Downtown San Mateo Landscape Maintenance

REQUEST FOR BIDS AND CONTRACT PACKET
DOWNTOWN SAN MATEO LANDSCAPE MAINTENANCE SERVICES
For the Period of
July 1, 2026 - June 30, 2028
CITY OF SAN MATEO, CALIFORNIA
March 9, 2026
Parks and Recreation Department
Landscape Resources Division
2001 Pacific Blvd.
San Mateo, CA 94403
Telephone: (650) 522-7420
FAX: (650) 522-7421
REQUEST FOR BIDS
CITY OF SAN MATEO, CALIFORNIA
LANDSCAPE MAINTENANCE SERVICES

CONTENTS
NOTICE INVITING SEALED BIDS ..................................................................................................................... 1
GENERAL INFORMATION .............................................................................................................................. 2
Selection Process / Criteria .................................................................................................................. 2
Required Qualifications ........................................................................................................................ 3
GENERAL PROVISIONS .................................................................................................................................. 4
Examination of the Site ............................................................................................................................ 6
San Mateo Business License Guidelines ................................................................................................... 7
Prevailing Wage Compliance Requirements ............................................................................................ 7
EXHIBIT A: SCOPE OF WORK ......................................................................................................................... 8
General Work Specifications .................................................................................................................... 8
Detailed Work Specifications .................................................................................................................... 8
IPM Policy ............................................................................................................................................... 13
Maintenance Frequency Summary......................................................................................................... 15
Extraordinary Work ................................................................................................................................ 16
EXHIBIT B: PAYMENT SCHEDULE ................................................................................................................. 18
EXHIBIT C: INSURANCE REQUIREMENTS ..................................................................................................... 19
EXHIBIT D: MAP ........................................................................................................................................... 21
EXHIBIT E: SAMPLE FORMS ......................................................................................................................... 22
SUBMITTALS ................................................................................................................................................ 25
SAMPLE AGREEMENT FOR SERVICES (Complete only after bid acceptance) ......................................... 26
BID FORM................................................................................................................................................ 37
SCHEDULE OF PROPOSAL ITEMS ........................................................................................................ 38
CONTRACT LABOR SUMMARY ............................................................................................................ 40
DESIGNATION OF SUB-CONTRACTORS .............................................................................................. 41
BIDDER'S STATEMENT ........................................................................................................................ 42
NONCOLLUSION AFFIDAVIT ............................................................................................................... 45
CERTIFICATE OF NONDISCRIMINATION ............................................................................................. 46
CERTIFICATION OF PAYMENT OF PREVAILING WAGE SCALE ............................................................. 47
STATEMENT OF QUALIFICATIONS ...................................................................................................... 48
CITY OF SAN MATEO, CALIFORNIA March 9, 2026.

NOTICE INVITING SEALED BIDS
Sealed bids will be received by the City of San Mateo, California, for DOWNTOWN SAN MATEO
LANDSCAPE MAINTENANCE SERVICES as described in General Provisions & Exhibit A: Scope of Work
entitled DOWNTOWN SAN MATEO LANDSCAPE MAINTENANCE SERVICES, Parks and Recreation
Department, and all addenda thereto.
The entire REQUEST FOR BIDS FOR DOWNTOWN SAN MATEO LANDSCAPE MAINTENANCE SERVICES and
all associated documents necessary for bid submission are available electronically at
www.cityofsanmateo.org/Bids.aspx
Any questions regarding the contract documents should be directed to Karoline Woodhouse, Tree
Maintenance Specialist, at (650) 522-7424, or at kwoodhouse@cityofsanmateo.org.
Any pertinent updates, questions raised by contractors bidding the project or addenda to the scope of
work will be posted on the city bid posting page.
Evidence of insurability shall also be included with the bids. The successful bidder will have insurance
coverage to City specified limits.
All bids are to be accompanied by proof of registration with the Department of Industrial Relations pursuant
to Labor Code 1725.5.
The Contractor will not be permitted to subcontract any of the work in this contract without prior written
permission of the City.
The Contractor will enter into the City's Standard Agreement for Services, a sample of which is included with
this "Notice Inviting Sealed Bids." Any requested changes to the contract must be included with Bidder's bid
and the City, in its sole discretion, will determine whether or not to agree to these changes prior to bids award.
Any changes not agreed to by the City will render the bids non-responsive.
The right is reserved, as the interest of the City may require, to reject any or all bids, to waive any formality in
bids, and to accept, modify, or reject any items of the bid.
In accordance with Municipal Code section 3.60.040(a)(3), the proposal/bid will not necessarily go the
lowest bidder and other factors such as experience and skills will be considered.
Each Bidder shall submit one (1) hard copy of the Bid package. Said Bids shall be delivered to the San
Mateo City Clerk, c/o Karoline Woodhouse, 330 W. 20th Avenue, San Mateo, California 94403, no later
than 2:00 pm, March 31, 2026.
Bids shall be opened and read by a City representative and said City representative shall report the results
of the bids to the Director of Parks and Recreation, at which time the Director may award the contract to
the bidder whose demonstrated experience, competency, and pricing represent the best value for the City;
or as the City's interest may dictate, Director may exercise its right to modify the award or reject any or all
bids.
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GENERAL INFORMATION
The City of San Mateo is soliciting Bids from qualified bidders for landscape maintenance services for a
two-year period starting July 1, 2026, and terminating June 30, 2028. The City can extend this
agreement by written amendment for up to three (3) additional one-year terms. The term of the
extension shall be one year at a time. The purpose of the desired maintenance contract is to provide
landscape maintenance services for numerous planters, landscapes and trees located in the Downtown
San Mateo area (see the attached map).
It is the intent of the City to award a contract, in a form approved by the City Attorney, to the selected
firm. The City reserves the right to further negotiate the terms and conditions of the contract. The City
shall preserve the right to reject any bid for noncompliance with contract requirements and provisions,
or to not award a contract because of unforeseen circumstances or if it is determined to be in the best
interest of the City. This project will be awarded based on Bidders' demonstrated ability and
performance providing similar services at a fair and reasonable cost. This contract may not be awarded
to the lowest bidder.
The selected firm will work closely with the Tree Maintenance Specialist and/or other City staff to
ensure the most appropriate care and maintenance of the City's downtown landscaping with sensitivity
to the City of San Mateo, its residents and visitors.
Selection Process / Criteria
The City will evaluate and rank Bids based on various selection criteria. Any Bid may be rejected if it is
conditional, incomplete or contains irregularities. Minor or immaterial irregularities in a Bid may be
waived. Waiver of an irregularity shall in no way modify the Request for Bids nor affect recommendation
for award of the Contract. Information contained in the Bid should provide information for the City to
evaluate the company on the following criteria, listed in relative order of importance, including:
* Ability of the Contractor to provide innovative approaches and techniques in the delivery of
services and partnering with the City to reach high quality outcomes.
* Demonstration of exceptional ability to provide a high level of quality service standards under
similar conditions to institutions, private or public, of similar size and area requirements.
* Quality and performance assessments of work quality and working relationships with current
and recent clients that indicate high levels of satisfaction and effectiveness.
* Proven competencies in the effective and efficient use of natural resources, and implementation
of best management practices.
* Policies that provide highly trained, competent staff at every level of the organization.
* Demonstration of a high level of stability and long-term, high quality performance of the
Contractor.
* Well organized communication systems and electronic reporting capabilities that demonstrate
an ability to complete tasks efficiently and effectively without constant supervision by the City.
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In evaluation of Bids, the City will adhere to the current City of San Mateo Municipal Code Section
3.60.040 "Award Procedures" for the award of contracts. Each bid will be evaluated based on firm
qualifications and the required submittals.
Required Qualifications
Award will be made to the firm who best meets the City's requirements and who offers the most
advantageous combination of low price and highest qualifications for all the criteria described in this
document. All firms submitting bids must hold a valid State of California C-27 Contractor's License. The
license must be in good standing for the previous five (5) consecutive years without any official
unresolved record of complaints registered or filed with the Board of California Department of
Consumer Affairs. The Proposer shall also maintain a California State Licensed Pest Control Applicator or
Qualified Applicator Certificate with a Maintenance Gardener Business License, Category B.
Each proposer will be required to furnish satisfactory evidence that he has sufficient means, equipment
and experience to enable him to undertake and successfully complete the work herein contemplated. The
Proposer shall provide a work force sufficient to complete the work as specified. Competent and
experienced workers shall perform the work.
A cover letter shall be submitted describing all persons that will be performing the work outlined in the
contract. Personnel must be qualified and trained in the landscape maintenance industry. Workers
skilled specifically in state-of-the-art, automatic irrigation systems, shall perform irrigation maintenance
and repairs. The work force shall include a thoroughly skilled and experienced supervisor who shall be
responsible for adherence to the specifications. At all times during contracted landscape maintenance
activities, the firm shall have work crews on site that are represented by a supervisor who is fluent in
written and oral English and can receive and carry out instructions given by proper authorities. Persons
employed by the Proposer who are found unsatisfactory by the City shall be discharged or reassigned by the
Proposer upon fifteen (15) days written notice from the City.
Proposer shall provide an equipment list including the size and type of water tank to be used for hand-
watering.
Qualified bidders must have provided at least three (3) years professional landscape maintenance services
for municipalities or commercial businesses. Bidder shall supply three (3) references of prior clients within
the last four (4) years, including at least one current client, with the bid (see STATEMENT OF
QUALIFICATIONS). Contractor should have had at least two (2) similar and separate California municipal
or commercial landscape maintenance contracts which have been successfully completed within the last
four (4) years. Each past project shall be comparable to the City's desired Contract in size and scope
(descriptions of these projects and contact persons must be provided with bid submissions).
The Contractor shall be held liable for the faithful observance of any lawful instructions of the City, not
in conflict with the contract, which may be delivered to said party or his representatives on the work.
Contractor should have a Quality Control Plan with an effective and efficient means of identifying and
correcting problems throughout the entire scope of operations. The successful Contractor shall be
required to comply with this Quality Control Plan throughout the term of the contract. Contractors shall
have a current Safety Manual that meets SB 198 requirements for injury and illness prevention.
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GENERAL PROVISIONS
a) Alterations: The City reserves the right to increase by up to 25% the quantity of any item or portion
of the work of same complexity as may be deemed necessary or advisable by the Managing
Arborist or Tree Maintenance Specialist. The City also reserves the right to decrease the quantity of
work based on available funds.
b) Control of the Work: The City of San Mateo Managing Arborist or Tree Maintenance Specialist shall
decide any and all questions which may arise as to the quality or acceptability of work performed
and as to the manner of performance and rate of progress of the work; all questions which arise as
to the interpretation of the plans and specifications; all questions as to the acceptable fulfillment of
the contract on the part of the Contractor.
c) Conformity with Specifications and Allowable Deviation: Deviations from these specifications, as
may be required by unforeseen events or exigencies, will be mutually determined in all cases by the
Managing Arborist or Tree Maintenance Specialist and the Contractor.
d) Temporary Suspension: The Managing Arborist or Tree Maintenance Specialist may suspend the
work wholly or in part, for such a period as may be deemed necessary, due to unsuitable weather,
or to such other conditions as are considered unfavorable for the suitable prosecution of the work.
e) Coordination of Work: Contractor shall establish a uniform time schedule for performance of
routine landscape work, which shall be in conformance with general contract work hours or special
landscape work requirements. The Proposer shall submit to the Tree Maintenance Specialist, within
thirty (30) days after award of contract, a prepared schedule of operations, which shall be followed
upon approval. The proposed schedule may be revised, subject to the approval of the Managing
Arborist or Tree Maintenance Specialist, to facilitate the Proposer's operations if circumstances
require and justify such change. Proposer shall give written notification of all "specialty type"
maintenance operations to the City 48 hours prior to each of these operations. "Specialty type"
maintenance operations are defined as fertilization, pre-emergent weed control, all pesticide
applications and any plant replacements, including seasonal bedding plants.
f) Traffic and Access: The Proposer shall have vehicles clearly marked with Proposer's name. Any
parking citation received by the Proposer is the responsibility of the Proposer. The Contractor
shall be responsible, during all phases of work, to provide for public safety. Contractor is
responsible for supplying and affixing all safety and traffic control signs and devices (i.e. safety
cones). Operations shall be conducted in such a manner as to cause as little inconvenience as
possible to abutting property owners. Convenient access to driveways, houses, and buildings
along the line of work shall be maintained. When necessary, the Proposer shall request and
obtain approval from City before any lane closures are implemented. Open excavation and
ditches across a roadway shall be covered and guarded in such a manner as to permit safe traffic
flow during hours when no work is being performed. If needed, the Contractor shall be
responsible to arrange with the public utilities for any power shutdowns. The Proposer's
attention is directed to the underground utilities, which may or may not be shown on the plans.
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Proposer shall contact the City and Underground Service Alert (USA) at 1-800-422-4133 at least 48
hours prior to commencing any excavation. Precautions shall be taken to preserve and protect
such utilities and existing improvements. The Proposer shall be responsible for the cost of
repair to any damaged utilities or improvements.
g) Safety Requirement: All work performed under this Contract shall be performed in such a manner
as to provide maximum safety to the public and where applicable, comply with all safety standards
required by CAL-OSHA. The Managing Arborist reserves the right to issue restraining or cease and
desist orders to the Proposer when unsafe or harmful acts are observed or reported relative to the
performance of the work under this Contract. The Proposer shall maintain all work sites free of
hazards to persons and/or property resulting from Proposer's operations. Any hazardous condition
noted by the Proposer, which is not the result of his/her operations, shall be immediately reported
to the Managing Arborist or Tree Maintenance Specialist. All incidental power and hand tools shall
have Dielectric Tests where required.
h) Liability for Damages: The Proposer shall be fully responsible for any and all damage to City
property, equipment, or other property on the public premises that result from the Proposer's
operations under this Contract. This shall include, but not be limited to the replacement, at
Proposer's expense, of shrubs, trees, vines, turf, groundcover or other landscape items that are lost
due to negligence in pest and disease control practices; and/or due to improper watering,
fertilizing, or lack of proper maintenance and care.
i) Inspection: Each area of work will be inspected weekly or as necessary. In the event the inspection
report notes failure to satisfactorily maintain an area to the agreed upon specifications, the
Contractor shall immediately rework the area as directed by the Managing Arborist or Tree
Maintenance Specialist. All work shall meet with the approval of the City of San Mateo Managing
Arborist or his designee. There shall be periodic meetings, typically on a monthly basis, with the
Proposer and City's representative to determine progress of the work and to establish items that
may require attention. The purpose of this meeting will be to discuss project problems, tour sites
and determine the Proposer's conformity with these specifications and the adequacy of the work
being performed. More frequent meetings may be required as determined by the City.
j) Correction of Unsatisfactory Work: Any specific problem area which does not meet the conditions
of the specifications set forth herein shall be called to the attention of the Proposer in writing and if
not corrected, payment to the Proposer will be withheld until condition is corrected in a satisfactory
manner as set forth in these specifications, without right to retroactive payments. All unsatisfactory
work shall be remedied in a manner acceptable to the Managing Arborist or Tree Maintenance
Specialist. No compensation will be allowed for such correction. The Proposer is required to correct
deficiencies within the time specified by the City. Upon failure on the part of the Contractor to
comply forthwith with any order of the City made under the provisions of this article, the City shall
have the authority to cause unsatisfactory work to be remedied and to deduct the costs thereof
from any monies due or to become due to the Contractor. In the judgment of the City, if the level of
maintenance is less than that specified herein, the City shall, at its option, in addition to or in lieu of
other remedies provided herein, withhold appropriate payment from the Proposer until services
are rendered in accordance with specifications set forth within this document; providing no other
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arrangements have been made between the Proposer and the City. Failure to give notification of a
change and/or failure to perform an item of work on scheduled day may result in a deduction of
payment for that date or week.
k) Unauthorized Work: Any work done beyond the limits shown by the work specifications or
established by the City or any extra work done without written authority, will be considered as
unauthorized and will not be paid.
l) Suspension of Contract: If at any time, in the opinion of the Managing Arborist or Tree
Maintenance Specialist, the Contractor has failed to supply adequate working force, adequate
equipment, or has failed in any respect to prosecute work with the diligence and force specified
and intended in and by the terms of the contract, notice thereof in writing will be served upon
Contractor. Should Contractor neglect or refuse to provide means for a satisfactory compliance
with the contract as directed by the City, within the time specified in such notice, the City in any
case shall have the power to suspend the operation of the Contractor.
m) Registration of Contractors: Before submitting bids, Contractors shall be licensed in accordance
with City of San Mateo and State of California Contractor Board requirements. The Contractor is
also required to keep fully informed of all existing state and national laws and all municipal
ordinances and regulations of the City of San Mateo which in any manner affect those engaged or
employed in work and of all orders and decrees of bodies or tribunals with jurisdiction or authority.
n) Permits and Licenses: The Contractor shall procure all permits and licenses, pay all charges and fees
and give all notices necessary and incidental to the due and lawful prosecution of the work.
o) Progress Payments, Monthly Billing: The awarded contractor will be paid monthly 100% (1/12 of
yearly amount) of the value of work satisfactorily completed and accepted by the City, including any
extras, if any. Contractor shall submit in duplicate an invoice for monthly payment to the following:
City of San Mateo
Parks Division
Attn: Managing Arborist
330 W. 20th Avenue
San Mateo, CA 94403
The invoice shall include a monthly pesticide use report and monthly irrigation controller schedule
along with the scheduled dates for the monthly irrigation testing. Bills so submitted shall be paid by
the Parks and Recreation Department.
p) Open Records. Upon delivery, each proposal will be subject to all applicable open records laws,
including but not limited to the California Public Records Act. Any proprietary information
should be specifically identified, but is still subject to the Public Records Act. Firms submitting
agree to hold the City harmless if such information is released, knowingly or not.
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q) Ownership of Proposal. Proposals submitted to the City typically become property of the City,
will not be returned to the bidder, and may be used for evaluation purposes.
r) Indemnification. See City of San Mateo's standard Agreement for Services provided as Exhibit E.
s) Qualification, Inspection, and Interviews. The City reserves the right to inspect the Contractor's
facilities, products, personnel, and organization at any time, or to take any other action
necessary to determine Contractor's ability to perform. The City reserves the right to interview
any or all responding consultants and/or to award a contract without conducting interviews.
t) Examination of the Site. The bidder shall carefully examine the site of work contemplated and the
bid and contract forms therefore. The submission of a bid shall be conclusive evidence that the
bidder has investigated and is satisfied as to the conditions to be encountered, as to the character,
quality and scope of work to be performed, the quantity of materials to be furnished and as to the
requirements of the bid, plans, specifications and contracts. All bidders will submit their bids with
this knowledge. The City makes no representation about the order or condition of the work area,
nor does the City warrant that the work area will be free from defects, either apparent or hidden, at
the commencement of or at any time during the term of the Contract. Proposer must examine the
location, physical conditions, and surroundings of which these factors will influence the
performance of the contract work. By entering into the Contract, Proposer shall be deemed to
have agreed to accept the condition of the work area in its "as is" condition with the intent to
upgrade or modify existing deficiencies to Contract specifications.
The bidder represents that he or she is fully qualified to perform this examination and review.
If the bidder determines that any portion of the site or the plans and specifications present any
interpretation problems of any kind, the bidder shall note such a determination upon this form.
Failure to note any such determination shall be conclusive evidence of acceptance by the bidder of
the sufficiency of the plans and specifications.
u) San Mateo Business License Guidelines. A business license shall be obtained as required by the
San Mateo Municipal Code, Chapter 5, Section 5.06.010, the amount of which is based on the gross
receipts received from doing business in the City of San Mateo.
v) Prevailing Wage Compliance Requirements. The minimum compensation to be paid for labor
upon all work performed under this contract shall be the general prevailing wage scale established
by the Director of Industrial Relations of the State of California in force the day this bid opening was
announced. It is understood that it is the responsibility of the bidder to determine the correct
scale. No contractor or subcontractor may be awarded a contract for public work on a public works
project unless registered with the Department of Industrial Relations pursuant to Labor Code
Section 1725.5. This project is subject to compliance monitoring and enforcement by the
Department of Industrial Relations. All bids are to be accompanied by proof of registration with the
Department of Industrial Relations pursuant to Labor Code 1725.5.
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EXHIBIT A: SCOPE OF WORK
General Work Specifications
The Proposer shall furnish all labor, equipment, materials, tools and supervision to perform landscape
maintenance as described herein including, but not limited to, the following:
(a) Weed control and cultivation, mechanically and/or with chemicals; glyphosate is not permitted.
(b) Fertilization once per year, minimum.
(c) Shrub trimming, pruning and training.
(d) Clearance pruning and staking of young trees (3 inch DBH or less) as needed.
(e) Control of landscape plant pests and diseases.
(f) General litter pick up, refuse and debris removal from planters and landscape areas.
(g) Irrigation system monitoring, maintenance and repair.
(h) Hand watering planters.
(i) Hand watering of young street trees as needed.
(j) Hardscape cleaning, including graffiti on planters and pots.
(k) Bedding plant (seasonal flowers) replacement (4 times per year) and maintenance in 91 pots.
(l) Addition and replacement of potting soil as required to maintain proper drainage and plant
health and keep pots filled to 1-3" below the rim.
Detailed Work Specifications
All work shall be performed in accordance with the highest landscape maintenance standard, as stated
in the Detailed Work Specifications. Standards and frequencies may be modified from time to time as
deemed necessary by the City for the proper maintenance of the sites.
These specifications are intended to cover all labor, material, standards of landscaping, and mechanical
workmanship to be employed in the work called for in these specifications or reasonably implied by
terms of same. Work or materials of a minor nature which may not be specifically mentioned, but
which may be reasonably assumed as necessary for the completion of this work, shall be performed by
the Proposer as if described in the specifications.
1) Disposal: The Proposer shall dispose of all cuttings, weeds, leaves, trash and other debris from the
operation as work progresses, and shall pay all disposal fees. The City shall in no way be responsible for
the disposal.
2) Records: Proposer shall keep accurate records concerning all of his employees or agents and within
fifteen (15) days of the effective date of this Agreement, provide the City with names, addresses, and
telephone numbers of employees to be called in case of emergency. Proposer shall keep accurate
records of all pesticide use (see Exhibit E).
3) Pesticides:
a) All pesticide operations, where required, shall be performed or supervised by a California State
Licensed Pest Control Applicator through written recommendation by a California State licensed
Pest Control Advisor. The Proposer shall be responsible for compliance with all Federal, State and
local laws and regulations regarding pesticide usage. Proposer shall provide copies to the City of
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