DocumentsAppendixMay 4, 2020Pages 32–44
SCHEDULE A: Scope of Services (Bear Mountain Boulevard and Park Landscape Maintenance)
Detailed scope of services, service level standards, schedules and maintenance requirements for the Bear Mountain Boulevard and Park landscape contract.
Key facts
- Includes maintenance frequency tables for irrigation, mowing, pruning, litter removal and pest control
- Standards reference: City of Langford Subdivision and Development Servicing Bylaw 1000 and BC Landscape and Nursery Association standards
- Lists invasive plant species to be controlled (e.g., Himalayan Blackberry, English Ivy, Scotch Broom)
- Reporting and record-keeping requirements: daily reports, monthly summaries, pesticide usage reports
SCHEDULE A: SCOPE OF SERVICES
PART A: GENERAL TERMS AND CONDITIONS FOR SERVICES
1. Work Site Maps
a. Please refer to the BMR and BMP site map PDF’s provided.
2. Standards of Work
a. All work must to be carried out according to City of Langford Subdivision and Development Servicing Bylaw 1000 -Schedule 10 – Irrigation Standards, Schedule 13 – Parks and Trail Landscape Construction, and Schedule 14 – Boulevard Landscape Standards and British Columbia Landscape and Nursery Association Landscape Standards, unless otherwise specified.
b. Irrigation system maintenance shall be in accordance with International Irrigation Association of British Columbia standards, unless otherwise specified.
c. Playground inspections and maintenance shall be in accordance to Canadian Safety Association Standards.
d. All tree work must be carried out to International Society of Arboriculture standards, unless otherwise specified.
e. Where discrepancies occur between standard and specifications, City of Langford Bylaw 1000 standards govern.
3. Operator Qualifications and Experience
a. The Contractor must have the necessary competence, experience, qualified personnel and equipment to carry out all aspects of the Work.
b. All Horticulture work must be supervised by someone who has successfully completed a Horticulture two (2) year Technical Program in Landscape Maintenance or equivalent, as recognized by the BC Landscape and Nursery Association, as well as five (5) years relevant experience in horticultural practice.
c. All turf maintenance work must be supervised by someone who has successfully completed a two (2) year Technical Program in Turf Maintenance or equivalent, as recognized by the BC Landscape and Nursery Association, as well as five (5) years relevant experience in the turf maintenance practice.
d. All arboriculture related work must be completed by or supervised by someone who is currently certified as an I.S.A. Certified Arborist as administered by the International Society of Arborists, and who has five (5) years of relevant experience in the field of arboriculture.
e. The Contractor must hold a current Pest Control Service License and possess a valid Pesticide Applicator Certificate in Landscape – Integrated Pest Management.
f. All Irrigation installation and maintenance works must be completed by or supervised by someone who has successfully completed Level I and Level II Certified Irrigation Technician through IIABC. We encourage staff to obtain other Irrigation related courses such as Irrigation Auditing, Electrical Troubleshooting, Irrigation Design, Irrigation Scheduling and Electrical Field Safety Representative Certificate of Qualification - Low Energy Systems.
g. All staff testing backflow preventers must be BC WWA Certified in Cross Connection Control.
h. All Playground Inspections are to be completed by someone who is a Canadian Certified Playground Inspector.
i. The Contractor must notify the City of changes in qualified personnel. Failure to maintain competencies and qualifications at all times may result in immediate termination of the contract.
4. Hours of Work
a. Work Performed in Parks: Monday through Friday during posted Parks hours, providing it is compliant with the City of Langford’s Municipal Parks Bylaw No. 177.
b. All other Work may be performed Monday through Friday, providing it is compliant with the City of Langford’s Noise Abatement Bylaw No. 961
5. Environmental Protection
a. All work shall be conducted in accordance with all applicable legislation, guidelines and best management practices of both the Ministry of Environment Lands and Parks and Department of Fisheries and Oceans. The deposit or release of debris or deleterious substances into the drainage system (storm sewer and downstream watercourse) will not be permitted.
b. The Contractor shall take adequate precautions and actions to prevent pollution of the air, watercourses, groundwater and adjoining lands from the works conducted under this contract.
c. The Contractor will report to the City immediately if any hazardous or toxic materials are found or discovered. Such materials are to be left untouched and the area is to be marked and cordoned off to prevent any access to the workers and the public.
6. Work Around Public Use of the Parks and Special Events
a. Contractor activities around special events shall not be performed while special events or City programs/activities are ongoing in the area. Work to be timed such that areas are kept in good condition prior to special events.
b. Contractor activities around play equipment must not be performed while equipment is being used by children, or when there are City programs or school breaks or activities ongoing in the Park.
7. Public use of the Parks
The Contractor shall: a. Conduct the work so as to cause the least amount of interference to the public in their enjoyment of the Parks. b. Adjust maintenance scheduling by mutual agreement with the City to accommodate special community and other authorized events. c. For scheduling purposes, be provided with copies of the special community and other authorized events.
8. Condition of Contract Areas
The Contractor shall be aware of the condition of the Contract areas at the time of the awarding of the Contract. After the commencement date the Contractor is responsible for the maintenance of all turf, trees, shrubs, structures, and all other amenities as outlined in this Agreement, and understands it is their sole responsibility to ensure that the condition of these areas and their associated fixtures and amenities, as it relates to this agreement, do not deteriorate over the term of this Agreement. Further to this and following initiation of this agreement, the Contractor recognizes they will be held responsible for all costs incurred for any necessary repair of replacement of or to any items; identified by the City’s Contract Manager; which have deteriorated over the length of the Contract as a result of the Contractor’s actions or lack thereof.
9. Staff and Equipment Levels
a. The Contractor shall at all times provide, maintain and operate sufficient staff and equipment to properly maintain the levels of service specified in the Agreement.
b. The Contractor shall be responsible for maintenance, repairs and all other operating costs or requirements of the equipment supplied, including fuel, licensing, insurance, regular washing, storage, paint, etc.
c. All equipment and vehicles used by the Contractor must be kept clean at all times to present a positive and professional image.
10. Inclement Weather
a. The Services are to be continuous except in the event of inclement weather. The City reserves the right to suspend any or all work due to poor weather conditions. The City reserves the right to authorize the delayed work to be performed at a later date, or the City may deem it more appropriate to omit the delayed work and resume the normal schedule. The Contractor shall not perform any suspended work without written authorization from the City’s Contract Manager.
b. While work is suspended due to inclement weather conditions, the Contractor shall maintain readiness to resume work when conditions again become favourable enough to proceed.
11. Priority Service
City programs and levels of service related to this Agreement will at all times receive first priority by the Contractor, who will insure that the levels of service, schedules and completion of the work are first accomplished within the City programs and service areas. Included in this is the use and assignment of all necessary manpower, equipment and facilities required for prompt and efficient completion of all work associated with this Agreement. The integrity of the City and its programs will be maintained as highly important and thereon as totally separate from all such private programs or contracts.
12. Existing Systems and Utilities
a. The Contractor shall verify the locations of irrigation systems and take special precautions to protect existing utility services such as power lines, telephone lines, gas and oil pipelines, water works and drains affected by his operations, at his own cost and shall minimize and be responsible for any damage caused thereby. The Contractor shall at all times and at his own expense, conduct his operations in accordance with the requirements of the utility authorities having jurisdiction.
b. The City will pay all utility bills for existing and approved new permanent installations at each site.
13. Cell Phone
The Contractor shall: a. Provide a cell telephone number to receive notice of situations requiring immediate attention between the City’s normal business hours Monday through Friday 8:00 a.m.– 4:30 pm. To which work-related queries and complaints may be directed; and
b. Provide the City with an after-normal-business-hours contact person and reliable method of contacting this individual, who will be available to respond to the City’s concerns when necessary.
14. Employee Identification
All employees of the Contractor shall have proper identification in their possession when performing duties related to the Agreement. Such identification will demonstrate that they represent the City’s Contractor and the City’s Boulevard and Park Landscape Maintenance program.
15. Record Keeping
The Contractor is to maintain at all times accurate, complete records for the following:
a. Daily Reports: The Contractor will provide and maintain conscientiously a Vegetation Management Daily Record for each work site. These reports shall include daily account of work done; materials and services used will be available to the City’s Contract Manager as requested and within a maximum of three (3) hours of any such request.
b. Pre-Contract Report: Within one (1) month of contract award, the contractor shall supply to the City’s Contract Manager a list of schedules and routes including frequency of services for all work sites.
c. Weekly/Monthly Vandalism Reports: The Contractor is to bring to the City’s Contract Manager attention of any general concerns, vandalism or safety immediately.
d. Monthly Progress Reports: These reports shall include:
- Monthly report schedule for work planned for the next month.
- Monthly activities report which includes summaries of schedule work completed.
e. Annual Reports: The Contractor shall provide year-end annual reports for each calendar year of this agreement. These reports will be due by February 1st of each year. At a minimum, the annual reports shall include:
- An annual summary of completed programs and level of service.
- An annual summary of pesticide usage.
- A discussion of highlights, problems, and measures taken to resolve problems and increase efficiency.
- Suggested improvements
f. Pesticide Usage Record.
These records, reports are to be emailed to the City’s Contract Manager on a monthly basis or as requested, except for Vegetation Management Daily Record which shall be made available if requested within three (3) hours of any such request.
All costs related to or associated with the preparation of such record keeping and reports are included in the Contract Price stated in Schedule B. Failure to submit required reports and inspection may result in termination of the Contract or at the City’s sole discretion withhold monies due under Schedule B.
16. Responsibilities of the Contractor
a. The Contractor will at all times ensure the safety of the public (vehicular and pedestrian traffic) and its employees while performing these Services. The Contractor will be responsible at their expense, where necessary for all temporary marking, signing, flagging and control while performing work covered by the Agreement. It is the Contractor’s sole responsibility to determine if and when a Traffic Control Person is required for the Services requested in this Contract. The Contractor shall follow the rules or regulations of the Province of British Columbia, Ministry of Transportation and Highways, Traffic Engineering Section “Traffic Control Manual for Work on Roadways” – Current Edition and updates.
b. The Contractor is expected to accept responsibility and provide personal supervision for those persons within their employment.
c. The Contractor shall initiate, maintain, supervise, observe and comply with all safety precautions and programs in connection with the work done in accordance with all applicable federal, provincial and local laws, regulations and bylaws.
d. The Contractor must have all their vehicles identified with company name. This must be fully legible and displayed in a professional manner.
e. The Contractor must report immediately to the City, or designate of any hazardous situations observed at each work site. Hazardous situations are to be reporting immediately (less than 1 hour) and non-hazardous situations are to be reported within (24) hours to the City, or designate.
f. The Contractor shall be responsible for disposing of materials in a legal and safe manner and the payment of landfill tipping fees and/or disposal site charges.
17. Collection and Disposal of Refuse
The Contractor is solely responsible for collection and disposal of all refuse, garden waste, debris, feces, or litter. All materials must be properly disposed of at a Regional Solid Waste Facility at the Contractor’s expense or as otherwise directed by the City’s Contract Manager.
18. Cleaning of Debris
The Contractor is solely responsible for the cleaning of all debris deposited, spilled or tracked on any street, alley or other public place by any of their equipment. If the Contractor fails to clean or repair the same within two (2) hours after notice is served by the City, the City may cause such streets, alleys or public places to be repaired or cleaned and charge all associated costs to the Contractor. The City is authorized to deduct such cost from the payment due the Contractor.
19. Inspection of Work Performed
a. All workmanship will be subject to periodic inspection(s) by the City, and the City shall be the sole judge of the Work in respect to quality and quantity, and decisions of the City, with regards to work, or any part or parts thereof, shall be final and binding upon the Contractor.
b. The Contractor will be held strictly to the true intent of the Scope of Services in regard to workmanship and the diligent execution of the Agreement.
c. If the quality of the work is determined to be inadequate or defective and it is determined by the City, that a full time inspection is necessary for the remainder of the Contract, the cost of additional inspections due to the imposition of full time inspection by the City shall be borne by the Contractor. For the purpose of this calculation, the additional cost of inspection is estimated at $400.00 per working day. The additional cost of inspection will be deducted from the Contractor’s invoice. The City may, however, reduce the level of this full time inspection at any time during the remainder of the Contract.
20. Defective Work
The City will measure the Contractor’s Work by the appearance of the work sites covered by this Contract. If the Contractor fails to provide grass cutting, shrub bed maintenance, irrigation maintenance, inspections, or clean up Services in accordance with the aforementioned, to the satisfaction of the City, the Contractor will be required to return to the site [within two (2) business days] and complete any of these missed or incomplete Work properly by the Contractor at the Contractor’s sole expense, to the complete satisfaction of the City, or the City may complete these Work with the costs associated charged back to the Contractor.
21. Damage
a. The Contractor is responsible for repairing any damage, and making good on legitimate claims of the public as a result of the Contractor’s operations or actions.
b. The Contractor shall conduct operations such that existing plant material and structures are not damaged by the Contractor’s activities. This includes neglect or failure to respond to reports or requests made by the City’s Contract Manager in a timely manner that results in damages to plant material.
c. The Contractor agrees to compensate the City for such damages.
d. In the case of plant material, compensation shall include the replacement of and cost to maintain the plant material until it is free to grow.
e. The City may deduct the cost of plant material and anticipated maintenance from monies payable under Schedule B.
f. Lawnmower and power string trimmer damage to trees constitutes sufficient grounds for replacement and maintenance of plant material.
g. Non-functioning irrigation that damages plant material constitutes sufficient grounds for replacement and maintenance of plant material.
22. Equipment Maintenance
All maintenance of equipment used in performance of the Work and all associated Services are the sole responsibility of the Contractor. All are to be maintained regularly so as to provide a positive image of the Contractor, the City and its facilities.
23. Site Conduct
a. All Contractor’s personnel or sub-contractors, while working in and around the City’s Work sites, shall act in a professional manner. The Contractor is to enforce proper discipline and decorum among all Contractor’s personnel or sub-contractors on the Work site(s) and is to control, among other things: 1) noise, including music; 2) the use of offensive language; 3) smoking or drinking of alcoholic beverages on the work site; 4) physical violence; 5) thievery; and 6) the transportation of articles or materials deemed hazardous. If the City determines, in its sole discretion, that any labourer need to be removed due to his or her failure to comply with the terms of this provision, the Contractor will remove such personnel or sub-contractor from the work site(s) immediately.
b. All Contractors’ personnel for sub-contractors who may be dealing with the public shall conduct themselves in a courteous and polite manner and shall dress and groom themselves in a standard acceptable to the City.
c. All complaints shall be resolved within twenty-four (24) hours. If this is not possible, the City is to be notified of the complainant, circumstances, time, location and nature of complaint within a further twenty-four (24) hours. Notification to the City of the complaint, does not absolve the Contractor from resolving the situation.
24. Site Clean-Up
a. The work site(s) shall be maintained in an orderly manner and shall not be encumbered with equipment, materials or debris.
b. The Contractor is required to remove all equipment from the work site at the completion of each day’s work. No equipment shall be stored on the contract site or any other part of the right-of-way.
25. No Trespassing
The Contractor is responsible to ensure that he does not trespass onto private property. The City of L a n g f o r d shall not be held accountable for any trespass, inadvertent or otherwise.
26. Invasive Plant Species
Invasive Plant Species must be removed or controlled at all work site locations.
Invasive Plant Species consist of:
- Convolvulus Arvensis (Morning Glory)
- Cytisus Scoparius (Scotch Broom)
- Hedera Helix (English Ivy)
- Conium maculatum (Poison Hemlock)
- Heracleum Mantegazzianum (Giant Hogweed)
- Ilex Aquafolium (English Holly)
- Impatiens Glandulifera (Policemen’s Helmet)
- Lamiastrum Gleubdolon (Dead-nettle Lamium)
- Lythrum Salicaria (Purple Loosestrife)
- Polygonum sp. (Japanese Knotweed)
- Rubus Laciniatus (Himalayan Blackberry)
- Rubus Discolor (Evergreen Blackberry)
- Vinca Minor (Periwinkle)
- Iris pseudacorus (Yellow Flag Iris)
27. Vandalism and Theft
a. Damage or theft to plant materials, irrigation systems, landscaped areas or any amenities on City property is to be reported as soon as possible to the City’s Contract Manager of the City of Langford.
b. Repair and replacement of any City property, which results in a public safety concern, due to vandalism will be reported to the City’s Contract Manager immediately. Approved repairs by the City will be performed immediately at the hourly rate submitted i n Schedule B.
c. Other non-safety related incidences of vandalism or damage will be reported to the City’s Contract Manager within (1) week. Approved repair and replacement by the City will be at the hourly rate submitted in Schedule B.
SCHEDULE A: SCOPE OF SERVICES
PART B: SERVICE LEVEL STANDARDS
Standards for Service
Bear Mountain Boulevard and Park Landscape contain landscape elements that are expected to be maintained at a high service level. For example, Bear Mountain Parkway has irrigated boulevard, medians containing trees and shrubs along with annual displays. While there is also non-irrigated turf boulevards along the Parkway, it is expected that these areas will be maintained at a high service level with increased frequency during the summer months so as to have a good appearance.
The proponent shall provide services in accordance with the following table as modified by the text to follow:
CITY OF LANGFORD MAINTENANCE STANDARDS AND FREQUENCY
Note: / indicates required maintenance procedures
- indicates maintenance procedures to be done if necessary
General
| Procedure | Schedule (Month) | Frequency | J | F | M | A | M | J | J | A | S | O | N | D |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Inspection | Monthly | / | / | / | / | / | / | / | / | / | / | / | / | |
| Litter Removal | Biweekly | / | / | / | / | / | / | / | / | / | / | / | / | |
| Reporting | Monthly | / | / | / | / | / | / | / | / | / | / | / | / | |
| Soil Testing | As requested | * |
Irrigated Lawns
| Procedure | Schedule (Month) | Frequency / Notes | J | F | M | A | M | J | J | A | S | O | N | D |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Mechanically Edge | Shrub/Annual Bed Edges, Tree Wells, Hard Surfaces -2 times per year | / | / | |||||||||||
| Aerate | 1 time per year | / | ||||||||||||
| Fertilize | 3 times per growing | / | / | / | ||||||||||
| Mow | Weekly April – End of September. As required to maintain 5 to 7 cm of blade Oct - Mar | / | / | / | / | / | / | / | / | / | / | / | / | |
| Pest Control | As required as per Pest Management Plan | / | / | / | / | / | / | / | / | / | / | / | / | |
| Repair | Within 2 weeks | |||||||||||||
| Reseed/Overseed | As requested | |||||||||||||
| Trim | Each time lawn is mown | / | / | / | / | / | / | / | / | / | / | / | / | |
| Weed Control | As required as per Pest Management Plan | / | / | / | / | / | / | / | / | / | / | / | / |
Artificial Turf
| Procedure | Notes / Frequency | J | F | M | A | M | J | J | A | S | O | N | D |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Sweep | * | * | * | / | * | / | * | * | * | * | / | * | |
| Blow | Each time lawn mowed | * | * | * | * | * | * | * | * | * | * | * | * |
| Weed Control | / | / | |||||||||||
| Repair | Within 1 Week |
Non-Irrigated Lawn
| Procedure | Notes / Frequency | J | F | M | A | M | J | J | A | S | O | N | D |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Mechanically Edge | Shrub/Annual Bed Edges, Tree Wells, Hard Surfaces -2 times per year | / | / | ||||||||||
| Aerate | 1 time per year | / | |||||||||||
| Fertilize | 3 times per year | / | / | / | |||||||||
| Lime | As requested | ||||||||||||
| Mow | Biweekly minimum April – September. As required to maintain grass blade of 7cm remainder of year. | * | * | * | / | / | / | / | / | / | * | * | * |
| Trim | Each time the lawn mowed | * | * | * | / | / | / | / | / | / | * | * | * |
| Weed Control | As required as per Pest Management Plan |
Rough Mow Lawns
| Procedure | Frequency |
|---|---|
| Mow and Trim | 3 times per year |
| Litter Removal | As required (monthly pattern indicated by * in months) |
Annuals Displays
| Procedure | Frequency / Notes |
|---|---|
| Annuals Displays | 3 times per year |
| Fertilize | 3 times per year |
| Mulch | 2 times per year |
| Cultivate | 2 times per year |
| Weed Control | Every 15 days (indicated by * across months) |
| Deadheading flowers | May to October |
| Plant | Between May 24 – June 15 After Mother’s Day weekend |
| Order Flowers | Summer Annuals by October; Winter Annuals by May |
Shrub Beds / Tree Wells
| Procedure | Frequency / Notes |
|---|---|
| Fertilize | 2 times per season. |
| Mulch | In October and as requested |
| Cultivate | 2 times per season. |
| Pest Control | As required as per Pest Management Plan |
| Plant | As required |
| Prune | As required based on species |
| Repair | As required |
| Transplant | As required |
| Weed Control | During growing season every 2 weeks. otherwise as required to maintain weeds at levels below 20% |
Trees 1-5 years Old
| Procedure | Frequency / Notes |
|---|---|
| Fertilize | Twice per year |
| Prune | Once per year or as required for species preferably in the dormant season. See Pruning Standards |
| Pest Control | As required based on Integrated Pest Management Plan |
Irrigation System
| Procedure | J | F | M | A | M | J | J | A | S | O | N | D | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Activation/backflow prevention device testing | / | / | / | Mid-March – Mid-April | |||||||||
| Coverage Check | / | / | / | 2 times per season or as required when flagging is noticed | |||||||||
| Winterization/Blowout | / | / | / | Mid-September to Mid-October | |||||||||
| Repairs | * | * | * | / | / | / | / | / | / | / | * | * | As required or requested |
Additional Notes (from PART B)
Objective
Main objective is to present a generally neat, w e l l - groomed appearance, with some tolerance for the effects of “wear and tear” in non-irrigated turf.Appearance Standard
Trees, shrubs, annuals and lawns are healthy, lawns kept within accepted height range for the type; invasive plants, weeds and debris are acceptable within limits between regular visits. Seasonal plantings in good condition and attractive at appropriate seasons.Plant Characteristics
Landscape areas may be turf, mixed shrub, annuals, and perennials, and include some native or naturalized plantings; this may be modified for appearance or moderately intensive use.Traffic Activity Levels
Moderate traffic tolerated; minor deterioration due to traffic is acceptable. Maintenance may include adjustments in response to such “wear and tear”.Maintenance Practices
Routine maintenance of moderate frequency and intensity, with regular monitoring to avoid serious deterioration.