Landscape Installation & Establishment

  1. Review the current Inspection and Contract Administration Manual for MnDOT Landscape Projects. The current Manual can be found here: Certified Landscape Specialist Training - Roadside Vegetation Management - MnDOTEnsure the MNDOT Certificate of Compliance for Plant Stock, Landscape Materials, and Equipment, preliminary project schedule, and other required documentation is provided and discussed at the preconstruction conference. Receive any requests for substitutions and confer with the landscape architect prior to acceptance.
  2. Ensure that the landscape contractor’s superintendents and supervisors are on list of MnDOT certified landscape specialists.
  3. Examine required Dept of Agriculture certificates to ensure landscape plants are sourced from licensed nursery stock dealers or growers within the acceptable plant stock growing range.  
  4. Ensure the landscape contractor has a pesticide applicator license type A and J.Send samples for testing with at least 6-weeks of lead time if compost is supplied by non-certified sources.Ensure materials commitments have been secured, initial bed preparations equipment and materials have been mobilized, existing vegetation is protected, and a progress schedule has been approved before approving partial payment for preconstruction work.
  5. Review and approve or adjust the contractor’s plant layout and staking.
  6. Ensure that herbicide application is done according to manufacturer’s label and the applicator is licensed in categories Commercial A and J.
  7. Ensure that the contractor demonstrates competence by completing planting hole and bed cultivation and incorporation of amendments in one planting bed and in one tree planting location before proceeding with further cultivation. Ensure that weather conditions are suitable prior to the beginning cultivation.
  8. Require additional cultivation or subsoiling in planting areas where compaction exceeds 200 pounds per square inch or 1400 Kpa. Ensure that the contractor has the required portable compaction tester during cultivation.
  9. Ensure the contractor tests a representative sample of planting holes in all areas to ensure adequate soil drainage (at least ½ inch or 12 mm. per hour). Ensure that the contractor adjusts planting locations or methods to compensate for areas of poor drainage.
  10. Review guide for erosion control when soil beds are left open for an extended period.
  11. Ensure planting hole and bed preparation is acceptable before approving partial payment for preparation of planting holes and beds work.
  12. Ensure that the landscape contractor provides an updated certificate of compliance, labels, shipping papers/invoices, test results, and notifications prior to inspecting plants upon arrival.
  13. Inspect plant stock upon delivery for acceptable handling and delivery, type and form, size, health, and vigor. Recheck certificates of compliance and check invoice/shipping papers for compliance with specifications. Reject bundles of plants or individual trees if identification labels are not attached. Review requirements for minimum and maximum size criteria.
  14. Ensure that required notice has been provided, weather conditions are acceptable, and an appropriate Plant Installation Period is available before the contractor is permitted to begin planting.
  15.  Ensure that the contractor demonstrates required competence by completing one individual test planting for each plant type and root category method of planting (Bare Root (B. R.), Ball and Burlap (B&B), Container (Cont.), Machine Moved (M. M.)) before proceeding with the rest of the plantings.
  16. Ensure that the contractor digs planting holes to the correct depth and minimum widths specified.
  17. Ensure that plants are installed in accordance with the steps identified in the Standard Planting Details Sheets on Standard Plan 5-297.301 and special provisions.
  18. Ensure that all plants are acceptably planted, watered, and mulched.
  19. Ensure that all specified protection items are in place and site is cleaned up and restored before approving partial payment for completion of initial planting operations.
  20. Assess liquidated damages, in the next appropriate Plant Installation Period, if delays could have been prevented and if the plant installation is not completed within the specified Plant Installation Period.
  21. Initial payment for Preconstruction Work, Preparation of Planting Holes and Beds and Initial Planting Operations total  up to, but not exceeding, 70 percent as paid in partial payments. Do not release 70 percent of payment if there are any documentable problems or concerns!
  22. Ensure that the contractor maintains the project site and establishes the plants in a healthy growing condition until final acceptance. Ensure that the contractor provides the required notices prior to the beginning and changing plant establishment operations, and submits twice-monthly scouting reports April through October and once monthly November through March Frequent job scouting by the inspector is required to provide needed direction and documentation as problems arise or persist. Request technical assistance from the project designer as needed to ensure project commitments are met. .
  23. Give written notification to the contractor to proceed with corrective measures if plant establishment operations have been inadequate, untimely, or unsatisfactory.
  24.  Require plant replacements only within an acceptable plant installation period and only when at least one year of the plant establishment period remains within the contract as specified or extended.
  25. Authorize interim partial payment for plant establishment work only when operations have been generally and continuously acceptable.
  26. Ensure that the work is in good order and plant establishment operations are not past due before commencing final inspection.
  27. Authorize full payment, reduced payment, no payment, and incentive payment as appropriate upon completion of final inspection.
  28. Negotiate extension of the contract for one year and require additional replacements or corrective measures if problems including plant loss are extensive at the end of the contract period.
  29. Maintain daily records and thorough inspection documentation to reveal patterns or indicators of problems conditions, materials, or performance.

References: Specification 2571, 2572, 3861, 3876 – 3882, and 3890. Inspection and Contract Administration Manual for MnDOT Landscape Projects.