrock Foxhollow and across from Bus Stop Fairview Ave at the top of the Bus stop MASONARY WALL 3,844 Sq.Ft. Along Fairview Ave. ENTRY WALLS 4 2 Hayward Blvd. 2 Fairway. 6 | P A G E MAINTENANCE SCHEDULE ITEMS WEEKLY: Clean Trash, Debris, And Animal Feces from Landscaped Areas. Remove Weeds. Check Irrigation Make Minor Repairs up to $500 Report Major Repair Issues to Landscape Division All walkways In Tract Are to Be Blown Weekly and Kept Clear of Trash, Debris, And Weeds. Clean Entrance Signs, Remove Weeds Litter and Debris. Keep Sign Lights Clear of Weeds, Mulch and Debris. Empty Trash Cans Empty Dog Waste Station and Refill Bag Containers Cleaning Of All V Ditches in Development Fall and Winter. Inspect V Ditches After Rainstorms for Blockages and Clean as Needed Weekly Maintenance Checklist Attachment C is to be Filled Out and Sent To Barnrockbiz@Hotmail.Com and MSDLandscape@hayward-ca.gov BIWEEKLY THE 1ST AND 3RD WEEK OF THE MONTH. Inspection And Testing of The Calsense and Irrigation/Sprinkler System to Assure Proper Performance and To Correct Any Problems Including Clearance of Vegetation from Sprinkler Heads and Emitters Biweekly Maintenance Checklist Attachment F is to be Filled Out and Sent To Barnrockbiz@Hotmail.Com and MSDLandscape@hayward-ca.gov MONTHLY: Inspection Of Development for Dead or Fallen Trees or Branches, Shrubs and Dead Vegetation and Removal of Found Items. Report Pesticide Use to Landscape Division. Refer To Attachment A Ivy trimming and control, to avoid invasion into bushes and trees during growing seasons. Cleaning Of Bus Stop Shelter Cleaning Of All V Ditches in Development in Spring and Summer Attend Monthly Meeting Monthly Irrigation Checklist Attachment D is to be Filled Out and Submitted To barnrockbiz@hotmail.Com and MSDLandscape@hayward- ca.gov mailto:Barnrockbiz@Hotmail.Com mailto:MSDLandscape@hayward-ca.gov mailto:Barnrockbiz@Hotmail.Com mailto:MSDLandscape@hayward-ca.gov mailto:barnrockbiz@hotmail.Com mailto:MSDLandscape@hayward-ca.gov mailto:MSDLandscape@hayward-ca.gov 7 | P A G E QUARTERLY: Trim Shrubs (Keep Trimmed Away from Sidewalk, Walkways, And Curb for Pedestrian Traffic) Maintain Visibility of All Signs with Clearance of Trees and Shrubs Above V Ditch Maintenance Supervisor To Complete Quarterly Site Inspection Attachment E of Entire Tract and Submit To barnrockbiz@hotmail.Com and MSDLandscape@hayward-ca.gov BI-ANNUALLY: Fertilizer Applications Shrubs 16-6-8 Complete Fertilizer Plus Slow-Release March 1st 15-15-15 Slow- Release September 1st Trees 16-6-8 Complete Fertilizer Slow-Release March 1st 15-15-15 Slow- Release September 1 Canyon Area – Clear Cut All Vegetation and Remove All Clipping and Debris. Across From Bus Stop Open Area Down to V Ditch – Clear Cut All Vegetation and Remove All Clipping and Debris. Participate In Spring and Fall Grounds Assessment with Plc. Include totals and any information needed in Quarterly site inspection Attachment E Tract and Submit To barnrockbiz@hotmail.Com and MSDLandscape@hayward-ca.gov ANNUALLY: All Trees Shall Maintain A 6’6” Clearance for Pedestrian Traffic and A 13’ Clearance Street Side in Traffic Lanes. All Trees Regardless of Height Shall Maintain the Min Clearance on Street, Sidewalks, and pathways. Include totals and any information needed in Quarterly site inspection Attachment E Tract and Submit To barnrockbiz@hotmail.Com and MSDLandscape@hayward-ca.gov mailto:barnrockbiz@hotmail.Com mailto:MSDLandscape@hayward-ca.gov mailto:barnrockbiz@hotmail.Com mailto:MSDLandscape@hayward-ca.gov mailto:barnrockbiz@hotmail.Com mailto:MSDLandscape@hayward-ca.gov 8 | P A G E 2. Proposed Scope of Services AREA’s MAINTENANCE SCHEDULE Barn Rock Drive – from Hayward Blvd to Twilight Court V-Ditch Maintenance: • V-ditch - weekly maintenance during rainy season and monthly cleaning during spring and summer. 215 Ft. • Upper V-ditch - quarterly maintenance - check irrigation, pruning and removing dead plant material, weeds, and debris • Below V-ditch – weekly maintenance – check irrigation, weeds, and litter. • Quarterly Shrub Trimming Canyon area African Sumac separates improved and open areas. Open areas: • Maintained twice per year – clear cut all vegetation to the ground and remove all clippings and debris. Improved areas: • Weekly maintenance – check irrigation, weeds, and litter. • Quarterly Shrub Trimming • V-ditch - weekly maintenance during rainy season and monthly cleaning during spring and summer. 431 Ft. Bus stop area on Fox Hollow Drive Ends at wooden fence post. Bus stop side: • Landscape planting (light pole to phone box): Maintained weekly – check irrigation, weeds, removal of animal feces, and litter. • Quarterly shrub trimming. Shrubs require formal pruning. Across from bus stop: • Open area down to the v-ditch - Maintained twice per year – clear cut all vegetation to the ground and remove all clippings and debris. Improved areas from fence on Fairview Ave. to lawn area: Maintained weekly – check irrigation, weeds removal of animal feces, and litter. • Quarterly Shrub Trimming • V-ditch - weekly maintenance during rainy season and monthly cleaning during spring and summer. 180 Ft. 9 | P A G E Fairview Ave – Woodstock Road to the mow band by the oak tree. Weekly maintenance – check irrigation, weeds, removal of animal feces, and litter. Monthly trim ivy on wall. Ivy is to be kept trimmed back and not allowed to go over top of wall. Quarterly Shrub Trimming Hayward Blvd – Soto Property to landscaping past Barn Rock Drive. Soto property • Maintain only sprinkler heads – no hill maintenance. Hayward Blvd • Weekly maintenance from sidewalk to v-ditch – check irrigation, litter, weeds, and removal of animal feces. Keep trees and shrubs separated. • Quarterly Shrub Trimming • From V-ditch to fence – quarterly maintenance - check irrigation, pruning and removing dead plant material, weeds, and debris • V-ditch - weekly maintenance during rainy season and monthly cleaning during spring and summer. 905 Ft. • Prominence entrances require formal pruning. The following is a list of services to be provided by the contractor: 1. Contractor to attend monthly Prominence Landscape Committee (PLC) meeting. Both the Site Supervisor and Project Manager, or other knowledgeable designee with decision making authority, must attend and be present for comment/questions during the entire monthly, one hour, Zoom meetings. Contractor supervisor/manager that fills our quarterly checklist attachment shall attend the PLC meeting each quarter 1-hr. Virtual Zoom meeting for its entirety. 2. Contractor shall provide at least (3) crew members, for a minimum of 8 hrs. each be sent to the site, to perform the full range of maintenance services described herein, at least once per week. An additional (2) crew members will be required for two visits 8 hrs. each. per quarter to do maintenance tasks while the maintenance crew completes quarterly maintenance above V Ditch. 3. The Weekly maintenance crew shall include one member trained and experienced in operating the Calsense water management system, who must be capable of programing and repairing the system. 4. If more than three crew members are required, they shall be supplied by contractor at no additional cost. 5. Consequences of non-compliance to RFQ requirements in this document. Contractor will be notified by Landscape Manager items in this document are not completed. Contractor will be given 1 moth to correct all items. If not completed purchasing will be notified to issue a non- compliance letter. If the terms of the non-compliance letter are not met city will terminate the RFQ. 6. Maintain and monitor Calsense controllers weekly and submit weekly reports advising of alerts and response thereto, on a weekly basis. Maintain evapotranspiration gauge(“ET”) gauge at the bus stop controller by filling, removing, storing, and reinstalling as necessary. The rain gauge shall be cleaned and checked, as necessary, during the rainy season. Calsense to be set at weather sense/historical ET when ET gauge not in use. “Reports and notice of alerts shall be sent to barnrockbiz@hotmail.com and MSDLandscape@hayward-ca.gov and / or such email hereinafter designated, weekly.” 7. “Maintain irrigation system biweekly, (every other week) make small repairs as necessary up to $500. Repairs in excess of $500 require advance approval of the PLC (Prominence Landscape Committee) and Landscape Manager. mailto:barnrockbiz@hotmail.com mailto:MSDLandscape@hayward-ca.gov

Dates

Start Date

25 Sep, 2022 (2 months ago)

Due Date

10 Oct, 2022 (1 month ago)

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Location

Country : United StatesState : California