Scope of Work
The scope of work is described herein and on design drawings. Additional sheets describe technical specifications for installation and design components. Steps are arranged in a logical construction sequence and should be used as a guide. The Contractor should discuss with PHS any need to deviate from recommended construction sequence or methods prior to commencing work. All subcontractors must be approved by the City of Philadelphia.
Work is to begin upon contract signing depending on weather conditions. All sites shall be finished in three phases, the first phase includes cleaning, grading, and seeding. this must be completed by Friday, April 28th. The second phase is fencing, which must be completed by Friday, May 12th. Contractor shall provide PHS with a schedule of work for each project site and a signed contract before any work can commence. Once work is in process, contractor will be responsible to send PHS an updated schedule the Friday prior to the upcoming week’s work. The schedule can be sent to Kaitlyn Dibble at kdibble@pennhort.org.
Billing invoices may only be submitted on a per site basis after implementation is complete. Payments will only be made when all implementation work at a single site has been completed and approved. Partial payments will not be paid. Contractor is required to use the invoice forms provided by PHS. Failure to use these forms will result in contractor not being paid. Forms can emailed to kdibble@pennhort.org . PHS shall remit payment to contractor within sixty (60) days of receipt of invoice. PA One-Call must be contacted before any work may begin. Contractor shall maintain all verifications but will be required to turn over copies to PHS upon request.
Recommended Equipment
PHS recommends the Contractor have the following equipment available, however the contractor is responsible for making available all the necessary equipment required to complete the work according to the specifications. This list is only a recommendation.
Front-end loader or equivalent for lot clearing, debris removal and grading
Bob Cat with Harley Rake or Preparator attachment, tractor with York rake attachment or equivalent for lot cleaning, grading and incorporating topsoil and organic amendments to 3-inch depth
Portable 500-gallon water tank or on-site water source, connectors, and hose lengths
Electric generator or other on-site source of power for hand tools
Saws-all, circular saw, or equivalent, and levels needed for fence construction
Hand drill with large diameter bits for fence construction
Tools for digging post holes (auger), raking, litter and debris clean up, etc.
Jack hammer or other equipment to break concrete
Site Preparation
Step 1 - Debris Removal:
Contractor shall remove all trash, rubble, and debris (tires, cinder blocks, wood, litter, paper, trash, etc.) found on-site and dispose of properly and legally. This may not be left at the curb.
Contractor shall remove any additional hardscape materials or fences as directed on the Design Drawings and/or Bid Forms. This will show up as an additional charge on the Bid Forms.
Contractor is responsible for all costs related to removal of debris found at the site at the time construction begins. Costs for removing debris dumped at the site after construction commences shall be negotiated between Contractor and PHS. Contractor must receive approval before removing debris/short-dumping or payment will not be granted.
Sidewalks are to be included in all installation and maintenance operations.
Step 2 - Tree/ Weed Removal:
Remove trees and/or selected limbs from trees as indicated on design drawing. All trees under 2” caliper shall be removed in entirety, including roots.
Trees over 2” in caliper and noted for removal on Design Drawings, shall be cut at level with soil and treated with Brush Be Gone®, or an equivalent product, to discourage regrowth. Product is to be approved by PHS prior to application. During the term of the maintenance contract, contractor must remove all regrowth and spray as needed.
Removal of all debris associated with tree and limb removal is the responsibility of the contractor. Regrade as necessary.
Any stumps located along fence lines or next to foundations, which can not be pulled out, must be cut as close to the base as possible and treated with Brush Be Gone®. PHS should be notified of this issue before work commences. PHS must approve any product substitution.
All fence lines, building edges, and sidewalks adjacent to site shall be sprayed. This will not always be noted on the drawing but is the responsibility of the contractor.
Noxious weeds should be reported to PHS, a plan for removal shall be set-up and if needed additional prices from the contractor negotiated and added to scope of services.
Site Installation
Site Conditions are noted on drawings and bid forms. Use this chart to determine appropriate steps.
Site Condition A
go to step 1
| Site is hard, compacted, has debris showing
|
Site Condition B
go to step 1
| Site has areas of compaction within existing lawn or has been recently leveled
|
Site Condition C
go to step 3
| Site has lawn which needs current maintenance
|
Step 1 - Lawn Preparation (if not applicable skip to Step 3):
Project Sites listed as Condition A or B contain areas where lawn prep is needed to complete the scope of work. Contractor shall verify dimensions and measurements of project sites as described in Design Drawings and Scope of Work and notify PHS of any major discrepancy prior to beginning work.
Site Condition A
Install lawn on entire site unless otherwise indicated by design drawings, if hardscape exists, or there are other notations.
All rubble, trash, and debris shall be removed legally.
Existing vegetation in the determined work areas shall be cut down to a height of approximately 1-1½”. If major weeds are evident, and they will affect growth of new grass, contractor must spray area with Roundup or equivalent product before proceeding and before site has been disturbed (other than for cleaning purposes).
Using appropriate earth moving equipment, such as a grader or front-end loader, a rough grade shall be established to remove depressions from site and level out grade; positive drainage off site is required unless otherwise noted. Contractor may use “cut and fill” techniques to establish a stable and level grade.
Any fill areas must be compacted to prevent future settling.
After rough grading and leveling, a BobCat with Harley Rake or preparatory attachment, shall make 3 passes over the entire area, with each pass being in a different direction, and to a depth of 3 to 4 inches. The existing soil should be properly scarified to prevent a hardpan under applied soil. Bid Forms will indicate the approximate amount of soil to be incorporated into each site. This is a guide and contractor shall inform PHS prior to ordering material if more soil will be needed. PHS will approve and give contractor the go ahead to order. This will not increase any other installation costs for PHS.
A 3” layer of amended topsoil is then to be incorporated into the prepared subsoil (this can be done on the third pass to minimize compaction) and fine raked to finished grade. Additional debris brought up to the surface through this process shall be removed from the site and disposed of legally and properly.
Contractor shall set up all soil deliveries. Soil shall not be delivered to site until all necessary debris removal and earthwork is completed and approved. Costs for soil and shall be the responsibility of PHS. Contractor or his agent must be on site to receive soil. All invoices to be turned into PHS within two weeks of delivery. Contractors will be given supplier of soil once contracts are awarded.
Site Condition B
Sites with this condition have areas of existing grass; areas of compaction; sub-surface debris or the site has been recently leveled. This site should be treated in a way that when finished the area will have positive drainage off site and a full stand of lawn. There may be a need to fill in depressions or remove mounds on site that will affect drainage patterns or cause difficulties in mowing. The site may also contain areas of heavy compaction or gravel evident in small spaces, in this case follow the steps provided for Site Condition A lawn installation were deemed necessary. Sites that are recent demolitions may require additional soil to be spread at a one-inch depth to start seed germination.
*Site Inspection and approval by PHS is required before proceeding to next steps.
Step 2 -
Planting and Seeding (if not applicable, skip to step 3)
Lawn Installation for Condition A & B * All lawn installation to occur by Friday April 28th, 2023
PHS shall provide grass seed mix to be spread over the area of lawn installation
Hydro-seeding must be used at an application rate of 8 lbs. per 1,000 sq. ft
The contractor shall provide manufacturer’s literature and samples for any of the following items upon the request of PHS Operations Manager:
Mulches
Binders/Tackifiers
Fertilizers
Contractor shall follow seeding with watering to a depth of 3 inches. PHS strongly encourages contractors to seed prior to forecast rain, however the contractor is responsible for watering to a depth of 3 inches within 48 hours of seeding, whether this is by natural or mechanical methods. Watering at time of seeding is the responsibility of the Contractor and is included as part of the lawn installation. Contractors will be given supplier of seed once contracts are awarded.
*Site Inspection and approval of PHS is required before proceeding to next steps.
Step 3 - Fencing (if not applicable, skip to step 4):
Install Fence where shown on Design Drawings. See Detail FE02VL-R. All fences must meet the specifications or contractor will be required to rework the fence until deemed acceptable.
Fence location to be marked in field by contractor and approved by PHS before installation. Locate fence run noting the lay of the land and possibility of buried foundations.
Fence shall be located as close to the sidewalk as possible (if more than two feet from sidewalk contact PHS to negotiate an acceptable location) unless noted on drawings or barring obstruction from unseen foundations. Keep fence posts one foot from existing structures. Fence to be laid out per design drawings, all fence openings to range from a 4’ opening to a 6’ opening unless otherwise noted. Location of fence can be adjusted only with prior approval of PHS.
The linear feet of fence noted on drawings and bid sheets are a best estimate, actual linear feet may vary slightly. Field conditions will determine final fencing figures.
Once excavation of fence holes starts contractor may not leave open over night.
*Site Inspection and approval of PHS is required before proceeding to next steps.
Step 4 - Tree Planting (if not applicable, skip to step 5) :
PHS is providing all trees, paying the purchase fee only. All trees tagged are 2-2½” caliper. Tree type and quantity for individual sites is noted on Design Drawings. It is the contractor’s responsibility to set-up delivery with Nursery, verify quantity, and to pay for all delivery costs involved in order to get trees from the nursery to their final locations.
The Contractor will inspect trees upon delivery noting any defects, pre-existing damage, or other issues of concern affecting the quality or health of any tree. If issues arise, do not proceed with planting, but immediately contact PHS representative. PHS will assume all trees are acceptable upon delivery unless otherwise advised. PHS will inspect all trees on site. PHS has the right to inspect trees at any time while in the care of the contractor, given proper notification.
The Contractor shall be responsible for storing and maintaining trees, as necessary. Trees will be maintained, at minimum, in the condition in which they were delivered. The condition and health of the trees shall be the Contractor’s responsibility from delivery/pick-up through planting and final inspection. The Contractor shall store and care for trees according to best nursery standards and practices.
Trees shall be stored standing upright with appropriate spacing to protect trunks and limbs from abrasion
Trees shall be watered regularly to maintain optimum moisture and prevent drying of the root ball
Trees in storage for longer than 72 hours shall have root balls completely covered in wood chips or other appropriate mulching material.
The Contractor shall take care to preserve the integrity of the root ball during moving and planting, handling as few times as possible.
Trees shall not be thrown or dropped.
The Contractor will protect the trunk and limbs of trees during moving and planting.
Trees shall not be moved using the trunk as a fulcrum.
Trunks shall be protected with cushioning material during moving and planting to prevent scraping and abrasion.
All trees should be tarped during transport. If trees are flagging, the contractor is responsible for immediate watering (not included as a maintenance watering).
Trees shall be planted as quickly as possible to minimize storage time. Contractor shall be responsible for moving trees from the delivery/storage area to each project site.
Per Design Drawings, contractor is to field mark tree locations with paint and/or flags, then seek PHS approval before continuing with planting. Any location deemed unfit due to impermeability or subsurface debris will need a suitable replacement approved by PHS.
Trees shall be planted according to site conditions as specified in Details PL01VL-R.
Wire baskets shall be cut and/or pulled away from the top 6 inches of the root ball.
Burlap shall be cut and/or pulled away from the top 6 inches of the root ball.
Root crown or trunk flare shall be exposed and at a level equal to or slightly (+/- 1 inch) above the surrounding grade.
Trees shall be thoroughly watered as part of, and at the same time as, planting to a depth of 6 inches.
Trees shall be mulched with wood chips or double shredded bark mulch to a depth of 4” within 72 hours of planting.
