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Home My WebLink About25J - AGMT SPORTS FIELD MAINTENANCEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JANUARY 16, 2018 TITLE: APPROVE AN AGREEMENT AMENDMENT WITH PROFESSIONAL SPORTS FIELD MAINTENANCE, INC. FOR INFIELD MAINTENANCE AND MISCELLANEOUS SERVICES {STRATEGIC PLAN NO. 6, 113} C Y MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2"' Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement with Professional Sports Field Maintenance, Inc. for infield maintenance and miscellaneous services in District 4 by modifying the scope to provide additional services, executing the first of two, one-year extensions from February 1, 2018 through January 31, 2019 and increasing the agreement amount by $21,417, which includes a 10% contingency, subject to non -substantive changes approved by the City Manager and the City Attorney. DISCUSSION On January 19, 2016 the City entered into a two-year agreement with two, one-year renewal options with Professional Sports Field Maintenance, Inc. (PFSM) for the infield maintenance in district 4. Since then the City has incurred a need for additional services. City staff is requesting to modify the scope with PFSM to provide the following: -Maintenance of the decomposed granite trail at Thornton Park (a result of a claim made again the City) -Perform infield maintenance during the Rookie Ball Season at Jerome Park -Renovate and mow the cricket pitch sport turf at Centennial Park The cost for the additional services is $1,622.50 per month or $19,470 per year. An additional 10% is being added as a contingency for a total annual increase of $21,417. Lastly, since the agreement is set to renew on February 1, 2018 for another year the agreement amendment also contains language for the extension. 25J-1 Agreement Amendment with Professional Sports Field Maintenance January 16, 2018 Page 2 STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #6 Community Facilities & Infrastructure, Objective #1 (Establish and maintain a Community Investment Plan for all City assets), Strategy B (Equitably maintain existing streets and associated assets in a state of good repair so they are clean, safe and aesthetically pleasing for all users). FISCAL IMPACT Funds are available in the following accounts for the specified fiscal years: Park Maintenance (no. 01113250-62320) Ae's"�Z av"r'j Gerardo Mouet Executive Director Parks, Recreation and Community Services Agency EXHIBIT: Agreement Amendment $8,924 $21,417 $12,493 APPROVED AS TO FUNDS AND ACCOUNT: Francisco Gutierrez 811 Executive Director Finance and Management Services Agency 25J-2 FIRST AMENDMENT WITH PROFESSIONAL SPORTS FIELD MAINTENANCE, INC. TO PROVIDE BALL DIAMOND MAINTENANCE SERVICES THIS FIRST AMENDMENT to the above -referenced agreement is entered into on January 16, 2018, by and between Professional -Sports Field Maintenance; Inc., a California corporation ("Consultant ), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement #A-2016-004, dated January 19, 2016 ("Agreement,), by which Consultant agreed to provide in -field ball diamond maintenance services at City parks in Districts 1 and 4. B. The original term of the Agreement was from February 1, 2016 through January 31, 2018 and provides for two (2) one-year extensions. C. The parties wish to amend the Agreement to: 1) increase the scope of services at City parks located in.Distric$4; 2) increase the compensation to pay for the increased services; and 3) exercise the 1' of the two (2) one-year options to extend the term of the Agreement. The Parties therefore agree: Section 1, SCOPE OF SERVICES, is amended to increase and include additional services as set forth in the attached Exhibit A-1 to this First Amendment to the Agreement as they pertain to District 4. 2. Section 2.a., COMPENSATION, is amended to include the rates and charges listed in Exhibit A-1 to this First Amendment. The total -annual sum to be expended under this Agreement shall be increased in the amount of $21,4-17; The sum of this amount is comprised of a base amount of $19,470 and a 10% contingency of $1,947 for work assigned at the sole discretion of the City. The combined total annual sum for each year under the term of this Agreement shall not exceed $136,021. Section 3, TERM: By operation of this First Amendment to the Agreement, the parties agree to exercise the option to extend the Agreement for the first of the two (2) one-year renewal options. The term of the Agreement is hereby extended from Febrnary-1;:2018 until -January 31, 2019. 4. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. [signature page to follow] Page 1 of 2 y IT M IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: &,W ACU •IF . 6W,( LAURA A. ROSSINI Senior Assistant City Attorney RECOMMENDED FOR APPROVAL GERARDO MOUET Executive Director, Parks, Recreation and Community Services Agency CITY OF SANTA ANA RAUL GODINEZ II City Manager CONSULTANT Name: Title: Page 2 of 2 ELig IPP 1 Exhibit A-1 Scope of Work Amendment 1. District#4 Thornton Park- $5,040 per year or $420 per month 1.1 Contractor shall service the decomposed trail one (1) time per month. 1.1.1 Contractor shall follow infield maintenance specification for the performance of maintaining the decomposed granite trail. 1.1.2 Contractor shall add Gail Materials NexPave Wax Coated Aggregate to the trail to make the trail level and free of depressions, ruts, etc. 2. District#4 Jerome Park - $3,600 per year or $300 per month 2.1 Contractor shall perform five (5) day per week infield maintenance, per infield maintenance specifications, to Jerome Park infields during Rookie Ball Season (see the Reservations Office for schedule) 3. District#4 Centennial Park - $3,410 per year or $284.17 per month 3.1 Contractor shall mow the cricket pitch sport turf one (1) time on Friday afternoon, the day before Saturday games. The Contractor shall follow the ball diamond infield sport turf specification in its entirety in the performance of this work. 4. District#4 Centennial Park - $7,420 per year or $618.34 per month 4.1 Contractor shall one (1) time per year renovate the cricket pitch: 4.1.1 Contractor shall remove existing cricket pitch turf and sub -base to 6"deep. 4.1.2 Contractor shall install sandy -loam approved top soil, compact to satisfaction of the Director's Representative and grade level (laser grade quality). 4.1.3 Prior to sod installation, Contractor shall irrigate the soil and apply CA Organic Phytaboost 7-1-2 at 600#/acre and CA Organic Compel compost at 300#/acre to the sub -base top soil. 4.1.4 Contractor shall hire West Coast Sod to install 1-1/2" West Coast Sod 'Bandera' thick cut sod level and roll with a 1.5 ton clean asphalt roller to assure a compacted and level playing surface. 4.1.5 Contractor shall top dress finished sad with USGA top dress sand, being careful to fill any seams. 4.1.6 Contractor shall hand water the pitch daily until the sod has rooted (can no longer be lifted up by hand). Annual Cost of Amendment - $19,470 Contingency of 10% - $1,947 Total Amendment - $21,417 y,1- ; 25J-6