Agenda Item
City Council
Item #: 3.4. 9/12/2023 File #: 23-0567
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Leslie Hardy, Community Services Director
1. SUBJECT
Agreement with Major League Infields, Inc. for maintenance of baseball and softball infields at City parks.
2. SUMMARY
A four-year agreement, not-to-exceed $211,120, to perform regular maintenance of baseball and softball infields at City parks to ensure safe and playable conditions.
3. RECOMMENDED ACTION
Approve agreement with Major League Infields, Inc. in the amount of $211,120; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this four-year agreement is $211,120 and will be funded through General Fund (100).
5. STRATEGIC PLAN GOALS
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 maintains nine softball fields and fourteen baseball fields that require regular sod patching, tamping, dragging, and leveling to ensure safe and quality play conditions. Maintenance of the infields is a specialized service and not part of the City’s general landscape maintenance agreement.
The current agreement for infield maintenance expires in November 2023. A request for bids was issued in May 2023 for regular infield maintenance for four softball fields at El Camino Real Park and one baseball field at El Modena Park. Maintenance of the infields at the other parks, not included in this agreement, is conducted by a combination of youth approved sports groups and the City’sadult softball program agreement.
Only one bid was received from Major League Infields, Inc. (MLI). Receiving only one bid was not unexpected, as infield maintenance is a specialized service few companies in the area provide. The City has had a positive experience with MLI, as MLI has been providing this service to the City for the past several years. The bid price remains competitive with a 10% overall increase above their City of Orange Printed on 9/7/2023Page 1 of 2
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Item #: 3.4. 9/12/2023 File #: 23-0567
past several years. The bid price remains competitive with a 10% overall increase above their previous agreement, with a consistent cost of $52,780 per year for all four years of the agreement.
This agreement will be funded by the General Fund (100). Permitted user groups reimburse the City for regular infield maintenance at El Modena Park which helps cover the expense. In addition, Chapman University (Chapman) contributes $42,800 annually towards park maintenance of El Camino Real Park per a 10-year joint-use agreement for their women’ssoftball program to have priority use of the Premier Field and amenities. This includes a public benefit of covering the costs associated with maintenance of all four softball fields.
The term of the proposed agreement is four years with MLI’sproposed cost at $52,780 per year, for a total of $211,120 for four years. This agreement will be funded by the General Fund (100). Funding for the remaining years of the agreement is dependent upon City Council’sapproval of the annual budget.
7. ATTACHMENTS
· Maintenance Services Agreement
City of Orange Printed on 9/7/2023Page 2 of 2
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