HomeMy WebLinkAbout08 APPROVAL OF MLS OPERATOR SERVICES AGREEMENT FOR BALL FIELD MAINTENANCEMEETING DATE: JULY 2, 2013
TO: JEFFREY C. PARKER, CITY MANAGER
FROM: DAVID A. WILSON, DIRECTOR, PARKS & RECREATION SERVICES
SUBJECT: APPROVAL OF OPERATOR SERVICES AGREEMENT FOR BALL
FIELD MAINTENANCE SERVICES
SUMMARY:
Approval of an Operator Services Agreement between the City of Tustin and Major
League Softball, Inc., to provide the City with ball field maintenance services for the
Tustin Sports Park and Columbus Tustin Park softball fields.
RECOMMENDATION:
Authorize the Mayor and the City Clerk to execute an Operator Services Agreement
with the firm Major League Softball, Inc. (MLS) for one (1) year starting September 1,
2013, and two (2) optional one (1) year extensions.
FISCAL IMPACT:
The MLS fee for routine field preparations is $3,276 per month for an annual total of
$39,312. The current budget for ball field preparations is $48,750 which includes
equipment replacement and minor field repairs in addition to daily preparations.
BACKGROUND:
As part of the Parks and Recreation Department's normal ongoing operations, three (3)
ball fields are prepared five (5) days a week by a field maintenance contractor for the
City's adult softball program. This work primarily includes watering, dragging and lining
the infield dirt areas. In an effort to insure that the City was receiving the best services
at the most reasonable price, a Request for Proposals (RFP) for ball field maintenance
operator services was issued on May 6, 2013.
A total of two firms responded to the RFP. After conducting due diligence to review the
proposals and check references, staff has selected Major League Softball, Inc. (MLS) to
provide the desired maintenance services for the softball fields at the Tustin Sports Park
and Columbus Tustin Park. MLS was selected due to their comprehensive and
professional proposal, a proven track record of excellent service working with other local
municipal agencies and reasonable fee schedule.
RFP EVALUATION SUMMARY:
Total Score Averaae Panel Ratina
Major League Softball, Inc.
1 135
45
Diamonds Sports Field Maintenance Inc.
1 121
40.3
The City Attorney has reviewed the Agreement and approved it as to form. Staff
requests City Council approve the proposed Agreement.
subm tt
0.
son
Director. Parks and Recreation Services
Attachment A: Operator Services Agreement
Attachment A
AGREEMENT REGARDING BALL FIELD MAINTENANCE OPERATOR SERVICES
THIS AGREEMENT, dated for purposes of identification only this day of
, 2013 is made and entered into by and between the CITY OF TUSTIN, a
municipal corporation, (hereinafter referred to as "City "), and Major League Softball, Inc.
(hereinafter referred to as "Operator').
W ITN ESSETH:
WHEREAS, City is the owner of ball fields at Tustin Sports Park, which is located at 12850
Robinson Drive and Columbus Tustin Park, which is located at 17522 Beneta Way in Tustin; and
WHEREAS, Operator is engaged in the business of providing ball field maintenance
services; and
WHEREAS, City desires to obtain, and Operator desires to provide ball field maintenance
at Tustin Sports Park and Columbus Tustin Park.
NOW, THEREFORE, for and in consideration of the mutual promises, covenants, and
conditions herein contained, the parties hereto agree as follows:
1. Employment of Operator
Upon the terms and conditions set forth in this Agreement, City hires Operator
to provide ball field maintenance at Tustin Sports Park, located at 12850 Robinson Drive and
Columbus Tustin Park, located at 17522 Beneta Way. The term of this Agreement shall be for
one (1) year commencing on September 1, 2013, with two (2) extensions for one (1) year unless
terminated by either party. This Agreement shall be automatically renewed in 2014 (September
1, 2014) and 2015 (September 1, 2015) unless terminated by the City by written notice given.
2. Items to be Provided by City
City agrees to furnish the following:
a. Bases for the fields.
b. Water source on fields.
3. Items to be Provided by Operator
Operator agrees to furnish the following:
a. Prepare softball diamonds for the City's Adult Softball Leagues
b. Provide all necessary equipment and supplies to prepare the softball
fields for league play with the exceptions of items provided by the City.
c. Provide a schedule of when field preparations will be done by staff to be
completed no later than 5:00 p.m.
d. Communicate with designated City employees on as needed basis to
review schedule changes and progress of work.
e. Prepare the softball fields in accordance with the attached proposal
(Attachment A) as well as the City of Tustin Parks and Recreation
Department Field Preparation Standards
f. Bi- annual meetings with contract and City employee to discuss field
conditions.
4. Insurance
Without limiting City's right to indemnification, it is agreed that Operator (and
any subcontractors utilized by Operator) shall secure, at least 30 days prior to commencing any
activities under this Agreement each year at the event site, and maintain during the term of this
Agreement, insurance coverage as follows:
a. Workers' Compensation Insurance as required by California statutes. The
worker's compensation policy shall be endorsed with a waiver of subrogation
in favor of the City for all work performed by the vendor, its employees,
agents, and subcontractors.
b. Comprehensive General Liability Insurance, or Commercial General Liability
Insurance, including coverage for Premises and Operations, Contractual
Liability, Personal Injury Liability, Products /Completed Operations Liability,
Broad -Form Property Damage (if applicable) and Independent Contractor's
Liability (if applicable) in an amount of not less than one million dollars
($1,000,000) per occurrence, combined single limit, written on an occurrence
form.
c. Comprehensive Automobile Liability coverage, including as- applicable-
owner, non - owned, and hire autos, in an amount of not less than one million
dollars ($1,000,000) per occurrence, combined single limit, written on an
occurrence form.
d. Each insurance policy provided under this Agreement shall contain the
following endorsements:
"This insurance shall not be canceled, limited in a scope or
coverage, or non - renewed until after thirty (30) days' prior written
notice has been given to the City Clerk, City of Tustin, 300
Centennial Way, Tustin, CA 92780."
and
"It is agreed that any insurance maintained by the City of Tustin
shall apply in excess of and not contribute with insurance provided
by this policy."
and
"Vendor hereby agrees to waive subrogation which any insurer of
vendor may acquire from vendor by virtue of the payment of any
loss. Vendor agrees to obtain any endorsement that may be
necessary to affect this waiver of subrogation."
e. Each insurance policy required by this Agreement, excepting policies for
workers' compensation, shall contain the following clause:
"The City of Tustin, their elective and appointive board's officers,
agents, employees, representatives, and volunteers are named as
additional insured as respects operations and activities of, or on
behalf of the named insured, performed under contract with the
City of Tustin."
f. The City's Risk Manager may, in his /her sole discretion, and by written
request approved in writing by the Risk Manager, reduce the amount or type
of required insurance that one or more subcontractors are required to
provide.
Operator shall deliver to City insurance endorsements confirming the existence
of the insurance required by this Agreement, and including the applicable clauses referenced
above. The endorsement shall be provided thirty (30) days prior to Operator's commencement
of disc golf operations at Frontier Park. Said endorsements shall be signed by an authorized
representative of the insurance company and shall include the signator's company affiliation
and title. Should it be deemed necessary by City, it shall be Operator's responsibility to see that
City received documentation acceptable to City which sustains that the individual signing said
endorsements is indeed authorized to do so by the insurance company. Also, City has the right
to demand, and to receive within a reasonable time period, copies of any insurance policies
requires under this Agreement.
In addition to any other remedies City may, at its sole option terminate
immediately this Agreement with no further responsibility to perform any other duties under
the contract.
Exercise of the above remedy, however, is an alternative to other remedies City
may have and is not the exclusive remedy for Operator's failure to maintain insurance or secure
appropriate endorsements.
Nothing herein contained shall be construed as limiting in any way the extent to
which Operator may be held responsible for payments of damages to persons or property
resulting from Operator's or its subcontractor's performance of the work covered under this
Agreement.
5. Indemnification
Operator agrees to indemnify, defend, and hold harmless the City of Tustin,
their respective officers, agents, employees, representatives, and volunteers from and against
any and all the claims, demands, defense costs, actions, liability, or consequential damages of
any kind or nature arising out of or in connection with Operator's (or Operator's
subcontractors, if any) performance or failure to perform, under the terms of this Agreement,
except those which arise out of the sole negligence of City.
6. Employee Background Screening
Thirty (30) days prior to Operator's commencement of ball field maintenance
operations at Tustin Sports Park and Columbus Tustin Park, Operator will provide the City with
the name, date of birth, and photo identification for all employees who will work at the site.
Thirty (30) days prior to Operator's commencement of ball field maintenance
operations at Tustin Sports Park and Columbus Tustin Park, Operator will also be required to
provide the City with a California Department of Justice clearance or equivalent as determined
by the City, for all employees at Operator's expense thirty (30) days prior to commencement of
this Agreement.
During the term of this Agreement, the Operator shall notify the City of any
newly hired employees and provide the City with the information required by this section for
any such persons before they begin work at the site.
The parties agree that in the event that the Operator fails to perform any of the
duties described in this section, this will constitute a material breach of the contract entitling
the City to terminate immediately with no further responsibility to perform any other duties
under the contract.
7. Premises
Operator agrees, any improvements, additions, alterations, or changes to the
premises shall be subject to prior written approval by the Parks and Recreation Department and
compliance with such terms and conditions as may be imposed thereon by the City.
8. Impossibility of Performance
In the event of war, strikes, earthquake, fire, or other events which would
render the performance of this Agreement impossible, in whole or in part, by either party, then
each party shall be relieved from obligation thereunder.
9. Termination of Agreement
The City reserves the right to terminate this Agreement at any time, with or
without cause, upon thirty (30) days written notice to Operator, except where termination is
due to the fault of Operator and constitutes an immediate danger to health, safety and general
welfare, the period of notice shall be such shorter time as the City in its sole discretion,
determines to appropriate.
10. Amendment
It is mutually understood and agreed that no alteration or variance of the
terms of this Agreement shall be valid unless made in writing and signed by the parties hereto,
and no oral understandings or agreements not incorporated herein shall be binding on any of
the parties hereto.
11. Assignment
Neither Operator nor City may assign or transfer this Agreement, or any
party thereof, without the written consent of the other party.
12. Compliance with Laws
In the performance of this Agreement, Operator shall abide by and conform
to any and all applicable laws of the United States, the State of California, and ordinances of the
City.
13. Independent Contractor
Operator is at all times an independent contractor pursuant to this
Agreement and shall not, in any way, be considered to be an officer, agent, or employee of City.
14. Authority and Effective Date
Operator and Operator's signators further represent that the signators hold
the positions set forth below their signatures and that the signators are authorized to execute
this Agreement on behalf of Operator and to bind Operator hereto.
The effective date of this Agreement shall be the latest date of execution
hereinafter set forth opposite the names of the signators hereto. In the event Operator fails to
set forth a date of execution opposite the name(s) of Operator's signator(s), Operator hereby
authorizes City, by and through its representatives, to insert the date of execution by
Operator's signator(s) as the date said Agreement, as executed by Operator, is received by City.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed on the dates herein after respectively set forth.
Dated:
ATTEST:
City Clerk
APPROVED AS TO FORM:
David Kendig
City Attorney
"CITY"
CITY OF TUSTIN
Mayor
"OPERATOR"
Dated: By:
Name:
Title:
ATTACHMENT A
MAJOR LEAGUE SOFTBALL, INC.
Response to the City of Tustin's Request for Proposals
for Ball Maintenance Operator Services
Table of Contents
Section No.
Section Title
Paee No.
1.0
Management Plan & Overview
I
1.1
Approach
1
1.2
Specialized Maintenance Tasks
4
1.3
Team Organization
5
1.4
Proposed Schedule of Operation
6
2.0
Statement of Qualifications
6
3.0
Fee Schedule
8
4.0
Additional Offer & Information
9
4.1
Insurance Information
9
4.2
Statement of No Exceptions
9
1.0- MANAGEMENT PLAN
OOverview of the MLS Ball Field Maintenance Division and Services
Founded in 1986, Major League Softball, Inc. (hereafter "MLS ") has provided a vast array of sports
programming, field maintenance and field renovation services to municipal and county agencies.
MLS's Field Maintenance Division was established July, 1992 and since its inception has worked
with its many governmental partners to develop tailored field maintenance programs that render
excellent results and are cost - effective..
MLS's Field Maintenance Division is managed by Patrick May, a full time, dedicated Director of
Field Maintenance Operations (hereafter "Director "). May is responsible for assigning, training and
inspecting the work of a crew of Infield Prep Providers (hereafter "IPP's ") that perform routine field
preparation services in and around Orange County. In Tustin, routine "Field Preps" would be
assigned to IPP's employed by MLS, or it's affiliated partner, Major League Infields, Inc. (hereafter
The Director will be highly involved with the daily operational details and will attend all
periodic meetings scheduled by City staff.
MLS understands that the ball diamonds to be maintained under this contract are heavily used by the
City's highly successful adult softball program as well a variety of other groups. In any situation
where fields endure vigorous play, the infield maintenance operator must possess the knowledge,
equipment and staff to handle the challenges presented by logistics, constantly changing field
conditions and unforeseen emergencies.
a Ag After more than 26 years serving 25 municipalities simultaneously, MLS is eminently qualified to
provide the service prescribed by the City of Tustin's RFP document as well as a broader, more
comprehensive scope. During its long history, MLS has improved large numbers of fields for a host
of Southern California cities and MLS is confident that it would also dramatically improve the
infield surfaces in the City of Tustin.
1.1 —Ap roach
All of the IPP's that serve MLS/MLI use a "rig" that consists of a John Deere 1200A ball field
conditioner with specialized attachments (scarifier /field leveler /screen drag), landscape and leaf
rakes, shovels, quick coupler keys, hoses, high pressure nozzle, leaf blower, push broom, snap string,
line marking chalk, a chalk box and a variety of small hand tools. Each rig also includes a utility
trailer that transports all of the aforementioned tools and equipment to and from park sites.
MLS/MLI have equipment storage facilities in close proximity to the City of Tustin in the cities of
Garden Grove and Anaheim where IPP's store their rigs.
MLS/MLI will assign one (1) IPP each day to perform the field preparations ordered by Tustin City
staff. However, MLS/MLI have several IPP's working in Northern and Central Orange County and
can dispatch a backup IPP to Tustin within minutes should a problem arise with the originally
assigned IPP. Each IPP carries a mobile phone and stays in close contact with the Director
throughout the course of each day.
Major League Softball, Inc.
Response to Request For Proposals —City of Tustin
Ball Field Maintenance Operator Services
Approach Conti nued— Method—oloev for Routine Prenaration Treatments
Routine Preparation Treatments will take into account that specific locations on each ball field
(referred to as "high- impact areas ") endure heavy traffic and displacement of infield mix and thus
require special attention. High- impact areas such as batter's boxes, the places where catchers and
umpires position themselves behind home plate, the area around the pitching rubber, base paths, and
sliding areas around base anchors will receive additional scarifying, back - filling and watering on a
daily basis. The Routine Preparation Treatment for each Tustin field shall consist of the following
steps that will be performed during each Treatment:
Remove bases from base anchors and place them off the traction area of the infield
2) Clean dugout floors using either a broom or leaf blower and remove all trash and unwanted
debris using a leaf rake and a bucket. Trash will be placed into a proper trash receptacle.
(Using a leaf rake ensures maximum trash/debris removal.)
3) To prevent unwanted dust and infield mix material displacement, the infield will be "pre-
watered" using a City supplied water source.
5) Hand rake all perimeter edges where infield mix meets grass or fencing using a landscape
rake. The area raked shall be 36" wide around the entire perimeter of the infield. While
raking the perimeter, the turf borders will be inspected for infield mix displacement. * See
the "Notes" below for details regarding removal of excess infield mix in turf borders.
6) Back -fill all high- impact areas with material that has been displaced during play.
7) Using the leveling attachment on a John Deere 1200 ball field conditioner, evenly distribute
traction material over the entire traction area surface of the infield while at the same time a
"finishing" or "screen" drag will be pulled over the entire traction area surface to leave a
smooth or "polished" surface. (Special attention will paid to varying the drag pattern, lifting
the drag off the field while the drag is in a high - impact area and raking out the spot where
the drag is removed from the infield surface.)
8) Final water the entire traction area of infield surface and apply additional water to high -
impact areas.
9) Using a snap string, chalk and a chalk box, mark the foul lines, batters' boxes and coaches
boxes in accordance with the specifications provided by City staff. MLS/MLI understand that
these specifications may vary based on the specific use or user, but expect that the
preponderance of Treatments will be performed using the layout prescribed in the
S.C.M.A.F. "Fast and Slow Pitch Softball Rules."
Major League Softball, Inc.
Response to Request For Proposals —City of Tustin
Ball Field Maintenance Operator Services
10) Set the bases back into the anchors. Issues or problems with a base or a base anchor will be
immediately reported to the Director who will then communicate them to a designated City
staff member.
Approach Continued —* Notes Regarding Routine Preparation Treatments
There are multiple methods that can be used to remove infield mix from turf borders. Conditions
vary from field to field and the proper method to employ is dictated by the amount of buildup and
the size of the area affected. When displaced mix has not yet infiltrated into the root system of the
turf, a leaf rake can be used to pull the mix back onto the traction area of the infield. Where allowed,
a leaf blower is also an effective method for removing loose infield mix from turf surfaces.
In situations where the infield mix has made its way into the thatch and/or roots of the turf, it is
necessary to use a more aggressive approach. MLS developed a method that includes a reel mower
and a "walk behind" de- thatcher along with a high pressure nozzle that has proven to be very
effective at loosening up and removing compacted infield mix from the turf borders. "Water -
Blasting" turf borders on a regular basis is also an effective method for keeping them free of infield
mix buildup.
Given the current turf border conditions of the three (3) specified infields, MLS recommends
amendment and re- establishment of the perimeter borders at the outset of the contract. After re-
establishment, the borders should be properly maintained during the term of the contract. Ifawarded
this contract, MLS proposes to perform turf border amendment projects at each of the three (3)
fields to re- establish uniform, crisp borders. MLS offers to perform these projects at the cost of
labor, material and waste disposal with no markup for overhead or profit.
All of the tasks under the Routine Infield Treatments section (numbered 1 -10 above) will be
performed at the price stated in Section 3.0— Fee Schedule. It is critical to understand that regardless
of the care taken by and the skill level of the IPP during Routine Preparation Treatments, a "field
prep" is only that and does not constitute a "maintenance program ". Over time, the combination of
weather and use will cause deterioration of the surface grade which cannot be addressed with a light
ball field groomer during a routine field prep. For this reason, MLS has the staff and equipment that
are capable of handling a far more comprehensive scope of work to keep fields in superior condition
at all times.
MLS is a State Licensed Contractor (No. 845268, C -27) that has a solid track record with field
maintenance and renovation services. These services range from deep scarification/field floating to
sprinkler system design and installation to laser leveling and infield mix installations.
MLS is currently the exclusive field installer for the Los Angeles Dodgers Dream Foundation and
has performed countless projects for municipal clients, the Los Angeles County Parks and Recreation
Department and many private youth sports organizations. MLS's experience with maintaining fields
after a renovation or initial construction is reflected in the "Specialized Tasks" section below.
Major League Softball, Inc.
Response to Request For Proposals —City of Tustin
Ball Field Maintenance Operator Services
1.2— Specialized Maintenance Tasks (Offered on an Optional Basis)
Section III. "Scope of Work" in the City's RFP states, "Although the City is attempting to identify
the limits and services required, this should not unnecessarily limit the Operator in the development
of a scope it believes is necessary to meet the City's goals and objectives:" Pursuant to this
statement, MLS recommends the following specialized maintenance tasks that are not included in
the City's standards that define routine infield preparation:
Infield Turf Border Edging and Maintenance
Using a gas powered edger, trim all borders where turf meets a traction area (infield mix) and
then hoe out and rake up any encroaching weeds or grass roots within six inches of the turf
border. This task should be performed at least one time per month (more during the growing
season) to keep infield edges sharp and crisp and free of encroaching grass and weeds.
Water -Blast Turf Borders
Using a hose and a high pressure nozzle, "Water - Blast" the same turf borders that are edged and
hoed. This treatment removes loose infield mix from the border. After Watering - Blasting, it is
necessary to rake the area adjacent to the turf to remove unwanted debris and to leave the area
level. (This service does not include warning track borders. Warning tracks must be measured
and quoted separately.)
Heavy Water, Deep Scarify, Level and Drag Infield Traction Area
0 Heavy -water to a depth of .5" to soften infield mix material. Deep scarify to loosen up large
amounts of compacted infield mix in "high areas" and then move the loosened material back into
low spots. After leveling, heavy -water "soft areas" to promote compaction and then final drag to
leave a smooth, polished finish. In order to minimize undulations and depressions between laser
leveling treatments, this task should be performed one time per month on each infield. (Note: A
heavier tractor such as a 70 lisp Utility Tractor with a box blade and ripping teeth is needed to
knock down high areas and to move large quantities of infield mix initially.)
Line Painting Outfield Turf
Using a paint machine and a City approved paint product, mark foul lines extending 250' from
home plate and a "coed arc" from foul line to foul line that is 180' from home plate.
Base Anchor Fabrication and Installation
MLS offers a complete base anchor fabrication and installation service. Using masonry block and
concrete, MLS fabricates new base anchors using either Hollywood -style sleeves or Bolco -style
posts (based on the client's preference). Because MLS's client base has a constant need for base
anchors, MLS maintains an inventory of base anchors that can be accessed on short notice. All
assigned IPP's are trained to install base anchors (either MLS or City provided) at proper
dimensions.
Rain Repair/Water Removal
This task includes pumping water off of the traction area and then scarifying (either by hand or
with a JD1200A) all wet areas to promote drying. This work is typically performed early in the
day when there is no more rain expected so that the field(s) can sit "opened up "to sun and wind
Major League Softball, Inc.
Response to Request For Proposals —City of Tustin
Ball Field Maintenance Operator Services
O for a number of hours before a Routine Field Prep is performed. The fee for this task is billed
based on time spent. MLS/MLI personnel will contact City staff and get pre - approval for a
specified number of hours prior to performing any Rain Repair/Water Removal services.
Laser Leveling and Infield Mix Installation
Prior to laser leveling, all field fixtures shall be removed and the infield surface will be tilled to a
depth of 4" using a reverse - tiller known as a `Blecavator". Using a heavy -duty Utility Tractor
with a three point grading system, a dual cone laser and a 360 degree sensor, laser level the
infield surface. After laser leveling, the field fixtures shall be reinstalled. As an option, the infield
surface can be compacted more quickly by using a 5 ton smooth double -drum roller.
It is understood that the aforementioned "Specialized Tasks" are optional and that the City
would be under no obligation to order or purchase any of these services. MLS makes these
services available because its vast experience with programming and maintaining ball fields has
taught that these are the most cost effective methods for keeping heavily used fields in better
shape year round.
1.3 —Team Organization
The MLS/MLI team will be headed by Dave Johnson and Patrick May. Patrick May will be the
primary contact and will visit the Tustin fields randomly on a weekly basis to inspect the work.
May's cell phone number is 818.355.2167 and his email address is gatmamisoftball.com. May
will be available to City staff at all times for meetings or to answer questions that may arise.
Dave Johnson will be the alternate contact person whenever May is unavailable. Johnson's
contact information appears in the Statement of Offer document at the front of this proposal.
Patrick May's Background and Qualifications
May has been a key staff member for field maintenance and construction projects conducted by
MLS since he was hired in July 2005. May has a wealth of landscaping and construction
knowledge acquired during his previous employment with the United States Air Force (as a Golf
Course Superintendent) and as a Pipe Fitter for Doty Bros. Construction Co. May personally
conducts all of MLS's laser leveling work and has been the Foreman for many successfully
completed field construction and renovation projects.
May has also designed and installed a large number of irrigation systems and is the Project
Foreman for all "Dream Field" projects conducted by the Los Angeles Dodgers Dream
Foundation. May will be the staff member responsible for overseeing and ensuring the quality of
the services delivered in the City of Tustin.
Dave Johnson's Background and Qualifications
Johnson is the founder and President of Major League Softball, Inc. Johnson began maintaining
ball fields almost 30 years ago as the Head Varsity Baseball Coach at Glendale High School in
Glendale, California. Johnson developed MLS's Field Maintenance Division when it became
apparent that field quality is a key component to sustaining a successful sports program.
Programs administered by MLS have grown by an average of 70 percent over the past seven
years and the MLS Field Maintenance Division has been a major factor in this expansion.
Major League Softball, Inc.
Response to Request For Proposals —City of Tustin
Ball Field Maintenance Operator Services
Q May and Johnson have conducted several "Ball Field Maintenance Workshops" for the Southern
California Municipal Athletic Association. The two work diligently to say stay abreast of the
latest maintenance techniques and equipment and have developed a number of innovative
methods and tools that help render better field conditions better at a lower cost.
1.4—Proposed Schedule of Operation
The City's RFP document makes reference to the "preferred hours" are between 10:00 a.m. and
5:00 p.m. MLS/MLI warrants that all preps will be performed between these howl. Because field
conditions vary the work schedule will change constantly due to weather and use, MLS/MLI will
communicate frequently with City staff such that the City will be informed as to the specific
timing of the services. In the event that the City prefers to define a shorter window of time for the
work to be completed, MLS/MLI has the necessary resources to comply with the City's wishes.
2.0--Statement of Qualifications
The following is a list of clients that have engaged MLS for specialized ball field services. MLS
also provides "field prep" services to many other municipalities and MLS encourages prospective
clients to contact any or all of its clients for background purposes.
City of Orange
Bonnie Hagan
Assistant Community Services Director
300 East Chapman Avenue
Orange, California 92866
(714) 744 -7264
Beginning April 1, 2000, MLS has provided a complete infield maintenance program for the City
of Orange. MLS maintains seven (7) infields at Ambriz, El Camino, Hart and Shaffer Parks.
MLS performs two (2) to six (6) treatments per week per infield. All of these infields are multi-
use, softball /youth baseball diamonds with and skinned infields. MLS provides routine "infield
preps" as defined in the City of Tustin's RFP document along with the "Specialized
Tasks "defined above.
City of Cerritos
Carlos Espinosa
Recreation Services Supervisor
Civic Center
Cerritos, CA 90703
(562) 916 -1256
MLS services five (5) infields that are programmed for adult softball play and another five that
the City permits for youth use. MLS performs two (2) to five (5) treatments per week per field.
Five (5) fields are Youth/Adult Softball diamonds with skinned infields and base paths ranging
from 60' -90'. Five (5) fields have turf infields with base paths ranging from 60' -90'. MLS
provides a number of other services including laser leveling, infield mix installations and base
anchor fabrication and replacement.
Major League Softball, Inc.
Response to Request For Proposals --City of Tustin
Ball Field Maintenance Operator Services
City of Santa Ana
Juan Lopez
Parks Superintendent
P.O. Box 1988
Santa Ana, California 92866
(714) 448 -9127
As of July 1, 2007, MLS has provided a complete infield maintenance program for the City of
Santa Ana's ball fields. MLS currently services nine (9) infields performing three (3) to five (5)
treatments per week per field. The fields serviced range from multi -use skinned softballfbaseball
diamonds to baseball fields with turf melds. Additional services include batter's box and
pitching mound maintenance, field fixture removal and replacement and laser leveling and infield
mix installation.
City of Laguna Niguel
John Banks
Deputy Recreation Director
29761 Crown Valley Parkway
Laguna Niguel, CA 92677
(949) 425 -5191
Since March 1996, MLS has provided infield preparation services for the City of Laguna Niguel.
MLS services 23 infields and performs service twice per week from August to January and three
(3) treatments per week from February-July. Thirteen (13) of these fields have turf infields with
base paths ranging from 60' -80'. Ten (10) fields are skinned infields, eight (8) of which are 60'
Little League diamonds and the other two (2) are regulation sized baseball fields.
City of Long Beach
Jeff Grant
Adult Sports Supervisor
10ih Street
Long Beach, California 92866
(562) 570 -1737
Since January 1, 2005 MLS has provided an infield maintenance program for the City of Long
Beach. MLS services six (6) infields performing one (1) to seven (7) treatments per week per
field. All the Long Beach fields are multi -use, softball/youth baseball diamonds with 60 -90' base
paths and skinned infields.
City of Riverside
Robin Metz
Recreation Superintendent
3900 Main Street
O Riverside, California 92522 -0001
(951) 826 -2050
Since July of 2001, MLS has performed routine infield preparation treatments three (3) to six (6)
times per week per field. For the past five years, MLS has provided an expanded scope of service
which includes infield border maintenance, laser leveling, and infield mix installations.
7
Major League Softball, Inc.
Statement of Prior Experience
Ball Field Maintenance Services
City of Corona
Irving Montenegro
Recreation Coordinator
400 S. Vicentia Street
92882, CA 92882
(951) 736 -2368
Since September 2005, MLS has provided ball field maintenance services for four (4) infields
three (3) to five (5) treatments per week per field. All four (4) of these infields are multi -use
diamonds with skinned infields. MLS also maintains two (2) outfields including, mowing and
edging, fertilization and turf renovation services such as aeration, de- thatching and over- seeding..
3.0 —Fee Schedule
The services on this Fee Schedule shall be provided as defined in Sections 1.1 and 1.2 above:
Routine Preparation Treatments
Routine Preparation Treatments'
Perimeter Border Edging
Perimeter Border Water - Blasting
Line Painting over Turf
Heavy Water/Deep Scarify/Drag
Base Anchor Fabrication/Installation
Rain Repair/Water Removal
Tlll/I.aser Level/5 Ton Roller to Compact *"
$39.00 per infield (quick couplers only)
$36.00 per infield (infield watering systems)
$24.00 per infield (skinned infields only)
$24.00 per infield (skinned infields only)
$28.00 per field
$65.00 per infield
$50.00 per fab. & install/$25.00 install only
$29.00 per hour
$1,500.00 per infield
* See Section 4.0— Additional Information below for information regarding MLS's offer to
install infield watering systems on the three (3) fields.
"" The time and labor required to till and laser level a ball field is substantially less after the
initial project. The price above reflects the more involved "first time ". Once fields have been
graded properly the price is reduced substantially. (Many MLS clients pay as little as $750.00 per
field for laser leveling fields that have been previously serviced.)
Major League Softball, Inc.
Statement of Prior Experience
Ball Field Maintenance Services
SECTION 4.0- ADDITIONAL OFFER & INFORMATION
The fees charged for Routine Infield Preparation services are highly influenced by the amount of
time required to properly perform all of the steps. Given the existing watering sources at the three
(3) fields in question, pre- and final watering will consume large quantities of time and will not
render results that compare with a properly designed "infield watering system ". MLS has
installed over 100 infield watering systems for a large number of clients and finds that a field can
be watered more evenly and in significantly less time than holding a hose or using a "Rainbird ".
MLS hereby proposes to install infield watering systems at the three (3) infields at Tustin Sports
Park and Columbus Tustin Park to assist with improving field conditions and reducing the time
and cost of Routine Infield Preps. Each system will have three (3) valves that control five (5)
Rainbird 8005 Stainless Steel Sprinkler heads. The heads located in front of the dugouts and at
the perimeter borders will turn 180 degrees and the center sprinkler near the pitching rubber
(which would be on its own valve) will turn 360 degrees.
These systems can be installed in one week's time and it is possible to install them without
closing down the fields. A "point of connection" to a 2" main line that is within a reasonable
proximity to the infields (less than 50') is required from the City and MLS would do the rest.
If the City desires to pay for these installations (52,000.00 per infield which includes all material,
equipment and labor) then MLS will charge the lower of the two (2) fees that appear on the
aforementioned Fee Schedule for Routine Infield Preparation Services. It is also possible that
MLS would be willing to install the three (3) systems at no charge, but it would then charge the
higher of the fees for Routine Infield Preparation Services. Should the City wish to explore this
proposal in more detail, Johnson and May are available to meet in person or discuss it over the
phone.
U Insurance Information
MLS and MLI warrant that both entities carry their own insurances and will provide the various
coverages, limits, endorsements and waivers as specified in the Request for Proposals document.
MLS and MLI will provide the necessary proof of such coverages upon receiving notice that the
City intends to award a contract to MLS.
4.2 Statement of No Exceptions
This confirms that we have read the Sample Contract that was included with the Request for
Proposals and we do not believe that any exceptions to the standard contract will be required.
LEI