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Communication with City Contractor shall designate one person as the representative of Contractor authorized to act on its behalf with respect to this specified work. At the end of each work day the contractor shall e-mail the contract manager advising of the work completed that day and the work to be performed the following day. The City of San Leandro, through a designated representative, shall make inspections on a weekly basis, or as often as necessary to insure that complete and continuous maintenance is fulfilled. In addition, the City may obtain the services of an approved horticultural specialist to inspect plantings and make recommendations for improvements in the maintenance program. Contractor shall be required to attend monthly meetings with City staff to review Contractor's performance and the conditio n of all maintenance areas. Dates and times of meetings shall be set by the City and the Contractor. These monthly meetings are not to substitute for Contractor's responsibility to regularly inspect areas. The Contractor shall submit weekly inspection reports signed by the Contractor's representative that shows that all areas have been inspected that week, which areas are out of conformance with these specifications and the Contractor's plans for bringing the areas into specification conformance. The Contractor shall submit a written report each month stating all contract work completed. The report shall show th e work completed during each week contract work was accomplished, and shall be submitted with and cover the same work as the Contractor's billing statement for the previous month's work. The report shall include documentation of aeration, fertilization and chemical applications. Fai lure to submit reports by the tenth of each month shall result in the Contractor forfeiting $500 from any amounts owed by the City. Emerg e ncies Contractor shall be responsible for responding to all emergencies within two (2) hours of notification during the hours of 7:00 a.m. to 5:00 p.m., Monday through Friday. Change Orders If the City makes any other substantial change to the landscaping in a contract area, the City and Contractor shall negotiate any necessary adjustments to the monthly maintenance contract. The City reserves the right to remove any area from the maintenance contract if agreement cannot be reached. Extra Wo rk The City may request extra work from the Contractor as needs arise. Contractor will only be compensated for work which is approved in writing by the City in RFP 55027 CITYWIDE1UR F MAINTENANCE Page 54 of 63