HomeMy WebLinkAboutRFP - 9738 LANDSCAPE & IRRIGATION MAINTENANCE SERVICESRFP 9738 Landscape & Irrigation Maintenance Services Page 1 of 65
REQUEST FOR PROPOSAL
RFP 9738 LANDSCAPE & IRRIGATION MAINTENANCE SERVICES
RFP DUE: 3:00 PM MT (Mountain Time), March 16, 2023
The City of Fort Collins is requesting proposals from Service Providers that are Professional
Green Industry Contractors to assist with landscape and irrigation maintenance.
As part of the City’s commitment to sustainability, proposals must be submitted online through
the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-
of-fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals
not submitted by the designated Opening Date and Time will not be accepted by RMEPS.
A pre-proposal meeting will be held at 11:30 AM MT on February 27, 2023, and attendance
is strongly encouraged. The pre-proposal meeting will be hosted on-line via Microsoft Teams.
Select or copy/paste the below link into your browser for access to the meeting. Please be
prepared to announce your name and mute your microphone:
Click here to join the meeting
https://teams.microsoft.com/l/meetup-
join/19%3ameeting_NmY4MTc1ZjEtMGVhMC00MDAzLTkzMDItM2UwOTcxZTk2MjU4%40thre
ad.v2/0?context=%7b%22Tid%22%3a%2247fa2f5f-0d0a-4a68-b431-
6d1a27b66660%22%2c%22Oid%22%3a%2237299b31-8a43-4b66-8642-
b5358a21cda9%22%7d
Alternatively, the pre-proposal meeting can be accessed via phone at the below call-in and
conference ID. This option will only allow you to hear the audio presentation.
Call-in number: 970-628-0892
Conference ID: 589 890 054#
All questions should be submitted, in writing via email, to Adam Hill, Senior Buyer at
adhill@fcgov.com, with a copy to Jill Wuertz, Project Manager, jwuertz@fcgov.com, no
later than 3:00 PM MT on March 3, 2023. Please format your e-mail to include: RFP 9738
Landscape & Irrigation Maintenance Services in the subject line. Questions received after this
deadline may not be answered. Responses to all questions submitted before the deadline will be
addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage.
Rocky Mountain E-Purchasing System hosted by BidNet
A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.
This RFP has been posted utilizing the following Commodity Code(s):
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
RFP 9738 Landscape & Irrigation Maintenance Services Page 2 of 65
91227 Construction, Irrigation System
Construction, Irrigation System
98802 Arborist Services
Arborist Services
98803 Athletic Field Maintenance
Athletic Field Maintenance
98807 Cleaning of Amusement Areas, Exposition Centers, Grounds, Parks
Cleaning of Amusement Areas, Exposition Centers, Grounds, Parks
98808 Cleaning of Roadside Park (Rest Stop)
Cleaning of Roadside Park (Rest Stop)
98836 Grounds Maintenance: Mowing, Edging, Plant (Not Tree) Trimming, etc.
Grounds Maintenance: Mowing, Edging, Plant (Not Tree) Trimming, etc.
98852 Landscaping (Including Design, Fertilizing, Planting, etc.)
Landscaping (Including Design, Fertilizing, Planting, etc.)
98856 Litter Removal Services (Including Beach Cleaning) (For Buildings See 910-27)
Litter Removal Services (Including Beach Cleaning) (For Buildings See 910-27)
98859 Mulch/Compost Production Services
Mulch/Compost Production Services
98863 Park Area Construction/Renovation
Park Area Construction/Renovation
98875 Roadside Maintenance Services (Including Mowing, etc.)
Roadside Maintenance Services (Including Mowing, etc.)
98887 Tree Trimming and Pruning Services, Utility Lines (Energized)
Tree Trimming and Pruning Services, Utility Lines (Energized)
98888 Tree Trimming and Pruning Services
Tree Trimming and Pruning Services
98889 Weed and Vegetation Control (Including Trees, Shrubs and Aquatic Weed Control)
Weed and Vegetation Control (Including Trees, Shrubs and Aquatic Weed Control)
Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the
provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-
4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract
entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded
RFP 9738 Landscape & Irrigation Maintenance Services Page 3 of 65
full and fair opportunity to submit bids in response to this invitation and will not be discriminated
against on the grounds of race, color, or national origin in consideration for an award.
The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of
gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age
40 years or older, marital status, disability, sexual orientation, genetic information, or other
characteristics protected by law. For the purpose of this policy “sexual orientation” means a
person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality.
The City also strictly prohibits unlawful harassment in the workplace, including sexual
harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages
in protected activity. Protected activity includes an employee complaining that he or she has been
discriminated against in violation of the above policy or participating in an employment
discrimination proceeding.
The City requires its Service Providers/Professionals to comply with the City’s policy for equal
employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This
requirement applies to all third-party Service Providers/Professionals and their
subcontractors/subconsultants at every tier.
Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records
Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to
public disclosure by the City pursuant to CORA and City ordinances. Service
Providers/Professionals may submit one (1) additional complete proposal clearly marked “FOR
PUBLIC VIEWING.” In this version of the proposal, Service Providers/Professionals may redact
text and/or data that it deems confidential or proprietary pursuant to CORA. Failure to provide a
public viewing copy will be considered a waiver of any claim of confidentiality under CORA without
regard to how the applicant’s proposal or certain pages of the proposal are marked confidential,
proprietary, or similar. Such statement does not necessarily exempt such documentation from
public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other
applicable law. Generally, under CORA trade secrets, confidential commercial and financial data
information is not required to be disclosed by the City. Proposals may not be marked
“Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Service
Providers/Professionals hereby waives any and all claims for damages against the City for the
City’s good faith compliance with CORA. All provisions of any contract resulting from this
request for proposal will be public information.
Service Providers/Professionals Registration: The City requires new Service
Providers/Professionals receiving awards from the City to submit IRS form W-9 or W-8BEN/W8-
BEN-E (international firms) and requires all Service Providers/Professionals to accept Direct
Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit
Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing
under Vendor Reference Documents. Please do not submit these documents with your
proposal, however, if you take exception to participating in Direct Deposit (Electronic) payments
please clearly note such in your proposal as an exception. The City may waive the requirement
to participate in Direct Deposit (Electronic) payments at its sole discretion.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall
have a financial interest in the sale to the City of any real or personal property, equipment,
material, supplies or services where such officer or employee exercises directly or indirectly any
decision-making authority concerning such sale or any supervisory authority over the services to
be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
RFP 9738 Landscape & Irrigation Maintenance Services Page 4 of 65
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow
other state and local governmental agencies, political subdivisions, and/or school districts to
utilize the resulting award under all terms and conditions specified and upon agreement by all
parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in
the current term or in any future terms.
The selected Service Provider shall be required to sign the City’s Agreement prior to commencing
services (see sample attached to this document).
Sincerely,
Gerry Paul
Purchasing Director
RFP 9738 Landscape & Irrigation Maintenance Services Page 5 of 65
I. GENERAL SCOPE OF SERVICES
A. Scope of Work
The City of Fort Collins is seeking Professional Green Industry Service Providers to
assist with landscape and irrigation maintenance. This RFP will be utilized to select and
award contracts to several landscape Service Providers to be utilize at various locations
across the City. Some specific sites will be solicited through this RFP; additionally,
future work orders, for locations not listed, may be created for sites by various City
entities. Service Providers can choose to include pricing on the Streetscape
Maintenance Work Orders, the Police Services Building Work Order, and/or just submit
hourly rates for possible future work orders. Work will be directed by the work order
process as outlined within this document. The Service Provider shall provide all
administrative oversight, equipment, labor, and materials necessary for performing the
services that meet the intent as stated in the attached specifications. During and at the
end of the maintenance period, all plant material shall be in a healthy growing condition
and all irrigation systems operational. The City does not guarantee work if a Service
Provider is selected for future work based only on hourly rates.
This intent is to award each selected Service Provider a one-year Agreement and at the
option of the City, the Agreement may be extended for additional one-year periods not to
exceed four (4) additional one-year periods. Unit Price adjustments shall be negotiated
and agreed upon at the time of the annual agreement renewal only.
B. Definitions
Green Industry: The environmental horticulture industry which includes products and
services, includes wholesale nursery, water supplies and irrigation services, landscaping
services, nursery and garden center supply stores, nursery and tree production,
cemeteries, floriculture production, golf courses, zoos and botanical gardens, landscape
architectural services, and florists. (Economic Contribution of the Green Industry to
Colorado’s Economy: A 2016 Update; Allison Bauman, Colorado State University, Dawn
Thilmany McFadden, Colorado State University; Jan 2017). Best Management
Practices assist with defining industry practices, see section 1.a.vi below.
C. Work Order Procedure
As this RFP intends to award contracts to multiple Professional Green Industry Service
Providers, selection of specific Service Providers for individual Work Orders will be made
at the discretion of the City Project Manager. The City reserves the right to request unit-
price quotes by all selected Service Providers for any Work Order. Factors that will
influence selection include, but are not limited to: cost, availability, past performance,
expertise and knowledge in specific landscape maintenance needs.
• All job estimates must be submitted on a unit price basis consistent with the prices
established in the Bid Schedule section.
RFP 9738 Landscape & Irrigation Maintenance Services Page 6 of 65
• Service Provider will invoice for all jobs completed on a unit price basis with the
prices established by the Services Agreement.
• Each Work Order shall be signed and returned to the issuing department within 48
hours. Work Orders must be signed by all parties prior to commencement of any
work.
• Work Order number must be included on the billing invoices.
• Items not listed within the established Bid Schedule shall be broken down by material
cost, material mark-up (if applicable) and labor hours.
• Work Orders shall include all mandatory information.
• A pre-season meeting, at the site, shall be scheduled by the City Project Manager at
the beginning of the contract period to identify any pre-existing conditions that may
exist. Pre-existing conditions may include tree damage, poor turf health, poor pruning
practices, broken concrete etc. Pre- existing conditions, to the extent known, shall be
documented by the Service Provider and verified by the City Representative and any
actions needed shall be agreed upon by both parties, in writing, prior to start of
services.
• A post-season evaluation shall be completed by the City Project Manager (see
Appendix 1 attached).
D. Inspection
• It shall be the Service Provider's responsibility to notify the City Project Manager, or
their representative, that the work is complete and ready for inspection. Every
request for inspection shall be made at least twenty-four (24) hours before inspection
is desired, unless an alternative time frame has been previously agreed upon by the
City Project Manager and Service Provider. Any work completed by the Service
Provider and not inspected and accepted by the City may be required to be removed
and replaced at the Service Provider's expense.
E. Submittal Requirements
The City’s intent is to choose the most qualified Service Provider(s) based upon criteria
listed below. Award of the work will be made in the best interest of the City. Evaluations
will be completed using the submittal requirements. The City has the right to award to
multiple Service Providers.
Proposals shall not exceed 20 double sided pages (40 single sided) excluding cover
pages, dividers and the Vendor Statement. All respondents are required to include the
following information in the submittal as a minimum. Respondents are to number and
name each section as follows:
RFP 9738 Landscape & Irrigation Maintenance Services Page 7 of 65
SUBMITTAL
REQUIREMENT
DETAIL
Work Order Statement Specify which Work Order(s) Service Provider is submitting for
consideration
Personnel, Resumes and
Certifications
Organizational chart; number of years in the business; overview of
services offered, qualifications. This list should include the
identification of the contact person with primary responsibility for
this contract, the personnel proposed for this contract, and any
supervisory personnel, including partners and/or subconsultants,
and their individual areas of responsibility. A resume for each
professional and technical person assigned to the contract,
including partners and/or subconsultants, shall be submitted. The
resumes shall include at least three references from previous
assignments.
List of Equipment/Fleet List of equipment the company owns that could be potentially used
for this contract. Plan for acquiring/leasing equipment by company
if they do not currently own necessary equipment.
Estimated Cost Work Order prices. Prices bid shall be based upon specifications
and guidelines as written in this document and it shall be each
Service Provider's responsibility to familiarize themselves with the
complexities involved for all work.
Sample IPM Report Sample Integrated Pest Management (IPM) plan utilized for
another previous experience related job or a draft of an IPM for the
Streetscape Work Order.
Employee Training/Safety
Policy
Narrative that describes how Service Provider trains staff on best
management practices and safety.
Comparable Work
Experience & References
Provide relevant information regarding previous experience related
to the ones listed in the bid schedule; names and location of similar
projects; a minimum of three (3) references of such projects, to
include: service provided, date of service, client organization,
contact name and title, phone, and e-mail address of public agency
reference(s).
Company Sustainability
Practices
Demonstration of a commitment to Sustainability and Triple Bottom
Line methodology in day-to-day business operating processes and
procedures.
Proposed Monthly
Schedule; Mow Routes;
Irrigation Checks (include
only if bidding the
Streetscape Work Order)
Narrative and/or maps/spreadsheet to talk about scheduling of
contract work with available staff.
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F. Proposal Evaluation
Service Providers will be evaluated on the following criteria. These criteria will be the
basis for review and assessment of the written proposals and optional interview session.
At the discretion of the City, interviews of the top-rated firms may be conducted.
The rating scale shall be from 1 to 10, a rating of 1 doesn’t meet minimum requirements,
a rating of 5 means the category fulfills the minimum requirements, and 10 exceeds
minimum requirements in that category.
WEIGHTING
FACTOR QUALIFICATION STANDARD
2.0 Scope of
Proposal
Does the proposal address all submittal elements? Does
the proposal show an understanding of the scope of
work? Are there any exceptions to the specifications,
Scope of Work or agreement?
2.0 Assigned
Personnel
Do the persons who will be working on the project have
the necessary skills and qualifications? Are sufficient
people of the requisite skills and qualifications assigned to
the project?
1.0 Sustainability/TB
L Methodology*
Does the firm demonstrate a commitment to Sustainability
and incorporate Triple Bottom Line methodology in their
Scope of Work for the project, and their day-to-day
business operating processes and procedures?
3.0 Cost and Hourly
Rates
Does the proposal include detailed cost break-down for
each cost element as applicable and are the line-item
costs competitive? Does the proposed cost compare
favorably with the Project Manager's estimate?
2.0 Firm Capability
Does the firm have the resources, financial strength,
capacity and support capabilities required to successfully
complete the project on-time and in-budget? Has the firm
successfully completed previous projects of this type and
scope? Does the contractor have sufficient equipment to
complete the work?
G. Evaluation Definitions
*Sustainable Purchasing is a process for selecting products or services that have a
lesser or reduced negative effect on human health and the environment when compared
with competing products or services that serve the same purpose. This process is also
known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”.
RFP 9738 Landscape & Irrigation Maintenance Services Page 9 of 65
The Triple Bottom Line (TBL) is an accounting framework that incorporates three
dimensions of performance: economic, or financial; environmental, and social. The
definition of TBL is that it “captures the essence of sustainability by measuring the
impact of an organization’s activities on the world…including both its profitability and
shareholders values and its social, human, and environmental capital.”
H. Reference Evaluation (Top Ranked Firm)
The Project Manager will check references using the following criteria. The evaluation
rankings will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION STANDARD
Overall
Performance
Would you hire this Professional again? Did they show the skills
required by this project?
Timetable Was the original Scope of Work completed within the specified time?
Were interim deadlines met in a timely manner?
Completeness Was the Contractor responsive to client needs; did the Contractor
anticipate problems? Were problems solved quickly and effectively?
Budget Was the original Scope of Work completed within the project budget?
Job Knowledge Did it meet the Scope of Work?
Communication How well did the Contractor communicate? Was communication
proactive?
I. Anticipated Schedule
The following represents the City’s target schedule for the RFP. The City reserves the
right to amend the target schedule at any time.
• RFP issuance: February 16, 2023
• Pre-Proposal Meeting: 11:30 AM MT on February 27, 2023
• Question deadline: 3:00 PM MT on March 3, 2023
• Final Addendum Issued: March 7, 2023
• Proposal due date: 3:00 PM MT on March 16, 2023
• Interviews (tentative): Week of March 27, 2023
• Award of Contract (tentative): March 31, 2023
• Start of Work: November 1, 2023
RFP 9738 Landscape & Irrigation Maintenance Services Page 10 of 65
J. Interviews
In addition to submitting a written proposal, the top-rated Service Provider(s) may be
interviewed by the RFP assessment team and asked to participate in an oral presentation
to provide an overview of the company, approach to the project and to address questions.
The evaluation criteria for the oral interviews will be the same as the criteria for the written
evaluations and is included in Section F Proposal Evaluation.
Because of recent events involving COVID-19, the City may use non-traditional methods
for the optional interview phase of the assessment process. The City will receive and score
written proposals. However, instead of traditional in-person interviews for the optional
interview session, the City may opt to use alternate methods including, but not limited to
remote interviews through a platform such as Microsoft Teams or Zoom.
K. Travel & Expenses
Subject to the terms of the applicable Work Order, reasonable expenses may be
reimbursable per the current rates found at www.gsa.gov. Service Provider/Consultant will
be required to provide original receipts to the City for all travel expenses.
L. Subcontractors/Subconsultants
Service Provider will be responsible for identifying any subcontractors and/or
subconsultants in their proposal. Please note that the City will contract solely with the
awarded Service Provider; therefore, subcontractors and/or subconsultants will be the
responsibility of the Service Provider.
M. Financial Qualifications (CONFIDENTIAL)
Service Providers/Professionals selected as finalists may be required to submit a banking
reference and the most recent financial statement (audited preferred) including balance
sheet and income statement, as well as a statement of cash flows (the “Financial
Information”).
N. Current standards
All work and/or materials must meet current standards in force by recognized technical
and professional societies, trade and materials supply associations, institutes and
organizations, bureaus and testing laboratories, and national, federal, state, county, and
local laws, codes and ordinances.
O. Fees, Licenses, Permits
The successful Service Provider shall be responsible for obtaining any necessary
licenses, fees or permits without additional expense to the City. All vehicles and equipment
shall be properly licensed and insured, carry the appropriate permits and be placarded as
required by law.
P. Laws and Regulations
RFP 9738 Landscape & Irrigation Maintenance Services Page 11 of 65
The Service Provider agrees to comply fully with all applicable local, State of Colorado
and Federal laws and regulations and municipal ordinances to include American
Disabilities Act (ADA).
Q. Invoicing and Payment
Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project
Manager. The cost of the work completed shall be paid to the Service Provider each month
following the submittal of a correct invoice by the Service Provider indicating the project
name, Purchase Order number, task description, hours worked, personnel/work type
category, hourly rate for each employee/work type category, date of the work performed
specific to the task, percentage of that work that has been completed by task, 3rd party
supporting documentation with the same detail and a brief progress report.
Payments will be made using the prices stated in the Work Order and Agreement. In the
event a service is requested which is not stated in the Work Order and/or Agreement, the
Service Provider and the City will negotiate an appropriate unit price for the service prior
to the Service Provider initiating such work.
The City pays invoices on Net 30 terms.
R. COVID-19 Compliance
The Service Provider and its subcontractors/consultants shall comply with all state,
county, and local laws, ordinances, and public health orders established to reduce the
spread of COVID-19, as applicable. The Service Provider shall ensure employees and
subcontractors/subconsultants with COVID-19 symptoms do not report to the job
site. Service Provider must organize work to ensure individuals minimize contact and
maximize social distancing. Individuals must wear all standard worksite personal
protective equipment (PPE). In addition, individuals should wear a mask or cloth face
covering consistent with local public health recommendations and other applicable safety
requirements.
S. Sample Agreement
Included with this request for proposals is a sample Agreement that the City intends to
use for obtaining the services of the Service Provider. The Service Provider is required to
review this Agreement and indicate any objections to the terms of the contract. If revisions
to the contractual terms are requested, provide suggested revisions.
T. Acknowledgement
The Acknowledgement form is attached as Section II. Complete the attached form
indicating the Service Provider hereby acknowledges receipt of the City of Fort Collins
Request for Proposal and acknowledges that the Service Provider has read and agrees
to be fully bound by all of the terms, conditions and other provisions set forth in the RFP.
RFP 9738 Landscape & Irrigation Maintenance Services Page 12 of 65
U. Work Orders & Pricing Schedules
Work Order Bid Schedules
Work Order #1: City of Fort Collins Streetscape Maintenance Services – Northern Area
Background
The City of Fort Collins is in charge of maintenance of approximately 80 acres of land in the
public right-of-way. Approximately 7% of that is maintained internally by an Enhanced Medians
Parks team. The remaining 93% is contracted. These medians and parkways support over
3,000 trees within the urban forest and are located on major arterials which help enhance the
character of the City. Medians and parkways in Fort Collins use over 26 million gallons of
water, with an annual cost exceeding $100,000. There are over 120 irrigation taps spread over
three different water utility districts (Fort Collins Utilities, ELCO, Fort Collins/Loveland Water
District). With ongoing capital improvements in the right-of-way, this system is growing every
year. Stewardship of this major City asset is of great importance to the City and citizens of Fort
Collins. Streetscapes help create the unique identity of Fort Collins. The streetscape Work
Order shall be nine months in duration, starting at the beginning of March and concluding at the
end of November. Work Order areas can change based on construction, new build out,
budget, etc. Changes are provided to the contractor at the beginning of the year and
incorporated into the work order for the year.
Streetscape inventory can be viewed on FC Maps
https://gisweb.fcgov.com/HTML5Viewer/Index.html?viewer=FCMaps&layerTheme=9&scale=36
111.909643&basemap=¢er=-
11698295.439273205%2C4948285.873199408&layers=2vuASs1fUanB3kv4zI2n98D60pxPbg3
aDViw3fIW8H04bIcf3LWgjV2XlYgF3EVoUb1hCUuN3J%2FoC00Pgb6g2f6Wyk28zzqo0c0%2Ft
s2sC8jJ
The City of Fort Collins also maintains GIS information on streetscape polygons, irrigation tap
accounts and locations and backflow taps and locations. This information is also available
digitally. Information will be made available to the contractor(s) selected for this Work Order.
This Work Order is generally for streetscape areas North of Horsetooth Road. A map will be
provided with the signed work order. Square feet breakouts are provided in the bid schedule
below.
RFP 9738 Landscape & Irrigation Maintenance Services Page 13 of 65
STREETSCAPE MAINTENANCE SERVICES – NORTHERN AREA BID SCHEDULE
STREETSCAPE MAINTENANCE Quantity Unit Unit
Cost Total Cost
Administrative Oversight 1 LS $ $
Section A: Irrigated Grass Medians (IGM) 236,234 SF $ $
Section B: Irrigated Grass Parkway (IGP) 778,153 SF $ $
Section C: Irrigated Landscape Medians &
Parkways (ILM, ILM HSE, ILP, IRTP, ITM) 397,331 SF $ $
Section D: Non-Irrigated Grass Medians &
Parkways (NIGM, NIGP) 605,822 SF $ $
Section E: Non-Irrigated Landscape
Medians & Parkways (NILM, NILM HSE,
NILP, NITM HSM)
93,229 SF $ $
Section F: Irrigated Native (INM, INP) 209,150 SF $ $
SUBTOTAL (Streetscape Maintenance) $
OTHER SERVICES* Quantity Unit Unit
Cost Total Cost
Irrigation System shut down and restart
after Rain* 1 LS $ $
Irrigation system repair * 1 LS $
Determined
on a case-
by-case
basis.
1 Herbicide application to all Hardscaped
Medians not listed in sections A, B, C, D, E,
& F *
81,028 SF $ $
Start-up & Winterization of Tap (Enhanced
Medians)* 8 Taps $ $
Spraying Pre-emergent on Enhanced
Medians* 100,000 SF $ $
Mulching 4” deep (using City mulch;
contractor must load and transport) 1,000 SF $ $
Establishment Maintenance: Irrigated
Landscape Medians & Parkways* 1,000 SF $ $
Establishment Maintenance: Irrigated Grass
Parkways* 1,000 SF $ $
Tree Ring spraying and mulching (per tree)
18” from trunk 10 Trees $ $
Splitting Perennials 10 Plants $ $
RFP 9738 Landscape & Irrigation Maintenance Services Page 14 of 65
Tank watering (50 Gallons per Tree) 10 Trees $ $
*Note: amounts are not guaranteed, may not be used every year, and may only be partially
requested for a lesser area or quantity.
SUBTOTAL (Other Services) $
TOTAL $
HOURLY RATES Quantity Unit Unit Cost
Site Foreman/Crew Chief 1 HOUR $
Irrigation Scheduler (must meet certification
requirement in spec) 1 HOUR $
Irrigation Labor (repairs in the field) 1 HOUR $
General Labor 1 HOUR $
Spraying Labor (under a Qualified Supervisor or
as a Qualified Applicator) 1 HOUR $
Equipment Operator 1 HOUR $
Materials Markup for Minor Repairs % %
RFP 9738 Landscape & Irrigation Maintenance Services Page 15 of 65
Work Order #2: City of Fort Collins Streetscape Maintenance Services – Southern Area
Background
The City of Fort Collins is charged with maintenance of approximately 80 acres of land in the
public right-of-way. Approximately 7% of that is maintained internally by an Enhanced Medians
Parks team. The remaining 93% is contracted. These medians and parkways support over
3,000 trees within the urban forest and are located on major arterials which help enhance the
character of the City. Medians and parkways in Fort Collins use over 26 million gallons of
water, with an annual cost exceeding $100,000. There are over 120 irrigation taps spread over
three different water utility districts (Fort Collins Utilities, ELCO, Fort Collins/Loveland Water
District). With ongoing capital improvements in the right-of-way, this system is growing every
year. Stewardship of this major City asset is of great importance to the City and citizens of Fort
Collins. Streetscapes help create the unique identity of Fort Collins. The streetscape Work
Order shall be nine months in duration, starting at the beginning of March and concluding at the
end of November. Work order areas can change based on construction, new build out, budget,
etc. Changes are provided to the contractor at the beginning of the year and incorporated into
the work order for the year.
Streetscape inventory can be viewed on FC Maps
https://gisweb.fcgov.com/HTML5Viewer/Index.html?viewer=FCMaps&layerTheme=9&scale=36
111.909643&basemap=¢er=-
11698295.439273205%2C4948285.873199408&layers=2vuASs1fUanB3kv4zI2n98D60pxPbg3
aDViw3fIW8H04bIcf3LWgjV2XlYgF3EVoUb1hCUuN3J%2FoC00Pgb6g2f6Wyk28zzqo0c0%2Ft
s2sC8jJ
The City of Fort Collins also maintains GIS information on streetscape polygons, irrigation tap
accounts and locations and backflow taps and locations. This information is also available
digitally. Information will be made available to the contractor(s) selected for this Work Order.
This work order is generally for streetscape areas on or South of Horsetooth Road. A map will
be provided with the signed work order. Square feet breakouts are provided in the bid schedule
below.
RFP 9738 Landscape & Irrigation Maintenance Services Page 16 of 65
STREETSCAPE MAINTENANCE SERVICES – SOUTHERN AREA BID SCHEDULE
STREETSCAPE MAINTENANCE Quantity Unit Unit Cost Total Cost
Administrative Oversight 1 LS $ $
Section A: Irrigated Grass Medians (IGM) 0 SF $ $
Section B: Irrigated Grass Parkway (IGP) 106,431 SF $ $
Section C: Irrigated Landscape Medians &
Parkways (ILM, ILM HSE, ILP, IRTP, ITM) 319,789 SF $ $
Section D: Non-Irrigated Grass Medians &
Parkways (NIGM, NIGP) 411,147 SF $ $
Section E: Non-Irrigated Landscape Medians &
Parkways 17,846 SF $ $
Section F: Irrigated Native (INM, INP) 0 SF $ $
SUBTOTAL (Streetscape Maintenance) $
OTHER SERVICES* Quantity Unit Unit Cost Total Cost
Irrigation System shut down and restart after
Rain* 1 LS $ $
Irrigation system repair * 1 LS $
Determined
on a case-by-
case basis.
1 Herbicide application to all Hardscaped
Medians not listed in sections A, B, C, D, E, & F * 31,819 SF $ $
Start-up & Winterization of Tap (Enhanced
Medians)* 9 Taps $ $
Spraying Pre-emergent on Enhanced Medians* 100,000 SF $ $
Mulching 4” deep (using City mulch; contractor
must load and transport) 1,000 SF $ $
Establishment Maintenance: Irrigated
Landscape Medians & Parkways* 1,000 SF $ $
Establishment Maintenance: Irrigated Grass
Parkways* 1,000 SF $ $
Tree Ring spraying and mulching (per tree) 18”
from trunk 10 Trees $ $
Splitting Perennials 10 Plants $ $
Tank watering (50 Gallons per Tree) 10 Trees $ $
RFP 9738 Landscape & Irrigation Maintenance Services Page 17 of 65
*Note: amounts are not guaranteed, may not be used every year, and may only be partially
requested for a lesser area or quantity.
SUBTOTAL (Other Services) $
TOTAL $
HOURLY RATES Quantity Unit Unit Cost
Site Foreman/Crew Chief 1 HOUR $
Irrigation Scheduler (must meet certification
requirement in spec) 1 HOUR $
Irrigation Labor (repairs in the field) 1 HOUR $
General Labor 1 HOUR $
Spraying Labor (under a Qualified Supervisor or
as a Qualified Applicator) 1 HOUR $
Equipment Operator 1 HOUR $
Materials Markup for Minor Repairs
% %
RFP 9738 Landscape & Irrigation Maintenance Services Page 18 of 65
Work Order #3: City of Fort Collins Police Services Building Maintenance Services
Background
The Police Services building is located at 2221 S Timberline Rd. The site includes 1.31 acres of
turf, 0.96 acres of landscape planting areas and 1.02 acres of native grass detention area.
There are 168 trees on this site. The water budget for this site is 1,666,546 gallons and is
divided into 2 irrigation taps (see below for each individual water budget). The Work Order
shall be nine months in duration, starting at the beginning of March and concluding at the end of
November.
RFP 9738 Landscape & Irrigation Maintenance Services Page 19 of 65
MANDATORY SITE INFORMATION FOR WORK ORDER
ITEMS INFORMATION NOTES
Year Built 2006
Taps 2; non-looping
mainline
Water Provider City of Fort Collins
Contract duration 9 months; March 1-
Nov 31st
Maximum Water Budget Tap North 634,819
Tap South 1,031,728
Tap Allotments Tap North 646,440
Tap South 1,073,950
Irrigation Controller type Web based
WeatherTrak
Number of Zones/Stations Tap North: 48 zones
Tap South: 71 zones
Irrigation system type (conventional
or 2-wire)
Conventional
Landscape Drawings (yes/no) Yes
Irrigation Drawings (yes/no) Yes
Are any landscape areas recently
planted within 1-3 years
No
SITE: POLICE SERVICES - MAINTENANCE SERVICES BID SCHEDULE
POLICE SERVICES Quantity Unit Unit Cost Total Cost
Administrative Oversight (1.a, 1.b) 1 LS $ $
Irrigated Grass (includes 2.a.i, 2.a.ii, 3.a.i, 3.a.ii,
4.a.i,) 57,174 SF $ $
Irrigated Landscape Planting Areas (2.a.v, 2.a.vi,
3.a.i, 3.a.ii, 4.a.i,) 41,959 SF $ $
Irrigated Native Grass Detention Area (includes
2.a.iv, 3.a.i, 3.a.ii, 4.a.i,) 44,636 SF $ $
SUBTOTAL (Police Services)
OTHER SERVICES* Quantity Unit Unit Cost Total Cost
Irrigation system repair * (5.a) 1 LS $
Determined
on a case-by-
case basis.
Spraying Pre-emergent on Landscape Planting
Areas* 41,959 SF $ $
Mulching 4” deep (using City mulch; contractor
must load and transport)* 100 SF $ $
Tree Ring spraying and mulching (per tree) 18”
from trunk* 10 Trees $ $
RFP 9738 Landscape & Irrigation Maintenance Services Page 20 of 65
Splitting Perennials* 10 Plants $ $
*Note: amounts are not guaranteed, may not be used every year, and may only be partially
requested for a lesser area or quantity.
SUBTOTAL (Other Services) $
TOTAL $
HOURLY RATES Quantity Unit Unit Cost
Site Foreman/Crew Chief 1 HOUR $
Irrigation Scheduler (must meet certification
requirement in spec) 1 HOUR $
Irrigation Labor (repairs in the field) 1 HOUR $
General Labor 1 HOUR $
Spraying Labor (under a Qualified Supervisor or
as a Qualified Applicator) 1 HOUR $
RFP 9738 Landscape & Irrigation Maintenance Services Page 21 of 65
Additional Work Orders: Maintenance Services based on Hourly Rates
Background
The City of Fort Collins is soliciting Service Providers for future landscape and irrigation
maintenance work at City facilities and grounds. Work will be based on hourly rates and
mandatory site information will be provided by City Project Manager. The City reserves the right
to independently bid each project. Award of a Work Order will be based on cost and other site-
specific factors, such as availability, crew expertise and size. Example locations include
Mulberry and Drake Water Reclamation Facilities grounds, 222 Laporte grounds, and Streets
Department Facility grounds.
HOURLY RATES Measure Unit Unit Cost
Site Foreman/Crew Chief 1 HOUR
Irrigation Scheduler (must meet certification
requirement in spec)
1 HOUR
Irrigation Labor (repairs in the field) 1 HOUR
General Labor 1 HOUR
Spraying Labor (under a Qualified Supervisor or as a
Qualified Applicator)
1 HOUR
MANDATORY SITE INFORMATION FOR WORK ORDER
ITEMS INFORMATION NOTES
Year Built
Taps
Water Provider
Contract duration
Maximum Water Budget
Tap Allotments
Irrigation Controller type
Number of Zones/Stations
Irrigation system type (conventional
or 2-wire)
Landscape Drawings (yes/no)
Irrigation Drawings (yes/no)
Are any landscape areas recently
planted within 1-3 years
RFP 9738 Landscape & Irrigation Maintenance Services Page 22 of 65
II. ACKNOWLEDGEMENT
Service Provider hereby acknowledges receipt of the City of Fort Collins Request for Proposal
and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions
and other provisions set forth in the RFP 9738 Landscape & Irrigation Maintenance Services
and Sample Agreement except as otherwise noted. Additionally, Service Provider hereby
makes the following representations to City:
a. All of the statements and representations made in this proposal are true to the best of the
Service Provider’s knowledge and belief.
b. Service Provider commits that it is able to meet the terms provided in this proposal.
c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof.
d. Service Provider further agrees that the method of award is acceptable.
e. Service Provider also agrees to complete the proposed Agreement with the City of Fort
Collins within 10 days of notice of award. If contract is not completed and signed within
10 days, City reserves the right to cancel and award to the next highest rated firm.
f. Service Provider acknowledges receipt of addenda.
g. Service Provider acknowledges no conflict of interest.
h. Failure to provide a public viewing copy will be considered a waiver of any claim of
confidentiality under Colorado Open Records Act (CORA). Service Provider hereby
waives any and all claims for damages against the City for the City’s good faith compliance
with CORA.
Legal Firm Name:
Physical Address:
Remit to Address:
Phone:
Name of Authorized Agent of Firm:
Signature of Authorized Agent:
Primary Contact for Project:
Title: Email Address:
Phone: Cell Phone:
NOTE: ACKNOWLEDGMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.
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III. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN )
SERVICES AGREEMENT
WORK ORDER TYPE
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and , a(n) (ENTER STATE) corporation, hereinafter referred
to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Services to be Performed.
a. This Agreement shall constitute the basic agreement between the parties for services
for 9738 landscape and irrigation maintenance. The conditions set forth herein shall
apply to all services performed by the Service Provider on behalf of the City and
particularly described in Work Orders agreed upon in writing by the parties from time to
time. Such Work Orders, a sample of which is attached hereto as Exhibit A, consisting
of one (1) page(s) and incorporated herein by this reference, shall include a description
of the services to be performed, the location and time for performance, the amount of
payment, any materials to be supplied by the City and any other special circumstances
relating to the performance of services. No Work Order shall exceed $300,000.00 unless
approved by the Director of Purchasing. A general scope of services is attached hereto
as Exhibit C, consisting of ( ) page(s) and incorporated herein by this
reference.
The only services authorized under this Agreement are those which are performed
after receipt of such Work Order, except in emergency circumstances where oral work
requests may be issued. Oral requests for emergency actions will be confirmed by
issuance of a written Work Order within two (2) working days. Irrespective of
references in Exhibit A to certain named third parties, Service Provider shall be solely
responsible for performance of all duties hereunder.
b. The City may, at any time during the term of a particular Work Order and without
invalidating such Work Order, make changes to the scope of the particular services.
Such changes shall be agreed upon in writing by the parties by Change Order, a sample
of which is attached hereto as Exhibit B, consisting of one (1) page and incorporated
herein by this reference.
2. Changes in the Work. The City reserves the right to independently bid any services rather
than issuing work to the Service Provider pursuant to this Agreement. Nothing within this
Agreement shall obligate the City to have any particular service performed by the Service
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Provider.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated as specified by each written Work Order or oral
emergency service request. Oral emergency service requests will be acted upon without
waiting for a written Work Order. Time is of the essence.
4. Contract Period. This Agreement shall commence , 2023, and shall continue in full
force and effect until , 2024, unless sooner terminated as herein provided. In addition,
at the option of the City, the Agreement may be extended for additional one year periods
not to exceed four (4) additional one year periods. Renewals and pricing changes shall be
negotiated by and agreed to by both parties only at the time of renewal. Written notice of
renewal shall be provided to the Service Provider and mailed no later than thirty (30) days
prior to contract end.
5. Delay. If either party is prevented in whole or in part from performing its obligations by
unforeseeable causes beyond its reasonable control and without its fault or negligence, then
the party so prevented shall be excused from whatever performance is prevented by such
cause. To the extent that the performance is actually prevented, the Service Provider must
provide written notice to the City of such condition within ten (10) days from the onset of
such condition.
6. Early Termination by City. Notwithstanding the time periods contained herein, the City may
terminate this Agreement at any time without cause by providing written notice of termination
to the Service Provider. Such notice shall be delivered at least ten (10) days prior to the
termination date contained in said notice unless otherwise agreed in writing by the parties.
In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the
Service Provider's obligations under this Agreement. Service Provider shall submit a final
invoice within ten (10) days of the effective date of termination. Undisputed invoices shall
be paid Net 30 days of the date of the invoice. Such payment shall be the Service Provider's
sole right and remedy for such termination.
7. Notices. All notices provided under this Agreement shall be effective immediately when
emailed or three (3) business days from the date of the notice when mailed to the following
addresses:
Service Provider: City: Copy to:
Attn:
Email Address
City of Fort Collins
Attn: Jill Wuertz
PO Box 580
Fort Collins, CO 80522
jwuertz@fcgov.com
City of Fort Collins
Attn: Purchasing Dept.
PO Box 580
Fort Collins, CO 80522
purchasing@fcgov.com
8. Contract Sum. This is an open-end indefinite quantity Agreement with no fixed price. The
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actual amount of work to be performed will be stated on the individual Work Orders. The
City makes no guarantee as to the number of Work Orders that may be issued or the actual
amount of services which will in fact be requested.
9. Payments.
The City agrees to pay and the Service Provider agrees to accept as full payment for all
work done and all materials furnished and for all costs and expenses incurred in
performance of the work the sums set forth for the hourly labor rate and material costs,
with markups, stated within the Bid Schedule Proposal Form, attached hereto as Exhibit
, consisting of ( ) page,and incorporated herein by this reference.
Invoices shall be emailed to invoices@fcgov.com with a copy to the Project Manager. The
cost of the work completed shall be paid to the Service Provider following the submittal of
a correct itemized invoice by the Service Provider. The City is exempt from sales and use
tax. The City’s Certificate of Exemption license number is 09804502. A copy of the
license is available upon written request.
The City pays invoices on Net 30 days from the date of the invoice.
10. Appropriation. To the extent this Agreement or any provision in it constitutes a multiple fiscal
year debt or financial obligation of the City, it shall be subject to annual appropriation by City
Council as required in Article V, Section 8(b) of the City Charter, City Code Section 8-186,
and Article X, Section 20 of the Colorado Constitution. The City shall have no obligation to
continue this Agreement in any fiscal year for which no such supporting appropriation has
been made.
11. City Representative. The City's representative will be shown on the specific Work Order
and shall make, within the scope of his or her authority, all necessary and proper decisions
with reference to the work requested. All requests concerning this Agreement shall be
directed to the City Representative.
12. Independent Contractor. It is agreed that in the performance of any services hereunder, the
Service Provider is an independent contractor responsible to the City only as to the results
to be obtained in the particular work assignment and to the extent that the work shall be
done in accordance with the terms, plans and specifications furnished by the City.
13. Subcontractors. Service Provider may not subcontract any of the Work set forth in the
subsequent Work Orders without the prior written consent of the City, which shall not be
unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of
the City), then the following provisions shall apply: (a) the subcontractor must be a reputable,
qualified firm with an established record of successful performance in its respective trade
performing identical or substantially similar work, (b) the subcontractor will be required to
comply with all applicable terms of this Agreement, (c) the subcontract will not create any
contractual relationship between any such subcontractor and the City, nor will it obligate the
City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor
will be subject to inspection by the City to the same extent as the work of the Service
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Provider.
14. Personal Services. It is understood that the City enters into the Agreement based on the
special abilities of the Service Provider and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Service Provider shall neither assign any
responsibilities nor delegate any duties arising under the Agreement without the prior written
consent of the city.
15. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the
services shall not be construed to operate as a waiver of any rights under the Agreement or
of any cause of action arising out of the performance of this Agreement.
16. Warranty.
a. Service Provider warrants that all work performed hereunder shall be performed with
the highest degree of competence and care in accordance with accepted standards for
work of a similar nature.
b. Unless otherwise provided in the Agreement, all materials and equipment incorporated
into any work shall be new and, where not specified, of the most suitable grade of their
respective kinds for their intended use, and all workmanship shall be acceptable to
City.
c. Service Provider warrants all equipment, materials, labor and other work, provided
under this Agreement, except City-furnished materials, equipment and labor, against
defects and nonconformances in design, materials and workmanship/workwomanship
for a period beginning with the start of the work and ending twelve (12) months from
and after final acceptance under the Agreement, regardless whether the same were
furnished or performed by Service Provider or by any of its subcontractors of any tier.
Upon receipt of written notice from City of any such defect or nonconformances, the
affected item or part thereof shall be redesigned, repaired or replaced by Service
Provider in a manner and at a time acceptable to City.
17. Default. Each and every term and condition hereof shall be deemed to be a material element
of this Agreement. In the event either party should fail or refuse to perform according to the
terms of this Agreement, such party may be declared in default thereof.
18. Remedies. In the event a party has been declared in default, such defaulting party shall be
allowed a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the Agreement
and seek damages; (b) treat the Agreement as continuing and require specific performance;
or (c) avail themselves of any other remedy at law or equity. If the non-defaulting party
commences legal or equitable actions against the defaulting party, the defaulting party shall
be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees
and costs incurred because of the default.
19. Entire Agreement; Binding Effect; Order of Precedence; Authority to Execute. This
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Agreement, along with all Exhibits and other documents incorporated herein, shall constitute
the entire Agreement of the parties regarding this transaction and shall be binding upon said
parties, their officers, employees, agents and assigns and shall inure to the benefit of the
respective survivors, heirs, personal representatives, successors and assigns of said
parties. Covenants or representations not contained in this Agreement shall not be binding
on the parties. In the event of a conflict between terms of the Agreement and any exhibit or
attachment, the terms of the Agreement shall prevail. Each person executing this
Agreement affirms that they have the necessary authority to sign on behalf of their
respective party and to bind such party to the terms of this Agreement.
20. Indemnity/Insurance.
a. The Service Provider agrees to indemnify and save harmless the City, its officers,
agents and employees against and from any and all actions, suits, claims, demands or
liability of any character whatsoever, brought or asserted for injuries to or death of any
person or persons, or damages to property arising out of, result from or occurring in
connection with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service
Provider shall provide and maintain insurance coverage naming the City as an
additional insured under this Agreement of the type and with the limits specified within
Exhibit , consisting of one (1) page attached hereto and incorporated herein by this
reference. The Service Provider before commencing services hereunder shall deliver
to the City's Purchasing Director, purchasing@fcgov.com or P. O. Box 580, Fort
Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage
required from an insurance company acceptable to the city.
21. Law/Severability. This Agreement shall be governed in all respect by the laws of the State
of Colorado. The Parties further agree that Larimer County District Court is the proper venue
for all disputes. If the City subsequently agrees in writing that the matter may be heard in
federal court, venue will be in Denver District Court. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
22. Utilization by Other Agencies. The City of Fort Collins reserves the right to allow other state
and local governmental agencies, political subdivisions, and/or school districts to utilize the
resulting award under all terms and conditions specified and upon agreement by all parties.
Usage by any other entity shall not have a negative impact on the City of Fort Collins in the
current term or in any future terms. Nothing herein shall be deemed to authorize or empower
the Agency to act as an agent for the City of Fort Collins in connection with the exercise of
any rights hereunder, and neither party shall have any right or authority to assume or create
any obligation or responsibility on behalf of the other. The other Agency shall be solely
responsible for any debts, liabilities, damages, claims or expenses incurred in connection
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with any agreement established between them and the Service Provider. The City’s
concurrence hereunder is subject to the Service Provider’s commitment that this
authorization shall not have a negative impact on the work to be completed for the City.
23. Prohibition Against Unlawful Discrimination. The City of Fort Collins, in accordance with the
provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to
2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that
any contract entered into pursuant to this advertisement, disadvantaged business
enterprises will be afforded full and fair opportunity to submit bids in response to this
invitation and will not be discriminated against on the grounds of race, color, or national
origin in consideration for an award.
The City strictly prohibits unlawful discrimination based on an individual’s gender
(regardless of gender identity or gender expression), race, color, religion, creed, national
origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic
information, or other characteristics protected by law. For the purpose of this policy “sexual
orientation” means a person’s actual or perceived orientation toward heterosexuality,
homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the
workplace, including sexual harassment. Further, the City strictly prohibits unlawful
retaliation against a person who engages in protected activity. Protected activity includes
an employee complaining that he or she has been discriminated against in violation of the
above policy or participating in an employment discrimination proceeding.
The City requires its vendors to comply with the City’s policy for equal employment
opportunity and to prohibit unlawful discrimination, harassment and retaliation. This
requirement applies to all third-party vendors and their subcontractors at every tier.
24. Governmental Immunity Act. No term or condition of this Agreement shall be construed or
interpreted as a waiver, express or implied, of any of the notices, requirements, immunities,
rights, benefits, protections, limitations of liability, and other provisions of the Colorado
Governmental Immunity Act, C.R.S. § 24-10-101 et seq. and under any other applicable
law.
25. Colorado Open Records Act. The City is subject to Sec. 24-72-201 et seq. of the Colorado
Revised Statute (CORA). This Agreement is subject to public disclosure in whole pursuant
to CORA.
26. Dust Control. The Service Provider shall abide by the City of Fort Collins “Dust Control and
Prevention Manual,” which is available for public download at
https://www.fcgov.com/airquality/pdf/dust-prevention-and-control-manual.pdf, and is
incorporated herein by this reference. The City of Fort Collins has implemented this manual
for all projects performed for the City of Fort Collins or located within the City of Fort Collins
City limits.
27. Special Provisions. Special provisions or conditions relating to the services to be performed
pursuant to this Agreement are set forth in Exhibit - Confidentiality, consisting of one
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(1) page, attached hereto and incorporated herein by this reference.
28. Force Majeure. No Party hereto shall be considered in default in the performance of an
obligation hereunder to the extent that performance of such obligation is delayed, hindered,
or prevented by force majeure. Force majeure shall be any cause beyond the control of the
defaulting Party which could not reasonably have been foreseen and guarded
against. Force majeure includes, but is not limited to, acts of God, fires, riots, pandemics,
incendiarism, interference by civil or military authorities, compliance with regulations or
orders of military authorities, and acts of war (declared or undeclared), provided such cause
could not have been reasonably foreseen and guarded against by the defaulting
Party. Force majeure shall not include increases in labor, commodity, utility, material,
supply, fuel, or energy costs, or compliance with regulations or orders of civil authorities. To
the extent that the performance is actually prevented, the Consultant must provide written
notice to the City of such condition within ten (10) days from the onset of such condition.
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THE CITY OF FORT COLLINS, COLORADO
By:
Gerry Paul, Purchasing Director
Date:
ATTEST:
APPROVED AS TO FORM:
SERVICE PROVIDER
By:
Printed:
Title:
Date:
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EXHIBIT A
WORK ORDER FORM
PURSUANT TO A MASTER AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
SERVICE PROVIDER'S NAME
WORK ORDER NUMBER:
PROJECT TITLE:
ORIGINAL BID/RFP NUMBER & NAME: 9738 Landscape & Irrigation Maintenance
MASTER AGREEMENT EFFECTIVE DATE: Original Contract Date
WORK ORDER COMMENCEMENT DATE:
WORK ORDER COMPLETION DATE:
MAXIMUM FEE: (time and reimbursable direct costs):
PROJECT DESCRIPTION/SCOPE OF SERVICES:
*Liquidated damages may be included on work orders as determined by the Project
Manager & Purchasing to ensure contract compliance.
Service Provider agrees to perform the services identified above and on the attached forms in
accordance with the terms and conditions contained herein and in the Master Agreement between
the parties. In the event of a conflict between or ambiguity in the terms of the Master Agreement
and this Work Order (including the attached forms) the Master Agreement shall control.
The attached forms consisting of ( ) page(s) are hereby accepted and incorporated
herein, by this reference, and Notice to Proceed is hereby given after all parties have signed this
document.
SERVICE PROVIDER: Date:
Name, Title
ACCEPTANCE: Date:
Jill Wuertz, Project Manager
REVIEWED: Date:
Adam Hill, Senior Buyer
ACCEPTANCE: Date:
Gerry Paul, Purchasing Director
(if greater than $60,000)
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EXHIBIT B
CHANGE ORDER
NO.
PROJECT TITLE:
SERVICE PROVIDER: Company Name
WORK ORDER NUMBER:
PO NUMBER:
DESCRIPTION:
1. Reason for Change: Why is the change required?
2. Description of Change: Provide details of the changes to the Work
3. Change in Work Order Price:
4. Change in Work Order Time:
ORIGINAL WORK ORDER PRICE $ .00
TOTAL APPROVED CHANGE ORDER .00
TOTAL PENDING CHANGE ORDER .00
TOTAL THIS CHANGE ORDER .00
TOTAL % OF THIS CHANGE ORDER %
TOTAL C.O.% OF ORIGINAL WORK ORDER %
ADJUSTED WORK ORDER COST $ .00
SERVICE PROVIDER: Date:
Name, Title
ACCEPTANCE: Date:
Jill Wuertz, Project Manager
REVIEWED: Date:
Adam Hill, Senior Buyer
ACCEPTANCE: Date:
Gerry Paul, Purchasing Director
(if greater than $60,000)
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Service Agreement – Work Order Type
9738 Landscape & Irrigation Maintenance Services
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EXHIBIT C
GENERAL SCOPE OF SERVICES
Official Purchasing Document
Last updated 7/20/22
Service Agreement – Work Order Type
9738 Landscape & Irrigation Maintenance Services
Page 34 of 65
EXHIBIT
BID SCHEDULE/COMPENSATION
The following pricing shall remain fixed for the initial term of this Agreement. Any applicable price
adjustments may only be negotiated and agreed to in writing at the time of renewal.
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EXHIBIT
INSURANCE REQUIREMENTS
The Service Provider will provide, from insurance companies acceptable to the City, the insurance
coverage designated hereinafter and pay all costs. Before commencing work under this bid, the
Service Provider shall furnish the City with certificates of insurance showing the type, amount,
class of operations covered, effective dates and date of expiration of policies.
In case of the breach of any provision of the Insurance Requirements, the City, at its option, may
take out and maintain, at the expense of the Service Provider, such insurance as the City may
deem proper and may deduct the cost of such insurance from any monies which may be due or
become due the Service Provider under this Agreement.
Insurance certificates should show the certificate holder as follows:
City of Fort Collins
Purchasing Division
PO Box 580
Fort Collins, CO 80522
The City, its officers, agents and employees shall be named as additional insureds on the Service
Provider 's general liability and automobile liability insurance policies by marking the appropriate
box or adding a statement to this effect on the certificate, for any claims arising out of work
performed under this Agreement.
Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during
the life of this Agreement for all of the Service Provider's employees engaged in work
performed under this agreement. Workers' Compensation & Employer’s Liability insurance
shall conform with statutory limits of $100,000 per accident, $500,000 disease aggregate,
and $100,000 disease each employee, or as required by Colorado law.
B. General Liability. The Service Provider shall maintain during the life of this Agreement
such General Liability as will provide coverage for damage claims of personal injury,
including accidental death, as well as for claims for property damage, which may arise
directly or indirectly from the performance of work under this Agreement. Coverage for
property damage shall be on a "broad form" basis. The amount of insurance for General
Liability, shall not be less than $1,000,000 combined single limits for bodily injury and
property damage.
C. Automobile Liability. The Service Provider shall maintain during the life of this Agreement
such Automobile Liability insurance as will provide coverage for damage claims of
personal injury, including accidental death, as well as for claims for property damage,
which may arise directly or indirectly from the performance of work under this Agreement.
Coverage for property damage shall be on a "broad form" basis. The amount of insurance
for Automobile Liability, shall not be less than $1,000,000 combined single limits for bodily
injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be responsible
for any liability directly or indirectly arising out of the work performed under this Agreement by a
subcontractor, which liability is not covered by the subcontractor's insurance.
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9738 Landscape & Irrigation Maintenance Services
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EXHIBIT
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to
this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been
informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as “information”) that are the property of and/or relate
to the City or its employees, customers or suppliers, which access is related to the performance
of services that the Service Provider has agreed to perform, the Service Provider hereby
acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Service Provider
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City, or that is used by the City in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the City).
The Service Provider shall not disclose any such information to any person not having a legitimate
need-to-know for purposes authorized by the City. Further, the Service Provider shall not use
such information to obtain any economic or other benefit for itself, or any third party, except as
specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have
no obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required.
In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this
Agreement to anyone to whom it is required to make such disclosure and shall promptly advise
the City in writing of each such disclosure.
In the event that the Service Provider ceases to perform services for the City, or the City so
requests for any reason, the Service Provider shall promptly return to the City any and all
information described hereinabove, including all copies, notes and/or summaries (handwritten or
mechanically produced) thereof, in its possession or control or as to which it otherwise has
access.
The Service Provider understands and agrees that the City’s remedies at law for a breach of the
Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that
the City shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
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ATTACHMENT 1
MAINTENANCE BID SCHEDULE DESCRIPTIONS, SPECIFICATIONS AND GUIDELINES
1. Administrative Oversight
a. Objective: Administrative oversight shall be performed to ensure contract
compliance and quality control of work in accordance with best management
practices.
i. Personnel: The Contractor shall furnish sufficient supervisory and working
personnel qualified and capable of performing all work required under this
contract. The Contractor and his employees shall always conduct
themselves in a professional and efficient manner. All persons engaged
in the work will be considered employees of the Contractor. The
Contractor shall be held directly responsible for the work of all employees
and subcontractors. The City may require the Contractor to remove any
employee(s) deemed careless, incompetent, or otherwise objectionable
due to improper behavior, whose continued employment on the job is
contrary to the best interests of the City. The Contractor shall always
have competent working supervisors on the job who can is qualified to
discuss matters pertaining to adherence to the contract requirements with
the Project Manager. Each Contractor crew shall have at least one fluent
English-speaking employee able to translate directions to the crew
members if they do not speak English. The employees shall always wear
clothing that identifies them as employees of the Contractor’s company.
Company vehicles shall always have a company-identifying marker
prominently displayed. The contractor shall train employees on best
management practices of the Green Industry.
ii. Damages: The Contractor shall be responsible for all damages, losses or
injuries that occur as a result of the fault or negligence of said Contractor
or his employees in connection with the performance of this work. All
portions of existing structures, facilities, or equipment including irrigation
systems, which are damaged, as a result of the Contractor’s performance
shall be repaired or replaced to a new condition. The Contractor shall
perform all work of this kind at no cost to the City. Repairs shall be made
on the day of damage or alteration, unless otherwise directed by the City.
Damages due to acts of God, vandalism, vehicular damage, theft, or
other mysterious damages that are not a result of the Contractor, shall be
repaired at City expense by the Contractor on a time and materials basis.
Notify City PM of such damages immediately upon discovery.
iii. Schedule. Per City Code, maintenance functions that generate
excessive noise (greater than eighty-five (85) dB(A)) shall only be
performed between 7:00 a.m. and 8:00 p.m. Requirements for working in
the right-of-way with traffic control will vary based on location (see B.ii).
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The Contractor shall establish and update a schedule of routine work to
be followed in the performance of this contract. Contractor shall schedule
a pre-contract meeting, post contract meeting (early December) as well
as monthly meetings for the duration of the contract. Meeting agendas
shall include updated schedule, water conservation issues, landscape
maintenance issues. Additional communication shall occur outside of
meeting times. It is the expectation that response times shall be:
1. Urgent water leaks, safety issues, etc., communication: 45
minutes or less of receiving during 6 am to 5 pm
2. Non-urgent communication: 48 hours
iv. Quality Control & Reporting
1. Within one week of contract start date, the contractor shall submit
for approval:
a. Integrated Pest Management Plan (IPM) for the control of
pests and weeds through the contract period. Plan shall
include recommendations for preventative, cultural,
chemical and mechanical control in irrigated turf, non-
irrigated turf, native grass turf, basic landscaped areas and
enhanced landscaped areas. Utilize CSU Fact Sheet
“Broadleaf Weed Control in Lawns” for guidance on
irrigated turf weed management.
2. Within the first five days of each contract month, the contractor
shall submit a detailed Maintenance Performance Report (MPR)
for work included in the prior month. The report shall include (but
is not limited to) the following information:
a. Number/location of complete mowings;
b. Number/location of complete irrigation inspections;
c. Irrigation schedule changes;
d. Pruning locations;
e. Inspection log which details communication to staff on
issues found while inspecting, date reported and their
resolution and date of resolution. Weather delays shall be
noted as well. This inspection log shall also include
communication from the City Project Manager to the
Contractor and include issue, date reported, resolution and
date of resolution;
f. Major work to be performed in the coming month;
g. Integrated Pest Management Plan (IPM) with log updates;
i. Using the City of Fort Collins general IPM policy
and five IPM procedures, create an IPM plan that
includes: summary of approach for contract;
schedule and milestone dates; personnel
certifications for spraying; necessary IPM
communications; narrative on safety procedures
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used by Contractor; criteria for use of chemical
control; guidelines for use of chemical control;
protection of trees; proposed list of chemical control
(which will be evaluated and approved/denied by
City Project Manager); log template that notes date,
time, site conditions (windspeed, temp, rainfall
predicted within 1hr, 4hr, >4hr), chemical
(pesticide, herbicide, fertilizer, etc.) type and name,
location applied, application method, chemical
rate/amount applied, approximate square feet of
application, applicator signature, follow-up
communication; comments (see link 4 below).
1. Samples that show some of the following
information include: example 1, example 2,
example 3,
ii. Note, a more rigorous IPM approach is needed
during the first two to three years after planting
because soil was recently disturbed and weeds are
more prevalent. Make note of sites where this
applies and adjust IPM plan accordingly.
iii. Spraying herbicide on hardscape areas of medians
shall be included in median cost of maintenance,
this includes hardscape ends, splash block, curb,
and gutter up to joint with asphalt/concrete lane of
traffic.
iv. Acceptable active ingredients include: Glyphosate;
2, 4-Dichlorophenoxyacetic acid
v. Non-acceptable products Include: soil sterilant;
restricted use herbicides
h. any other pertinent information.
v. Payment: The total bid will be divided by the number of months in the
contract. Monthly billing will then be based on the contract amount divided
by the total number of months. The Contractor will be paid monthly for
work performed for the previous month’s work satisfactorily completed.
Payment will be withheld if the Maintenance Performance report (MPR)
and Contract Inspection report (CIR) are not submitted with the billing. If
MPR is not submitted within the first five business days from the previous
month end, the Service Provider will provide a late project completion
discount as specified on each Work Order. The City may withhold
payment to such extent as may be necessary to protect the City from loss
due to work required in the specifications which is defective, inadequate,
incomplete or not performed. See Appendix for work evaluation
standards discount and nonrecovery of discount by contractor.
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vi. Best Management Practices: Reference sources used shall be reputable,
trusted, and appropriate for the Colorado Front Range. Examples of Best
Management Practices for reference include, but are not limited to:
1. GreenCO BMP’s
a. http://www.greenco.org/best-management-practices.html
2. ALCC Landscape Training Manual for Technicians
a. https://alcc.memberclicks.net/landscape-training-manuals
3. City of Fort Collins Landscape and Irrigation Standards for Water
Conservation
a. https://www.fcgov.com/utilities/business/builders-and-
developers/development-forms-guidelines-
regulations/water-conservation-standards-for-commercial-
development
4. Sustainable Landscape Conversion Design and Irrigation
a. https://www.denverwater.org/sites/default/files/sustainable-
landscape-conversion3.pdf
5. 2013 Streetscape Standards
a. https://www.fcgov.com/planning/pdf/streetscape-doc.pdf
6. Low Impact Development
a. https://www.fcgov.com/utilities/img/site_specific/uploads/bi
z_edmanaging_stormwater_naturally.pdf
b. https://www.fcgov.com/utilities/what-we-
do/stormwater/stormwater-quality/low-impact-development
7. Landscape Irrigation Best Management Practices
a. https://www.irrigation.org/IA/Advocacy/Standards-Best-
Practices/Landscape-Irrigation-
BMPs/IA/Advocacy/Landscape-Irrigation-
BMPs.aspx?hkey=93b546ad-c87a-41b8-bf70-8c4fd2cff931
8. CSU Extension Fact Sheets
a. http://extension.colostate.edu/publications-2/
9. Tree Care Standards (if applicable)
a. https://www.tcia.org/TCIA/Build_Your_Business/A300_Sta
ndards/A300_Standards.aspx
10. Native Grass maintenance & maintenance for detention basins,
retention ponds, wetland basins, riparian areas
a. https://udfcd.org/wp-
content/uploads/uploads/vol2%20criteria%20manual/13_R
evegetation.pdf & https://udfcd.org/wp-
content/uploads/2014/07/Chapter-6-BMP-Maintenance.pdf
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b. Objective: The City of Fort Collins has a culture of safety excellence through
promoting and integrating safety and health into all elements of the City's daily
operations. Our vision is to be the safest workplace in America with a mission of
safety matters as much as getting the job done. As a Contractor working on
behalf of the City, safety shall be treated the same.
i. Safety: All work performed under this contract shall be performed in such
a manner as to provide a safe work environment for employees and a
safe work zone for citizens. All work shall be performed in compliance
with all applicable safety regulations and requirements including but not
limited to the following areas:
1. Proper Personal Protective Equipment (PPE) including high
visibility gear.
2. Proper traffic control and utilization of spotters when necessary
3. Perform daily safety tailgate talks prior to work commencing.
4. Any hazardous condition noted by the Contractor shall be
immediately reported to the City Project Manager. The Project
Manager reserves the right to stop the Contractor and staff when
unsafe or harmful acts are observed or reported relative to the
performance of work under this contract.
ii. Traffic Control: All work occurring in the public right of way under the
jurisdiction of the City of Fort Collins that affects the traveling public
requires a Work Area Traffic Control permit from the City of Fort Collins
Traffic Operations Department. A permit is required for all work where
traffic moves differently than the normal conditions. Contractor shall
utilize the Work Area Traffic Control Policies and Procedures handbook
for guidance. Note that there may be restrictions on work during peak
traffic hours (7 am - 8:30 am and again 3:30 pm - 6:30 pm). In some
cases, work may be required at night and/or weekends to minimize
delays.
1. If Contractor sets up work area traffic control without City Traffic
department approval, or set up in an unsafe manner or pattern,
Contractor will be asked to stop work and may be subject to fines
by City Traffic.
2. Landscape Maintenance
a. Objective: Plants shall be maintained in accordance with Green Industry best
management practices and local code requirements to in order to sustain
healthy, thriving plant material. When prioritization must occur, trees and long-
lived plant materials shall be given highest priority. Sites should be maintained in
a tidy fashion, mainly weed free.
i. Trees
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1. Trees are maintained by the City Forestry Department. A
representative from the Forestry Division is available to meet with
the Contractor personnel to discuss turf trimming around trees and
its effects on trees.
2. Tree suckers shall be removed by Contractor by clipping or as
directed by the Forestry Division personnel. Timing of clipping
shall be as encountered. Chemical removal of suckers shall not
be allowed. Tree Sucker definition: shoots originating from the
soil.
3. Tree rings
a. Tree Ring Definition: Mulch ring that is offset 3-feet from
the face of trunk and which leaves 4” space away from
trunk. The mulch ring shall be 4” in depth.
b. Refreshing tree rings – Refreshing tree rings, or topping off
tree rings with mulch, shall be included in this contract.
City mulch shall be used. Contractor is responsible for
transporting and loading. Refreshing tree rings shall be
completed prior to mowing season. Work can be
scheduled on a 2 year rotation for tree rings. Refresh half
of existing trees in year 1 and half of remaining trees in
year 2. Repeat through length of contract.
c. New tree rings – Installing new tree rings, on trees without
tree rings, will be issued as a separate work order process.
d. The use of glyphosate around tree trunks prior to installing
tree ring mulch and annual maintenance of tree rings is
required.
4. Extreme care shall be utilized when mowing/trimming around
trees. Proactive reporting of tree damage shall be reported and a
review of damage shall determine penalty. Any marks, chipped
bark or girdling by devices will result in a penalty assessed by the
Project Manager when not reported.
5. Report trees in decline, dead or impeding signs, pedestrian or
vehicular traffic to the City Project Manager and Forestry Division
contact as they appear.
ii. Irrigated Turf
1. Turf Height: Mowing shall be performed so that turf is maintained
uniformly between a 3-inch to 4-inch height. No more than one-
third (1/3) of the grass blade shall be removed during each
mowing in returning the grass to the accepted height. Edging
should be performed annually along hard edges for the
Streetscape Work Order. Edging shall occur monthly from May-
September for all other work orders. Edging is limited to concrete
areas in order to avoid damage to irregular asphalt, flagstone,
brick, wood walks and decks.
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2. Mowing frequency: Mowing frequency shall be determined by the
contractor to meet the turf height specifications. Coordinate
mowing schedule with irrigation schedule to prevent turf damage.
The first mowing of the season shall take place no later than April
15th or as determined by City Project Manager. The last mowing
of the season shall be after 90% of leaves have fallen to mulch the
remaining leaves of the season, regardless of turf height.
3. Fertilizer: A properly fertilized lawn requires less water. Applying
more fertilizer than is needed can deplete other nutrients and
cause deficiencies. Excessive quantities of nutrients are often as
detrimental as deficiencies. Adding excess may adversely affect
the availability of other nutrients that were previously in sufficient
supply. (GreenCO BMP p 168).
a. A minimum of one spring and one late fall application
would be needed for irrigated turf.
b. Recommend fertilizer blends for spring and fall are as
followed:
i. Spring: Slow release N20 P5 K10 with 3% Fe
10%S and 50% Sulfur Coated Urea as the Nitrogen
form.
ii. Fall: Slow release N24 P0 K12 with 3% Fe 12%S
and 50% Sulfur Coated Urea as the Nitrogen form.
One lb of nitrogen per 1000 sq ft shall be applied
per application.
c. Sidewalks and other hard surfaced areas are to be
cleaned after fertilizer has been applied to avoid staining
from the iron.
4. Aeration: Contractor shall aerate once per year or as determined
by work order, typically in Spring.
5. Mowing equipment: Contractor shall utilize any equipment to
achieve turf height specifications uniformly (e.g. mowers,
trimmers, etc.). Equipment that mulches turf in place (mulching
mowers) shall be utilized. Mowing equipment shall be well
maintained and blades shall be sharpened frequently.
6. Cleanup: The Contractor shall remove all paper, tree branches
and limbs, rubbish, or other debris from each area prior to
mowing. Mowing over paper and debris is considered an unsafe
and unacceptable practice. Any visible grass clippings left on
sidewalks, streets, or turf areas shall be removed from the hard
surfaces and excess on the turf shall be removed or spread to
eliminate dead spots from heavy turf clippings.
7. Weeds: Follow pre-approved IPM plan to maintain turf that is
mainly weed free using preventative, cultural, chemical and
mechanical control. Carefully inspect the lawn at least weekly for
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disease and pests, correcting problems as they occur. Early
detection and control of problems is essential.
iii. Non-Irrigated Turf
1. Turf Height: Mowing shall be performed so that turf is maintained
uniformly between a 3-inch to 5-inch height. No more than one-
third (1/3) of the grass blade shall be removed during each
mowing in returning the grass to the accepted height. Edging
should be performed annually along hard edges for the
Streetscape Work Order.
2. Mowing frequency: Mowing frequency shall be determined by the
contractor to meet the turf height specifications uniformly. The
first mowing of the season shall take place no later than April 15th
or as determined by City Project Manager. The last mowing of the
season shall be after 90% of leaves have fallen to mulch the
remaining leaves of the season, regardless of turf height.
3. Mowing equipment: Contractor shall utilize any equipment to
achieve turf height specifications uniformly (e.g. mowers,
trimmers, etc.). Equipment that mulches turf in place shall be
utilized. Mowing equipment shall be well maintained and blades
shall be sharpened frequently.
4. Cleanup: The Contractor shall remove all paper, tree branches
and limbs, rubbish, or other debris from each area prior to
mowing. Mowing over paper and debris is considered an unsafe
and unacceptable practice. Any visible grass clippings left on
sidewalks, streets, or turf areas shall be removed from the hard
surfaces and excess on the turf shall be removed or spread to
eliminate dead spots from heavy turf clippings.
5. Weeds: Follow pre-approved IPM plan to maintain non-irrigated
turf areas by using chemical or mechanical control.
6. In some non-irrigated turf areas, trees may be watered with an
irrigation system. Care of this tree irrigation system shall be part
of maintenance of non-irrigated turf.
iv. Native Grass Turf
1. Turf Height: Native grasses shall be allowed to grow to natural
plant height.
2. Mowing frequency: Mowing in native grass areas shall only be
utilized as it relates to weed management and the IPM plan.
Typically, spot mowing may need to occur 2-3 times per year to
manage weeds. Excessive leaves that collect in native turf areas
shall be removed by contractor through the use of hand blowers.
3. Mowing equipment: Contractor shall utilize any equipment
necessary to meet IPM plan. If mowing is selected, mow height
shall be 6” and above.
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4. Weeds: Follow pre-approved IPM plan to maintain turf that is
mainly weed free using preventative, cultural, chemical and
mechanical control. Per City Code, weeds shall not be permitted
to grow to a height of more than six (6) inches. Weeds shall be
removed prior to flowering and/or before they reach the height
restriction.
5. Care of irrigation system associated with native grass area shall
be part of maintenance of native turf.
v. Basic Landscape Areas & Enhanced Landscape Areas
1. Shrubs
a. All Shrubs
i. Remove dead or damaged branches with clean,
sharp pruners, as close as possible to the base of
the plant. Remove dead shrubs completely.
ii. Include any shrub work in MPR and list plant and
location.
iii. Proactive pruning should match blooming period
and promote an aesthetic of Colorado native plants.
See below for recommendations based on shrub
type.
iv. Shearing of shrubs is strictly prohibited unless
specifically prescribed by the City Project Manager.
b. Flowering Shrubs
i. Pruning has a major influence on a shrub’s
flowering habit, shape, size and pest problems.
Prune shrubs based on flowering time (spring or
summer) and green industry recommended
practices (https://static.colostate.edu/client-
files/csfs/pdfs/PruningFloweringShrubs_619.pdf
and
http://extension.colostate.edu/docs/pubs/garden/07
415.pdf ).
ii. Prune on a 2 year rotation for flowering shrubs.
Prune half of existing shrubs in year 1 and half of
remaining shrubs in year 2. Repeat through length
of contract.
iii. Notify City Project Manager prior to any
rejuvenation pruning for approval.
c. Evergreen Shrubs
i. Pruning evergreen shrubs should only occur when
they have overgrown their space and are
encroaching into splash block or over a curb
(without splash block) and into the street.
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ii. When pruning is necessary, utilize Green Industry
recommended practices
(https://cmg.extension.colostate.edu/Gardennotes/6
17.pdf ).
iii. Notify City Project Manager if severely overgrown
plants should be removed.
d. Native Shrubs
i. Native shrubs
(http://extension.colostate.edu/docs/pubs/garden/0
7422.pdf) should be allowed to grow naturally.
However, due to the urban environment in which
they are placed, rejuvenation pruning may be
beneficial on a regular basis to control size and to
provide an attractive aesthetic. Work with City
Project Manager to determine if native shrubs
should be pruned.
2. Perennials
a. Perennial maintenance is driven by the plant. Identify
perennials and best cultural practices for the species.
b. Perennials, including ornamental grasses
i. Trim and remove old leaves and stems of
perennials in the early spring. Complete work no
later than mid-April.
ii. Cut all dead blades on the ornamental grass clump
4-6 inches, uniformly, from the ground in spring. Let
ornamental grass blades stand in winter unless
material is unsightly or is causing a sight
obstruction.
c. Perennial division
i. Perennial division shall be agreed upon as a work
order process not contained within the Streetscape
Contract. Contractor shall propose work to City
Project Manager each year based on conditions in
the field.
ii. After three to five growing seasons, perennials may
need to be divided to prevent overcrowding. Signs
of overcrowded perennials are poor or no blooming.
Ornamental grasses should be divided when they
become thin or die out in the center. Aggressive
perennials may need to be divided when the side
shoots or runners become crowded by other plants.
iii. Spring and early-summer blooming perennials are
should be divided in the fall or when foliage dies
(mid-September through mid-October). Plants that
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flower in mid- to late summer and fall should be
divided in the spring before growth begins. Warm
season ornamental grasses should be divided
during early spring, just before new growth starts.
Iris and daylilies usually are divided immediately
after flowering.
iv. Some plants should not be divided. Several types
of perennials are actually small woody shrubs and
should not be divided. These include perennial
Iberis sempervirens, lavender, rosemary, and
several other artemesias. These plants often have
rooted layers (branches that have developed roots
while touching the soil). The layers can be cut off
the parent plant, dug up and replanted as though
they were divisions.
3. Annuals
a. Annual planting, maintenance, fertilization and removal
shall be contracted through separate work orders.
4. Weeds: Follow pre-approved IPM plan to maintain basic
landscape areas that are mainly weed free using preventative,
cultural, chemical and mechanical control.
a. Individual Weeds: Weeds shall not be allowed to reach a
height greater than 2-inches and shall be removed prior to
flowering. Spreading weeds shall be addressed
proactively and shall not be allowed to grow to a size
greater than 6-inches by 6-inches.
b. Weed massings: Weeds shall not exceed 5% of the
plantable area of a basic landscape or enhanced
landscape median, parkway or planting area. Groupings
of weeds shall not exceed a 1-foot by 1-foot area.
c. Weed IPM Schedule: A schedule for weed management
shall be included in the IPM document for approval by the
City Project Manager. The first treatment of weeds shall
take place no later than April 1st or as determined by City
Project Manager.
vi. Mulch
1. Organic
a. Mulch should be maintained in a tidy fashion and should
be free of trash. Monitor mulch to ensure it has not moved.
Mulch shall not be placed within 3”-4” of plant base.
b. Organic mulch top off and/or replacement shall be
contracted through separate work orders. Contractor shall
propose work to City Project Manager each year based on
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conditions in the field where mulch is less than 2 inches
deep.
2. Inorganic
a. Rock Mulch: Mulch top off and/or replacement shall be
contracted through separate work orders. Contractor shall
propose work to City Project Manager each year based on
conditions in the field where rock mulch is missing or
unsightly.
b. Decorative Hardscapes & Concrete: Report any damage
to decorative hardscapes and decorative concrete to City
Project Manager.
vii. Decorative Features & Streetscape Amenities
1. Functional Concrete: Report any damage to the City Project
Manager so that they can be reported to the Streets Department.
2. Decorative Features & Streetscape Amenities: Report any
damage to the City Project Manager.
3. Water Management & Irrigation Maintenance
a. Objective: Water management goals should support plant health. Irrigation
infrastructure should be maintained in a way that supports water management
goals and promotes water conservation. Response time to issues should reflect
the importance of water conservation.
i. Water Management
1. Annual Water Management goals:
a. Turf: 15 gallons per square foot per season maximum
b. Landscaped areas & Trees only areas: 10 gallons per
square foot per season maximum
c. Trees: 15 gallons per square foot per season maximum
after first 2-3 years of establishment watering
d. Each work order shall include a water management goal
for each tap.
e. Irrigate according to the requirements of the plants, not on
a fixed schedule. Apply only enough irrigation to replace
water loss by evapotranspiration (ET). Match irrigation
application rate to the soil type and root depth. Avoid
applying more water than can be contained in the root
zone.
f. Watering schedules must meet restrictions set forth by the
City of Fort Collins Utilities. Any fines or penalties due to
failure to follow watering restrictions will be the
responsibility of the Contractor. Drought restrictions shall
be followed when necessary. City Project Manager shall
communicate watering restrictions as necessary.
2. Water Management scheduling
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a. The programming of all irrigation controllers shall be
scheduled by a Certified Irrigation Technician with one or
more of the following certifications: Associated Landscape
Contractors of Colorado (ALCC) CLT-Irrigation, Irrigation
Association (IA) Landscape Water Auditor, or Irrigation
Association (IA) Certified Irrigation Designer, or ASLA
licensed Landscape Architect.
b. Overall schedule changes
i. Sites under Central Control: Daily ET based
changes to watering to meet water management
goals. Program rain gauges to shut off at ½”
precipitation. Utilize rain gauges for active use.
ii. Sites with standalone controllers: Biweekly ET
based changes to watering to meet water
management goals. Utilize rain gauge.
iii. Sites with valves controlled by nodes: Monthly
historical based changes to watering to meet water
management goals. Manually turn off water at the
backflow during rain events over ½”.
c. Frequency of irrigation: all controllers
i. All turf and landscape types: Water shall be
applied so that runoff is avoided and applied to
match the needs of the plant being irrigated. Cycle
and soak irrigation methods should be utilized.
ii. Trees: Trees shall be watered to prevent wilting
and color loss. Most tree roots are in the top 6 to
24 inches of the soil and occupy an area two to four
times the diameter of the tree crown. Trees vary in
water requirements (see Attachment 1), adjust for
xeric properties of plant. Use less frequent but
deeper watering to meet the 15 gal/sf requirement
for mature trees
iii. Shrubs: Shrubs shall be watered to prevent wilting
and color loss. Small established shrubs (less than
3 feet tall) should receive 5 gallons monthly
maximum. Large established shrubs (more than 6
feet tall) require 18 gallons per month maximum.
Shrubs vary in water requirements, adjust for xeric
properties of plant.
iv. Turf shall be irrigated to maintain horticulturally
acceptable growth and color while encouraging
deep rooting. Daily watering of one particular zone
shall be avoided, every third day irrigation is
recommended. Water the lawn uniformly until the
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soil is moist to a depth of 4 to 6 inches to
encourage deep roots. Frequent, light sprinklings
moisten only the surface and may cause shallow-
rooted turf and increase weed seed germination.
Cycle soak scheduling on sloped or poor soil
infiltration areas is required.
d. Hours of operation for irrigation schedule
i. Overhead irrigation shall operate between the
hours of 10:00 p.m. and 7:00 a.m. only.
ii. Drip and subsurface irrigation may operate at any
time.
iii. Newly planted sod or seed may be watered during
the day, with pre-approval of watering times and
locations by City Project Manager. City Project
Manager may request public signs be posted.
iv. During periods of drought, predetermined city
schedules and a permit process may take
precedence.
e. Rain events
i. All sites shall utilize rain sensors.
ii. Contractor shall shut off (central control sites can
be shut off at controller, backflow for all other sites)
irrigation when excessive rain fall (1/2” or greater)
is experienced to reduce water use.
3. Utilization of water reports
a. Within the Fort Collins Utilities boundary, water usage data
is available in hour-increments through the smart meter
system. Contractors shall utilize this information to
troubleshoot irrigation issues as necessary.
b. Continuous consumption reports are generated by Fort
Collins Water Utilities and indicate continuous usage for 3
straight days. If a site appears on the continuous
consumption report, the Contractor shall respond to the
issue within 4 hours.
ii. Maintenance of irrigation infrastructure
1. Routine sprinkler system maintenance: Check, adjust and identify
leaks and identify needed repairs on a regular basis, biweekly and
within 24 hours of mowing, whenever possible. Adjust the amount
of water applied by adjusting irrigation controllers. Ensure rain
sensors are working and connected to controllers. Check the
amount and depth of water infiltration to avoid problems that
develop from clogged heads, etc. Reset or clean heads as
necessary. Replace batteries in appropriate controllers each
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spring and as needed. No billing or fees associated with routine
maintenance.
2. Repair/Replace broken infrastructure
a. Sprinkler system repair shall consist of those operations
not covered in routine sprinkler system maintenance.
When the Contractor discovers a need for repair; he shall
make repairs immediately. See Section 5: Minor Repairs
and Replacements below.
b. Any replacement equipment or parts must be new, of the
same brand, model number and nozzle size unless
authorized by the Project Manager. The Contractor shall
maintain all sprinkler systems in such a way as to ensure
proper coverage and full working capability. For systems
over the age of 10 years, consult City Project Manager to
determine if an entire zone of heads shall be replaced to
match precipitation rate or meet water conservation
standards.
c. Repair damaged rain sensors and report missing rain
sensors to City Project Manager. Proactively maintain rain
sensor equipment so it is in working order.
d. Utilize Tree Protection specification (see appendix) for all
repairs near trees. Failure to do so will result in fines as
determined by Forestry (e.g. $1,000 per occurrence or
appraised value of tree).
3. Controllers
a. The Contractor shall protect the security of irrigation
controllers by keeping the controller cabinet doors locked
at all times. All padlocks shall be City issued. All lock
cylinders shall be standard irrigation controller locks or
otherwise issued by the City. Any stolen or vandalized
controllers because of unlocked cabinets shall be replaced
at Contractor’s expense. Remote control and hand held
programmers shall be protected from theft and shall be
replaced at Contractor’s expense in case of loss or
damage. Care should be exercised in the operation of
automatic controllers. Any defective or nonfunctioning
controller shall be reported to the Project Manager.
4. Sprinkler System Start-Up and Winterization
a. Spring Start-Up: Contractor is not to turn any curb stop or
street water valve. The Contractor shall turn on each
sprinkler system at the meter. Mainlines shall be filled
slowly and each zone activated while visually inspecting
each head for performance and coverage. Repairs will be
made prior to system being used for irrigation purposes.
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Visually inspect each backflow device for proper operation.
Notify City Project Manager of any malfunctioning
backflows.
b. Winterization: The Contractor shall turn off the sprinkler
system at the meter. Air shall be forced through the system
via the blow out tubes on the systems. Air shall pass
through each system expelling all water. Care shall be
taken when blowing out, as excessive pressure will
damage the sprinkler system. It is recommended that air
pressure does not exceed normal irrigation system
operation pressures. Backflow device ball valves should
be left in a partial open or partial closed position to prevent
damage from trapped water that will freeze. A second blow
out may be necessary on larger systems. Contractor will
be responsible for any freeze damage. This should be
scheduled no later than October 31 (smaller systems and
backflow devices will freeze rapidly). Do not wrap backflow
devices with insulation. Take care to winterize flow
sensors in irrigation system. Excessive air pressure and
heat from excessive length of time blowing air will damage
the flow sensor. Utilize blowout tubes beyond the flow
sensor whenever possible.
5. NOTE: Early irrigation activation and late season de-activation
may require the contractor to drain and temporarily insulate back
flow devices as weather requires to prevent freeze damage.
b. Establishment Water Management & Irrigation Maintenance Objective: More
rigorous maintenance is needed during the first two to three years after planting
due to plant stress from transplanting and plant maturity. Irrigation infrastructure
installation must be more accurate because plant root systems are not
established. The objective during this grow-in period is to ensure plant success
by directing the correct amount of water to exactly where the plant needs it.
Monitor landscape quality to identify strengths and weaknesses of existing
management and revise as appropriate.
i. Utilize the following information in conjunction with information above.
Where conflicts exist, utilize this section during the first two to three years.
1. Water Management goals:
a. Trees
i. Trees and other woody plants typically require
additional watering for one to three growing
seasons to become established (As a rule of
thumb, trees require one year per inch of caliper to
become established). This includes winter watering
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for newly planted trees, particularly evergreens
when snow is absent. During prolonged dry
periods (longer than four weeks) in the fall and
winter (October –March), trees may need watering
one to two times per month. Water only when
temperatures are above 40 degrees (indicator for
ground freeze that prevents water infiltration) and
no snow cover exists.
ii. Generally, for small and medium size trees with
moderate water needs, use approximately 10
gallons of water per inch of trunk diameter
(measured 4.5 feet above grade) for each watering.
The frequency of watering for small trees (1-3”) is
once per week throughout the season. For small
trees, use a minimum of 40 gallons per week.
Medium size trees (4”-8”) may require watering
three times per month throughout the season.
Water large trees (10”+) twice per month at a rate
of 15 gallons of water per inch of trunk diameter.
See
http://extension.colostate.edu/docs/pubs/garden/07
418.pdf
http://extension.colostate.edu/docs/pubs/garden/07
419.pdf for tree water requirement
recommendations.
b. Shrubs
i. Apply 5 gallons two times per month for a newly
planted shrub.
c. Native Grasses
i. Utilize the following chart as a guideline for
irrigating native areas. Work with City Project
Manager to customize for specific sites.
ii. Sample irrigation schedule for establishing native
areas from UDFCD Manual Chapter 13
Revegetation.
Time Of Year Frequency Time of Day Soil Moisture Depth
– Utilize cycle &
soak
Mid-April (Cool
Season) Mid-
May (Warm
Season)
1-2 times per day until
temperatures reach 80
degrees
Once in early
morning once in late
evening
Maintain soil
moisture to 2-inch
depth
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Early June to
July
Every other day or more
if temperatures are
above 90 degrees
Early morning or late
evening
Maintain to 4 inch-
depth
July to Mid-
August
One application per
week
Early morning or late
evening
Maintain soil
moisture to 6-inch
depth
Mid-August to
Mid-September
One application every
other week
Early morning or late
evening
Maintain soil
moisture to 6-inch
depth
Mid-September
and on
Withhold watering to
allow plants to harden
for winter
NA NA
2. Water Management scheduling
a. Daytime Watering for Establishment: Contractor shall
notify City Project Manager of any daytime watering of new
plant material.
b. Establishment watering shall take into consideration the
plant root depth of new plant material. Match irrigation
application rate to the soil type and root depth. Avoid
applying more water than can be contained in the root
zone. Excessive water runoff shall be avoided.
c. Plant water requirements during the establishment period
may increase due to plant stress. Monitor landscape
quality to identify strengths and weaknesses of existing
water management and irrigation emitters and revise as
appropriate.
i. Note: Xeriscape plant material may need more
water during the initial establishment period. Work
with City Project Manager to adjust irrigation
infrastructure after plants are established.
3. Maintenance of Irrigation infrastructure
a. Equipment adjustment and locations
i. Monitor landscape quality to determine if plants are
receiving water in the critical root zone.
1. Overhead Irrigation (Rotors, sprays, etc.):
Report any issues with overhead irrigation,
such as improper hydrozones or
malfunctioning infrastructure, to the City
Project Manager. Confirm nozzles were
installed correctly and adjust accordingly to
ensure plants receive adequate water.
2. Subsurface & Drip Irrigation: Adjust location
of drip emitters and tubing, as necessary, to
ensure plants receive adequate water.
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4. Other Maintenance
a. Objective: Per city code, maintain public right of way in a neat, tidy, methodical,
systematic, clean and orderly condition, permitting no deposit or accumulation of
materials other than those ordinarily attendant upon the use for which the
premises are legally intended. Refuse and rubbish shall be picked up which will
prevent it from being carried by the elements to adjoining premises.
i. Litter, Trash, Debris
5. All areas covered under this contract shall inspected by the
contractor and be kept free of all trash, debris, tree limbs,
branches, and other foreign matter. Contractor shall avoid
mowing and thus shredding debris. Shredded debris is subject to
discount.
6. Contact City Project Manager for large debris removal to
determine scope, fees, etc. This work order is for normal every
day litter, trash and debris removal that is typical to streetscapes.
Acts of vandalism, unanticipated vehicle accidents, and large
weather events shall be handled individually outside this contract.
7. Spring cleanup shall be performed during the first four weeks of
contract on all sites to remove all debris, leaves, paper, branches,
rubbish, etc. from all areas before any other maintenance
activities commence.
8. During the term of this contract, leaves shall be the responsibility
of the Contractor. Removal by hand or mowing shall be the
methods used to control the buildup of falling leaves.
5. Minor Repairs and Replacements
a. Objective: Repairs and replacements shall be billed in a format that matches contract
requirements while also allowing for long-term tracking to determine trends and issues
on a site. Minor repairs must be directly related to the maintenance work order.
i. A repair/replacement allotment shall be given on all work orders. This
amount is not guaranteed to the contractor.
ii. Minor repairs (under $200) shall be billed monthly. The billing shall
include the location (object ID from GIS), cost of materials and labor
hours.
iii. For repairs that range from $200-$5,000, the Contractor shall notify the
City Project Manager for approval. The billing shall include the location
(object ID from GIS), cost of materials and labor hours.
iv. For repairs that exceed $5,000, the Contractor shall notify the City
Project Manager for approval. A quote shall be created that identifies
the location (object ID from GIS), cost of materials, agreed upon
materials markup and proposed labor hours. The quote will be
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reviewed by the City Project Manager and then a work order and
purchase requisition will be created.
v. Traffic control billings, when appropriate, shall be submitted with invoice
from traffic control company. Coordination of traffic control shall be
considered part of the Administrative Oversight of work orders.
Additional fees as determined by the City of Fort Collins in the Work
Area Traffic Control permit shall be reimbursed by the City at no
additional markup by the contractor.
vi. If zone changes, etc., are being made, follow City of Fort Collins
Landscape and Irrigation Standards for Water Conservation for
guidance. Coordinate all irrigation design changes with City Project
Manager.
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APPENDIX
WORK EVALUATION STANDARDS
1.0 WORK RATING
The quality of work and performance are important to the City and reflect on the City and
Contractor. An annual rating will be given to the contractor based on the following criteria:
• Contractor met requirements related to Quality
• Contractor met requirements related to Cost
• Contractor met requirements related to Timeliness
Document, briefly, area(s) of non-compliance and steps taken to remedy (see also Penalties
section below).
Document overall rating of contractor by the following categories:
• Performance Below
• Standard Standard
• Above Standard
Document any responses made by Contractor.
1.1 LATE/DEFICIENT PROJECT DELIVERY DISCOUNT
To establish compliance with the specifications in Attachment 1, the following late/deficient
project delivery discounts shall be used in case of insufficient performance by the Contractor.
A discount shall be invoked when an inspection report reveals a maintenance item (i.e. mowing,
trimming, sprinkler maintenance, weeding, trash pickup, shredding of trash, etc.) was done
unsatisfactorily in accordance with the standards set forth in Attachment 1. The Contractor will
be given a minimum of two working days to correct the deficient work. If the work after two
working days remains unsatisfactory, the following percentage of the total calculated monthly
billing would be deducted as a discount:
Number of Deficient Maintenance Operations
Degree of Penalty
1 5% of monthly billing
2 10% of monthly billing
3 15% of monthly billing
4 20% of monthly billing
5 or more 25% of monthly billing
At the point of more than five (5) deficient
operations, the Contractor may be found in
default of the contract and removed for no
cause.
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Damage to trees by string trimmers or mowers will be penalized at $50.00 per occurrence if
there are no tree rings, and up to $500.00 when tree rings exist. If the project manager were
notified prior to an inspection notice, the discount would be reduced to $10.00. Any discounts
would be deducted from the next monthly billing. At Forestry’s discretion, in addition to
discounts, they may be charged up to full appraised value of the tree.
1.2 DISCOUNT EXAMPLES
Calculated monthly price = $8,000.00
1. Example Number One: Inspection report for June 8, 2004, shows trimming was missed
or poorly done on College Avenue Frontage Road between Rutgers and Columbia. The
Contractor is given two (2) working days to properly perform the work. If after this time (two
working days), the work is still unsatisfactory, a discount of 5% or $400.00 will be deducted from
the next monthly invoice. If the work is satisfactorily performed within the two-day period, no
discount will be deducted from the monthly invoice for that period.
2. Example Number Two: Inspection report of July 15, 2004 shows that on Mountain
Avenue a drink cup was shredded by a mower and is now part of the landscape. There is a
sprinkler head in the 1000 block that is spraying water into traffic while operating. The tree
furthest west on the median in the 300 block has a gouge in the bark with red paint similar to the
mower generally used by the Contractor on Mountain Avenue and there are mower tracks in the
dirt at the base of the tree.
The Contractor is given two days to correct problems #1 and #2. However the tree damage is
not repairable and a discount of $25 is assessed and unrecoverable. After two days an
inspection shows that the drink cup fragments have been removed but the sprinkler head is still
washing cars. A discount of $425.00 will be deducted from the monthly billing.
If the Contractor notifies the Project Coordinator about the tree damage, prior to the inspection
report being submitted, the discount will only be $10.00. And the $400.00 would still be
assessed for the sprinkler. If none of the work is done then $825.00 will be assessed against
the monthly billing.
3. Example Number Three
In example number two the drink cup was removed and the sprinkler was still washing cars after
two days. The $400.00 discount is assessed. An inspection report on the following week
shows that the sprinkler is still washing cars and now there is a brown spot developing in front of
the sprinkler in the turf. The Contractor is given two working days to correct the problem.
A follow-up inspection shows the sprinkler has been adjusted but the brown spot remains. No
discount is assessed even though the brown spot remains. If the problem is not corrected a
discount of an additional $800.00 is assessed against the monthly billing.
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1.3 NONRECOVERY OF DISCOUNT BY CONTRACTOR
1. Money withheld as a discount from any monthly payment due the Contractor will be
considered a forfeiture on the part of the Contractor and not recoverable.
2. The intent of this contract is to provide a well maintained landscaped with regard to the
specifications. Adherence to the specifications will make it unnecessary to invoke penalties.
TREE PROTECTION SPECIFICATION
Tree Protection Specifications
1-13-16
1. All tree protection and replacement requirements in LUC 3.2.1.F.G. shall be followed.
Existing trees shall be inventoried. All existing trees in the potential construction impact
zone shall be numbered and identified by species, size, condition, intent to save or
remove and mitigation.
2. All tree pruning, removal and protection shall adhere to the requirements found in the
City of Fort Collins Tree Management Standards and Best Management Practices
manual which was approved by the City Manager March 31, 2010.
3. Existing trees marked for protection and preservation shall not be removed.
4. The critical root zone of each existing tree designated to be preserved shall be protected
so that soil compaction does not occur. This will include restricting equipment use and
material storage in the critical root zone of each tree.
5. Avoid cutting surface roots whenever possible. All grading, sidewalk and paving levels
should be contoured sufficiently to avoid root or trunk damage. At any location where
roots need to be disturbed or cut, contact the City Forestry Division for review prior to
any disturbance or cutting.
6. When root cutting is necessary, the cuts should be made using a sharp saw or
appropriate tool so that extra root tissue is not damaged. Cuts should be smooth, flush
and completed very quickly after root exposure occurs. Once the root cutting is
complete, immediately cover the exposed root tissue with good soil and then water the
area to avoid root dehydration. Root pruning shall be reviewed by the City Forestry
Division and performed by a certified arborist for any roots over 2” in diameter.
7. Tree protection shall be set up and implemented prior to construction. Tree protection
shall incorporate the following criteria:
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a. All existing trees to be retained in close proximity to any construction activity shall be
protected using a fencing material that meet or exceed the following criteria:
1) Fencing material would have a minimum height of 5 feet.
2) Fencing may consist of orange snow fencing or other suitable material.
3) Protection barrier fencing shall be supported by 1” X 1” metal posts or similar
sturdy stock.
4) Concrete blankets or other suitable material shall be wrapped around the
trunk of trees that are in close proximity to actual construction activities. At a
minimum, the bottom 6 feet of the trunk shall be wrapped.
b. The actual location of tree protection fencing should be determined by an onsite
meeting between the Forestry Division representative and the appropriate contractor
representative.
c. Partial fencing within the protection zone may be required as necessary.
d. There shall be no movement of equipment or storage of equipment, materials,
debris, or fills or cuts within the critical root zone area unless approved by the City
Forestry Division.
e. Modification or removal of tree protection fencing or blanket wrap must be approved
by the Forestry Division prior to the removal of such protection.
8. Within the drip line of any tree marked for retention and preservation, there shall be no
cut, excavation or fill unless a qualified arborist or forester has evaluated and approved
the disturbance. Approved cut, excavation or fill within the drip line of existing trees must
be accomplished using methods approved by a qualified arborist and City Forestry
Division. This may include the required use of hand tools or an air spade when
necessary.
9. In order to protect the critical root zone of each tree, or group of trees, to be retained, the
following criteria must be followed:
a. Equipment or material shall not be washed, cleaned or rinsed within the drip-line
of any trees.
b. Equipment or materials shall not be stored within the drip-line of any trees.
c. Potentially harmful materials such as paints, oils, solvents, asphalt, concrete,
motor oil or any other material harmful to the life of a tree shall be kept out of the
drip-line of any tree.
10. Attachments such as wires, cables, winches, ropes, signs, notices or permits shall not
be fastened to any protected tree.
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11. All protected existing trees shall be pruned to the City of Fort Collins Forestry Standards.
All required or optional tree removal or pruning shall be performed by a private tree
service holding a current City of Fort Collins Arborist license.
12. Applying thick layers of wood mulch over a portion of the root system of existing trees
may be directed at individual locations to adequately prevent soil compaction during
construction activity.
13. Loss or potential injury to any tree(s) shown to be retained due to contractor neglect or
improper construction activities will result in a penalty of up to full damages for the
assessed value of the tree(s) as determine by the City Forestry Division or qualified
arborist using the Council of Tree an Landscape Appraiser Guide for Plant Appraisal
(most recent edition). Full loss or partial injury value will be assessed to the contractor.
14. A fine of one-thousand dollars may be levied against the contractor for each incident of
unnecessary damage to existing trees by not following the tree protection notes. If a
financial penalty is not imposed for a violation, the City project manager shall document
the incident with an explanation of why a fine was not imposed.
15. The contractor is responsible for scheduling tree inspections with the City Forester or
consulting arborist at critical phases of the project. There shall be daily coordination of
field crews by the contractor during the critical phases of the project to ensure the tree
protection specifications are followed as well as the direction received from the City
Forester or a consulting arborist. Critical phases are defined as work being conducted in
proximity of trees to be protected or transplanted where any form of damage could
occur. Examples could be demolition of existing concrete, root pruning, construction of
retaining walls and construction of new curb.
16. The City Forestry Division shall be notified prior to any trenching, excavation or
construction activity known, or suspected, to involve cutting roots or damaging any of the
above ground portions of a preserved or transplanted tree.
17. When raising the grade around a tree, a dry well is required, when lowering the grade
around a tree, a retaining wall is required. In such instances approval is required by the
City Forester.
18. Irrigation lines or any underground fixture requiring excavation deeper than six inches
shall be accomplished by boring under the root system of protected existing trees at a
minimum depth of twenty-four inches. The auger distance is established from the face of
the tree (outer bark) and is scaled from tree diameter at breast height (see table).
19. Soil cultivation should not exceed 2 inches in depth within the drip line of any existing
protected tree. The grade should also not be raised more than 2 inches within the drip-
line of any existing protected tree.
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Tree Diameter at Breast Height (inches) Auger Distance From Face of Tree (feet)
0-2 1
3-4 2
5-9 5
10-14 10
15-19 12
Over 19 15
IRRIGATION WATER TARGETS BY WATER ACCOUNT
WATER ACCOUNT IRRIGATION WATER TARGET
(Gallons)
1011 1/2 W Mountain Ave. 236,353.2
102 Columbia Rd. 89,401.8
102 N. College Ave 25,269.5
1022 Fossil Creek Dr. 553,107.3
103 W. Boardwalk Dr. 148,583.9
104 S. Lemay Ave. 364,744.7
1099 Columbia Rd. 214,398.8
1100 W. Drake Rd. 24,715.5
1106 W. Mountain Ave. 174,926.5
1114 W Vine Dr 240,193.5
1162 E Mulberry St 429,760.1
1200 S. College Ave. 21,481.0
1217 W. Mountain Ave. 176,236.2
1227 N College Ave 180,530.6
1238 W. Mountain Ave. 178,711.1
1246 W. Elizabeth St. 22,138.5
125 E. Mountain Ave. 52,688.7
126 Laporte Ave. 152,263.0
Official Purchasing Document
Last updated 7/20/22
Service Agreement – Work Order Type
9738 Landscape & Irrigation Maintenance Services
Page 63 of 65
1280 W. Drake Rd. 438,863.9
1294 N College Ave 260,919.7
1300 S. College Ave. 91,888.6
1301 Hays St. 16,896.5
1309 W Harmony Rd 406,059.0
140 Jefferson St. 104,385.9
1403 W. Mountain Ave. 134,723.3
1413 N. Lemay Ave. 1,586,596.6
1414 W. Mountain Ave. 124,359.1
142 W. Prospect Rd. 15,626.7
1428 W. Harmony Rd. 98,152.9
1507 Longs Peak Dr. 26,729.2
1521 W. Mountain Ave. 179,764.3
1541 W. Mountain Ave. 116,753.8
1628 W. Harmony Rd. 49,075.7
1702 S. College Ave. 7,583.5
1722 W. Mountain Ave 420,873.8
1780 E Harmony Rd 66,294.5
1809 S. Timberline Rd. 142,371.8
1828 S. Shields St. 164,705.9
1831 E. Prospect Rd. 28,116.7
1832 N. College Ave. 27,406.4
190 E. Horsetooth Rd. 28,948.1
1940 E. Prospect Rd. 52,251.1
1947 E Harmony Rd 133,430.6
200 Canyon Ave. 56,806.8
2010 W. Harmony Rd. 50,985.3
2017 W. Drake Rd. 211,534.0
202 E. Laurel St. 54,125.9
202 S COLLEGE AVE 18,221.5
2030 W. Horsetooth Rd. 902,860.4
2060 S. College Ave. 38,454.9
2100 Katahdin Dr. 427,164.4
2101 E. Prospect Rd. 889,445.0
2109 Custer Rd. 169,328.1
2111 E. Drake Rd. 415,301.4
2131 E. Horsetooth Rd. 160,712.8
2210 S. College Ave. 56,736.7
2246 E. Harmony Rd. 245,780.6
2404 S. College Ave. 39,732.7
2406 S. College Ave. 40,388.3
Official Purchasing Document
Last updated 7/20/22
Service Agreement – Work Order Type
9738 Landscape & Irrigation Maintenance Services
Page 64 of 65
2411 N. County Rd. 11 551,916.1
2526 S. College Ave. 81,766.2
2600 S. Shields St. 16,900.9
2620 S. College Ave. 73,434.0
2700 E. Prospect Rd. 352,214.6
2851 S. College Ave. 360,091.1
2902 E Harmony Rd 394,709.1
298 E. Mountain Ave. 64,241.2
2998 S Taft Hill Rd 1,693,129.3
300 Canyon Ave. 30,189.3
300 E. Horsetooth Rd. 82,291.1
3031 Pleasant Valley Rd. 311,312.3
3033 S. Shields St. 371,522.5
3050 Council Tree Dr. 97,469.9
310 N COLLEGE 26,256.8
3113 S. College Ave. 315,034.6
324 E Harmony Road 236,291.3
330 W. Mountain Ave. 164,330.5
3331 S. College Ave. & 3403 S. College
Ave.
314,887.4
3400 S. Shields St. 990,646.8
3596 Ziegler Rd. 20,166.9
3650 S. Lemay Ave. 596,265.1
391 E. Mountain Ave. 118,340.8
3911 S. Shields St. 556,756.9
3916 S. Lemay Ave. 1,042,647.6
400 W. Mountain Ave. 174,742.2
402 N. College Ave. 93,722.0
403 W. Horsetooth Rd. 210,504.2
430 E. Elizabeth St. 67,966.3
4374 S. College Ave. 121,908.8
445 N. College Ave. 34,498.8
4466 S. Timberline Rd. 59,396.0
450 S. College Ave. 31,476.2
4586 E. County Rd. 32 897,626.5
4600 S. Lemay Ave. 76,723.1
4666 Ziegler Rd. 41,429.3
4730 S. Timberline Rd. 188,482.9
505 E. Oak St. 166,293.4
518 S. College Ave. 21,867.9
532 W. Mountain Ave. 165,194.9
600 W. Mountain Ave. 174,137.8
Official Purchasing Document
Last updated 7/20/22
Service Agreement – Work Order Type
9738 Landscape & Irrigation Maintenance Services
Page 65 of 65
618 S. College Ave. 88,154.9
702 W. Horsetooth Rd. 88,752.4
708 Whalers Way 9,141.3
721 E. Pitkin St. 129,623.3
740 W. Mountain Ave. 171,399.4
800 E. Pitkin St. 30,615.0
802 W. Mountain Ave. 176,374.8
806 W. Drake Rd. 233,852.1
809 Strachan Dr. 75,618.5
810 E. Mulberry 24,596.5
824 Foxtail St. 232,925.1
911 1/2 W. Mountain Ave. 154,418.1
942 N. College Ave. 380,190.6
989 W. Horsetooth Rd. 120,374.4
Hwy 14 & Timberline 1,243,838.0
Mason/Harmony 141,682.8
Province Rd/S Lemay 27,448.8
SHARED - CSU WATER 5,275.0
SHARED - FCCP 179,894.9
SHARED - FRCC 88,293.8
SHARED - HOA WATER 35,099.4
SHARED - PRIVATE DISCONNECTED
2017
34,292.5
SHARED - TWIN SILO PARK 25,004.7
Trilby/S Lemay 26,439.9
Grand Total 26,897,949.2