REPORT TO SUCCESSOR AGENCY
To:Honorable Chair and Members of the Successor Agency
From:Jason Simpson, Executive Director
Prepared by: Brendan Rafferty, Assistant Administrative Services Director Date:November 12, 2024
Subject:Public Works Construction Agreement with Sports Field Services for the Stadium Facility Project, CIP Project No. RDA Z20003 Recommendation
1. Award the Public Works Construction Agreement for the baseball field removal and field preparation for new sod Sports Field Services.
2. Authorize the Executive Director to execute the agreement in an amount not to exceed $128,770.00 with Sports Field Services, in substantially the form attached and in such final form as approved by the Successor Agency Counsel.
3. Authorize the Executive Director to execute change orders not to exceed the 10% contingency amount of $12,877.00.
4. Authorize the Agency Secretary to record the Notice of Completion once the work is complete.
Background
Under the Stadium Operations Contracts and Interim Management Agreement, the Successor Agency is responsible for capital repairs. The Successor Agency is performing a required facility capital project at Diamond Stadium. The project must satisfy significant league baseball facility requirements and facility capital repair inadequacies.
This project will include the removal of the entire field playing surface and the preparation of over 95,000 square feet of new grass sod preparation.
Discussion
During recent Major League Baseball facility evaluation visits, it was learned the playing field surface was sloping towards the outfield at a more significant percentage than allowable by Major Sports Field Services Agreement Field Prep
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League Baseball standards. This condition has gradually worsened in the past several years.
Staff has closely monitored this situation in anticipation of eventually performing a complete playing field removal and resod project to bring the field back within acceptable tolerances.
The scope of work for this project will include the following primary elements:
- Strip all existing turfgrass and stockpile on the field. - Load trucks and haul away all waste and dispose of it offsite. - Ble-caveat existing root zone at a depth of 4”-5”.
- Laser-grade, hand rake around irrigation heads and edges, and prep for sod. This includes the import of 50 tons of sand for the finish grade.
- Sod detail during installation days (Rake ahead of sod, Blowers, Wash Sod, and any other miscellaneous details).
- Irrigation repair
Major League Baseball has confirmed Sports Field Services to meet and exceed all the closely monitored standards. This is the only known company recommended by Major League Baseball in the Southern California area and is utilized by all the Major League Baseball organizations (i.e., Padres, Dodgers, and Angels). Major League Baseball has recommended the scope of work presented by Sports Field Services to resolve the playing field compliance issues.
Section 3.08.070 of the Lake Elsinore Municipal Code provides that the City Council may authorize the City Manager to bypass the standard procedures requiring multiple bids on purchases over $30,000 when in the City's best interest. As discussed above, the unique services offered by this vendor match perfectly with the Successor Agency’s needs and are consistent with the existing facilities maintenance requirements for Major League Baseball.
Fiscal Impact
The Diamond Stadium playing field project is included in the Fiscal Year 24/25 – 28/29 Capital Improvement Plan (CIP) budget. The contract amount herein is fully funded with Real Property Tax Trust Funds (RPTTF) which are allocated to the Agency through the ROPS process.
Attachments
Attachment 1 – Agreement
Exhibit A - Sports Field Services Quote
Administrative Services