03.03 Baseball and Softball Infields Maintenance Agreement OF OR
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� January 8, 2019
TO: Honorable Mayor and Members of the City Council
THRU: Rick Otto, City Manager /
FROM: Bonnie Hagan, Community Services Directo ��
REVIEW: City Mana inance ��i
1 . SUBJECT
Award of bid to Major League Infields, Inc. for maintenance of baseball and softball
infields.
2. SUMMARY
Award of a four-year agreement to perform regular maintenance of baseball and softball
infields to ensure a safe and playable condition.
3. RECOMMENDED ACTION
Approve agreement and authorize the Mayor and the City Clerk to execute on behalf of
the City.
4. FISCAL IMPACT
The total expenditure for this four-year agreement is $191,152 and will be funded through
General Fund (100).
5. STRATEGIC PLAN GOALS
Goal 3: Enhance and promote quality of life in the community
a: Refurbish, maintain, develop and/or expand public use places and spaces.
6. DISCUSSION AND BACKGROUND
The City maintains nine softball fields and fourteen baseball fields.that require regular sod
patching, tamping, dragging and leveling to ensure safe and quality play conditions.
Maintenance of the infields is a specialized service and not part of the City's general
landscape maintenance agreement.
A request for bids was issued for regular infield maintenance for four fields at EI Camino
Real Park and one field at EI Modena Park. The bid was advertised for four weeks. Two
vendors participated in the pre-job walk. Only one bid was received from Major League
ITEM 3.3 � � O1/08/2019
Infield, Inc. Receiving only one bid was not unexpected, as infield maintenance is a
specialized service few companies in the area provide. Major League Infields, Inc. has
provided this service to the City for the past several years and is the City's adult softball
program provider. The bid price remains competitive with a 6% increase above the
previous agreement, with a consistent cost of $47,788 per year for all four years of the
agreement.
Maintenance of the infields at the other parks, not included in this agreement, is
conducted by a combination of outside user groups, City contract services, and the City's
adult softball program agreement.
This agreement will be funded by the general fund. Multiple user groups use the fields at
EI Modena Park and are required to reimburse the City for regular infield maintenance.
This revenue helps offset part of the general fund burden. Per the joint-use agreement
with Chapman University, the City is responsible for infield maintenance at EI Camino
Real Park.
The term of the proposed agreement is for four years with an annual amount of $47,788.
The total not to exceed amount for the term of the agreement is $191,152.
7. ATTACHMENTS
1. Bid Abstract
2. Maintenance Services Agreement
ITEM 2 O1/08/2019
Project: Sports Field Maintenance Services
BID ABSTRACT SUMMARY
Bid No. 189-10
Date Advertised: 9/20/2018
Bid Due Date: 10/18/2018
Engineer's Cost Estimate: $45,000
Company/Contractor ' Majo'r�League .
Infields
, Fullerton, Ca: <
Annual Maintenance Fee for Field Maintenance Services ��;� $47;788. �����.�
Bid Amount Per Request for Bids ' $47;78'8 .�'�
�Recommended�
Award • �
MAINTENANCE SERVICES AGREEMENT
[Field Maintenance Services]
THIS MAINTENANCE SERVICES AGREEMENT (the "Agreement") is made �at
Orange, California, on this day of ,2019 by and between the CITY
OF OR.ANGE, a municipal corporation ("City") and MAJOR LEAGUE INFIELDS, INC., a
California corporation("Contractor"),who agree as follows:
1. Services. Subject to the terms and conditions set forth in this Agreement, Contractor
shall provide to the reasonable satisfaction of City the services set forth in Exhibit "A", which is
attached hereto and incorporated herein by this reference. As a material inducement to the City to
enter into this Agreement, Contractor represents and warrants that it has thoroughly investigated and
considered the scope of services and fully understands the difficulties and restrictions in performing
the work. Contractor represents that it is experienced in performing the work and will follow the
highest professional standards in performance of the work. All services provided shall conform to all
federal,state and local laws,rules and regulations and to the best professional standards and practices.
The terms and conditions set forth in this Agreement shall control over any terms and conditions in .
Exhibit"A" to the contrary.
Paul Miller,Park Maintenance Supervisor(herein referred to as the"City's Project Manager"),
shall be the person to whom the Contractor will report for the performance of services hereunder. It
is understood that Contractor's performance hereunder shall be under the direction and supervision of
the City's Project Manager (or his designee), that Contractor shall coordinate its services hereunder
with the City's Project Manager to the extent required by the City's Project Manager, and that all
performances required hereunder by Contractor shall be performed to the satisfaction of the City's
Project Manager and the City Manager.
2. Total Compensation,Annual Compensation and Fee Schedule.
a. Contractor's total compensation for all services performed under this
Agreement, shall not exceed ONE HUNDRED NINETY ONE THOUSAND ONE HUNDRED
FIFTY TWO DOLLARS and 00/100($191,152.00)without the prior written authorization of the City.
b. The annual not to exceed compensation for services performed under this
Agreement shall be paid according to those scheduled in Exhibit"B".
c. The above fee shall include all costs, including, but not limited to, all clerical,
administrative, overhead, insurance, reproduction, telephone, travel, auto and equipment rental, and
all related expenses.
3. Pavment.
a. As scheduled services are completed,Contractor shall submit to City an invoice
for the services completed, authorized expenses and authorized extra work actually performed or
incurred.
b. All such invoices shall state the basis for the amount invoiced, including
services completed, the ntunber of hours spent and any extra work performed.
c. City will pay Contractor the amount invoiced within 35 days after the approval
of the invoice.
d. Payment shall constitute payment in full for all services, authorized costs and
authorized extra work covered by that invoice.
4. Change Orders. No payment for extra services caused by a change in the scope or
complexity of work, or for any other reason, shall be made unless and until such extra services and a
price therefor have been previously authorized in writing and approved by the City Manager or his
designee as an amendment to this Agreement. The amendment shall set forth the changes of work,
extension of time for preparation and adjustment of the fee to be paid by City to Contractor.
5. Licenses. Contractor represents that it and any subcontractors it may engage, possess
any and all licenses which are required under state or federal law to perform the work contemplated
by this Agreement and that Contractor and its subcontractors shall maintain all appropriate licenses,
including a City of Orange business license, at its cost, during the performance of this Agreement.
6. Independent Contractor. At all times during the term of this Agreement, Contractor
shall be an independent contractor and not an employee of City. City shall have the right to control
Contractor only insofar as the result of Contractor's services rendered pursuant to this Agreement.
City shall not have the right to control the means by which Contractor accomplishes services rendered
pursuant to this Agreement. Contractor shall, at its sole cost and expense, furnish all facilities,
materials and equipment which may be required for furnishing services pursuant to this Agreement.
Contractor shall be solely responsible for, and shall indemnify, defend and save City harrriless from
all matters relating to the payment of its subcontractors, agents and employees, including compliance
with social security, withholding and all other wages, salaries, benefits, taxes, exactions, and
regulations of any nature whatsoever. Gontractor acknowledges that Contractor and any
subcontractors, agents or employees employed by Contractor shall not, under any circumstances, be
considered employees of the City, and that they shall not be entitled to any of the benefits or rights
� afforded employees of the City, including, but not limited to, sick leave,vacation leave,holiday pay,
Public Employees Retirement System benefits, or health, life, dental, long-term disability or workers'
compensation insurance benefits.
7. Contractor Not Agent. Except as City may specify in writing, Contractor shall have
no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent.
Contractor shall have no authority, express or implied,to bind City to any obligation whatsoever.
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8. Designated Persons. Except as otherwise authorized by the City's Project Manager,
only the employees of Contractor shall perform work provided for under this Agreement. It is
understood by the parties that clerical and other nonprofessional work may be performed by persons
other than those designated.
9. Assignment or 5ubcontracting. No assignment or subcontracting by Contractor of ,
any part of this Agreement or of funds to be received.under this Agreement shall be of any force or '
effect unless the assignment has had the prior written approval of City. City may terminate this
Agreeinent rather than accept any proposed assignment or subcontracting. Such assignment or
subcontracting may be approved by the City Manager or his designee. .
10. Term. The term of this Agreement shall be for four years, commencing ori March 1,
2019, and ending on February 28,2023.
11. Time Is of the Essence. Time is of the essence in this Agreement. Contractor shall
do all things necessary and incidental to the prosecution of Contractor's work.
12. Reserved.
13. Delays and Extensions of Time. Contractor's sole remedy for delays outside its
control, other than those delays that are caused by the City, shall be an extension of time. No matter
what the cause of the delay, Contractor must document any delay and request an extension of time in
writing at the time of the.delay to the satisfaction of City. Any extensions granted shall be limited to
the length of the delay outside Contractor's control. If Contractor believes that delays caused by the
City will cause it to incur additional costs, it must specify, in writing, why the delay has caused
additional costs to be incurred and the exact amount of such cost at the time the delay occurs. No
additional costs can be paid that exceed the not to exceed amount absent a written amendment to this
Agreement.
14. Reserved.
15. Equal Employment Opportunity. During the performance of this Agreement,
Contractor agrees as follows:
a. Contractor shall not discriminate against any employee or applicant for
employment because of race, color, religion, sex, national origin or mental or physical disability.
Contractor shall ensure that applicants are employed and that employees are treated during
employment, without regard to their race, color, religion, sex, national origin, or mental or physical
disability. Such actions shall include, but not be limited to the following: employrnent, upgrading,
demotion or transfer,recruitment or recruitment advertising,layoff or termination,rates of pay or other
forms of compensation and selection for training, including apprenticeship. Contractor agrees to post
in conspicuous places, available to employees and applicants for employment, a notice setting forth
provisions of this non-discrimination clause.
b. Contractor shall, in all solicitations and advertisements for employees placed
by, or on behalf of Contractor, state that all qualified applicants will receive consideration for
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employment without regard for race, color, religion, sex, national origin, or mental or physical
disability.
c. Contractor shall cause the foregoing paragraphs (a) and(b)to be inserted in all
subcontracts for any work covered by this Agreement,provided that the foregoing provisions shall not
apply to subcontracts for standard commercial supplies or raw materials.
16. Conflicts of Interest. Contractor agrees that it shall not make, participate in the
making, or in any way attempt to use its position as a contractor to influence any decision of City in
which Contractor knows or has reason to know that Contractor, its officers, partners, or employees
have a financial interest as defined in Section 87103 of the Government Code.
17. Indemnity.
a. To the fullest extent permitted by law, Contractor agrees to indemnify, defend
and hold the City, its City Council and each member thereof, and the officers, employees and
representatives of the City(herein referred to collectively as the"Indemnitees")entirely harniless from
all liability arising out of:
(1) Any and all claims under worker's compensation acts and other employee
, benefit acts with respect to Contractor's employees arising out of Contractor's work
under this Agreement; and
(2) Any claim, loss, injury to or death of persons or damage to property caused by
any act, neglect, default, or omission other than a professional act or omission of the
Contractor, or person, firm or corporation employed by the Contractor, either directly
or by independent contract,including all damages due to loss or theft sustained by any
person, firm or corporation including the Indemnitees, or any of them, arising out of,
or in any way connected with the work or services which are the subject of this
Agreement,including injury or damage either on or off City's property;but not for any
loss, injury, death or damage caused by the active negligence or willful misconduct of
City. The Contractor, at Contractor's own expense, cost and risk, shall indemnify any
and all claims, actions, suits or other proceedings that may be brought or instituted
against the Indemnitees on any such claim or liability covered by this subparagraph,
and shall pay or satisfy any judgment that may be rendered against the Indemnitees, or
any of them, in any action, suit or other proceedings as a result of coverage under this
subparagraph.
18. Insurance.
a. Contractor shall carry workers compensation insurance as required by law for
the protection of its employees during the progress of the work. Contractor understands that it is an
independent contractor and not entitled to any worker's compensation benefits under any City
program.
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b. Contractor shall maintain during the life of this Agreement, comprehensive
general liability insurance or commercial general liability insurance written on an occurrence basis
providing for a combined single limit of$1 million for bodily injury, death and property damage.
c. Contractor shall maintain during the life of this Agreement, automotive liability
insurance on a comprehensive form written on an occurrence basis covering all owned, non-owned
and liired automobiles providing for a combined single limit of$1 million for bodily injury, death and
property damage.
d. Each policy of general liability and automotive liability shall provide that City,
its officers, agents, and employees are declared to be additional insureds under the terms of the policy,
but only with respect to the work performed by Contractor under this Agreement. A policy
endorsement to that effect shall be provided to the City along with the certificate of insurance,which
endorsement shall be on Insurance Services Office, Inc. Form CG 20 10 10 O1. In lieu of an
endorsement, the City will accept a copy of the policy(ies) which evidences that the City is an
additional insured as a contracting party.
e. The insurance policies maintained by Contractor shall be primary insurance and
no insurance held or owned by City shall be ealled upon to cover any loss under the policy. Contractor
will determine its own needs in procurement of insurance to cover liabilities other than as stated above.
f. Before Contractor performs any work or prepares or delivers any materials,
Contractor shall furnish certificates of insurance and endorsements, as required by City, evidencing
the aforementioned general liability and automotive liability insurance coverages on forms acceptable
to City,which shall provide that the insurance in force will not be canceled or allowed to lapse without
at least ten(10) days prior written notice to City.
g. All insurance maintained by Contractor shall be issued by companies admitted
to conduct the pertinent line of insurance business in the State of California and having a rating of
Grade A or better and Class VII or better by the latest edition of Best's Key Rating Guide.
h. Contractor shall immediately notify the City if any required insurance lapses or
is otherwise modified and cease performance of this Agreement unless otherwise directed by the City.
In such a case, the City may procure insurance or self-insure the risk and charge Contractor for such
costs and any and all damages resulting therefrom,by way of set-off from any sums owed Contractor.
i. Contractor agrees that in the event of loss due to any of the perils for which it
has agreed to provide insurance, Contractor shall look solely to its insurance for recovery. Contractor
hereby grants to the City, on behalf of any insurer providing insurance to either the Contractor or to
the City with respect to the services of Contractor herein, a waiver of any right to subrogation which
any such insurer of said Contractor may acquire against the City by virtue of the payment of any loss
under such insurance.
, j. Contractor shall include all subcontractors,if any, as insureds under its policies
or shall furnish separate certificates and endorsements for each subcontractor to the City for review
and approval. All coverages for subcontractors shall be subject to all of the requirements stated herein.
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19. Termination. The City may for any reason terminate this Agreement by giving the
Contractor not less than five(5)days written notice of intent to terminate. Upon receipt of such notice,
the Contractor shall immediately cease work, unless the notice from the City provides otherwise.
Upon the termination of this Agreement, the City shall pay Contractor for services satisfactorily
provided and all allowable reimbursements incurred to the date of termination in compliance with this
Agreement, unless termination by the City shall be for cause, in which event the City may withhold
any disputed compensation. The City shall not be liable for any claim of lost profits.
20. Maintenance and Insuection of Records. In accordance with generally, accepted
accounting principles, Contractor and its subcontractors shall maintain reasonably full and'complete
books, documents, papers, accounting records, and other information (collectively, the "records")
pertaining to the costs of and completion of services performed under this Agreement. The City and
any of their authorized representatives shall have access to and the right to audit and reproduce any of
Contractor's records regarding the services provided under this Agreement. Contractor shall maintain
all such records for a period of at least three (3) years after termination or completion of this
Agreement. Contractor agrees to make available all such records for inspection or audit at its offices
during normal business hours and upon three (3) days notice from the City, and copies thereof shall
be furnished if requested.
21. Compliance with all Laws/ImmiEration Laws.
a. Contractor shall be knowledgeable of and comply with all local, state and
federal laws which may apply to the performance of this Agreement.
b. Contractor represents and warrants that Contractor:
(1) Has complied and shall at all times during the term of this Agreement comply,
in all respects,with all immigration laws,regulations,statutes,rules, codes,and orders,
including, without limitation, the Immigration Reform and Control Act of 1986
(IRCA); and
(2) Has not and will not knowingly employ any individual to perform services
under this Agreement who is ineligible to work in the United States or under the terms
of this Agreement; and
(3) Has properly maintained, and shall at all times during the term of this
Agreement properly maintain, all related employment documentation records
including,without limitation,the completion and maintenance of the Form I-9 for each
of Contractor's employees; and
(4) Has responded,and shall at all times during the term of this Agreement respond,
in a timely fashion to any government inspection requests relating to immigration law
compliance and/or Form I-9 compliance and/or worksite enforcement by the
Department of Homeland Security, the Department of Labor, or the Social Security
Admiriistration.
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c. Contractor shall require all subcontractors to make the same representations
and warranties as set forth in Section b.
d. Contractor shall, upon request of the City, provide a list of all employees
working under this Agreement and shall provide,to the reasonable satisfaction of the City,verification
that all such employees are eligible to work in the United States. All costs associated with such
verification shall be borne by the Contractor. Once such request.has been made, Contractor may not
change employees working under this Agreement without written notice to the City, accompanied by
the verification required herein for such employees.
e. Contractor shall require all subcontractors to make the same verification as set
forth in Section d.
f. Any Contractor or subcontractor who lcnowingly employs an employee
providing work under this Agreement who is not authorized to work in the United States, and/or fails
to follow federal laws to determine the status of such employee shall constitute a material breach of
this Agreement and may be cause for immediate termination of this Agreement by the City.
g. The Contractor agrees to indemnify and hold the City, its officials, and
employees harmless for, of and from any loss, including but not limited to fines, penalties and
corrective measures, the City may sustain by reason of the Contractor's failure to comply with said
, laws,rules and regulations in connection with the performance of this Agreement.
22. Governing Law. This Agreement shall be construed in accordance with and governed
by the laws of the State of California and Contractor agrees to submit to the jurisdiction of California
courts. ,
23. Inte�ration. This Agreement constitutes the entire agreement of the parties. No other
agreement, oral or written, pertaining to the work to be performed under this Agreement shall be of
any force or effect unless it is in writing and signed by both parties. Any work performed which is
inconsistent with or in violation of the provisions of this Agreement shall not be compensated.
24. Notice. Except as otherwise provided herein,all notices required under this Agreement
shall be in writing and,delivered personally or by first class mail,postage prepaid,to each party at the
address listed below. Either party may change the notice address by notifying the other party in
writing. Notices may be sent by either e-mail or U.S. Mail. Notices shall be deemed received upon
receipt of same or within 3 days of deposit in the U..S. Mail, whichever is earlier. Notices sent by e-
mail shall be deemed received on the date of the e-mail transmission.
"CONTRACTOR" "CITY" '
Major League Infields, Inc. City of Oxange
508 E. Chapman Avenue 230 E. Chapman Avenue
Fullerton, CA 92832 Orange, CA 92866-1591-
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Attn.: David R. Johnson Attn.: Paul Miller, Park Maintenance Supervisor
Telephone No.: 818-355-2169 Telephone No.: 714-532-6472
E-Mail Address: davej@misoftball.com E-Mail Address: pmiller@cityoforange.org
25. Counterparts. This Agreement may be executed in one or more counterparts, each of
which shall be deemed an original, but all of which together shall constitute one and the same
instrument. Signatures transmitted via facsimile and electronic mail shall have the same effect as
original signatures.
[Remainder of page intentionally left blank;signatures on next pageJ
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IN WITNESS of this Agreement, the parties have entered into this Agreement as of the year
and day first above written.
"CONTRACTOR" "CITY"
MAJOR LEAGUE 1NFIELDS, INC., CITY OF OR.ANGE, a municipal
corporation,
a California corporation
By: By:
Printed Name: Mark A. Murphy,Mayor
Title:
*By: ATTEST:
Printed Name:
Title:
Pamela Coleman, City Clerlc
APPROVED AS TO FORM:
Gary A. Sheatz
Senior Assistant City Attorney
*NOTE: The City requires the following signature(s) on behalf of tlae Contractor:
-- (1) the Chairman of the Board, the President or a Vice-President, AND (2) the
Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary or an
Assistant Treasurer. If only one corporate officer exists or one corporate officeY
holds more than one corporate office,please so indicate. OR
-- The corporate officer named in a corporate resolution as authorized to enter into this
Agreement. A copy of the corporate resolution, certified by the Secretary close in
time to the execution of the Agreement, »:ust be pYovided to the City.
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EXHIBIT "A"
[Behind this sheet.]
-:� � RE UEST FOR PROPOSAL
,� ��.� Q
��.5�'�°'��'� Bid No. 189-10
Ut' �:�
'� SPORTS FIELD MAINTENANCE SERVICES
�;. ;.��. .
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CITY OF ORANGE
COMMUNITY SERVICES DEPARTMENT
230 E.Chapman Ave.
Orange, CA 92866
(714)744-7274
Date:
Company/Firm Name:
Address: ,
Phone#:
E-mail Address:
Contact Name:
PROJECT NAME: Sports Field Maintenance
Location Addresses: El Camino Real Park
400 N.Main St. Orange. Ca. 92868
El Modena Park
555 S.Hewes St. Orange,Ca. 92869
City Contact Name: Paul Miller-Park Maintenance Su ep rvisor
Phone#: (714) 532-6472(office�
E-Mail Address: pmiller(a�,cityoforan,ge.org
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Exhibit A
Page 1 of 23
INSTRUCTIONS TO BIDDERS
1. SC4PE OF WORK. The City of Orange, a municipal corporation(herein refened to as the
"City"), is requesting bids from quatified companies to provide softball field maintenance
services for four(4) softball fields at El Camino Real Parl� 400 North Main Street, one (I)
baseball field at El Modena Park,555 South Hewes Street,and other parks as directed.
2. WHERE AND WHEN TO SUBMIT BIDS. Bids must be complete and sealed. THREE(3)
COPIES of the bid shall be submitted to the Office of the City Clerk, located at 300 East
Chapman Avenue,Orange,California,92866(Attention:Paul Miller)not later than 2:00 p.m.
on Thursday, October 18, 2018. The envelopes containing the bids must be marked
"SPORTS FIELD MAINTENANCE SERVICES". Bids must be signed by an individual
(or individuals)authorized to execute legal documents on behalf of the applicant. Faxed or e-
mailed bids aze not acceptable and will not be considered Bids received a$er this deadline
will not be considered.
3. BID INOUIlZIES.INSTRUCTIONS AND QUESTIONS. The City representative from whom
proposers will receive instructions:
Paul Miller,Pazk Maintenance Supervisor
pmiller@cityoforange.org
230 East Chapman Avenue
Orange,California 92866
714-532-6472
Mr.Miller will lead an optional pre-bid meeting. Please meet Mr.Miller at 10:00 a.m.on
October 8, 2018 at 230 East Chapman Avenue in the City of Orange. Proposers are
encouraged to attend this meeting and visit sites prior to submitting their bids.
Questions regarding this Request for Bids("RFB")should be directed only to Mr.Miller. All
questions,requests for clarification,and comments shall be sent to the City by e-mail,and must
be clearly titled "Written Questions". AlI such e-mails shall be sent to Paul Miller, Park
Maintenance Supervisor, at pmiller@cityoforange.org. The City shall not be responsible for
its failure to respond to e-mail questions that have not been titled as such, and that have not
been sent directly to Mr.Miller.If any person or firm contemplating the submittal of a proposal
in response to this RFB is in doubt as to the tnte meaning of any part of this RFB,he/she/it may
submit to Mr. Miller a written request for an interpretation or coaection thereof. Any
interpretation or conection of any part of this RFB will be made only by addendum,duly issued
by Mr. Miller. Copies of such addenda(if any)will be mailed or delivered to those persons
who have received this RFB.
The successful bidder must possess an active C-27 contractors license that has been issued by
the State of California Contractors State License Board. These licenses and ceriification must
be maintained for the duration of the agreement. Failure to aossess the snecified license shall
render the bid non-resnonsive. �
4. SIGNATURE ON BID;PROOF OF AUTHORITY. If the bid is submitted by a corporation,
it must be signed on behalf of the corporation by the fallowing combination of corporate officers:
(i)the Chairman of the Boazd,the President or any Vice President,on the one hand,AND(ii)the
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Exhibit A
Page 2 of 23
Secretary,an Assistant Secretary,the ChiefFiaiancial Offcer or an Assistant Treasurer,on the other
hand. If the bid is submitted by a corporation undea the signature of only one corporate officer or
representative or vvith a different combination of the iforegoing corporate officers, it mnst be
accampanied by the original of a Secretary's Certificate,to which is attached a corporate resolution
duly authorizing the named individual to consummate the transaction contemplated by the bid for
and on behalf of the corporation. For a sole proprietorship,the owner's signature is acceptable. If
the bid is submitted by a parinership,the signature of the man�ging general partner or the general
partner(s)authorized to bind the parmership to such transactions must appear on the bid bid. Bids
may be rejected if the proper documentation is not provided.
5. EXAMINATION OF B�. Each bidder is responsible for examining this RFB,including all
attachments hereto,and submitting its bid complete and in conformance with these instructions.
6. CONDTTIONS OF SITB/WORK. Each bidder shall cazefully examine the documents and
project sites to become fully informed regarding all exis4ing and expected conditions and matters
which could affect performance,cost or time of the work in any way.
7. ADDENDA. If any person contemplating submitting a bid for the services listed herein is in
doubt as to the true meaning of any part of this RFB,he/she may submit to the City representative
identified above a written request for an interpretation ar correction thereof. Any interpretation or
correction of City specifications wiIl be made only by addendum, duly issued by the City
representative identified above. Copies of such addenda (if any) wi11 be mailed or delivered to
those persons who have received this bid package.
8. REOUIRED INFORMATION. The bidder is required to complete,execute and deliver with
its bid the following:
(a) A Statement of Required Information and Experience in the form attached hereto
as Attachment No. 1;and
(b) A Certificate of Non-collusion in the form attached hereto as Attachment No.2:
9. BONDS.
�a) Bid Bond. No Bid Bond is required for tlus Request for Bid.
10. CERTIFICATE OF INSURANCE. Proof of insurance is not required to be submitted with
your bid but will be required prior to the City's award of the contract in accordance with the terms
of the form of contract attached hereto as Attachment No.5.
11. WITHDRAWAL OF BID. Any bidder may withdraw its bid, either personally or by
telegraphic or written request at any time prior to the time set for the opening of bids.
12. ERRORS AND OMISSIONS. Bidders shall nat be ailowed to take advantage of any errors
in or omissions from the RFS. Full instructions wiII be given if such error or omission is discovered
and timely called to the attention of the City.
13. SPECIFICATIONS NOT CONTRACTUAL. Alothing cantained in this RFB shall create any
contractual relationship between the bidder and the City. The City accepts no financial
responsibility for costs incurred by any bidder regarding this RFB.
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Exhibit A
Page 3 of 23
14. NOTICE REGARDING DISCI.OSURE OF CONTENTS OF DOCUMENT. All responses
to ttris RFB accepted by the City shall become the exclusive properiy of the City. Upon opening,
all proposals accepted by the City shall become a matter of public record and shall be regarded as
public,with the exception of those elements of each proposal which are identified by the bidder as
business or trade secrets and plainly matked as"tcade secret","confidenrial"or"proprietary". Each
element of a proposal which a bidder desires not to be considered a public record must be clearly
marked as sat forth above, and any blanket statement(i.e.,regarding entire pages, documents, or
other non-specific designations) shall not be sufficient and shall not bind tlie City in any way
whatsoever. If disclosure is required under the California Public Records Act or otherovise by law
(despite the bidder's request for confidentiality), the City shall not in any way be liable or
responsible for the disclosure of any such records or part thereof.
15. QUALIFICATTONS OF BIDDERS. Any bidder who can prove to be a responsible bidder
based on,but not limited to,the requirements set forth on the Contractor's Statement of Required
Information and Experience(Attachment No. 1 hereto)may submit a bid for consideration.
Each bidder must satis£y the City of its ability to perform.the services required,as set forth in the
Contract Details attached hereto as Attachment No. 3 and Attachment No. 4. All bidders must
demonslrate and dacument a history of timely and satisfactory performance of similar work in a
manner which addresses the stated evaluation criteria. Each bidder shall be entirely responsible for
the accuracy of the information supplied conceming references.
In addition,the City may consider evidence of untimely and unsatisfactory performance on prior
similar work or litigation by tha bidder on previous contracts to disqualify any bidder.
The City reserves the right to reject any and all bids and any item or items therein,and to waive
any non-conformity of bids.with tIus RFB, whether of a technical or substantive nature, as the
interest of the City may require.
It should be noted, however, that the contract will be awarded to the responsible bidder who
submitted the lowest price bid; provided that such a bidder successfully meets all af the other
criteria indentifed in this RFB.
The Contractor shall be regis,tered with Department of Industrial Relations (DIR), State ,of
California per Labor Code Section 177.1(a)at the time of bid. This proj ect is subject to compliance
monitoring and enforcement by DIR.
16. AWARD OF CONTRACT. The award af contract,if awarded,will be to the lowest bidder
whose proposal complies with all requirements of the notice inviting bids,including,but not limited
to, the Statement of Required Information and Experience GAttachment No. 1). The awazd of
contract,if made, shall be made within one hundred twenty(120) days after the opening af the
bids.
Prior to the awazd of any work hereunder and before any work can commence,the City and the
successful bidder wiil enter into a written contract substantially in the form attached hereto as
Attachment No. 5 with such changes therein as the City's Attomey may deem necessary and
appropriate. Bidders respanding to this RFB are strongly advised to review all of the terms and
conditions of the form of the contract attached hereto.
17. TERM OF CONTRACT. This RFB is for the purpose of awazding a four-year agreement.
The scope of the contract may be all or any portions of the scope described
4
Exhibit A
Page 4 of 23
18. PREVAII.ING WAGES. While the work which will be the subject of the contract to be
awarded to the lowest responsible bidder is not a"public project"(as that term is defined in Section
22002 of the Public Contract Code of the State of California),Section 1771 of the California Labor
Code expressly includes"uiaintenance"within its defmition of a"�rublic wor�'and provides that
contracts for maintenance are subject to prevailing wage laws. Prevailing wage determinations
exist for certain crafts since 1977. To the elctent that the Contractor's employees will perform any
work that falls within any of the classifications for which the Department of Lahor Relations of the
State of California promulgates prevailing wage deternunations,the Contractor will be required,
together with any subcontractor under it,to pay not less than the specified prevailing rates of wages
to all such worl�en. The general prevailing wage determinations for craf�s can be located on the
web site of the Deparbment of Industrial Relations(www.dir.ca.gov/DLSR).
Accordingly, the Contractor selected by the City to enter into a contract for the work, and any
subcontr�actor under it,shall pay not less than the specified prevailing rates of wages to all workers
employed in the execution af the contract and the work.
19. C�IANGES IN WORK. If the amount bid for the work for City facilities or assessment
districts (or any of them) should exceed the amount of money available therefor through
assessments for the i.nitial term of the contract or any"Extension Term" (as defined below),the
City,through its Parks and Facilities Manager, shall have the right to make changes in the work
and the contractor shalI perform the work as changed and as directed by the Pazks and Facilities
Manager.
, 20. 1V�SCELLANEOUS. .
1. The contractor shall provide with this proposal a minimum of three (3)references of
commensurate/equal softball field maintenance work with cities and/or municipalities.
References.shall represent/include:
•Wark completed within the last three(3)years. -
•A description and locafion of said softball field maintenance work.
•An approximate cost of said softball field maintenance work.
•A contact person and phone number to verify softball field maintenance work
2. The City reserves the right to reject any contractor who they feel does not meet a
qualifying work experience or satisfying references.
3.The City reserves the right to reject at any time any or all bids,or parts thereof,and to
waive any variances, technicaliries and informalities which do not impair the quality, or
performance of the project.
4. Existing site amenities (ex. sidewalks, walls, tables,paving, etc.) are to be protected
from all construction and painting. Any damage to any existing site amenides will be
repaired or replaced at the contractor's expense to the satisfaction of the City of Orange.
5. The Contractor is to verify atl dimensions and conditions at site prior to bid and
construction.
6.The Contractor is responsible for inspecting and being aware of all site conditions.
7.All maintenance work shall be performed in adherence to the City of Orange Ballfield
Maintenance Procedures Manual(Attachment No.4 hereto).
8.All maintenance work stiall conform to the specifications contained in the Request for
Bids and any subsequent Agreements.
5
Exhibit A
Page 5 of 23
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RESP01o1SE TO CITY OF OItANGE
REQITEST FOlt BIDS
FOR
SOFTBALL�'IELD 1VIAINTENANCE SEItVICES
�ID N0. 189-10
SUBMIT�'ED�Y:
DAVID R.JOHNSON,PRESIDENT
MAJOR LEAGUE INFIELDS,INC.
508 E. CHAPMAN AVE.
FULLERTON, CA 92632
Exhibit A
Page 6 of 23
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�ID DETAII.�HEET
SOFTB�I.L FIELD 0l�AIN'�Ef�1�1NCE�ERVICES
Unit Price Fields Frequency Weekly Ext.
EI Camino P�rk
Heavy VUater, �eep Scarify�
Patching and Tamping $60_40 4 2 $480.00
EB Modena Pa�ic
Heavy 1�/ater, Deep Scariiy,
Pa#ching anc#Tamping,AAound
Maintenance $$7.00 1 2 $174.Od
EQ Camino Park
Palnt Foul and Out of Play Lines $35.00 4 7 �i40.00
(Paint Inciuded)
x��� EI�Ilod�n�Pask
�•�.��� Pain#Foul and Out of Play LBnes $40.Op 1 1 $40.00
tPai�t Included)
EI Camino�ark
Water Blast Perimeter Borders $25.00 4 0.5 $50.00
EI Modena Park
Water Blast Perimeter Borders $35.00 1 1.0 $35.00
Il�eekly To4a1 $919.00
4 Week T�tal $3,676.OQ
Annual Total $47,788.00
Submitted by Major League Infl�lds, tnc.
CSLB License No.992473
OIFt Reg.No. 1000Q5255
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Exhibit A
Page 7 of 23
� BID S�IEET
SP(DRZ'S FIELD R�IAII�I'TETiANCE SERi�ICE$
pH�: . 10/!7/18
Bid Su6mittcd by: ��k L.May,Vice Frcsidrnt
Company Name: M�1��8ue Irefields.Inc.
Address: S08 E.Chapman Avc.�
Fullcrton�CA 9Z832
Phone#: (818)355-2167
E-meil Address: meJorieagueinfiefds�gmail.com or patriclanay.mli�gmeil.wm
Contect Pleme: Pat May ,
�� Patridc L.May
Signa'tuie of Responsibte Officar or Employee Print Namc
, PRO.iEGT
PROJEGT IVAME:SPORTS FIELD MAINTENANCE SERVICES
� Location Addr�ss:Four(4)Sofibell Fietds at El Ceminn Real Per&�400 North Main 5trect,and one(I)baxhail
field nt EI Modena Park,555 South Hnwrs Strat,and other perks as directed.
Cantact T1ame: Pau1 Miller.Paa:Main�M*+nce Suoervisor �
Phonc#: 714532-�47Z
�-Meil Address: miq i g,�or��ae.ore
The sta�ed bid amounf below comtitutes the totel dollar amow�t tn perform the woi�k dcsc�i6cd in the above scope of
senrices to include ell thet is r«juired w provide the work prodttcct end/or instel!eIl materials required to complete the
work to s professtona] warkmans6ip standand, and to install and epply all matedals per all menufaciuner's
speaificetions�nd recommtttdations.
Contractor represents and war�ants that ic has Shoroughly investigated and considered the scope of services and fu11y
understands the•ditl'icultaes end restrictions in perfoiming the worls. Contractor represents that it is experienced im �
perfarming the work aqd will fopow professionel statidards in performence of tfie work., Ali services.provided shal�
conForm to.all federal,state and iocal laws,rules snd regulations and to the Isest professionaf sfendeids e�d pracfices.
BID AMOUNT PER F�UR{4)WEEIt PEItIOD $ 3,675.00•
(ltegular IaSeld Maiate�ance)
SUPPLY AND IIVSTALL A5 NEEDED:BASE PEG(cost per} , $ 60.00
SUPPLY AND IN5TALL AS NEEDEI):PITCHERS RUBBER(cost per) $ ISQ.00
SUPPLY A1VD INSTALL AS NE�DED:AOME PLATE{eost per) $ I 50.00
�._ , ' 11 �
•See eitached Bid Uetail Sheet for a detailed breakdown of tloe"Regular In&eld Maintenance"pricing.
Exhibit A
Page 8 of 23
t�T'1'AC�N'L'IVO,R
S7C�'�'E149�1�'I'OF�OU�D IWg'�Ht1�iATI�Ai�EXPE�ENC�:
T8e bidde�ls r�q�ree�to snpp9,►the Qoll�wing iaaf�e�ation. 11�dat��na1 s9�ee�s'nay be
�ttacb�d iff aet�`r�:
l. The bidder shall provide the folEowing:
A.�ompany Nattae• ��or L6ague Infields,Inc.
B.Type of Enfty(f'or example,a Calffarni�corporation): ����mfa Corpo�ateon
C.License Number ��¢73 �•�•�•�����on No. IOOQOIS?.55
D.License Class: C-27
E.License Expiration D�t�: ����z020
Z. Number of years experience as a licensed contractor enga�d in softball fetd
maintenance work for public agencies: 6 m�
3. List at least thre�(3)public agencies or contrac4�far work sima]ar in natun and scope to
the w�ork for which this bid i�being submiried. Such work or contracts must have been
pezformed or under cocatract dueing the past Thrree(3)years.
A. Name: City of Santa Ane
Address: 20 Civic Cen6er Pl�axa
�ity: SanRa Ana State: CA Z�F; 92701
Con�aot: Mikc Lopaz Telephone: 7( 14 } 231-6112
Type of Project: [n�ield N6aintcnance-Districts 1 Rc 3
ConYract Duration: . Now in 13th Yeac pn[�ual Contract J4motara� �157,206.00
B_ Name: City of Aeeehe6m
/�ddress: z04 Sauth Aneheim�lvd.
City Aneheun State: C� Z�R; 328D5
Contact: �dolfo 4',amboa Telephone: �( l� 91$-685Z
Type of Project: LsndsceP Nlaantenance Services(Hal1 Field Maintenance Sub-Canteactor
� Contr�ctDuration: �+SY� AnnuelContractAmount: St80,000,00
6
Exhibit A
Page 9 of 23
, C. Name: City of Chino
�. .
�
Address; 5575 Edison Ave,
City: Chino S�t�. CA ziP; 91710
Contad: Gus Hcmendez Telephone� 3( 10 ) 995-6440 CeIU(909)334-3477 Office
Type of Project• Infield Maintenance Services
Contract Duration: 3 Y� Annual Contract Amount: �80.000.00
4.lf reyuested by the City of Or�nge, the Bidder sheil fumish a notarized financial
statement, financial data, or other information and reference(s) sufficiently
comprehensive to permit an appraisal of the Contractor's current financial conditions.
5. The Bidder shall check one of the followin�blank spaces,as the case may be. If the Bidder
does not cheek either box,it will be deemed that he has checked Box A:
A. X The undersigned DOES NOT INTEND to subcantract any partion of this project.
B. The undersigned IN'fEND5 to subcontract a portion of this project to the following
subcontractors. (Nate; Please refer to the Subl�tting and Subcon2racting Pair Praetiees Act
commencin�at Section 410Q of the Califomia Public Contract Code for the portion oF work for
� which subcontract disclasure Is required with the bid.}
For each subcontractor to be used for the performance of work under this RFB,please identify the
neme of the subcontractor,the contact person,addr�ess and telephone number�a description of the
rype of work to be perFormed by each subcontractor and the percentage that its work represents to
the whole:
Not Ap�licable
�'
,,_,,.
7
Exhibit A
Page 10 of 23
ATTACHMENT NO.2
�a
FORTV!OF
CIEISTIFICATE OF NON-COLLUSION
CERTIFICATE OF NON-COLL�JSION
Not : Thts farm must be c�mpleted,sfigaied by ao aut6orized represe�tative oT the bidder,
and returned with your b6d.]
Be it known that ���d R Johnson ������
being first duJy sworn, deposes and testifies that he/she is the
Presidenr (relationshdp with bidding firm), of
Major Leasue lnfields�lnc. (legal name of biddi�g firm),malcing the
foregoing bid:
1. That the bid tendeced is not presented in the interest or on behalf of any undiscIosed person,
persons,or other legal endty.
2. That no Councilman,officer,agent,or employce of the City of Orange is personally interested,
direcdy or indirectly,in the Contract,or the compensadon to be pald thereunder.
3. That the bid is genuine and not collusive or a sham.
4. That said bidder has not directly or indirect(y or solicited aity other bidder to submit a false or
sham bid,nor colluded or agreed with any other bidder or person to submit a sham bid, nor
wlluded to prevent any other bidder or persons from bidding.
5. That said bidder has not in any manner, directly or indirectly� sought by ageement,
communication or conference w+ith anyone to illegally limit ar establish the bid price of said or
any ather bidder,not to simitsrly seek limit or establish any ov�rhead,profit or cost element of
such bid price,
6. That said bidder has not sought to secure any advantage against the public entity awerdie�g the
contract ar anyone interes6ed in ths proposed contract.
'1. 'fhat said bidder has not directly or indirectly submitted its bid price,revealed any cantents or
breakdown thereof or divulged information or data relative thereto,paid and wilE not pay any
fee in connection therewith to any corporation, partnership, company, associaGon,
orgeniution, bid depository. or to any member or agent thereof, or to any other i�dividual
except those with documented financial interest with the bidder in his general business.
8. That a!I the above statements are true lo Ehe best of my knowledge.
(Remaurder ofpage�'nlen�io�rally!e,jt bl�rk;s�gnatares oa�ne�at pogef
�.,.
$
Exhibit A
Page 11 of 23
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1V�cn�af�ntitg+Subm9tting Bfd: M�O��s tnfields,Inc. ,
- }
'f e o$'£nti Celiformia Coapoeatian j
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�'c6nted Name: David R.Johnson
Ti�le: Prcsidmt
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Pri�t�d Name: ' �A.Johason ;
Ti41c: Fresident '
�usiness Addeess: 50�E.C8►apman A�e, �
° : ,� � , ;�,�. Fiilla�2on."CA 42832� �.t° �
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Telepho�e�Number: 8I8:35S:21b9�'�='�:>.,
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Exhibit A
Page 12 of 23
�►'H°'�A.C�YNIEIVfi lii0.3
CONTRACT DETAILS
3C�PE OF WORI�:
To Proa+ide the Foliovving Sof�ball Field Maintenance Services:
1. Elearry Water,Deep Scarify ar�d�s�ag Teeatments(2 times per week)
After putting dov�m a layer oF v�ater to approacimately%a",searify the�ntire infisld sua�ac�to
loose�e the infield mix to knock down high areas and backfi3!high impact areas t}iat a�e
depressed.After scarifying and levelin�//backfilting,the surf�c�is Yhen dragged smooth using a
screen drag and is watered agaon.
2. Water-Hlast Perirn�ter Border{Every other week)
Usia�g�huse arid a high pressure nozzQe,push anfreld mix that has been displaced by weather or
ase into the turf border back onto the traction area.Rak�the area adj�ceni to the turf 6order lev�l
to prevent a"trou�h"fram developing.
3. Aaiot Foul Lines(1 Tiane per week)
� Run a string from well behind home p9ete, going along the right back edge of home plate,tc�
beyond first base,going along the ou�side edg�of the base,terminating�t the foui pole.Anchor
each end�f the string,pulling#igh�Follo`ving the inside edge of the string line,psint the faul
Iine with white turf paint. Paint the line from first base to the fout pol�,ptacing the fot�l line in
the tur� Repeat the proc�ss frorn the teft side�f home plate to p�int the foul line on the thard
base side.Paint wip be provided by the contiractor.
4. Install Base Anohors,Pitching Rubbers,snd Home Plate
Instalfation will be made at the direction of the Ciry,per the standards described in Attachment
Na.�4-Ballfield Maintenance Procedures Manuel.All materials will be provided by the
Contractor.These items will be as needed at an additional cost above regul�r maintenance.
5. P'atching and Tamping(2 tisnes per week)
'd'he areas that usu�lly need to be pstched and tamped are tf�e batter's box,around the bases,the
pitcher's mound and behind�otne pl�te where the catcher plays:
Start with home plate and then the pitcher's mound. They need more time to dry because of the
amount of clay. Sweep out ioase infield mix. Fill hole with waker and let it soak in3o about half
of the depeh of the hole. Push toose infield mix back into the hole and mix it with w�ter.
Sometat�es n�w infeld mix needs to be bra�ught in becaus�there is not enongh clay left for
adhesion. It is generally better to use mound mix in the areas of the pitcher's mound and home
plate for better adhesion and compaction. Let this set until firm but still damp,then tamp.
10
Exhibit A
Page 13 of 23
ATTACHMENT NO. 4
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Bai Ifield Mai ntenance
Procedures Manual
12
Exhibit A
Page 14 of 23
Ballfield Mainter�ance Procedures Manual
Table of Contents
PATCHINGAND TAMPING..........................................................................................................14
DRAGGING....................................................................................................................................14
WATERING(FLOATING)..............................................................................................................14
REMOVING BRICK DUST FROM TURF......................................................................................75
SCARIFY AND LEVEL INFIELDS................................................................................................15
PROCEDURES TO CORRECT FLOODED BALLFIELDS...........................................................75
EQUIPMENT..................................................................................................................................7 6
OTHEREQUIPMENT....................................................................................................................16
WET CONDITIONS EQUIPMENT.................................................................................................17
MEETINGS.....................................................................................................................................17
DAILYMAINTENANCE.................................................................................................................18
LININGOF FIELDS.......................................................................................................................20
RAINY WEATHER/WET FlELD PROCEDURE..........................................................................20
WORK TO BE COMPLETED"BI-MONTHLY".............................................................................ZO
WORK TO BE COMPLETED"ANNUALLY"................................................................................20
WORK TO BE COMPtETED"AS DIRECTED"...........................................................................21
GENERAL CONTRACT PROVISIONS.........................................................................................21
13
Exhibit A
Page 15 of 23
Ba�lf�efd Maintenance Proceclu�e� IVlanual
Patchina and Tarna�nsa
The areas that usually need to be patched and tamped are the batter's box, around the bases,
the pitcher's mound and behind home plate where the catcher plays:
Start with home plate and then the pitcher's mound. They need more time to dry because of the
amount of clay.
• Sweep out loose infield mix.
• Fill hole with water and let it soak into about half a�f the depth of the hole.
• !'ush loose infield mix back into the hole and mix it with water.
• Sometimes new infield mix needs to be brought in because there is not enough clay left
for adhesion.
• It is generally better to use mound mGc in the areas of the pitcher's mound and home
plate for better adhesion and compaction.
• Let this set untll firm but still damp,then tamp.
Draqqinq
Prior to dragging, hand-water the infield mix lightly to keep it from blowing.
• The base lines on turfed infields,the pltcher's mound and all edges near turf shail be
prepared by hand with a rake or lute.
• The infield shall be dragged using a tight loop, circular or crisscross pattem,alternating
the pattem daily.
Waterinq (Floatinq)
Weather conditions affect how much water is used. More water will be needed if it is sunny or
windy; if overcast, tess; if raining, none.
• After dragging, set out sprinklers and water heavily.
• Do not over-water areas that have been patched.
• Apply a sufficient amount of water to ensure the infield mix compacts and adheres
together for good footing during play.
• Too much water can cause the field to become slippery and a hazard to play on.
• Hand-water problem areas, such as base paths,when needed. '
• The infield shall be lightly watered again,just prior to a game,to keep down the dust.
14
Exhibit A
Page 16 of 23
Removinq Infield Mix from Turf
• Sweep with a broom, daily or as needed.
• Water blast with a high-pressure nozzle. Note: This can only be done if there is
sufficient time for drying.
• Perform this work at least every other week.
Scarify and Level lnfields
• Water heavily prior to scarifying to keep down dust and to soften the infield mix.
• Scarify in a tlght circular pattem gaing over the area severa!times to get the lines down �
to a depth of one to finro inches (See,Exhibit A).
• The base lines on turFed infields shall be prepared by hand with a rake.
� Never scarify a pitchers mound.
• Do not snag a base stand wifh the lines.
• Level the infield with the flip side of the scarifier.
• Follow procedures for dragging and watering fields.
• Edge infield every other week.
• Check irrigation around infields; repair and adjust weekly.
• Check for problems and hazards weekly.
• Renovate yearly,when possible.
• Seed,fertilize and aerate when possible.
• Paint/Chalk in foul lines monthly.
Procedures to Correct Fiooded Ballfrelds
Standinq Water
• Drain off water.
• Fill low areas with dry infield mix.
• Push water into dry area with the back of the rake.
Field must be dry for a while before it can be walked on without slipping or squishing.
Very Wet with No Standing Water
• Rake with a bow rake to a depth of'/inch in all muddy areas.
� Allow to air out for several hours while raking occasionally.
• Rake several more times to assist airing.
• Scarify entire field until there are no clods. It should be fluffy even though moist.
. 15
Exhlbit A
Page 17 of 23
• Altemate between wet and dry areas to help mix the soils and aid in drying.
• The dry areas must be crumbled while scarifying in order for this to work.
• A straight edge drag-type planing device (the flip side of the sca�ifier), shall be dragged
as above until there is even texture and color.
• The field shall be dragged and leveled.
• Aflow time after this for additional drying,20 to 30 minutes on a warm day.
• Drag and prepare the field as usual.
EQuipment
The contractor shall provide and have"on hand"at all times during the infield mix maintenance
operation the following equipment.
Utilitv Vehicle
Small tight turn radius(13 foot)vehicle designed especially for this type of work. This
vehicle shall have the capability to make circle and figure eight pattems completely
within the skinned infield mix infield area and not trespass onto adjacent turf areas.
Vehicles manufactured by John Deer, Ryan,Toro and Dihatsu may be acceptable.
Draas
Scarifyina Drag
Used to scratch up or loosen up.the skinned area. The drag shall be made of
heavy duty steel capable of cart�ying additional weight(s). Digging teeth shatl be
hardened and polnted and%Z inch in diameter. Pull chain shall be included.
Cuttinq and Levelin4 Drag
Used to leyel and,�backfill low spots in the skinned area. The leveling drag and
cutting�blades shall be ri�ade of galvanized stee[. This drag shall feature cutting
blades whicti are adjustable and capable of cutting down dirt build-up(higfi
spots)anii depositing dirt into holes (low spots)creating a smooth and level
playing surFace. Pull chain shall be included.
Groominq or Finish Dra_„g
Used to camplete dragging procedure on a daily basis and iighter-gentle .
movement of infield mix. This drag shall be gaivanized mefal"cioor-maY'link.
Pull chain shall be included. Drag(s)shall be 6 foot in lengfh and 6 foot in width.
Other Eauipment
Hand Tamp
20 pound variety with 48 inch min. handle. Used to compact wom areas around
bases, home plate and pitching mound.
16
Exhibit A
Page 18 of 23
Plastic Sheetinq and Duct Tape
Used to wrap hand tamp head and help prevent wet clay from sticking.
Grade or Grooming Rake
Used to rake and fine level areas. Shall be made of aluminum, 36 inch wide and
a 6 foot handle.
Heavy Duty Shovels
Used to move materials. Round and square nosed.
Heavy Duty Hose
Used to water down skinned area. Shall be'/a inch to 1 inch top quality construction with
225 psi working pressure. Leaks of any klnd are not permitted. Contractor shall have a
minimum of 175 foot of hose on hand at all times
High Pressure Nozzle
Attached to hose. Used to spray down infield mix and push excess brickdust off
#urt edges.
lndustriaf Push Groom
Used to remove excess infield mix from turt edges. Shall be 24 inch min.wlde
with heavy duty dual weight bristles.
Wet Conditions Equipment
(Add to equipment above.) During periods of inclement weather or when the areas are wet the
contractor shall have"on-hand"during all infield mix maintenance operations the following
items:
SQueegee
Used to push/squeeze water off wet areas or into dry areas or dr�ins. Shall be
24 inch to 36 inch wide with neoprene blade and magnesium/aluminum head.
`�Super Sopper"
Used to collect standing water in infield mix areas. Shall be drum type with
exterior sponge and arm holding drurn.
Diamond or Beckson Pump
Used to remove standing water in infield mix areas. Shall be plastic with flexible
piston and value.
Infield Soaper with WrinQer and 6ucket
Used to collect standi�g water in infield mix areas. Sopper shall be geotextile
covered sponge typical for absorbing chemical spills.
Meetings
Contractor shall provide City of Orange staff with a contact person(s)and a phone number to
reach fhe contract person(s)from the hours of 5:00 a. m.—10:00 p.m., Monday—Saturday.
17
Exhibit A
Page 19 of 23
Contractor shali appoint and identify to City of Orange staff a"site supervisor." This site
supervisor shafl meet with staff one(1)time per week at a time and place agreed upon by both
parties for as long as the con4ract is in effect to discuss any problems/concems which may arise
and any goals for the day/week:
In November of each year for as long as the contract ls in effect, contractor shall personaliy
meet with stafF, along with the designat�d site supervisor, to discuss and outline schedules far
"Annual Renovations"(listed in Section 90.0).
Daitv Maintenance
General
� Confractor shall remove all litter, broken glass and hazardous debris from infisld area.
• Contractor shall keep infield mix area in a weed free condition.
• Contractor shall hose and/or sweep all dug-outs.
Maintenance Procedure
• Retain smooth and level playing surtace, using the following daily pracedure. The
contractor shall remove all bases before beginning any work on infield and re-install after
all work on infield is comple#ed.
• After removing all bases,the contractor shall scrape/wire brush all base post anchors
and base inserts. This wili help facilitate the base removal and installation,
• The contractor shall rake/shovel loose material from hlgh spots back into low spots/worn
areas on running paths, sliding zones and any other low spots/worn areas appearing on
the field before any watering or dragging shall take place.
Home Plate Area/Batters Box Area Holes
• Sweep/rake away afl loose brick dust.
• Wet area until moist.
• Scarify areas(s)(batter's box hole(s))with shovel. This will help the mix bind befter. ,
• In a 5 gallon bucket mix"mound mi�'with water to desired consistency. Do not use �
infield mix for this purpose.
• Backfill "mound-mix"material into hole(s).
• T�mp the area firmly with steel ramp.
o Note: The tamp will be mast effective i f you cover the bottom wi4h plastic. Tape
the plastic to the tamp handle. The plastic keeps the clay from sticking to the
tamp's bottom.
o After tamping and compacting the"mound mix"cover areas with infield brick dust.
Pitcher's Mound
• Follow same procedure for repair of home plate/batter's box area except to not cover
with infield mix. Utilize dry"mound mix"for this purpose.
18
Exhibit A
Page 20 of 23
• Add to the above the following: Rake all loose matertal from bottom to top and cover
with"mound mix."
General Infield Mix Skinned infleld Areas
• After raking/shoveling loose material from high spots back into low spots/wom areas
on running paths,sliding zones and any other low spots/wom areas appearing on the
field,the contractor shall fill all remaining low spots with new infield mix from stock
and make level.
• Lightiy water entire infield before dragging.
Note: Watering shall penetrate infield mix to a minimum depth of 1/8 inch deep
min. This process is crucial to keeping brickdust in place and not going air
borne.
• Drag infield utilizing small utility vehicle as specified with °grooming or finishing drag°
Circular orfigure eight drag pattems shall be used(see details 1 A and 1-B).
Alternate drag pattems or reverse direcfion of drag pattems daily to avoid ruts and
high/low areas. Speed of drag procedure shali not exceed 7 m.p.h.
• When dragging the skinned infield,the contractor shail stay away from all turF edges
a minimum of 18 inch. This will help in avoiding lips at brickdust/turF edges. This 18-
inch gap shall also appfy to aIl backstops and chain link fence areas.
• Contractor shall hand rake all base paths on combination turf/infieid m�inflelds.
• When the dragging process is complete,the contractor shal(stop the drag in a
different location daily. This will stop the accumulation of infield mix in focused
areas. At this time roll-up the drag, place it on the vehicle and remove all debris
accumulated in the dra4 at this spot and rake out material emptied from dra4.
• After dragging, hand,rake the 12-inch edges using the"grade or grooming rake."
The rake shall be held at an angle as to not push brickdust onto/into turf areas.
� After raking the 18-inch edges,the contractor shall clean all excess�infield mix on the
turf edges utilizing a high pressure water noale or heavy duty broom. NO infteld mix
shall be permitted on the turf edges at any time.
• If in the determination of staff an unsafe lip situation occurs in any turf/infield mix
border area infietd to infield mix, basepaths or infield mix to outfield, contractor will be
required to remove or level the soil build-up with a rototiller or sod cutter and re-
establish the infield boundaries with a string line or suitable method and re-sod up to
the border to remedy the situation at the contractor's expense.
Final Waterinq
• This is the most time-consumina and a very important element of the nrocedure
• The contractor shall final water the skinned infield mix to a depth of'/inch minimum.
19
Exhibit A
Page 21 of 23
Lining of Fields
• Lining of fields should be pertoRned per the requirements of Section 68 and the
Request for Proposals with paint/chalk/perma white marking material.
Rainy Weather/Wet Field Procedure
• On the next scheduled working day after a rainfail,the following procedure, in the order
listed, shall be adhered to:
� Remove all standing water from low spots either by skimming off excess water and
spreading it out to dry areas or using a pump/sopper system.
� Rake out(scarify)wet areas. ,
• Apply dry infield mix inaterial from stock to all wet areas and rake out.
Vllork to be Com�leted "BI-MONTFILY"
• To maintain levelness of all fields, contractor shall, once every two months, scarify drag �
built up amounts of material at high spots and cut and level drag the scarified material to
low spots. The contractor shall fill any remaining low spots with new"Angei Mix"
brickdust fcorim stock and make level.
o Note: Staff shall identify areas to scarify/cut and level drag to the contractor at
weekly meetings with contractors appointed site supervisor(as per section 6.2 of
contract).
• Heavy water scarified and cut and leveled areas to a%inch min. depth and allow to
settle in before play on field.
o Note: Due to heavy watering and its need to settle before play,staff shall provide
a schedule of bio-monthly scarify/cut and level drag dates to contractor.
Work to be Comtaletecl "ANRJUALLY"
• Between December 1S�and December 30�'of each year,the following renovation is to be
done on all fields:
o Contractor shall scarify drag built up amounts of material at high spots and cut
and level drag the scarified materiai to low spots. The contractor sha11 fill any
remaining low spots with new infield mix and stock and make level.
o Note: Staff shall identify areas to scarifjr/cut and level drag to the contractor at
the November, year-end meeting with cantractors owner(as per section 6.3 of
con�ract).
20
Exhibit A
Page 22 of 23
• Contractor shall verify all base distances, pitching rubber distances and pitching mound
heights per the Little League, Pony/Colt League specfications for each specific field.
Any specifications not being met on any field,shall be repaired by contractor.
• In addition, conhactar shall instail'/Zinch new infield mix to infields at all diamonds.
Responsibility for and purchase of necessary infield mix shall be determined by the City
of Orange.
• Note: City of Orange will supply contractor with a schedule of the order in which
fields are to be renovated.
Work to be Comaleted "AS DIRECTED"
• Replace base ANCHORS as directed.
o Note: City of Orange uses the BOLCO base anchoring system. Contractor shall
install base anchors into the ground per manufacturers standards(see
attachment#2). Top of stake shall be approximately 1 inch below the surface
grade so that the base si#s level and flush against the surFace of all sides.
• Replace bases as directed.
o Note: Clty of Orange shall be responsible for supplying all necessary base
anchors and/or bases to the contractor as needed.
� Replace or remove/leve!/re-install home plates as directed.
• Replace or remove/level/re-install pitching rubbers as directed.
o Note: City of Orange shall be responsible for suppiying ali necessary home
plates and/or pitching rubbers fo the contractor as needed.
• When given direction to cvmplete°as directed"work, contra�tor shall complete the
directed work on the next working day.
General Contract Provisions
Contractor shall provide and is responsible for all equipment necessary to carry out the work
outlined in the contract. There will be no available storage for equipment. Contractor will be
responsible for bringing in and then removing all equipment necessary to carry out the work
outlined in the contract.
21
Exhibit A
Page Z3 of 23
EXHIBIT"B"
[Behind this sheet.]
Compensation for MAJOR LEAGUE INFIELDS, INC.
Field Maintenance Services
Four-Year Term
March 1, 2019 to February 28, 2023 -
Year 1: 3/2019 through 2/2020 $47,788
Year 2: 3/2020 through 2/2021 $47,788
Year 3: 3/2021 through 2/2022 $47,788
Year 4: 3/2022 through 2/2023 $47,788
Exhibit B
Page 1 of 1
CITY COUNCIL MINUTES JANUARY 8, 2019
3. CONSENT CALENDAR
All items on the Consent Calendar are considered routine and are enacted by one motion
approving the recommended action listed on the Agenda. Any member of the City Council,
staff or the public may request an item be removed from the Consent Calendar for
discussion or separate action. Unless otherwise specified in the request to remove an item
from the Consent Calendar, all items removed shall be considered immediately following
action on the remaining items on the Consent Calendar.
3A. CITY CONSENT CALENDAR
3.1 Confirmation of warrant registers dated December 7, 13, and 20. (C2500.J.1.7)
ACTION: Approved.
3.2 Waive reading in full of all ordinances on the Agenda.
ACTION: Approved.
3.3 Award of bid to Major League Infields,Inc. for maintenance of baseball and softball
infields; Bid No. 189-10. (A2100.0; AGR-6730)
ACTION: Approved agreement and authorized the Mayor and City Clerk to execute on
behalf of the City.
3.4 First Amendment to Agreement with Smith Emery Laboratories, Inc. for special
inspections and materials testing on the Shaffer Park Renovation project. (A2100.0;
65421.1)
ACTION: 1) Approved the amendment and authorize the Mayor and the City Clerk to
execute on behalf of the City; and 2) Authorized the appropriation of$17,998 from the
Paxk Acquisition (Infill) unreserved fund balance to expenditure account number
510.7021.56020.30042, Park Acquisition and Development (Infill) — Shaffer Park
Renovation.
3.5 Third Amendment to Consulting Services Agreement with Pacific Advanced Civil
Engineering, Inc. for the Water Supervisory Control and Data Acquisition Upgrade
Project. (A2100.0; AGR-6388.3)
ACTION: Approved the Third Amendment to consultant services agreement with Pacific
Advanced Civil Engineering, Inc.; and authorized the Mayor and City Clerk to execute on
behalf of the City.
3.6 Authorization to advertise for bids for the Water Division Parking Lot Expansion
Project; Bid No. 189-16. (C2500.P)
ACTION: Approved the plans and specifications and authorized advertising for bids for
the Water Division Parking Lot Expansion Project.
PAGE 4