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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 inspect areas on a minimum weekly basis to insure that maintenance work, as specified, is fulfilled. The City may inspect plantings and make recommendations regarding trimming or replacement. Contractor shall be required to attend meetings with City staff to review Contractor's performance and the condition of all maintenance areas. Dates and times of meetings shall be set by the City and the Contractor. These meetings do not negate the Contractor's responsibility to regularly inspect areas. The Contractor shall submit periodic inspection reports, signed by the Contractor's representative that shows that all areas have been inspected on a weekly basis, 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 the 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. Failure to submit reports by the tenth of each month shall result in the Contractor forfeiting $500 from any amounts owed by the City. Emergencies 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 Work 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 55025 CITYWIDE LANDSCAPE MAINTENANCE Page 60 of 70