HomeMy WebLinkAboutSR - AGR-6288 - FIELD MAINTENANCE EL CAMINO REAL PARK� pP ORa,
AGENDAITEM
r December 8, 2015
TO: Honorable Mayor and
Members of the City Council
THRU: Rick Otto
C' Manager
4 V
FROM: Marie Kn'
Community S ices Jictor
ReviewedNerified By
City Manager
Finance Director
To Be Presented By: Marie Knight
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Plan/Environ
1. SUBJECT
Field Maintenance Services Agreement with Major League Infields, Inc., to perform regular
maintenance work on City softball fields at El Camino Real Park for an amount not to exceed
$34,840.00 per year.
2. SUMMARY
A one year agreement with an option for three one -year extensions to provide regular maintenance
services on the softball fields at El Camino Real Park to insure safe and acceptable playing
conditions at each field based on the intended use, assigned level of play and resources available.
3. RECOMMENDED ACTION
Approve the Agreement and authorize the Mayor and City Clerk to execute the agreement on
behalf of the City.
4. FISCAL IMPACT
The amount of this Agreement is not to exceed $34,840.00 for FY16. Funding is available in
account number 100.7022.51420.00000, maintenance contracts. Funding for future extensions of
the Agreement are dependent upon appropriation by the City Council in the annual budget process.
5. STRATEGIC PLAN GOAL(S)
2d. Be a fiscally healthy community -- Effectively manage and develop City assets
ITEM • � y 12/08/15
3a. Enhance and promote quality of life in the community -- Refurbish, maintain, develop and /or
expand public use places and spaces.
6. DISCUSSION and BACKGROUND
Background
The City currently maintains nine softball fields. All of these fields require regular maintenance to
ensure safe and quality playing conditions, as well as preparation for weekly games. For the last
five years, all of the City's softball infields have been maintained and prepared for play under
either the City's Adult Softball Program Agreement or under a separate infield maintenance
agreement. Maintenance of the infields is a specialized service and is not a part of the City's
general landscape maintenance Agreement. Currently, five of the City's nine softball infields are
maintained under a program Agreement with Major League Softball (MLS). The remaining four
fields are used for recreational play and therefore are not included in the MLS maintenance
program, requiring a separate infield maintenance agreement.
Discussion
A Request for Bids was issued inviting bids for softball infield maintenance tasks for the four
softball infields at El Camino Real Park. Bids were received from two (2) companies:
Name Location Amount
Major League Infields, Inc., Fullerton $34,840.00
L. Barrios & Associates, Inc. San Dimas $72,670.00
The lowest responsible bidder was Major League Infields, Inc. (MLI) for $34,840.00, which was
significantly lower than the other bid. Major League Infields, Inc. is a subsidiary of Major League
Softball, Inc. (MLS). MLS has maintained these infields under a separate Agreement for the last
five years and has performed well. MLS also operates the City's Adult Softball Program and
maintains the infields associated with that program, resulting in significant reduction of their
overhead costs. Work will be completed weekly and as assigned by the designated City
representative. The Bid Abstract is attached for reference.
The first term of this agreement will commence following the execution of the agreement and will
terminate on June 30, 2016. This agreement will have the option for three (3) one -year extensions,
with the first extension commencing on July 1, 2016. The bid amount will remain in effect for the
duration of the agreement.
7. ATTACHMENTS
Bid Abstract
Draft Agreement
2
ITEM - - 12/08/15