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Home My WebLink About25A - MAINTENANCE FOR STADIUM & CIVIC CENTER REQUEST FOR COUNCIL ACTION - CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: NOVEMBER 16, 2009 TITLE: APPROVED AGREEMENT AMENDMENT WITH MERCHANTS ? As Recommended LANDSCAPE FOR MAINTENANCE OF THE ? As Amended STADIUM AND CIVIC CENTER ? Ordinance on 15` Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO ~G~t"~-'--'-- FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement with Merchants Landscape Services to provide landscape maintenance services at the Stadium and Civic Center in an amount not to exceed $273,976 for a total agreement amount of $858,239. DISCUSSION The City of Santa Ana has for over 20 years contracted landscape maintenance for bike trails and street medians. In 2003, 18 parks were contracted out for landscape maintenance. The City currently has four agreements with several landscape maintenance companies. On May 18, 2009, the City Council approved a one-year agreement amendment with Merchant's Landscape to continue with the park landscape maintenance at 10 park sites. The amendment did not include the Civic Center or the Stadium which were being maintained by part-time city employees. On October 5, 2009 the City Council approved an amendment to the Merchants agreement and added the Stadium and the Civic Center for a two-month period. The Civic Center and the Stadium has unique special maintenance needs. Merchants Landscape Services have been doing a good job these last two months. Staff is proposing to amend the agreement with Merchant's for an additional seven month period. During this time, staff will be developing plans for a long-term landscape maintenance program for the Civic Center and the Stadium. The current agreement amount is $584,263. This amendment will add $209,370 for seven month of routine maintenance and a $64,606 contingency for unanticipated and emergency work, for a total agreement amount to exceed $858,239. 25A-1 Merchants Agreement Amendment November 16, 2009 Page 2 FISCAL IMPACT Funds are available in the FY 2009-10 Park Services Other Contractual Services account (no. 01113250-62300) and the Civic Center Maintenance Other Contractual Services account (no. 07413250-62300). APPROVED AS TO FUNDS AND ACCOUNT: 1 _ Gerardo Mouet, Francisco Gutierrez, Executive Director Executive Director Parks, Rec. and Com. Svcs. Finance and Mgt. Svcs. Agency 25A-2 AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT is entered into as of November 16, 2009, between MERCHANTS LANDSCAPE SERVICES, INC., a California corporation (hereinafter "Contractor") 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 (hereinafter "City"). RECITALS: A. The parties entered into Agreement A-2009-053 dated May 18, 2009, by which Contractor provides certain park and landscape maintenance services at various locations in the City of Santa Ana. B. Said Agreement was amended by the parties to include maintenance for El Salvador Park. The Agreement as amended shall be referred to as "said Agreement". C. The parties wish to amend the Scope of Services and Compensation as set forth in said Agreement to include park maintenance services at the Santa Ana Stadium and Santa Ana Civic Center. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Second Amendment to Agreement, the parties agree as follows: 1. Section 1, SCOPE OF SERVICES, shall be deleted in its entirety and replaced with the following: "Contractor shall perform landscape maintenance services for Santa Ana Parks, District 2, and El Salvador Park, as set forth in City's Request for Proposal 09-006, dated February 27, 2009, incorporated by reference to this Agreement, the Specification for Routine Maintenance, attached to said Agreement as Exhibit A, and Contractor's Proposal dated Apri16, 2009, attached to said Agreement as Exhibit B. Said maintenance includes the baseball/softball diamond maintenance, which Contractor has subcontracted to Major League Softball. Commencing December 1, 2009, Contractor shall perform landscape maintenance for the Santa Ana Stadium and Civic Center as set forth herein." 2. Section 2.a., COMPENSATION, shall be deleted in its entirety and replaced with the following: "a. The total sum to be expended under this Agreement shall not exceed $722,594 for landscape maintenance services in the parks, Stadium and Civic Center, plus a contingency for unanticipated expenses in the amount of $135,645, for a total amount not to exceed $858,239.00, during the term of this Agreement." 25A-3 3. Exhibit A -SPECIFICATION FOR ROUTINE MAINTENANCE, shall be amended as follows: a. Section C. ROUTINE MAINTENCE, subsection 16, Special Maintenance, shall be amended to read, in full, as follows: 1. Special Maintenance a) Downtown Civic Center Grounds and Landscape -The Downtown Civic Center Authority Area is the home of federal, state, county and city government for Orange County. The classification of maintenance required at this site is considered "high-end commercial." In addition to the standard Grounds-Landscape Specification the following special maintenance shall be performed. All turf in the Civic Center is considered priority turf. (1) All pedestrian hardscape areas, including but not limited to, plazas, malls, sidewalks, pedestrian street crossing, vehicular drop-off areas, etc. shall be blown and/or swept clean daily seven (7) days per week. Contractor is not responsible for blowing parking lots, only litter removal. Contractor is not responsible for pressure washing. (2) All site amenities, including but not limited to, signage, benches, hand railing, electrical boxes, public telephones, newspaper machines, trash receptacles, drinking fountains, cigarette urns, light bollards, etc. shall be completely wiped clean with a germicidal cleanser and polished to a high luster with an approved product Monday through Friday. (3) All trash receptacles shall be emptied daily seven (7) days per week and replaced with new trash liners. The Contractor shall install trash liners so as not to be seen on the exterior of the receptacles. The Contractor shall be responsible for replacing missing trash receptacle lids and interior waste receptacles when missing. Lids and interior waste receptacles shall be provided by the City. (4) All cigarette urns shall be sifted daily Monday through Friday. The sand in the cigarette urns shall be fresh and leveled. Contractor shall replace cigarette urn sand with #20 white silica sand once per month. 2 5A-4 (5) All shrubs and groundcover areas shall be highly detailed weekly. At no time shall any dead leaves, flowers or branches exist. The contactor shall remove/prune plant material by hand using hand shears or loppers leaving no stubs. The intent is to prune the plant material without the average lay person noticing the cuts. (6) All trees below 15' shall be pruned monthly using hand shears and loppers. The intent is to prune the plant material without the average lay person noticing the cuts. (7) Replace all 52 state flags in the Plaza of the Flags in January and July of each year. Flags to be provided by City. b) Santa Ana Stadium - The historic Santa Ana Stadium is a premier youth football and soccer venue and is recognized as one of the best amateur athletic sporting facilities in the county. Because of the number of people that visit the Stadium each year the classification of maintenance required at this site is considered "high-end commercial." In addition to the standard Grounds- Landscape Specification the following special maintenance shall be performed. All turf at the Stadium is considered priority. (1) All pedestrian hardscape areas, including but not limited to, grandstand bleachers, ramps, tunnels, sidewalks, parking lots, safe dispersal areas, vehicular drop-off areas, etc. shall be blown and/or swept clean daily seven (7) days per week. (2) All site amenities, including but not limited to, signage, player benches, hand railing, goal posts, electrical boxes, public telephones, newspaper machines, trash receptacles, drinking fountains, etc. shall be completely wiped clean with a germicidal cleanser and polished to a high luster with an approved product daily seven (7) days per week (3) All trash receptacles shall be emptied daily seven (7) days per week and replaced with new trash liners. The Contractor shall install trash liners so as not to be seen on the exterior of the receptacles. The Contractor shall be responsible for replacing missing trash receptacle lids and interior waste receptacles when missing. Lids and interior waste receptacles shall be provided by the City. 25A-5 (4) All shrubs and groundcover areas shall be highly detailed weekly. At no time shall any dead leaves, flowers or branches exist. The contactor shall remove/prune plant material by hand using hand shears or loppers leaving no stubs. The intent is to prune the plant material without the average lay person noticing the cuts. (5) All trees below 15' shall be pruned monthly using hand shears and loppers. The intent is to prune the plant material without the average lay person noticing the cuts. (6) All grandstand bleachers shall be inspected daily and if necessary wiped clean so they are free of dirt, stains, markings, etc. Note: 30 day start-up period for Civic Center and Stadium begins on December 1, 2009 and ends February 28, 2009. Synthetic Turf Maintenance Specification Introduction This specification shall explain the procedures necessary for maintaining the synthetic turf fields at the Santa Ana Stadium and the Centennial Park, Dan Young Soccer Complex. I. Cleaning and Stain Removal A. General Dirt Rain is a natural field cleaner. Rainfall cleans the turf fibers of dust, pollen and airborne chemicals. In areas where rain is not sufficient enough to remove embedded dirt, the Contractor shall saturate the surface of the synthetic turf field until contaminants are flushed through the turf. Embedded dirt shall not be removed by mechanically sweeping the field. B. Rubbish 1. Rubbish Removal Paper, peanut shells, sunflower seeds, athletic tape, paper, etc., shall be removed daily from the synthetic turf surface. A sweeper is satisfactory for lifting paper scraps, food debris and loose trash from the surface as well. Sweeping the field should be accomplished as soon as possible after an event. The sweeper should have synthetic fiber bristles such as nylon or polyolefin. The minimum brush length should be 2.0". 25A-6 The brush should contain no metal. (Metal bristles or fibers can create a safety hazard if individual bristles break off and become lodged in the turf or rubber fill). The brush setting should be checked often. The actual setting depends on the model and type of sweeper. The sweeper will work best when the brush is set so it just touches the tips of the fibers of the turf. DO NOT SET THE BRUSH SO LOW THAT IT DIGS INTO THE TURF PILE, THE FILL MATERIAL OR THE TURF BACKING. A brush setting that is too low can damage the artificial grass and adversely disturb the fill. Do not use a mechanical sweeper during the heat of the day if the temperature exceeds 90 degrees F. C. Vehicles Vehicles are not allowed on the field at any time. Only approved off-road type equipment may be driven on the field. The Contractor shall use caution not to spin the tires, turn sharply, or in any way maneuver the piece of equipment where it will damage the synthetic turf. 1. Oil and Fuel Spills Oil and fluid spills can discolor and even damage the artificial grass. Proper equipment maintenance shall be observed. Battery acid and most other fluids should not be allowed on the artificial grass. Never change or add fluids to equipment while the equipment is parked on the artificial surface. D. Stains The Contractor shall be responsible for removing stains on the synthetic turf. Polyethylene fibers are stain resistant fibers because most stains are moisture borne and polyethylene, a "hydrophobic" yarn, absorbs little moisture. As a result, a "stain" on a synthetic turf field is not a true "stain"; rather, it is generally dried residue of foreign matter, which must be quickly and thoroughly removed. It is best removed while still moist and thus before it has dried on the fibers. These residues can generally be removed with water or soap and water. Remember, it is much easier to clean a fresh spill before it has time to dry and harden. Remove any deposit promptly using a putty knife or similar tool. Then soak up excess liquids with paper or cloth towels or rags. 25A-7 "Water Based" Stains or Residues: Stain Procedure for Removal 1. Scrub the area with soap and water. Use a stiff fiber brush for maximum agitation. Acid, Alkali, Beer, Blood/Mucus, Catsup, 2. Rinse the area thoroughly with clear water Coffee, Colas and Soft Drinks, Disinfectants, to remove all traces of soap. Standard Dyes, Food Coloring, Fruit Juice/Gatorade, Glue, Hot Chocolate, Ice 3. Dry with absorbent towel, if necessary. Cream, Latex Paint, Milk, Mustard, Tea, Note: A three percent (3%) solution of Urine, Water Colors ammonia in water may be used in lieu of household detergent for stubborn residues or stains. Stubborn or Oil-Based Stains Stain Procedure for Removal Crayon, furniture polish, lipstick, cooking oil, Sponge with dry cleaning solution rubber cleat marks, shoe polish, suntan oil, (perchecloroethylene). Soak up with absorbent ballpoint ink towels. Flush with water. Oil paints Soak up or blot immediately. Sponge with turpentine or paint remover (apply sparingly). Blot with detergent and water. Re-sponge with cold water to remove detergent. Scrape excess. Sponge with perchloroethylene (dry cleaning solvent). Repeat the above as necessary. Nail Polish Sponge with acetone. Paraffin Wax Scrape excess. Sponge with dry cleaning solution. Tar and Asphalt Scrape excess. Sponge with dry cleaning solution. Note of Caution: Mineral Spirits, MEK, acetone and other petroleum-based solvents are highly flammable. Do not smoke or permit flames near containers or near solution when in use. Be sure the area is well ventilated. Animal Waste: Remove if necessary. Neutralize residue with of white distilled vinegar in an equal amount of water. Flush thoroughly with water after application. 25A-8 Chewing Gum: Freeze the gum by applying ice or spray with and scrape to remove residue Fungus, Mold, Mildew and Other Infectious Growths: The Contractor shall apply one (1) time per month an approved germicide to control infectious diseases such as, but not limited to, virus, bacteria, parasites, etc. The Contractor shall also apply as necessary approved chemicals to control fungus, mold, mildew, etc. Use aone-percent solution of hydrogen peroxide in water. Note: Do not use high-pressure water spray with stream force in excess of 250 psi as this can damage the turf and displace the fill. II. Minor Repairs The Contractor shall be responsible for damage to the synthetic turf caused by his negligence. The Contractor shall not be responsible for damage to the synthetic turf caused by others. Should the synthetic turf be damaged by others the City may request from the Contractor a proposal to make repairs. Note: Do not cut, seam, sew, remove or in any way attempt to repair major artificial grass damage. If extensive damage occurs, contact your Sports Technology International dealer assistance. Note: Contractor is responsible for providing all labor, materials and equipment necessary to maintain the synthetic turf. The City may make its synthetic turf maintenance equipment available to contractor. However, the contractor will assume all responsibility for maintenance and repair of this equipment. 25A-9 4. Except as herein amended, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR DAVID N. REAM Clerk of the Council City Manager APPROVED AS TO FORM: MERCHANTS LANDSCAPE SERVICES, INC. JOSEPH W. FLETCHER City Attorney By: Laura Sheedy (NAME) Assistant City Attorney (Title) APPROVED AS TO CONTENT: GERARDO MOUET Executive Director Parks, Recreation and Community Services Agency 25A-10