SR - AGR-5544.4 - SPORTS FIELD MAINTENANCE2c;;ra� p
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AGENDA ITEM
June 10, 2014
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
Ci Man
FROM: Marie Kni t
Community Se ices i e or
ReviewedNerified By:
City Manager
Finance Direc or
To Be Presente
ie Knight
X Cons Calendar
_ City Mgr Rpts
Council Reports
_ Legal Affairs
Boards /Cmtes
_ Public Hrgs
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Plan /Environ
1. SUBJECT
Fourth Amendment to Agreement 5544 between the City of Orange and Major League Softball, Inc. for
sports field maintenance services.
2. SUMMARY
Amendment to Agreement 5544 to extend the term through Fiscal Year 14 -15 for an amount not to
exceed $40,000.
3. RECOMMENDED ACTION
Approve Fourth Amendment to Agreement 5544 and authorize the Mayor and City Clerk to execute on
behalf of the City.
4. FISCAL IMPACT
Upon the approval of the FY 14 -15 annual budget, funds will be available in the following account:
100.7022.51700.00000 (Contractual Services - Labor & Maintenance)
$40,000
5. STRATEGIC PLAN GOAL(S)
3a. Enhance and promote quality of life in the community — Refurbish, maintain, develop and /or expand
public use places and spaces.
6. GENERAL PLAN IMPLEMENTATION
GOAL 5 - Provide recreational facilities and programs that adequately serve the needs of residents.
5.1 - Maintain existing City parks at levels that provide maximum recreational benefit to City residents.
ITEM , 06/10/14
7. DISCUSSION and BACKGROUND
Background:
The Community Services Department contracts with Major League Softball, Inc. (MLS) to provide
maintenance and renovation of sports fields in City Parks under an agreement executed in 2010. The
City funds the cost of maintenance of the sports fields, and the cost for renovation services is borne by
the user groups who rent our fields for youth sports through a maintenance fee assessed as part of the
Facilities Use Permit. This fee is calculated based on an established formula that considers the type and
amount of use. These fees are then appropriated to the operating budget annually by Council action.
The scope of work performed by Major League Softball is determined through a cooperative effort of
City staff and user group representatives and is managed by City staff.
The majority of the services provided by MLS under the current agreement involve field maintenance,
since the City also contracts with CSA Holdings, Inc, aka Sports Field Services, Inc., for sports field
renovation work. The use of two vendors for field renovation services ensures contractor availability
when field renovation work is needed during peak times. MLS can be utilized for field renovation work
when Sports Field Services is not able to meet specific timelines for commencing or completing work
based on field closure schedules.
Discussion:
This Fourth Amendment to the Agreement provides for the fourth consecutive extension of field
maintenance and renovation services through June 30, 2015. Per the original Agreement, the Fourth
Amendment includes a cost of living adjustment (COLA) determined by the Consumer Price Index
(CPI) which has been calculated at I%.
8. ATTACHMENTS
Draft Fourth Amendment
2
ITEM 06/10/14