City of Chino
CA

Staff Report

Accept all bid schedules and award a contract to Major League Infields, Inc., Fullerton, CA to provide ball field maintenance services at Ayala, Heritage, Mountain View, and Villa Park in the amount of $67,496 from bid schedule one (1) for annual routine maintenance.

Information

Department:Public Works DepartmentSponsors:
Category:Contract

Budget String

Revenue: Expenditure: 3607220-43580 Transfer In: Transfer Out:

Body

BACKGROUND

Maintaining acceptable ball field playing surfaces requires regular and comprehensive field preparation such as mowing, fertilization, irrigation, and cultivation. However, since ball fields are subjected to tremendous wear and damage within a relatively short period of time, the ball field (infield) maintenance services will provide special attention to the high impact areas on each infield. High impact areas include the batter’s boxes, home plate, pitcher’s mound, base paths, and sliding areas. These high impact areas will be maintained based on the specifications outlined in the Notice Inviting Bids.

 

The ball field (infield) maintenance work will continue to be scheduled by Community Services and Public Works staff throughout the year in order to meet the ongoing needs of ball field users.

 

ISSUES/ANALYSIS

The contract with our current vendor Major League Infields, Inc. is set to expire on June 30, 2019. Specifications were prepared for the Ball Field Maintenance Services work. On April 15, 2019, the City formally released a Notice Inviting Bids, which was published in the Chino Champion and electronically on PlanetBids.

 

On May 03, 2019, the City received two (2) bids for the proposed work. The cost proposals listed below include the complete and total cost for all services required to fulfill the requirements of the specifications. The basis of comparison to determine the low bid is the Total Bid Price for Bid Schedule 1. However, the City has the right to award one, multiple, or all bid schedules for this work.

 

 

Major League Infields, Inc., Fullerton, CA has been determined to be the lowest, most responsive and responsible bidder for all three bids submitted. References regarding Major League Infields, Inc. indicate that the firm has the knowledge and experience required to perform the ball field maintenance work at Ayala, Heritage, Mountain View, and Villa Parks.

 

Therefore, staff recommends that the City Council accept all bid schedules and award a contract to Major League Infields, Inc., Fullerton, CA in the amount of $67,496 from Bid Schedule 1 for routine maintenance, and $30,000 for extraordinary work as-needed, for a total vendor cap of not-to-exceed $97,496.  During Fiscal Year 2018-19, staff spent approximately $30,000 for extraordinary work and anticipates the same costs for Fiscal Year 2019-20.  The other Bid Schedules 2 & 3 will be utilized on an as-needed-basis in the upcoming fiscal years.

 

The contract term is for three (3) years beginning July 1, 2019, with the option to extend for two (2) additional one-year periods.

 

Attachments:              Ball Field Aerial

                            Agreement

Meeting History

Jun 4, 2019 7:00 PM Video City Council Regular Meeting
draft Draft
RESULT:APPROVED [UNANIMOUS]
MOVER:Tom Haughey, Mayor Pro Tem
SECONDER:Paul Rodriguez, Council Member
AYES:Marc Lucio, Eunice M. Ulloa, Paul Rodriguez, Tom Haughey, Mark Hargrove