Specifications include, but are not limited to: 9.1. Special Events 1. During the contract period, a special event may be scheduled within the City which requires maintenance operations to be focused around a specific timeframe and location within the City. 2. Special event maintenance operations are to be coordinated between the Owner and the Contractor and are not considered additional work. 3. All individual maintenance operations conducted for such an event will be considered as one of the Contract specified quantities for each of the operations. 4. The Owner will provide verbal or written notification of such an event, with details of the maintenance operations to be conducted. 5. The Owner will attempt to provide adequate, advance notice of the event to allow time for operations to be completed. 9.2. Plant Removal 1. Trees < 4” DBH, shrubs and ornamental grass: As approved by the Owner or as needed, remove in a timely manner, plants that are severely damaged or die during the term of this contract. Flush-cut woody stumps at or below surrounding soil grade or remove stumps completely. Cover open or depressed areas with suitable growing media or mulch as appropriate. Removed stumps should not be allowed to recover. 2. Sod and/or grassed areas: Backfill small areas with sand or an appropriate growing media to allow existing grass to root through. Cover large areas with new sod, seed mat or seed/straw, as approved by the Owner. 9.3. Pest & Disease Inspection 1. Once per month, Contractor shall inspect entire project limits for signs of pest/disease or other issues that may be detrimental to plant health. 2. Immediately following inspections, Contractor shall report findings to Owner. 3. Contractor shall manage pests and disease as outlined in Area specifications. 4. If any planted trees or a significant number of planted shrubs die or become irreparably damaged as a result of an identifiable/correctable cause that is not reported to the Owner, the Contractor may be held liable for replacement. 9.4. Repairs Contractor is responsible for repairing minor ruts, spills, and miscellaneous other damage occurring within specified maintenance limits. Repairs may include but are not limited to sanding, grading, removing debris, replacing/repairing pine straw, seeding, sodding, etc. as approved by the Owner or as required. 9.5. Billing, Inspections, and Acceptance 1. Monthly Review: Before the first day of each month for the length of the contract and any extensions thereof, the Contractor shall submit to the Owner a written schedule outlining all planned service dates for the specified month. Schedules should provide comprehensive maintenance details and associated service dates for each service area. Monthly schedules will be used by the Owner for periodic inspections and also as validation for the payment of monthly invoices. Failure to submit schedules, complete and on time, may result in the Owner delaying or withholding payments to the Contractor. 2. Basis of Acceptance: Contractor is responsible for all landscape maintenance work as specified herein. Upon completion of all specified maintenance activities, Contractor shall remit an invoice each month in the amount of the monthly fee listed on the Bid Proposal Form. Invoices will be paid monthly, upon completion of subsequent inspections and verification of work performed. 3. Monthly invoices shall include the following: a. Total monthly billing amount b. PO number approved for the contract c. Calendar month to which the service applies d. Monthly maintenance cost for each Area being invoiced
