Agenda #: 5.4
Meeting Date: July 15, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: MAINTENANCE RELATED SERVICES FOR FORMER PONY
PROPERTY LOCATED AT 22601 SUNSET CROSSING ROAD.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Appropriate $801,425 from the Park & Facility Development Fund (262) for PONY Property restoration, plus an additional $100,000 for contingencies, for a total budget of $901,425;
B. Appropriate $93,000 from the General Fund (100) for on-going park maintenance of the PONY Property;
C. Approve, and authorize the City Manager, to sign the Consultant Services Agreement with Dudek, for professional land surveying services; D. Approve, and authorize the City Manager to sign, the First Amendment to the Maintenance Services Agreement with Nova Landscape Group, Inc., to provide the one-time field rehabilitation services and ongoing monthly maintenance services afterwards;
E. Approve, and authorize the City Manager, to sign the Public Works Agreement with Siterep Construction Services, Inc., to perform general demolition and earth services; and
F. Approve, and authorize the City Manager, to sign the Ninth Amendment to the Vendor Services Agreement with Exterior Products Corporation, to provide electrical and lighting maintenance services.
FINANCIAL IMPACT:
On August 6, 2024, the City successfully exchanged surplus, restricted Proposition A transportation funds for unrestricted, one-time unrestricted revenue. This transaction converted approximately $1.3 million in otherwise unusable Proposition A funds into $1 million in flexible revenue that could be applied to broader City priorities. Per the direction of the City Council, these funds were deposited in the Park & Facility Development Fund (262), where they could be used to support one-time costs.
It is recommended that a one-time expenditure of $901,425 be appropriated from the Park & Facility Development Fund (262) fund balance to the FY 2025-2026 Park & Facility Development Fund account (262630-56104-FP262) to cover one-time restoration costs at the PONY Property. This amount includes $100,000 in contingency for unforeseeable repairs. Sufficient funds are available in Fund 262 to support this appropriation.
It is also recommended that an additional $93,000 be appropriated from the General Fund (100) fund balance to the General Fund, Parks and Facility Maintenance account (100630-55505) for ongoing maintenance for the last half of FY 2025-26. Ongoing maintenance costs for future years (currently expected to be $192,510 for FY 2026-27) will be requested through the annual budget process. While sufficient unassigned fund balance is available to cover this initial maintenance cost, it should be noted that the General Fund is currently projected to have a structural deficit. Therefore, adding new ongoing expenditures will increase the City’s recurring funding gap unless offsetting revenue enhancements or expenditure reductions are identified.
BACKGROUND:
On January 21, 2025, the City Council approved Resolution No. 2025-03, which formalized a Real Property Transfer Agreement and Escrow Instructions with the Diamond Bar PONY/Little League for the acquisition of the Stevens Field facility, a
10.23-acre property located at 22601 Sunset Crossing Road (“PONY property”).
Following this approval, the City entered into a 60-day escrow period to acquire the property in its existing condition. By late April 2025, the escrow period concluded, and the City became the official owner of the PONY property, which included a deed restriction ensuring the property remains dedicated to recreational use.
ANALYSIS:
The PONY property features four unlit baseball fields, one of which is currently abandoned. The property also includes batting cages, seating areas, and small structures that supported the operations of the Diamond Bar PONY/Little League.
The acquisition and location of the PONY property represents a significant opportunity to serve a parkless neighborhood. Adjacent to the PONY property is a City-owned 2.78- acre vacant parcel located at 22555 Sunset Crossing Road (“Sunset Crossing property”). The combination of the PONY property and the Sunset Crossing property could yield a recreational space of approximately 13 acres, which can be developed into a community park with amenities that attract all ages, interests, and activity levels.
Funding for the development of said community park has yet to be secured, and efforts to develop a conceptual design have yet to be initiated. Any future park development will require a thorough evaluation of the City’s Capital Improvement Program and municipal services. Until such funding is obtained to bring a conceptual design to life, the City will manage the PONY property in its existing intended use as ball fields.
While the Diamond Bar PONY/Little League was not aware of any known legal or environmental challenges that could have adversely affected the City upon transfer, the PONY property is not conducive to the City's athletic facility allocation needs, requiring an immediate need to address several one-time clean-up and deferred maintenance issues. Addressing such concerns will restore the PONY property to its intended use, achieving playability of the fields and allowing the City to provide additional capacity for a variety of youth and adult sports.
In anticipation of the transfer of ownership, City staff proactively solicited maintenance services aimed at restoring the playability of three of the four existing fields and removing hazards throughout the property. Services include, but are not limited to, clearing overgrown vegetation, repairing the irrigation system, rehabilitating the ball fields, removing dilapidated structures, replacing lighting fixtures in the restroom building, and repairing fences.
Professional Land Surveying Services
On January 17, 2025, City staff issued a Request for Proposals (RFP) via PlanetBids for Professional Land Surveying Services to survey both the PONY property and the Sunset Crossing property. The objective of the survey is to accurately delineate property boundaries and document the location of all utilities within the properties.
On February 6, 2025, 13 proposals were received, with the results as follows:
Vendor Proposal Amount
Dudek $29,245.00
Adkison Engineers $29,400.00
PLBA Engineering, Inc. $31,730.00
Valued Engineering, Inc. $32,630.00
Joseph C. Truxaw and Associates, Inc. $50,370.00
GIS Surveyors $57,384.50
Calvada Surveying, Inc. $61,150.00
Onward Engineering $66,170.00
Glenn A. Rick Engineering & Development Company $82,520.00 Hunsaker and Associates $84,860.00
IDS Group, Inc. $99,896.00
IMEG Corporation $123,500.00
Meyer Land Surveying $175,390.00
After a thorough evaluation process, including interviews with top candidates, Dudek emerged as the most advantageous and suitable vendor for the City. Their extensive experience, particularly with similar projects, competitive pricing, and positive reference checks, were determining factors.
Dudek’s deliverables include a detailed boundary line survey map that clearly delineates property boundaries and a detailed utility map that includes above-and below-ground utilities, distinguishing between utility types, locations, depths, and conditions.
Completing this one-time survey project will equip City staff with key data to support ongoing maintenance efforts and future development planning.
Surveying is expected to begin immediately following City Council approval of the agreement, and this project, including its deliverables, is expected to be completed within four to six weeks.
Rehabilitation and Ongoing Ball Field Maintenance Services On January 23, 2025, City staff released two RFPs to four of the City’s existing landscape contractors - one RFP was for rehabilitation services aimed at restoring the ball fields on the PONY property, and the other RFP was for ongoing maintenance services of the PONY property.
As part of this solicitation, all four contractors had an opportunity to be awarded an agreement for either one or both of the RFPs. The four landscape contractors invited to submit proposals included:
● MCE Corporation
● Nova Landscape Group, Inc. (“Nova”)
● Parkwood Landscape Maintenance, Inc. (“Parkwood”)
● Staygreen, Inc. (“Staygreen”)
Rehabilitation Services
Given City staff's conclusion that the PONY property is not conducive to the City's athletic facility use allocations, rehabilitation services include a comprehensive range of focus areas aimed at restoring the safety and usability of the property. One-time rehabilitation services will address several key aspects, including cleaning peripheral hardscapes, repairing irrigation systems and ball field surfaces, seeding both infield and outfield turf areas, installing sod, controlling rodents and insects, and performing weed abatement and cleanup services.
On February 28, 2025, three (3) proposals were received, with MCE Corporation not submitting a proposal. Below is a summary of the results:
Vendor One-Time Rehabilitation Services
Parkwood $317,261.00
Nova $334,985.00
Staygreen $513,120.32
City staff interviewed the three proposers, and after careful review, determined that Nova's proposal offers the most advantageous option for the City, mainly because of its well-developed approach and understanding of the requirements. Parkwood’s proposal was considered non-responsible due to their lack of a comprehensive approach and understanding of the overall objective.
Unlike Staygreen, whose strategies involve the extensive removal and replacement of existing conditions, Nova's approach involves a methodical rehabilitation of the existing conditions, minimizing unnecessary removals while aligning closely with the overall objective.
Additionally, as part of their proposals, contractors were required to complete and submit a Unit Price Worksheet for irrigation repairs. Due to the unknown condition of the existing irrigation system, City staff anticipate the need for repairs and request approval from the City Council for a not-to-exceed budget of $100,000 to address the repairs.
These funds will only be used when necessary and will require written approval from the City.
Rehabilitation services will be conducted simultaneously with surveying efforts and are expected to be completed within six to eight months. The late summer and early fall present the optimal window for the proper installation and establishment of new sod and seeding, paving the way for the potential opening and utilization of the PONY property in spring 2026.
Ongoing Maintenance Services
Following the completion of rehabilitation services of the PONY property, ongoing maintenance services are crucial for maintaining the fields in top condition for play and minimizing hazards throughout the property. Services include, but are not limited to, regular mowing, weed control, trash and litter removal, restroom cleaning, graffiti removal, and repairs.
On February 28, 2025, three (3) proposals were received, with MCE Corporation not submitting a proposal. Below is a summary of the results:
Vendor Annual Ongoing Maintenance Cost
Staygreen $185,089.44 ($15,424.12/month)
Nova $186,000.00 ($15,500.00/month)
Parkwood $274,512.00 ($22,876.00/month)
City staff conducted interviews with the three proposers, and after careful review, determined that Nova's proposal offers the most advantageous and suitable contractor for the City due to its relevant experience, comprehensive approach, competitive pricing, and familiarity with the property should they be awarded an agreement to complete the rehabilitation services. Ongoing maintenance, which City staff anticipate will only be necessary for six months in fiscal year 2025-2026, will commence upon the completion of the rehabilitation maintenance services. The first full year of ongoing maintenance is expected to begin in fiscal year 2026-2027 and will continue at least until the conclusion of fiscal year 2027-2028.
Suggested Approach for Rehabilitation and Ongoing Ball Field Maintenance Services On May 20, 2025, the City Council approved a three-year Maintenance Services Agreement with Nova, effective July 1, 2025, for maintenance services of the City's trails and parks. As part of this agreement, the compensation structure includes an annual increase of 3.5% for the second and third years of the agreement.
Given Nova's established relationship with the City and its comprehensive understanding of the City's specific maintenance needs, City staff recommends amending the current Maintenance Services Agreement with Nova to optimize service delivery and ensure consistent maintenance of the City’s parks and trails. The amendment will add the one-time rehabilitation services and the ongoing maintenance services afterwards of the PONY property to the original agreement’s scope of work.
The compensation amount for fiscal year 2025-2026 will increase by $527,985 ($334,985 for one-time rehabilitation services, $100,000 for unforeseen irrigation repairs, and $93,000 for six months of ongoing maintenance), for a total not-to-exceed amount of $977,985 for fiscal year 2025-2026. Compensation increases in subsequent fiscal years account for the addition of ongoing maintenance of the PONY property.
Below is a table displaying the compensation increases by fiscal year related to the proposed amendment.
Revised Maintenance Services Agreement Compensation Amounts FY 25-26 FY 26-27 FY 27-28
Original Agreement Not-To-Exceed
Amount
$450,000 $464,750 $480,200
Rehabilitation Services (one-time) $334,985 - -
Unforeseen Irrigation Repair Budget (onetime)
$100,000 - -
Ongoing Maintenance of PONY Property $93,000* $192,510 $199,248 Fiscal Year Compensation Increase $527,985 $192,510 $199,248 Revised Agreement Not-To-Exceed
Amount
$977,985 $657,260 $679,448
*Accounts for only six months of maintenance services once the rehabilitation services are complete.
General Demolition & Earth Services
The need for general demolition and earth services at the PONY property is also necessary to ensure the safety and usability of the property. The site includes two dilapidated modular buildings that pose safety hazards. In addition to the demolition of these buildings, services also involve the demolition of light poles and a scoreboard, clearing and grading the abandoned baseball field, and removing debris throughout the property. The proposed improvements will not only enhance the area's aesthetics but also provide a safer environment for visitors.
To address these necessary services, City staff conducted an informal solicitation, inviting three qualified contractors to submit proposals. The vendors who submitted proposals include:
● Bedrock Group, Inc. (“Bedrock”)
● Roadway Engineering & Construction Corp. (“Roadway”)
● Siterep Construction Services, Inc. (‘Siterep”)
The primary focus of the solicitation was to obtain time and material (“T&M”) rates, which would allow City staff to develop a not-to-exceed budget for these services. This approach offers significant flexibility and cost control, ensuring that the City only pays for the actual time and materials utilized throughout the demolition, grading, and debris removal efforts.
Below is a comparison of the T&M rates submitted by each contractor.
Comparison of T&M Rates
Item Unit Bedrock
Rates
Roadway
Rates
Siterep
Rates
Skid Steer with Operator Hourly $205 $200 $175
Backhoe with Operator Hourly $225 $220 $185
Skip loader with Operator Hourly $225 $200 $185
Laborer Hourly $120 $118 $115
Foreman Hourly $135 $135 $125
Excavator with Operators Hourly $385 $355 $350
Mini-excavator with Operator Hourly $205 $200 $175
General Clean-up (Debris
Removal)
Hourly T&M T&M T&M
Concrete Removal Sqft. $10 T&M $6
Trenching LF T&M T&M T&M
Streetlight and footing removal EA T&M T&M T&M
Chain Link Fence Removal LF T&M T&M T&M
Dump Fees - Invoiced
Amount +
15%
markup
Invoiced
Amount +
15%
markup
Invoiced
Amount +
15%
markup
Trucking Per
Load
$550 $600 $500
Capping of underground water Per
Location
T&M T&M T&M
Capping of underground gas Per
Location
T&M T&M T&M
After a thorough evaluation, City staff determined that Siterep Construction Services, Inc. offers the most cost-effective rates for completing the general demolition and earth services. Additionally, Siterep has experience working with the City on various projects, including the Canyon Loop Trail Improvements, Maple Hill Park Improvements, and Pantera Park Hardcourt Improvements.
Based on the rates submitted by Siterep, City staff have determined that a not-toexceed budget of $120,000 is sufficient to complete the general demolition and earth services. Services will be conducted simultaneously with rehabilitation maintenance services and surveying efforts, and are expected to be completed within six months.
Electrical and Lighting Maintenance Services
City staff has also identified the need for electrical and lighting maintenance services to ensure power at the PONY property is functional and safe for public use.
The primary electrical need is to repair the existing electrical service line to provide adequate power to the irrigation controllers and restroom facilities on the property. This infrastructure is critical not only for maintaining the landscape but also for providing essential safety features to visitors. Additionally, City staff also identified the need to replace the interior and exterior lighting of the restroom building with energy-efficient LED fixtures. This upgrade will enhance safety and visibility while reducing long-term energy costs, aligning with the City’s strategic sustainability goals.
To complete these services, City staff recommends utilizing the City’s existing electrical and lighting maintenance services contractor, Exterior Products Corporation (“Exterior”), due to their familiarity with the City’s needs and requirements.
On June 17, 2025, the City Council approved the eighth amendment to the Vendor Services Agreement with Exterior, which provides a not-to-exceed compensation amount of $190,000 for fiscal year 2025-2026 for services related to program banners, lighting maintenance, and electrical services.
City staff recommends amending the current agreement with Exterior to include the one-time electrical and lighting maintenance services for the PONY property to the original agreement’s scope of work. This amendment would increase the compensation by $67,195, bringing the total not-to-exceed amount to $257,195 for fiscal year 2025- 2026.
Fence Repairs
As of June 2025, City staff have determined that fencing along the perimeter of the ball fields and batting cages requires repair. Wear and tear, coupled with environmental factors, have led to noticeable deterioration in the integrity of the fencing, necessitating repairs to ensure the safety and continued usability of these areas.
City staff has also identified the need to perform repairs of the fencing along the perimeter of the property, particularly on the northwest boundary. A section of chain-link fencing has been severely damaged and will necessitate not only repairs but possibly a complete replacement to restore its functionality, enhance security, and discourage unauthorized entry.
To better protect the PONY and Sunset Crossing properties, it may be necessary to consider extending and connecting the fence along the northwestern perimeter. This extension and connection would strengthen the boundaries, helping to keep these facilities safe and secure from unauthorized entry.
Given the ongoing discovery of fence repairs, City staff determined that it is best to fully assess all required repairs before hiring a specialized contractor to do the work.
Therefore, City staff is requesting City Council approval for a $150,000 budget for fence repairs. These funds will be used solely for essential repairs and will require a procurement process in accordance with the City’s purchasing ordinance before a contractor is selected.
Summary
While acquiring the PONY property presents a significant opportunity for future park development, the City will manage the property in its existing intended use as ball fields until a conceptual design can be brought to life. These maintenance services will restore the property to its original intent, ensuring the ball fields are playable and free of any hazards to ensure the safety of athletes and spectators. The PONY property will remain closed to the public while these efforts are underway, and City staff will conduct outreach to neighboring property owners regarding the maintenance work at the property.
Additionally, as maintenance work progresses at the property, staff anticipates encountering unforeseen issues that may require the assistance of a specialized contractor or the purchase of parts and/or equipment. Therefore, in addition to the maintenance services previously mentioned, City staff is seeking City Council approval for a $100,000 budget to address any unforeseen issues that may arise. These funds will only be used when necessary and will require City staff to engage in a procurement process in accordance with the City’s purchasing ordinance before selecting a contractor or purchasing parts and/or equipment.
The following is a summary of the necessary maintenance services to restore the PONY property to its intended use as ball fields. While the not-to-exceed maintenance services budget is $994,425 to complete the work, there is a possibility of cost savings if unforeseen irrigation repairs and/or unforeseen issues are less than staff anticipates.
Summary of Maintenance Services
Service Vendor Cost
Professional Land Surveying (one-time) Dudek $29,245
Rehabilitation Services (one-time) Nova $334,985
Unforeseen Irrigation Repairs (one-time) Nova $100,000
Ongoing Maintenance Nova $93,000*
General Demolition and Earth Services (one-time) Siterep $120,000 Electrical and Light Maintenance Services (one-time) Exterior $67,195 Fence Repairs Budget (one-time) TBD $150,000
Unforeseen Issues Budget (one-time) TBD $100,000
Total Maintenance Services Budget Not-to-Exceed $994,425 *Accounts for only six months of maintenance services once the rehabilitation services are complete
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreements and amendments as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.4.a Consulting Services Agreement - Dudek
2. 5.4.b 1st Amendment - Nova Landscape Group
3. 5.4.c Public Works Agreement - Siterep Construction Services, Inc.
4. 5.4.d 9th Amendment - Exterior Products Corporation