HomeMy WebLinkAboutItem 32 - First Amendment for Infield Ball Diamond MaintenancePublic Works Agency
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Item # 32
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 6, 2023
TOPIC: First Amendment for Infield Ball Diamond Maintenance
AGENDA TITLE
Amend the Agreement with Major League Infields, Inc. to Increase the Contract Amount
by $80,000 for Maintenance Services of Baseball and Softball Diamonds (General
Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute the first amendment to the agreement with Major
League Infields, Inc. to provide scheduled infield and warning track maintenance at city
parks, increasing the amount by $80,000, which includes a $15,000 contingency, for the
remaining term until January 31, 2024, for a total agreement amount of $1,374,507,
subject to non-substantive changes approved by the City Manager and the City
Attorney.
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 landscape maintenance
services at city parks and facilities.
On October 7, 2019, PRCSA released a Request for Proposal (RFP) for baseball and
softball diamond infield maintenance services, and on January 21, 2020, Major League
Infields, Inc. was awarded the contract for Districts 1, 3, and 4. They have provided
continuous maintenance services at City parks. Their highly professional and prompt
response has been instrumental in keeping softball and baseball diamonds preserved
and functioning for sports leagues and park users.
With the adoption of the City’s FY 2022-23 budget, the City Council approved an
additional $2.5 Million for park maintenance. Over the years, there has been a need for
an increased level of maintenance services due to deferred maintenance. In an effort to
maintain the fields’ safety and playability, Major League Infields, Inc. has provided high-
quality maintenance service to the City since its contract commencement in 2020. To
fund the enhanced services, Staff recommends increasing the agreement amount by
$80,000 (Exhibit 1).
Amendment for Infield Ball Diamond Maintenance
June 6, 2023
Page 2
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FISCAL IMPACT
Funding is available in the FY 2022-23 budget and funding for subsequent fiscal years
will be included in the proposed budgets for City Council consideration. The following
table summarizes the funds budgeted and available for expenditure to deliver
agreement services.
.
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit, Account
Description
Amount
2022-23
(June)01117651-62320 General
Fund
PWA-Park Maintenance
Service Enhancement,
Maintenance & Repair
Buildings & Grounds
$65,000
2023-24
(July-
January)01117651-62320 General
Fund
PWA-Park Maintenance
Service Enhancement,
Maintenance & Repair
Buildings & Grounds
$15,000
Total $80,000
EXHIBIT(S)
1. Amendment Agreement with Major League Infields, Inc.
Submitted By: Nabil Saba, P.E., Executive Director of Public Works Agency
Approved By: Kristine Ridge, City Manager
Page 1 of 1
FIRST AMENDMENT TO AGREEMENT WITH MAJOR LEAGUE INFIELDS, INC.
THIS FIRST AMENDMENT to the above-referenced agreement is entered into on June 6,
2023, by and between Major Leagu e Infields, Inc., a California corporation (“Consultant”), and
the Cit y of Santa Ana, a charter cit y and municipal corporation organized and existing under the
Constitution and laws of the State of California (“City”).
RECITALS
A.The parties entered into Agreement No. A-2020-004 (“Agreement”) dated January 21,
2020, to retain a qualified consultant to provide infield ball diamond maintenance for City
parks in districts 1-4.
B.The Agreement is in full force and effect through January 31, 2024.
C.The parties now wish to amend the Agreement to increase the compensation under the
Agreement for deferred maintenance and unforeseen weather-related maintenance.
The Parties therefore agree:
1.Section 2.a., Compensation, is hereby amended to increase the total amount to be
expended under the remaining term of the Agreement by $80,000. This sum is comprised of (1) a
base amount of $65,000 and (2) a contingency of $15,000 for services to be exercised at the City’s
sole discretion. The total not-to-exceed amount of the Agreement shall be $1,374,507.
2. Except as modified by this First Amendment, all terms and conditions of the Agreement
shall remain in full force and effect.
IN W ITNESS WHEREOF, the parties hereto have executed this First Amendment to the
Agreement on the date and year first written above.
Jennifer L. Hall Kristine Ridge
City Clerk City Manager
APPROVED AS TO FORM CONSULTANT
SONIA R. CARVALHO, City Attorney
By:____________________________
Brandon Salvatierra David R. Johnson
Deputy City Attorney President
RECOMMENDED FOR APPROVAL
______________________________
Nabil Saba
Executive Director
Public Works Agency
EXHIBIT 1