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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JANUARY 21, 2020 <br />TITLE: <br />APPROVE AGREEMENTS WITH MAJOR <br />LEAGUE INFIELDS, INC. AND <br />PROFESSIONAL SPORTS FIELD <br />MAINTENANCE, INC. TO PROVIDE IN- <br />FIELD BALL DIAMOND MAINTENANCE <br />SERVICES AT CITY PARKS FOR AN <br />ANNUAL AMOUNT NOT TO EXCEED <br />$323,626.60 AND $66,595.10, FOR THE <br />PERIOD FEBRUARY 1, 2020 TO JANUARY <br />31, 2024 (TOTAL AGREEMENT AMOUNTS <br />OF $1,294,506.40 AND $266,380.40)TO BE <br />FUNDED BY THE GENERAL FUND <br />{STRATEGIC PLAN NO. 6, 1B} <br />/s/Kristine Ridge <br />CITY MANAGER <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ <br />As Recommended <br />❑ <br />As Amended <br />❑ <br />Ordinance on 111 Reading <br />❑ <br />Ordinance on 2ntl Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute agreements with Major League Infields, Inc. and <br />Professional Sports Field Maintenance, Inc. to provide in -field ball diamond maintenance services <br />at city parks for an annual amount not to exceed $323,626.60 and $66,595.10, which includes a <br />10 percent contingency, for the period from February 1, 2020 to January 31, 2024 for total <br />agreement amounts of $1,294,506.40 and $266,380.40 to be funded by the General Fund, <br />subject to non -substantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />On October 7, 2019, the Parks, Recreation and Community Services Agency (PRCSA) issued a <br />Request for Proposal (RFP) for in -field ball diamond maintenance of all four districts. The City <br />notified 16 companies (4 Santa Ana companies), 17 companies downloaded the documents (one <br />Santa Ana company), and two companies submitted proposals (zero Santa Ana companies) for in- <br />field ball diamond maintenance for city parks. <br />An evaluation committee consisting of three representatives from PRCSA Park Facilities Division <br />reviewed and rated the proposals. The proposals were evaluated according to the criteria listed <br />in the RFP, which includes firm/team experience, reference/relevant project experience, listing of <br />resources, manner for performing services/schedule and fee. The results of the RFP evaluation <br />were as follows: <br />25D-1 <br />