Item 12 - Infield Maintenance Services for City Parks and Facilities

Home Browse Search

Public Works Agency www.santa-ana.org/public-works Item # 12 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report January 16, 2024 TOPIC: Infield Maintenance Services for City Parks and Facilities AGENDA TITLE Approve an Agreement with Professional Sports Field Maintenance, Inc. for Infield Maintenance Services at City Parks and Facilities in an Amount Not -to -Exceed $2,759,035 (RFP No.23-152) (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Professional Sports Fields Maintenance, Inc., for infield maintenance services in an annual amount not -to -exceed $459,839, plus an annual contingency of $91,968, for a total amount not -to -exceed $2,759,035, for a three-year term beginning on February 1, 2024 and expiring January 31, 2027 with provisions for two, one-year extensions (Agreement No. A-2024-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION As of July 1, 2022, park maintenance functions have transferred from the Parks, Recreation, and Community Services Agency (PRCSA) to the Public Works Agency (PWA). PWA's Parks, Fleet, and Facilities Division provides infield maintenance services at city parks and facilities. The city contracts for ongoing, year-round scheduled infield maintenance to ensure the playing spaces meet high aesthetics, playability, and safety standards for baseball and softball players. The City has 34 diamonds that will be serviced a minimum of three times per week. Service frequency depends on the field use during baseball/softball season and year round. The contractor will prepare the fields depending on the frequencies outlined in the contract, providing a high -quality infield for baseball and softball. Daily, the contractor will scarify the infield while mixing infield mix and moister, providing optimal playing conditions for sports reservations or public use. Bi-monthly, the fields get scarified to cut down high and in -fill low spots while adding infield mix and stabilizer to absorb rain and reduce the field closures. Annually, the contractor will laser grade each infield and rebuild the pitchers and batter boxes to Major League Baseball specifications. The increased level of service includes annual laser grading and the addition of an infield mix to increase playability and reduce field closures. The current agreement is scheduled to expire on January 31, 2024, and does not have any remaining renewal options. The following table summarizes the field locations: