Agenda Item
City Council
Item #: 3.5. 1/10/2023 File #: 22-0693
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, Interim City Manager
FROM: Leslie Hardy, Community Services Director
1. SUBJECT
Agreement with CSA Holdings, Inc. for maintenance and renovation of City sports fields.
2. SUMMARY
A four-year agreement, not-to-exceed $300,000, to provide maintenance and renovation services as directed to ensure safe and acceptable playing conditions at City sports fields, based on the intended use, assigned level of play, and resources available.
3. RECOMMENDED ACTION
Approve agreement with CSA Holdings, Inc. in an amount of $300,000 for sports field maintenance and renovation; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this agreement is $300,000 and will be funded through General Fund (100).
5. STRATEGIC PLAN GOALS
Goal 2: Be a fiscally healthy community
d: Effectively manage and develop City assets
Goal 3: Enhance and promote quality of life in the community a: Renovate, maintain, develop, and/or expand public use places and spaces
6. DISCUSSION AND BACKGROUND
The City currently maintains 22 baseball and softball fields, seven soccer fields, one football field, and multiple sport field overlays for soccer and football on multi-use fields. These fields require seasonal and periodic maintenance services, such as thatch removal, over-seeding, sod replacement, infield material replacement, grading, pitching mound rebuilding, etc., for a safe playable condition. The current agreement to provide these services expires at the end of February 2023.
A Request for Proposals (RFP) was issued for sports field maintenance and renovations. The RFP included experience in performing similar work, depth of experience, qualifications of staff, inventory of equipment available to perform the work, and unit costs for specific maintenance tasks for all sports fields in the City’sinventory. Only one proposal, submitted by CSA Holdings, Inc. dba Sports City of Orange Printed on 1/5/2023Page 1 of 2
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Item #: 3.5. 1/10/2023 File #: 22-0693
Field Services (CSA), was received.
CSA has direct qualifications and experience in sports field maintenance and is the City’scurrent sports field maintenance and renovation contractor. CSA has provided quality service and has maintained the City’s high level of playing fields.
The proposed agreement provides for a scope of service with associated unit costs, which allows staff to select specific tasks required by each field. Multiple user groups use City sports fields and are required to reimburse the City a corresponding amount each season for restorative work on the fields they use. These funds offset the General Fund burden for a large majority of the work performed under this agreement. The remainder of the work includes other sports field renovation or maintenance work that is necessary to maintain fields for use by the general public.
The term of this proposed agreement is for four years with a unit cost increase of 5% per year.
Although the increase affects the unit costs, the annual not to exceed amount of the contract will remain at $75,000 per year. The total, not to exceed agreement is $300,000.
Work by the contractor will only occur as directed by City staff; and when funding is available through the annual budget process, from funds derived from user group reimbursements, or other appropriated resources.
7. ATTACHMENTS
· Maintenance Services Agreement
City of Orange Printed on 1/5/2023Page 2 of 2
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