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an approved horticultural specialist to inspect plantings and make <br />recommendations for improvements in the maintenance program. <br />Contractor shall be required to attend monthly meetings with City staff to review <br />Contractor's performance and the condition of all maintenance areas. Dates and <br />times of meetings shall be set by the City and the Contractor. These monthly <br />meetings are not to substitute for Contractor's responsibility to regularly inspect <br />areas. <br />The Contractor shall submit weekly inspection reports signed by the Contractor's <br />representative that shows that all areas have been inspected that week, which <br />areas are out of conformance with these specifications and the Contractor's plans <br />for bringing the areas into specification conformance. <br />The Contractor shall submit a written report each month stating all contract work <br />completed. The report shall show the work completed during each week contract <br />work was accomplished, and shall be submitted with and cover the same work as <br />the Contractor's billing statement for the previous month's work. The report shall <br />include documentation of irrigation checks and chemical applications. Failure to <br />submit reports by the tenth of each month shall result in the Contractor forfeiting <br />$500 from any amounts owed by the City. <br />Emergencies <br />Contractor shall be responsible for responding to all emergencies within two (2) <br />hours of notification during the hours of 7:00 a.m. to 5:00 p.m., Monday through <br />Friday. <br />Change Orders <br />If the City makes any other substantial change to the landscaping in a contract <br />area, the City and Contractor shall negotiate any necessary adjustments to the <br />monthly maintenance contract. The City reserves the right to remove any area <br />from the maintenance contract if agreement cannot be reached. <br />Extra Work <br />The City may request extra work from the Contractor as needs arise. Contractor <br />will only be compensated for work which is approved in writing by the City in <br />advance. The City reserves the right to accomplish extra work with City forces or <br />with other contractors instead of this Maintenance Contractor. <br />Upon notification that extra work will be required, the Contractor shall submit an <br />itemized, written cost proposal for such work to the City. The City shall retain the <br />right to reject such cost proposal and perform the extra work with City forces or <br />other contractors. Should the proposal be acceptable to the City, the Contractor <br />shall be advised in writing and upon receipt of such written notification shall begin <br />RFP 55026 CITYWIDE MEDIAN MAINTENANCE Page 53 of 75 <br />