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10-0518_PROFESSIONAL SPORTS FIELD MAINTENANCE_Maintenance Agreement0 0 INFIELD MAINTENANCE AGREEMENT THIS AGREEMENT is made, entered into, and shall become effective this 18th day of May, 2010, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and Professional Sports Field Maintenance, Inc. (hereinafter referred to as the "Contractor"). RECITALS: WHEREAS, City desires to retain the services of Contractor regarding the City's proposal to provide infield maintenance services; and WHEREAS, Contractor is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Contractor mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Contractor shall consist of those tasks as set forth in Exhibit' A," attached and incorporated herein by reference. To the extent that there are any conflicts between the provisions described in Exhibit "A" and those provisions contained within this Agreement, the provisions in this Agreement shall control. Section 2. Term. This Agreement shall commence on July 1, 2010 and shall terminate, and all services required hereunder shall be completed, no later than June 30, 2013. The City will consider granting in its discretion up to three (3) additional one (1) year option renewals based on satisfactory performance of the Contractor. Section 3. Compensation. 3.1 Amount. Total compensation for the services hereunder shall not exceed $144,420.00 for the initial contract term through June 30, 2013, payable at the rates as set forth in Exhibit "B," attached and incorporated herein by reference. 3.2 Method of Payment. Subject to Section 3.1, Contractor shall submit monthly invoices based on total services which have been satisfactorily completed for such monthly period. The City will pay monthly progress payments based on approved invoices in accordance with this Section. 3.3 Records of Expenses. Contractor shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to City. Section 4. Independent Contractor. It is agreed that Contractor shall act and be an independent contractor and not an agent or employee of City, and shall obtain no rights to any benefits which accrue to City's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Contractor, its principals and employees were a substantial inducement for City to enter into this Agreement. Contractor shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Contractor is permitted to subcontract any part of this Agreement by City, Contractor shall be responsible to City for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will be considered employees of Contractor. City will deal directly with and will make all payments to Contractor. Section 6. Changes to Scope of Work. For extra work not part of this Agreement, a written authorization from City is required prior to Contractor undertaking any extra work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Contractor's fees. Section 7. Familiarity with Work and/or Construction Site. By executing this Agreement, Contractor warrants that: (1) it has investigated the work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work to be performed under this Agreement. Should Contractor discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform the City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. 2 0 0 Section 9. Compliance with Law: E -Verify. 9.1. Compliance with Law. Contractor shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. 9.2. E -Verify. If Contractor is not already enrolled in the U.S. Department of Homeland Security's E -Verify program, Contractor shall enroll in the E -Verify program within fifteen days of the effective date of this Agreement to verify the employment authorization of new employees assigned to perform work hereunder. Contractor shall verify employment authorization within three days of hiring a new employee to perform work under this Agreement. Information pertaining to the E -Verify program can be found at http://www.uscis.gov, or access the registration page at https://www.vis-dhs.com/employerregistration. Contractor shall certify its registration with E -Verify and provide its registration number within sixteen days of the effective date of this Agreement. Failure to provide certification will result in withholding payment until full compliance is demonstrated. Section 10. Conflicts of Interest. Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Contractor. Section 11. Reserved. Section 12. Reserved. Section 13. Indemnity. To the fullest extent permitted bylaw, Contractor agrees to protect, defend, and hold harmless the City and its elective and appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of Contractor, Contractor's agents, officers, employees, subcontractors, or independent contractors hired by Contractor in the performance of the Agreement. The only exception to Contractor's responsibility to protect, defend, and hold harmless the City, is due to the negligence, recklessness and/or wrongful conduct of the City, or any of its elective or appointive boards, officers, agents, or employees. 3 0 0 This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Contractor. Section 14. Insurance. On or before beginning any of the services or work called for by any term of this Agreement, Contractor, at its own cost and expense, shall carry, maintain for the duration of the agreement, and provide proof thereof that is acceptable to the City, the insurance specified below with insurers and under forms of insurance satisfactory in all respects to the City. Contractor shall not allow any subcontractor to commence work on any subcontract until all insurance required of the Contractor has also been obtained for the subcontractor. Insurance required herein shall be provided by Admitted Insurers in good standing with the State of California and having a minimum Best's Guide Rating ofA-Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Contractor shall maintain in full force and effect Comprehensive General Liability coverage in an amount not less than one million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks associated with the work contemplated by this agreement. If a Commercial General Liability Insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this agreement or the general aggregate limit shall be at least twice the required occurrence limit. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Contractor shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non - owned vehicles in an amount not less than one million dollars per occurrence ($1,000,000.00). 14.3 Worker's Compensation. If Contractor intends to employ employees to perform services under this Agreement, Contractor shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required by state law. 14.4 Proof of Insurance Requirements/Endorsement. Prior to beginning anywork under this Agreement, Contractor shall submitthe insurance certificates, including the deductible or self -retention amount, and an additional 0 0 0 insured endorsement naming City, its officers, employees, agents, and volunteers as additional insureds as respects each of the following: Liability arising out of activities performed by or on behalf of Contractor, including the insured's general supervision of Contractor; products and completed operations of Contractor; premises owned, occupied or used by Contractor; or automobiles owned, leased, hired, or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded City, its officers, employees, agents, or volunteers. 14.5 Errors and Omissions Coverage Not Applicable 14.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, norshall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, exceptthat ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Contractor shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Contractor shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Contractor has complied with all insurance requirements of this Agreement. Section 15. Termination. City shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to Contractor. In addition, this Agreement may be terminated by any party for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. 0 0 Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Public Works Director To Contractor: Don Bordelon, President 23 Emerald Glen Laguna Niguel, CA 29677 Section 17. Prevailing Wanes. The CITY has been advised that the Prevailing Wages Law applies to the work. CONTRACTOR shall be responsible for CONTRACTOR's compliance in all respects with the prevailing wage rates to all the laborers involved, and with California Labor Code Section 1770 et seq., including the keeping of all records required by the provisions of Labor Code Section 1776 and the implementing administrative regulations. The CITY shall be a third party beneficiary of the forgoing covenant with rights to enforce the same as against the CONTRACTOR." Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). 2 0 Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. CITY OF SAN JUAN CAPISTRANO By: oe Ta' , City Manager CONTRACTOR ATTILBy: rd� Don Bordelon, President - Waria`-K, i f Clerk APPROVED AS TO FORM: 7 0 SCOPE OF WORK Summary of Required Services 0 The City of San Juan Capistrano Department of Public Works (City) is seeking proposals for softball/baseball infield maintenance at the following locations: Park (Infield) # of Diamonds Number of Maintenance Preparations Active Inactive Season Season On -Call San Juan Sports Park Ballfields Hausdorfer Field 1 5 Days/Wk. 2 times/mo. As Needed Major Field 1 5 Days/Wk. 2 times/mo. As Needed Field 4 1 5 Days/Wk. 2 times/mo. As Needed Marco Forster School Ballfields Field 1 1 5 Days/Wk. 2 times/mo. As Needed Field 2 1 5 Days/Wk. 2 times/mo. As Needed Cook - La Novia Park Ballfield Cook - La Novia Infield 1 5 Days/Wk. 2 times/mo. As Needed Cook - Cordova Park Ballfields Infield 1 1 5 Days/Wk. 2 times/mo. As Needed Infield 2 1 5 Days/Wk. 2 times/mo. As Needed Infield 3 1 5 Days/Wk. 2 times/mo. As Needed * - Active season preparations to take place 5 times per week (M -F) on all fields, February 1 through June 30 ** - Inactive infield preparations are to take place on the 1st and 15th monthly, except weekends and holidays, or the next business day) on all areas, July 1—January 31. *** - On -Call preparations will be arranged at least 24 hours in advance and can take place at any infield listed above at any time (Sunday through Saturday). As part of the Agreement, the Offeror will provide the appropriate amount of composition brick dust for each ball field as determined in Section 7.2 of Standards and Specifications. Infield Maintenance Operational Plan The proposal shall include specific information on all operational aspects of how the infields are to be maintained. All maintenance should be in compliance but not limited to the stipulations of the attached Standards and Specifications, General Contract Provisions, and City of San Juan Capistrano Infield Maintenance Procedures Manual (attached). A copy of the Procedures Manual shall be kept at the job site at all times. EXHIBIT A 0 NPDES Regulations The Contractor shall comply with all City regulations regarding NPDES (National Pollution Discharge Elimination System) Requirements. Contractor shall not discharge any silt, lawn clippings, fertilizers, pesticides or other debris or contaminants into the City storm drains (the term includes sidewalks, curbs, gutters, and street). Contractor will contain any materials that may potentially reach a City storm drain. Best Management Practices are attached (Attachment 4), where applicable. 2 0 0 INFIELD MAINTENANCE STANDARDS AND SPECIFICATIONS SUBJECT TO ALL REQUIREMENTS OF INFIELD PROCEDURES MANUAL 1.0 Scope of Work: 1.1 Provide infield maintenance for infield diamonds per City of San Juan Capistrano Agreement with Contractor. 1.2 Provide a Schedule of Maintenance for the specified work. Contractor to coordinate its maintenance operations with scheduled athletic events. It will be the Contractor's responsibility to meet with the Director of Public Works or designee monthly to develop Monthly Maintenance Schedules, 2.0 Infield Location/Quantity/Type at each Site: San Juan Sports Park Ballfields 1. Two (2) baseball field diamonds with skinned brick dust base paths, pitcher's mounds, warning tracks, bullpens, coach's boxes, dugouts and bleacher areas. 2. One (1) softball field diamond with skinned brick dust infield, pitcher's mound, bullpens, dugouts and bleacher areas. 3. 1 acre or 43,800 sq. ft. of brick dust. Marco Forster School Infields 1. Two (2) softball field diamonds with skinned brick dust infield and dugouts. 2. .68 acres or 30,000 sq. ft. of brick dust. Cook -La Novia Park Infield 1. One (1) softball field diamond with decomposed granite infield and dugouts. 2. .22 acres or 9,700 sq. ft. of brick dust. Cook -Cordova Park Infields 1. Three (3) softball field diamonds with skinned brick dust infields, dugouts and bleacher areas. 2. .83 acres or 36,000 sq. ft. of brick dust. 3.0 Specifications on Brick Dust to be used when maintaining Infields: 3.1 Infields in General: When adding field composition mix (brick dust) to any City of San Juan Capistrano infields, the specific type of material to be used is: Corona Clay 3 0 0 Products "Angel Mix" (Corona Clay Products, Corona, CA 909.277.2667). The exception is the Cook Lallovia Park Infield which has a decomposed granite infield. (This D.G. can be found at Gail Materials, Corona, CA 909.279 .1095) 3.2 Pitcher's Mound/Home Plate in General: When adding "Hill Topper" or a higher clay composition material to any pitcher's mound/home plate area, the specific type of material to be used will be recommended by the Public Works Director or designee. 4.0 Work to be Completed "DAILY": General Contractor shall remove all litter, broken glass and hazardous debris from, dugouts and bleacher areas. Contractor shall keep brick dust area in a weed free condition. Contractor shall hose and/or sweep all dugouts. 4.1 Retain smooth and level playing surface, following the procedures as listed in the Infield Maintenance Procedures Manual. 4.2 Contractor will be required to keep a neat trimmed edge between any turf and brick dust border. Edged and trimmed weekly (February — October) bi-weekly (November — January). 5.0 Work to be Completed "MONTHLY": 5.1 To maintain levelness of high use areas, heavy drag or nail drag to scarify and move more substantial amounts of soil to low spots (running paths, sliding zones, shortstop/15t base areas). Heavy water and allow to settle in before play on field. Note: Due to heavy watering and its need to settle before play, Public Works Director or designee will provide heavy drag dates to contractor. 5.2 To maintain levelness of all fields, contractor shall, once every two months, scarify drag built up amounts of material at high spots and cut and level drag the scarified material to low spots. The contractor shall fill any remaining low spots with new "Angel Mix" brick dust from stock and make level. 5.3 Heavy water scarified and cut and leveled areas to a''Y2 inch min. depth and allow to settle in before play on field. Note: Due to heavy watering and its need to settle before play, staff shall provide a schedule of monthly scarify/cut and level drag dates to contractor. 4 rail 0 0 Work to be Completed "ANNUALLY": 6.1 Between December 1st and December 30th of each year, major renovation is to be done on all fields. A "Turf Tearer" shall be used to scarify infields and a laser grade machine used to scrape all high and fill all low spots. 6.2 Contractor shall verify all base distances, pitching rubber distances and pitching mound heights per the Little League, Pony/Colt, Bobby Sox League specifications for each specific field. Any specifications not being met on any field shall be repaired by contractor. 6.3 In addition, contractor shall install '/z inch new "Angel Mix", D.G., not to exceed 150 Tons to s as determined by the Public Works Director or designee. Responsibility for and purchase of necessary "Angel Mix" shall be the responsibility of the Contractor. Note: City of San Juan Capistrano will supply contractor with a schedule of the order in which fields are to be renovated. Work to be completed "AS DIRECTED" 7.1 Replace base ANCHORS as directed. Note: City of San Juan Capistrano uses the BOLCO and/or HOLLYWOOD base anchoring system. Contractor shall install base anchors into the ground per manufacturer's standards (see attachment #2). Top of stake shall be approximately 1 inch below the surface grade so that the base sits level and flush against the surface of all sides. 7.2 Replace or remove/level/re-install home plates as directed. 7.3 Replace or remove/level/re-install pitching rubbers as directed. Note: City of San Juan Capistrano necessary home plates and/or needed. shall be responsible for supplying all pitching rubbers to the contractor as 7.4 When given direction to complete "as directed" work, contractor shall complete the directed work on the next working day. 8.0 Wet/Rainy Weather Procedure: 8.1 On the next scheduled working day after a rainfall, the following procedure, in the order listed, shall be adhered to assure that all ball diamond infields are returned to a safe and playable condition. 8.2 Remove all standing water from low spots either by skimming off excess water and spreading it out or using a pump/sopper system. 0 0 8.3 Rake out wet areas before applying dry material. 8.4 Apply dry material to all wet areas and rake out. 9.0 General Provisions: 9.1 Contractor shall provide and is responsible for all equipment necessary to carry out the work outlined in the contract. There will be no available storage for equipment. Contractor will be responsible for bringing in and then removing all equipment necessary to carry out the work outlined in the contract. 9.2 Remove all litter, broken glass and hazardous debris from infield, dugout and bleacher areas on each day of service. 9.3 Field in General: Before dragging, shovel and rake loose surface materials into low spots/worn areas on running paths, sliding zones, and any other low spots/worn areas appearing on the field. 9.4 Home Plate and Pitcher's Mound: Before dragging, hand water home plate and pitcher's mound areas and rake loose material back into low spots. Pack with tamper and gently rake tamped surface. 9.5 Hose or sweep all dug -outs clean on each day of service. 9.6 Drag infield using a 'light drag" (steel, waffle type drag mat.). Circular or figure eight drag patterns may be used. Alternate drag patterns or reverse direction of drag patterns daily to avoid ruts and high/low areas. 9.7 Empty drag and rake out material on infield and in different places each time to avoid soil build-up in certain areas. Note: When dragging, to avoid soil build-up (lip) between turf and skinned areas, leave a twelve -inch (12" gap between these areas when dragging. The 12" gap also applies to all backstops and chain link fence areas. Hand rake this 12" area and sweep/high pressure water turf edge if necessary to prevent a lip situation from occurring. Also, hand rake all base paths on combination turf/brick dust infields. 9.8 If in the determination of the Public Works Director or designee, an unsafe lip situation occurs in any turf/brick dust border area (infield to brick dust, base paths or brick dust to outfield), contractor will be required to remove or level the soil build-up with a rototiller or sod cutter and re-establish the infield boundaries with a string line or suitable method and re -sod up to the border to remedy the situation at contractors expense. 9.9 After dragging/raking, re -water home plate, pitcher's mound, running paths and sliding zones to settle dust and gently pack/stabilize these areas. 3 0 0 ATTACHMENT 3 • • GENERAL CONTRACT PROVISIONS Scope of Work The work to be done under this contract consists of maintenance for the infields within the City of San Juan Capistrano. Standards of Performance All other portions of this contract notwithstanding are agreed that the intent of the Personal Services Agreement is to provide a level of maintenance to provide for the safety and wellbeing of the users as well as a pleasing and desirable appearance at all times. Contractor agrees to maintain all designated areas covered by this agreement at such level. S atement of Experience All applicants are required to submit a statement of experience on projects related to infield maintenance. Coordination Meeting Prior to the commencement of infield maintenance duties per this contract, arrangements will be made for a meeting between the Contractor and the Public Works Director or designee. The purpose of this meeting will be to coordinate the activities of the Contractor within the limits of this contract, review scheduling, discuss maintenance methods and clarify inspection procedures. Contract Termination If at any time, in the opinion of the Public Works Director or designee, Contractor fails to supply suitable equipment, an adequate working force, or material of proper quality, or shall fail in any respect to perform any work with the diligence and force specified and intended in and by the terms of the contract, notice thereof in writing shall be served upon him. Should the contractor neglect or refuse to provide means for satisfactory compliance with the contract, as directed by the Public Works Director, within the time specified in such notice, the City in any such case shall have the power to terminate all or any portion of the contract. Extra Work 1. Extra work will not be performed without prior approval by the Public Works Director or designee unless a condition exists wherein it appears there is danger of injury to persons or damage to property. 2. Extra work may be required by the Public Works Director or designee as a result of acts of God, vandalism, theft, civil disturbances, accidents, or improvements. 3. Payment for extra work will be based on actual cost of labor; plus wholesale cost of materials, plus a markup. 4. The Public Works Director or designee is authorized to approve extra work up to 25 percent (25%) of the annual cost of the agreement, or reduce the contract amount by up to 25 percent (25%) of the annual cost of this agreement. 1 Flow and Acceptance of Water Surface or other waters may be encountered at various times. The Contractor, by submitting a proposal, acknowledges that he has investigated the risks arising from surface or other waters and has prepared his proposal accordingly. It shall be the sole responsibility of the Contractor to protect their work from danger due to any waters encountered. Should any damage occur to the work due to surface or other water, the Contractor shall repair such damage at their expense. NPDES Regulations The Contractor shall comply with all City regulations regarding NPDES (National Pollution Discharge Elimination System) Requirements. Contractor shall not discharge any silt, lawn clippings, fertilizers, pesticides or other debris or contaminants into the City storm drains (the term includes sidewalks, curbs, gutters, and street). Contractor will contain any materials that may potentially reach a City storm drain. Protection of Existing Utilities The Contractor must take all due precautionary measures to protect all of the existing utilities. When necessary, the Contractor shall have all utilities located by contacting the responsible agency at least 48 hours prior to commencing any work. The Contractor's attention is directed to the utility notification service provided by Underground Service Alert (USA). USA member utilities will provide the Contractor with the locations of their substructures when given at least 48 hours notice. Such requests should be requested through USA (1-800-422-4133). Protection of Private Property The Contractor must remain within the maintenance areas to the best of his ability. The Contractor must protect all existing private property. Protection of Maintenance Areas Contractor shall protect property and facilities adjacent to the maintenance areas and all property and facilities within the maintenance areas. After completion of project, the maintenance area shall be clean and in a presentable condition. All public or privately owned improvements and facilities shall be restored to their original condition and location. In the event improvements of the facilities are damaged, they shall be replaced with new materials equal or better to the original. Contractor shall repair such damage at their expense. Nothing herein shall be construed to entitle the Contractor to the exclusive use of any public street; way or parking area during performance of the contract work, and Contractor shall conduct his operations so as not to interfere with the authorized work of utility companies or other agencies in such streets, ways or parking areas. Weekly Reporting Contractor shall make weekly contact with the Public Works Director or designee to determine work level and effort, as well as maintenance performance. Contractor shall provide the City with a weekly log sheet showing the names, dates, and hours worked of all employees for the previous week, on the following Monday. 2 0 0 City Inspection Contractor is expected to inspect all locations once each month accompanied by the Public Works Director or designee. At that time, inadequacies/areas of improvement will be determined prior to release of payment for that month. If the Contractor fails to provide services, as per specifications noted in the inspection, the City shall have the right to withhold payment or that portion of payment as determined as appropriate by the City to correct the problem. Withholding of Payment If, in the event that inadequacies/deficiencies are determined by the Public Works Director or designee, the Contractor will have 24 hours from the time such items have been determined to be corrected as necessary. If Contractor fails to correct within 24 hours, Contractor shall be fined the amount previously determined at the time of the initial inspection. Deductions from the monthly payment due, for work not performed, will be based upon the bid worksheets, which are to be submitted at the time of bid. Meetings Contractors shall provide the Public Works Director or designee with a contact person(s) and a phone number to reach the contract representative at all times, 24 hours per day. Contractor shall appoint and identify to Public Works Director or designee a "site supervisor." This site supervisor shall meet with staff one (1) time per week at a time and place agreed upon by both parties for as long as the contract is in effect to discuss any problems/concerns which may arise and any goals for the day/week. In November of each year for as long as the contract is in effect, contractor shall personally meet with Public Works Director or designee along with the designated site supervisor, to discuss and outline schedules for "Annual Renovations" (as noted on page 5 of Standards and Specifications). 3 U REPORTS AND SCHEDULES 0 The Contractor, as part of this agreement, will submit reports and schedules as requested. Failure to submit reports and schedules in a timely manner may result in a delay of monthly payments or a Performance Deficiency Deduction notice (sample on next page). Such reports must be detailed and thorough, and may include, but not be limited to, the following: A. Suggestions for improving problem areas. B. Reports of work planned. C. Cost information to perform extra work for upgrading specific areas. D. Weekly Maintenance Schedule(s): 1. Contractor shall provide a weekly maintenance schedule to the Public Works Director or designee. 2. Notification of change in scheduled work must be received by the City at least 12 hours prior to the scheduled time for the work. E. Accident Reports F. Incident Reports 2 0 PERFORMANCE DEFICIENCY DEDUCTION INFIELD MAINTENANCE Notification to: Date: Time: Method: The following performance deficiency has been observed and requires immediate attention to correct. Location: Value of Deduction: City representative to check deficient items and comment (if applicable) below: 1. Performance deficiency. Deduction of up to $250 per instance. 2. Failure to provide adequate equipment. Deduction of up to $250 per instance per work day. 3. Failure to protect public health and/or correct safety concerns. 4. Other Comments: Please initiate the necessary corrective action(s) and notify the Public Works Director or designee when complete for re -inspection. City Representative Public Works Supervisor Public Works Director 9 0 DESCRIPTION OF DEFICIENCIES Refer to the City of San Juan Capistrano Standards and Specifications and Infield Maintenance Procedure Manual for specific requirements not contained herein: 1. Performance deficiency. Examples include: failure to comply with conditions, specifications, reports, schedules and/or directives from Public Works Director or designee. Deduction to be based upon costs provided by the Contractor on the Bid Worksheets submitted at the time of bid. 2. Failure to provide adequate equipment in compliance with City specifications and/or as requested by the Public Works Director or designee. May result in a deduction of up to $250 per instance per workday. 3. Failure to protect public health and/or correct safety concerns. These include, but are not limited to policing City property for hazards, responding to emergencies, $250 per occurrence. m 0 0 ATTACHMENT 4 0 0 .1 vw� Infield Maintenance Procedures Manual 0 9 Infield Maintenance Procedures Manual Patching and Tamping The areas that usually need to be patched and tamped are the batter's box, around the bases, the pitcher's mound and behind home plate where the catcher plays: Start with home plate and then the pitcher's mound. They need more time to dry because of the amount of clay. • Sweep out loose brick dust. • Fill hole with water and let it soak into about half of the depth of the hole. • Push loose brick dust back into the hole and mix it with water. • Sometimes new clay needs to be brought in because there is not enough clay left for adhesion. • It is generally better to use mound mix in the areas of the pitcher's mound and home plate for better adhesion and compaction. • Let this set until firm but still damp, then tamp. Dragging Prior to dragging, hand -water the brick dust lightly to keep it from blowing. • The base lines on turfed s, the pitcher's mound and all edges near turf shall be prepared by hand with a rake or lute. • The area shall be dragged using a tight loop, circular or crisscross pattern, alternating the pattern daily. Watering (Floating) Weather conditions affect how much water is used. More water will be needed if it is sunny or windy; if overcast, less; if raining, none. • After dragging, set out sprinklers and water heavily. • Do not over -water areas that have been patched. • Apply a sufficient amount of water to ensure the brick dust compacts and adheres together for good footing during play. 1 0 0 • Too much water can cause the field to become slippery and a hazard to play on. • Hand -water problem areas, such as base paths, when needed. • This shall be lightly watered again, just prior to a game, to keep down the brick dust. Removing Brick Dust from Turf • Sweep with a broom, daily or as needed. • Water blast with a high-pressure nozzle. Note: This can only be done if there is sufficient time for drying. Scarify and Level • Water heavily prior to scarifying to keep down dust and to soften the brick dust. • Scarify in a tight circular pattern going over the area several times to get the lines down to a depth of one to two inches. • The base lines on turf shall be prepared by hand with a rake. • Never scarify a pitcher's mound. • Do not snag a base stand with the lines • Level with the flip side of the scarifier. • Follow procedures for dragging and watering fields. • Check for problems and hazards daily. • Renovate yearly. • Paint in foul lines to turf areas on Hausdorfer Field monthly. 2 0 0 Procedures to Correct Flooded Ballfields Standing Water • Drain off water. • Fill low areas with dry brick dust. • Push water into dry area with the back of the rake. Field must be dry for a while before it can be walked on without slipping or squishing. Very Wet with No Standing Water • Rake with a bow rake to a depth of/z inch in all muddy areas. • Allow to air out for several hours while raking occasionally. • Rake several more times to assist airing. • Scarify entire field until there are no clods. It should be fluffy even though moist. • Alternate between wet and dry areas to help mix the soils and aid in drying. • The dry areas must be crumbled while scarifying in order for this to work. • A straight edge drag -type planning device (the flip side of the scarifier), shall be dragged as above until there is even texture and color. • The field shall be dragged and leveled. • Allow time after this for additional drying, 20 to 30 minutes on a warm day. • Drag and prepare the field as usual. Equipment The contractor shall provide and have "on hand" at all times during the brick dust maintenance operation the following equipment. Utility Vehicle Small tight turn radius vehicle designed especially for this type of work. This vehicle shall have the capability to make circle and figure eight patterns completely within the skinned brick dust area and not trespass onto adjacent turf areas. Vehicles manufactured by John Deer, Ryan, Toro and Dihatsu may be acceptable. 3 Drags 0 0 Scarifying Drag Used to scratch up or loosen up the skinned area. The drag shall be made of heavy duty steel capable of carrying additional weight(s). Digging teeth shall be hardened and pointed and 1/2 inch in diameter. Pull chain shall be included. Cutting and Leveling Drag Used to level and backfill low spots in the skinned area. The leveling drag and cutting blades shall be made of galvanized steel. This drag shall feature cutting blades which are adjustable and capable of cutting down dirt build-up (high spots) and depositing dirt into holes (low spots) creating a smooth and level playing surface. Pull chain shall be included. Grooming or Finish Drag Used to complete dragging procedure on a daily basis and lighter -gentle movement of brick dust. This drag shall be galvanized. metal "door -mat' link. Pull chain shall be included. Drag(s) shall be 6 foot in length and 6 foot in width. Other Equipment Hand Tamp 20 -pound variety with 48 inch min. handle. Used to compact worn areas around bases, home plate and pitching mound. Plastic Sheeting and Duct Tape Used to wrap hand tamp head and help prevent wet clay from sticking. Grade or Grooming Rake Used to rake and fine level areas. Shall be made of aluminum, 36 inch wide and a 6 -foot handle. Heavy Duty Shovels Used to move materials. Round and square nosed. High Pressure Nozzle Attached to hose. Used to spray down brick dust and push excess brick dust off turf edges. Industrial Push Groom Used to remove excess brick dust from turf edges. Shall be 24 -inch min. wide with heavy-duty dual weight bristles. rd 0 0 Wet Conditions Equipment During periods of inclement weather or when the areas are wet the contractor shall have "on -hand" during all brick dust maintenance operations the following items: Squeegee Used to push/squeeze water off wet areas or into dry areas or drains. Shall be 24 inch to 36 inch wide with neoprene blade and magnesium/aluminum head. "Super Sopper' Used to collect standing water in brick dust areas. Shall be drum type with exterior sponge and arm holding drum. Diamond or Beckson Pump Used to remove standing water in brick dust areas. Shall be plastic with flexible piston and value. Sopper with Wringer and Bucket Used to collect standing water in brick dust areas. Sopper shall be geotextile covered sponge typical for absorbing chemical spills. Daily Maintenance Maintenance Procedures Retain smooth and level playing surface, using the following daily procedure. The contractor shall remove all bases before beginning any work on and re- install after all work on is completed. After removing all bases, the contractor shall scrap/wire brush all base post anchors and base inserts. This will help facilitate the base removal and installation. The contractor shall rake/shovel loose material from high spots back into low spots/worn areas on running paths, sliding zones and any other low spots/worn areas appearing on the field before any watering or dragging shall take place. Home Plate Area/Batters Box Area Holes Sweep/rake away all loose brick dust. Wet area until moist. Scarify area(s) (batter's box hole(s)) with shovel. This will help the mix bind better. 5 0 0 In a 5 -gallon bucket mix "mound mix' with water to desired consistency. Do not use mix for this purpose. Backfill "mound mix" material into hole(s). Tamp the area firmly with steel tamp. Note: The tamp will be most effective if you cover the bottom with plastic. Tape the plastic to the tamp handle. The plastic keeps the clay from sticking to the tamp's bottom. After tamping and compacting the "mound mix " cover areas with brick dust. Pitcher's Mound Follow same procedure for repair of home plate/batter's box area except to not cover with mix. Utilize dry "mound mix" for this purpose. Rake all loose material from bottom to top and cover with "mound mix." General Brick Dust Skinned Areas After raking/shoveling loose material from high spots back into low spots/worn areas on running paths, sliding zones and any other low spots/worn areas appearing on the field, the contractor shall fill all remaining low spots with new "Angel Mix" brick dust from stock and make level. Lightly water entire before dragging. Note: Watering shall penetrate brick dust to a minimum depth of 1/8 inch deep min. This process is crucial to keeping brick dust in place and not going airborne. Drag utilizing small utility vehicle as specified with "grooming or finishing drag." Circular or figure eight drag patterns shall be used (see details 1-A and 1-B). Alternate drag patterns or reverse direction of drag patterns daily to avoid ruts and high -low areas. Speed of drag procedure shall not exceed 7 m.p.h. When dragging the skinned, the contractor shall stay away from all turf edges a minimum of 18 inch. This will help in avoiding lips at brick dust/turf edges. This 18 -inch gap shall also apply to all backstops and chain link fence areas. Contractor shall hand rake all base paths on combination turf/brick dust. When the dragging process is complete, the contractor shall stop the drag in a different location daily. This will stop the accumulation of brick dust in focused areas. At this time roll -up the drag, place it on the vehicle and remove all debris I, 0 0 accumulated in the drag at this spot and rake out material emptied from drag. After dragging, hand rake the 12 -inch edges using the "grade or grooming rake." The rake shall be held at an angle as to not push brick dust onto/into turf areas. After raking the 18 -inch edges, the contractor shall clean all excess brick dust on the turf edges utilizing a high-pressure water nozzle or heavy broom. NO brick dust shall be permitted on the turf edges at any time. If, in the determination of staff, an unsafe lip situation occurs in any turf/brick dust border are to brick dust, base paths or brick dust to outfield, contractor will be required to remove or level the soil build-up with a rototiller or sod cuter and re- establish the boundaries with a string line or suitable method and re -sod up to the border to remedy the situation at the contractor's expense. Final Watering This is the most time-consuming and very important element of the Procedure. The contractor shall final water the skinned brick dust to a depth of '/4 inch minimum. Lining of Fields • Lining of fields should be performed per the requirements of the Specifications and the Request for Proposals with paint/chalk/perma white marking material. Rainy Weather/Wet Field Procedure On the next scheduled working day after a rainfall, the following procedure, in the order listed, shall be adhered to: Remove all standing water from low spots either by skimming off excess water and spreading it out to dry areas or using a pump/sopper system. Rake out (scarify) wet areas. Apply dry "Angel Mix" brick dust material from stock to all wet areas and rake out. 7 0 0 ATTACHMENT 5 The model procedures described below focus on minimizing the discharge of pesticides and fertilizers, landscape waste, trash, debris, and other pollutants to the storm drain system and receiving waters. The attached BMPs are recommended to be used on an as needed and on a case by case basis. Some BMP might not apply in certain situations and will not be used. The provided BMPs are potential measures that could be used, Individually or collectively, as the situation requires, and as determined by staff. Landscape maintenance practices may involve one or more of the following activities: 1. Mowing, Trimming/Weeding, and Planting 2. Irrigation 3. Fertilizer and Pesticide Management 4. Managing Landscape Waste 5. Erosion Control POLLUTION PREVENTION: Pollution prevention measures have been considered and incorporated in the model procedures. Implementation of these measures may be more effective and reduce or eliminate the need to implement other more complicated or costly procedures. Possible pollution prevention measures for landscape maintenance include: • Implement an integrated pest management (IPM) program. IPM is a sustainable approach to managing pests by combining biological, cultural, physical, and chemical tools. Refer to Appendix D, Fertilizer and Pesticide Management Guidance for further details. Choose low water using flowers, trees, shrubs, and groundcover. • Appropriate maintenance (i.e. properly timed fertilizing, weeding, pest control, and pruning) will preserve the landscapes water efficiency. • Once per year, educate municipal staff on pollution prevention measures. � City of San Juan Capistrano 1961 1776 • c9LIFORN�Q' Ai FP -2 LANDSCAPE MAINTENANCE The model procedures described below focus on minimizing the discharge of pesticides and fertilizers, landscape waste, trash, debris, and other pollutants to the storm drain system and receiving waters. The attached BMPs are recommended to be used on an as needed and on a case by case basis. Some BMP might not apply in certain situations and will not be used. The provided BMPs are potential measures that could be used, Individually or collectively, as the situation requires, and as determined by staff. Landscape maintenance practices may involve one or more of the following activities: 1. Mowing, Trimming/Weeding, and Planting 2. Irrigation 3. Fertilizer and Pesticide Management 4. Managing Landscape Waste 5. Erosion Control POLLUTION PREVENTION: Pollution prevention measures have been considered and incorporated in the model procedures. Implementation of these measures may be more effective and reduce or eliminate the need to implement other more complicated or costly procedures. Possible pollution prevention measures for landscape maintenance include: • Implement an integrated pest management (IPM) program. IPM is a sustainable approach to managing pests by combining biological, cultural, physical, and chemical tools. Refer to Appendix D, Fertilizer and Pesticide Management Guidance for further details. Choose low water using flowers, trees, shrubs, and groundcover. • Appropriate maintenance (i.e. properly timed fertilizing, weeding, pest control, and pruning) will preserve the landscapes water efficiency. • Once per year, educate municipal staff on pollution prevention measures. 0 0 MODEL PROCEDURES: 1. Mowing, Trimming/Weeding, and Planting Mowing, ✓ Whenever possible, use mechanical methods of vegetation removal rather Trimming/Weeding than applying herbicides. Use hand weeding where practical. ✓ When conducting mechanical or manual weed control, avoid loosening the soil, which could erode into streams or storm drains. ✓ Use coarse textured mulches or geotextiles to suppress weed growth and reduce the use of herbicides. ✓ Do not blow or rake leaves, etc. into the street or place yard waste in gutters or on dirt shoulders. Sweep up any leaves, litter or residue in gutters or on street. ✓ Collect lawn and garden clippings, pruning waste, tree trimmings, and weeds. Chip if necessary, and compost or dispose of at a landfill (see waste management section of this procedure sheet). ✓ Place temporarily stockpiled material away from watercourses, and berm or cover stockpiles to prevent material releases to storm drains. Planting ✓ Where feasible, retain and/or plant selected native vegetation whose features are determined to be beneficial. Native vegetation usually requires less maintenance (e.g., irrigation, fertilizer) than planting ornamental vegetation. ✓ When planting or replanting consider using low water use groundcovers. 2. Irrigation 0 0 ✓ Utilize water delivery rates that do not exceed the infiltration rate of the soil. ✓ Use timers appropriately to prevent runoff and then only irrigate as much as is needed. ✓ Inspect irrigation system periodically to ensure that the right amount of water is being applied and that excessive runoff is not occurring. Minimize excess watering, and repair leaks in the irrigation system as soon as they are observed. ✓ Where practical, use automatic timers to minimize runoff. ✓ Use popup sprinkler heads in areas with a lot of activity or where there is a chance the pipes may be broken. Consider the use of mechanisms that reduce water flow to sprinkler heads if broken. ✓ If re-claimed water is used for irrigation, ensure that there is no runoff from the landscaped area(s). ✓ If bailing of muddy water is required (e.g. when repairing a water line leak), do not put it in the storm drain; pour over landscaped areas. ✓ The City uses an automatic irrigation system connected to a weather station to control the irrigation system to all parks. This system controls the amount of water used, shuts down during rain events, and identifies and shuts down broken sprinkler heads, and provides a warning message for repair. This system helps the City conserve water and reduces unnecessary runoff. 3. Fertilizer and Pesticide Management Usage ✓ Utilize a comprehensive management system that incorporates integrated pest management techniques. ✓ Follow all federal, state, and local laws and regulations governing the use, storage, and disposal of fertilizers and pesticides and training of applicators and pest control advisors. ✓ Educate and train employees on use of pesticides and in pesticide application techniques to prevent pollution. ✓ Pesticide application must be under the supervision of a California qualified pesticide applicator. ✓ When applicable use the least toxic pesticides that will do the job. Avoid use of copper -based pesticides if possible. ✓ Do not mix or prepare pesticides or fertilizers for application near storm drains. ✓ Prepare the minimum amount of pesticide needed for the job and use the lowest rate that will effectively control the pest. ✓ Employ techniques to minimize off -target application (e.g. spray drift) of pesticides, including consideration of alternative application techniques. ✓ Calibrate fertilizer and pesticide application equipment to avoid excessive application. ✓ The City has tested the soil at various locations, and has identified proper fertilizer use. As necessary, the City will periodically test soils for determining proper fertilizer use if the need is identified. ✓ Sweep pavement and sidewalk if fertilizer is spilled on these surfaces before applying irrigation water. ✓ Inspect pesticide/fertilizer equipment and transportation vehicles daily. ✓ Refer to Appendix D for further guidance on Fertilizer and Pesticide management Scheduling ✓ Do not use pesticides if rain is expected within 24 hours. ✓ Apply pesticides only when wind speeds are low (less than 5 mph). Disposal ✓ Purchase only the amount of pesticide that you can reasonably use in a given time period (month or year depending on the product). ✓ Triple rinse containers, and use rinse water as product. Dispose of unused pesticide as hazardous waste. ✓ Dispose of empty pesticide containers according to the instructions on the container label. 4. Managing Landscape Waste ✓ Compost leaves, sticks, or other collected vegetation or dispose of at a permitted landfill. Do not dispose of collected vegetation into waterways or storm drainage systems. Also see waste Handling ✓ Place temporarily stockpiled material away from watercourses and storm and Disposal procedure drain inlets, and berm or cover stockpiles to prevent material releases to the sheet storm drain system. ✓ Reduce the use of high nitrogen fertilizers that produce excess growth requiring more frequent mowing or trimming. ✓ Inspect drainage facilities to detect illegal dumping of clippings/cuttings in or near these facilities. Staff will spot check various problem locations during the year to detect illegal dumping of clippings/cuttings in or near these facilities. Materials found should be picked up and properly disposed of. ✓ Landscape wastes in and around storm drain inlets should be avoided by either using bagging equipment or by manually picking up the material. 0 5. Erosion Control LIMITATIONS: 0 ✓ Maintain vegetative cover on medians and embankments to prevent soil erosion. Apply mulch or leave clippings to serve as additional cover for soil stabilization and to reduce the velocity of storm water runoff. ✓ Confine excavated materials to pervious surfaces away from storm drain inlets, sidewalks, pavement, and ditches. Material must be covered if rain is expected. Alternative pest/weed controls may not be available, suitable, or effective in every case. REFERENCES: California Storm Water Best Management Practice Handbooks. Industrial/Commercial Best Management Practice Handbook. Prepared by Camp Dresser & McKee, Larry Walker Associates, Uribe and Associates, Resources Planning Associates for Stormwater Quality Task Force. July 1993. County of Orange. 2000. Public Facilities and Resources Department, Management Guidelines for the Use of Fertilizers and Pesticides. September. King County Stormwater Pollution Control Manual, Best Management Practices for Businesses. 1995. King County Surface Water Management. July. On-line: http://dnr.metrokc.gov/wlr/dss/spcm.htm Los Angeles County Stormwater Quality Model Programs. Public Agency Activities http://Iadpw.org/wmd/npdes/model_links.cfm Model Urban Runoff Program: A How -To Guide for Developing Urban Runoff Programs for Small Municipalities. Prepared by City of Monterey, City of Santa Cruz, California Coastal Commission, Monterey Bay National Marine Sanctuary, Association of Monterey Bay Area Governments, Woodward -Clyde, Central Coast Regional Water Quality Control Board. July. 1998. Santa Clara Valley Urban Runoff Pollution Prevention Program. 1997 Urban Runoff Management Plan. September 1997, updated 0 ATTACHMENT 6 0 0 PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made, entered into, and shall become effective this day of , 2010, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and (hereinafter referred to as the "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to provide infield maintenance services; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit' A," attached and incorporated herein by reference. To the extent that there are any conflicts between the provisions described in Exhibit "A" and those provisions contained within this Agreement, the provisions in this Agreement shall control. Section 2. Term, This Agreement shall commence on July 1, 2010 and shall terminate, and all services required hereunder shall be completed, no later than June 30, 2013. The City will consider granting in its discretion up to three (3) additional one (1) year option renewals based on satisfactory performance of the Contractor. Section 3. Compensation. set forth in 3.1 Amount. Total compensation for the services for the initial contract term through Exhibit "B," attached and incorporated 3.2 Method of Payment. hereunder shall not exceed June 30, 2013, payable at the rates as herein by reference. Subject to Section 3.1, Consultant shall submit monthly invoices based on total services which have been satisfactorily completed for such monthly period. The City will pay monthly progress payments based on approved invoices in accordance with this Section. 0 0 3.3 Records of Expenses. Consultant shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to City. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of City, and shall obtain no rights to any benefits which accrue to City's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for City to enter into this Agreement: Consultant shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Consultant is permitted to subcontract any part of this Agreement by City, Consultant shall be responsible to City for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. Section 6. Changes to Scope of Work. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and/or Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work to be performed under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform the City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. `a Section 9. Compliance with Law, E -Verify. 9.1. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. 9.2. E -Verify. If Consultant is not already enrolled in the U.S. Department of Homeland Security's E -Verify program, Consultant shall enroll in the E -Verify program within fifteen days of the effective date of this Agreement to verify the employment authorization of new employees assigned to perform work hereunder. Consultant shall verify employment authorization within three days of hiring a new employee to perform work under this Agreement. Information pertaining to the E -Verify program can be found at http://www.uscis.Qov, or access the registration page at https://www.vis-dhs.com/emploverregistration. Consultant shall certify its registration with E -Verify and provide its registration number within sixteen days of the effective date of this Agreement. Failure to provide certification will result in withholding payment until full compliance is demonstrated. Section 10. Conflicts of Interest Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. At the completion of the work, Consultant shall have delivered to City at least one (1) copy of any final reports and/or notes or drawings containing Consultant's findings, conclusions, and recommendations with any supporting documentation. All reports submitted to the City shall be in reproducible format, or in the format otherwise approved by the City in writing. Section 12. Ownership of Documents. All reports, information, data and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuantto this Agreement are confidential to the extent permitted by law, and Consultant agrees that they shall not be made available to any individual or organization without prior written consent of the City. All such reports, information, data, and exhibits shall be the property of the City and shall be delivered to the City upon demand without additional costs or expense to the City. The City acknowledges such documents are instruments of Consultant's professional services. Section 13. Indemnity. To the fullest extent permitted by law, Consultant agrees to protect, defend, and hold harmless the City and its elective and appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's agents, officers, employees, subcontractors, or independent contractors hired by Consultant in the performance of the Agreement. The only exception to Consultant's responsibility to protect, defend, and hold harmless the City, is due to the negligence, recklessness and/or wrongful conduct of the City, or any of its elective or appointive boards, officers, agents, or employees. This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant. Section 14. Insurance. On or before beginning any of the services or work called for by any term of this Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration of the agreement, and provide proof thereof that is acceptable to the City, the insurance specified below with insurers and under forms of insurance satisfactory in all respects to the City. Consultant shall not allow any subcontractor to commence work on any subcontract until all insurance required of the Consultant has also been obtained for the subcontractor. Insurance required herein shall be provided by Admitted Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A- Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in an amount not less than one million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks associated with the work contemplated by this agreement. If a Commercial General Liability Insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this agreement or the general aggregate limit shall be at least twice the required occurrence limit. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non - owned vehicles in an amount not less than one million dollars per occurrence 0 ($1,000,000.00). 14.3 Worker's Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required by state law. 14.4 Proof of Insurance Requirements/Endorsement. Prior to beginning any work under this Agreement, Consultant shall submit the insurance certificates, including the deductible or self -retention amount, and an additional insured endorsement naming City, its officers, employees, agents, and volunteers as additional insureds as respects each of the following: Liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded City, its officers, employees, agents, or volunteers. 14.5 Errors and Omissions Coverage Not Applicable 14.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City shall have the right to terminate this Agreement without cause by giving thirty 9 0 (30) days' advance written notice of termination to Consultant. In addition, this Agreement may be terminated by any party for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Public Works Director To Consultant: Section 17. Attorneys' Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). . 4 Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: Maria Morris, City Clerk APPROVED AS TO FORM: OmarSandoval, City Attorney CITY OF SAN JUAN CAPISTRANO M Joe Tait, City Manager CONSULTANT 0 7 President • PROPOSAL • INFIELD MAINTENANCE From: Professional Sports Field Maintenance, Inc. CONTRACTOR To the Honorable City Council City of San Juan Capistrano The undersigned, as proposer, declares that he has carefully examined the location of the proposed work as described, examined the Specifications and General Provisions, read the Proposal Instructions, and is familiar with all proposal requirements, and hereby proposes and agrees, if the proposal is accepted, to complete said contract in accordance with the Contract Documents for the following: M Park (infield) No. of Diamonds Monthly Cost for Infield Maintenance Preparations ***On -Call * Z/1-6/30 Active Season * *7/1-1/31 Inactive Season Total Annual (Active and Inactive) San Juan Sports Park Ballfields Hausdorfer Field 1 1 $814 $376 $6,697 $55 Major Field 1 $594 $341 $5,364 $45 Field 4 1 $484 $217 $3,937 $35 Subtotal San Juan Sports Park 3 $1,892 $934 $15,998 $135 Marco Forster School Ballfields Field 1 1 $594 $341 $5,357 $45 Field 2 1 $594 $341 $5,357 $45 Subtotal Marco School Fields 2 $1,188 $682 $10,714 $90 Cook - La Novia Park Ballfields Cook - La Novia Infield 1 $594 $341 $5,357 $45 Subtotal Cook -La Novia Park 1 $594 $341 $5,357 $45 Cook — Cordova Park Ballfields Infield 1 1 $594 $341 $5,357 $45 Infield 2 1 $594 $341 $5,357 $45 Infield 3 1 $594 $341 $5,357 $45 Subtotal Cook -Cordova Park 3 $1,782 $1,023 $16,071 $135 TOTAL MONTHLY COST 9 $5,456 $2,980 $48,140 * - Active season preparations to take place 5 times per week (Monday through Friday), on all fields, February 1 through June 30. ** - Inactive infield preparations are to take place on the 1st and 15th monthly (except weekends and holidays or the next business day) on all areas, July 1 through January 31. *** - On -Call preparations will be arranged at least 24 hours in advance and can take place at any infield listed above, at any time, (Sunday through Saturday). EXHIBIT B i Total Yearly Cost (Active + Inactive X 12, do not include On -Call) Forty Eight Thousand One Hundred — Forty and no/100 $48,140.00 (In Writing) (In Figures) Total Contract Cost (3 Year Contract, On -Call not included) One Hundred Forty Four Thousand Four Hundred —Twenty and no/100 $144 420 00 (In Writing) (In Figures) It is anticipated that the Proposal, if accepted, will commence on July 1, 2010. Said amount shall include all taxes, the furnishing of all materials, the performing of all the labor required or proper, and the providing of all necessary machinery, tools, apparatus required. This is a valid and binding proposal to do all work herein proposed for the prices set forth above. SIGNATURE OF CONTRACTOR Title President Company PSFM, Inc. Date April 14. 2010 State Contractor's License #: 929290 0 Christy JAI From: Jill Thomas Sent: Wednesday, May 19, 2010 4:23 PM To: Don Bordelon Cc: Christy Jakl Subject: RE: Approved! 0 One more thing, the clerk cannot execute the agreement until you insurance certifications are received — Work Comp, Auto, General Liability, and General Liability Endorsement (per the agreement) all need to be faxed over to the City Clerk— 949-493-1053 or e-mail to ciakIPsan!uancapistrano.org. Please fee free to call Christy Jakl directly if you have questions regarding insurance requirements -949-443-6310. Thanks, J From: Don Bordelon [mailto:dbord@earthlink.net] Sent: Wednesday, May 19, 2010 2:02 PM To: Jill Thomas Subject: RE: Approved! Hello Jill, Thank you for the great news! I also am looking forward to working with David, you and all your staff. See you soon, Don From: Jill Thomas [mai!to:JThomas@sanjuancapistrano.org] Sent: Wednesday, May 19, 2010 9:15 AM To: Don Bordelon Cc: David Hubler Subject: Approved! Hi Don Congratulations. City Council awarded the contract to you last night (effective July 1) — no questions. David is on vacation, however, when he returns I'm sure he will want to get with you to make a game plan for transition. Signed contracts will be forwarded to you as soon as I receive them from City Clerk. Call me if you have any questions — look forward to working with you. J JILL THOMAS SENIOR MANAGEMENTANALYST PUBLIC WORKS DEPARTMENT CITY OF SAN JUAN CAPISTRANO 32400 PASEO ADELANTO SAN JUAN CAPISTRANO, CA 92675 JTHOMASPSANJUANCAPISTRANO. ORG 949-443-6362, FAX 949-493-1251 • • 5/18/2010 AGENDA REPORT D5 TO: Joe Tait, City Manager FROM: Nasser Abbaszadeh, Public Works Director SUBJECT: Consideration of Agreement for Infield Maintenance (Professional Sports Field Maintenance, Inc.) RECOMMENDATION: By motion, 1. Approve the Infield Maintenance Agreement with Professional Sports Field Maintenance, Inc. (PSFM) for performance of Infield Maintenance Services for a three-year period commencing July 1, 2010 and ending June 30, 2013 in the amount of $144,420.00, and, 2. Authorize the City Manager to execute the agreement. Summary and Recommendation: Within the City, there are four separate athletic field locations with a total of nine baseball/softball infields. The current infield maintenance service contract ends on June 30, 2010. Based on results of the Request for Proposal sent out in March 2010, staff is recommending that City Council approve a Infield Maintenance Agreement with Professional Sports Field Maintenance, Inc. in the amount of $144,420.00 for the three year term ($48,140 per year) for infield maintenance services throughout the City and authorize the City Manager to execute the agreement. Selection of this contractor takes into consideration proposed pricing, quality of work, company stability and reputation with other municipalities. Background: The City maintains nine baseball/softball infields located at four separate athletic field locations (Cook Park Cordova, Cook Park La Novia, Marco Forster Middle School, and the Sports Park). The City's contractor conducts maintenance on the infields five times per week during the baseball/softball season. In order to keep the infields in top condition, the following functions are performed: Patching, tamping, dragging, floating, weeding, removal of brick dust from turf, scrarifying and laser leveling of the infields and correction of flooded infields. Agenda Report Page 2 May 18, 2010 Request for Proposal Results The current contract with Ed Stewart & Associates, Inc will expire on June 30, 2010. On March 31, 2010, the Public Works Department sent out requests for proposals to six (6) infield maintenance companies. On April 15, 2010, the City received four qualified proposals. One proposal (Elite Infields) was disqualified as it came in after the RFP deadline and was incomplete. The following table summarizes the qualified proposals received: COMPANY ANNUAL 3 -YEAR TOTAL Professional Sports Field Maintenance, Inc. $48,140 $144,420 Merchants Landscaping Services, Inc. $49,410 $148,230 Ed Stewart & Associates, Inc. $74,377 $223,131 Spectrum Landcare $82,694 $248,082 Recommendation Criteria The low, qualified bidder is Professional Sports Field Maintenance, Inc. • PSFM has over ten years of experience in maintaining athletic fields. By specializing in only baseball and softball field maintenance, (they do not provide general landscape services) they are able to provide superior equipment and knowledgeable/well trained staff to perform all required work. They do not use subcontractors for any portion of the maintenance. • PSFM. meets the requirements for E -Verification compliance, as required by the Personal Services Agreement. • Staff performed due diligence by contacting the cities of Dana Point and Laguna Niguel to discuss the current work product, staffing, responsiveness to issues, management approach, etc. Unannounced site visits were also made to allow field staff to evaluate the quality and standard of work. Feedback received confirmed PSFM runs an outstanding, professional operation; and they have invested heavily in "state of the art" ballfield equipment. They adhere to weekly maintenance schedules and pride themselves on their responsiveness to city staff requests. • PSFM is a licensed C-27 landscape contractor. Staff recommends award of -the three-year City Infield Maintenance Services to Professional Sports Field Maintenance, Inc. in the amount of $144,420.00 for the three yearterm. COMMISSION/BOARD REVIEW AND RECOMMENDATIONS: N/A Agenda Report Page 3 May 18, 2010 FINANCIAL CONSIDERATIONS: The proposed agreement with PSFM in the amount of $48,140.00 per year represents a slight decrease from the existing infield contract. There is sufficient funding in the proposed FY 2010/2011 to cover the contract costs. NOTIFICATION: Professional Sports Field Maintenance, Inc. Merchants Landscaping Services, Inc. Ed Stewart & Associates, Inc. Spectrum Landcare Elite Infields RECOMMENDATION: By motion, Approve the Infield Maintenance Agreement with Professional Sports Field Maintenance, Inc. (PSFM) for performance of Infield Maintenance Services for a three-year period commencing July 1, 2010 and ending June 30, 2013 in the amount of $144,420.00, and, 2. Authorize the City Manager to execute the agreement Respectfully submitted, Prepared by, Nasser Abbaszadeh Jill Thomas Public Works Director Senior Management Analyst Attachment(s): 1. Infield Maintenance Agreement 2. PSFM - RFP Submittal INFIELD MAINTENANCE AGREEMENT THIS AGREEMENT is made, entered into, and shall become effective this 18th day of May, 2010, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and Professional Sports Field Maintenance, Inc. (hereinafter referred to as the "Contractor"). RECITALS: WHEREAS, City desires to retain the services of Contractor regarding the City's proposal to provide infield maintenance services; and WHEREAS, Contractor is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Contractor mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Contractor shall consist of those tasks as set forth in Exhibit' A," attached and incorporated herein by reference. To the extent that there are any conflicts between the provisions described in Exhibit "A" and those provisions contained within this Agreement, the provisions in this Agreement shall control. Section 2. Term. This Agreement shall commence on July 1, 2010 and shall terminate, and all services required hereunder shall be completed, no later than June 30, 2013. The City will consider granting in its discretion up to three (3) additional one (1) year option renewals based on satisfactory performance of the Contractor. Section 3. Compensation. 3.1 Amount. Total compensation for the services hereunder shall not exceed $144,420.00 for the initial contract term through June 30, 2013, payable at the rates as set forth in Exhibit "B," attached and incorporated herein by reference. 3.2 Method of Payment. Subject to Section 3.1, Contractor shall submit monthly invoices based on total services which have been satisfactorily completed for such monthly period. The City will pay monthly progress payments based on approved invoices in accordance with this Section. ATTACHMENT 3.3 Records of Expenses. Contractor shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to City. Section 4. Independent Contractor. It is agreed that Contractor shall act and be an independent contractor and not an agent or employee of City, and shall obtain no rights to any benefits which accrue to City's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Contractor, its principals and employees were a substantial inducement for City to enter into this Agreement. Contractor shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Contractor is permitted to subcontract any part of this Agreement by City, Contractor shall be responsible to City for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will be considered employees of Contractor. City will deal directly with and will make all payments to Contractor. Section 6. Changes to Scope of Work. For extra work not part of this Agreement, a written authorization from City is required prior to Contractor undertaking any extra work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Contractor's fees. Section 7. Familiarity with Work and/or Construction Site. By executing this Agreement, Contractor warrants that: (1) it has investigated the work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work to be performed under this Agreement. Should Contractor discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform the City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. 2 Section 9. Compliance with Law: E -Verify. 9.1. Compliance with Law. Contractor shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. 9.2. E -Verify. If Contractor is not already enrolled in the U.S. Department of Homeland Security's E -Verify program, Contractor shall enroll in the E -Verify program within fifteen days of the effective date of this Agreement to verify the employment authorization of new employees assigned to perform work hereunder. Contractor shall verify employment authorization within three days of hiring a new employee to perform work under this Agreement. Information pertaining to the E -Verify program can be found at http://www.uscis.gov, or access the registration page at https://www.vis-dhs.com/emploverregistration. Contractor shall certify its registration with E -Verify and provide its registration number within sixteen days of the effective date of this Agreement. Failure to provide certification will result in withholding payment until full compliance is demonstrated. Section 10. Conflicts of Interest. Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Contractor. Section 11. Reserved. Section 12. Reserved. Section 13. Indemnity. To the fullest extent permitted by law, Contractor agrees to protect, defend, and hold harmless the City and its elective and appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of Contractor, Contractor's agents, officers, employees, subcontractors, or independent contractors hired by Contractor in the performance of the Agreement. The only exception to Contractor's responsibility to protect, defend,. and hold harmless the City, is due to the negligence, recklessness and/or wrongful conduct of the City, or any of its elective or appointive boards, officers, agents, or employees. 3 This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Contractor. Section 14. Insurance. On or before beginning any of the services or work called for by any term of this Agreement, Contractor, at its own cost and expense, shall carry, maintain for the duration of the agreement, and provide proof thereof that is acceptable to the City, the insurance specified below with insurers and under forms of insurance satisfactory in all respects to the City. Contractor shall not allow any subcontractor to commence work on any subcontract until all insurance required of the Contractor has also been obtained for the subcontractor. Insurance required herein shall be provided by Admitted Insurers in good standing with the State of California and having a minimum Best's Guide Rating ofA-Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Contractor shall maintain in full force and effect Comprehensive General Liability coverage in an amount not less than one million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks associated with the work contemplated by this agreement. If a Commercial General Liability Insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this agreement or the general aggregate limit shall be at least twice the required occurrence limit. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Contractor shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non - owned vehicles in an amount not less than one million dollars per occurrence ($1,000,000.00). 14.3 Worker's Compensation. If Contractor intends to employ employees to perform services under this Agreement, Contractor shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required by state law. 14.4 Proof of Insurance Requirements/Endorsement. Priorto beginning anywork under this Agreement, Contractor shall submit the insurance certificates, including the deductible or self -retention amount, and an additional 12 insured endorsement naming City, its officers, employees, agents, and volunteers as additional insureds as respects each of the following: Liability arising out of activities performed by or on behalf of Contractor, including the insured's general supervision of Contractor; products and completed operations of Contractor; premises owned, occupied or used by Contractor; or automobiles owned, leased, hired, or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded City, its officers, employees, agents, or volunteers. 14.5 Errors and Omissions Coverage Not Applicable 14.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Contractor shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Contractor shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Contractor has complied with all insurance requirements of this Agreement. Section 15. Termination. City shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to Contractor. In addition, this Agreement may be terminated by any party for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. 5 Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Public Works Director To Contractor: Don Bordelon, President 23 Emerald Glen Laguna Niguel, CA 29677 Section 17. Prevailing Wages. The CITY has been advised that the Prevailing Wages Law applies to the work. CONTRACTOR shall be responsible for CONTRACTOR's compliance in all respects with the prevailing wage rates to all the laborers involved, and with California Labor Code Section 1770 et seq., including the keeping of all records required by the provisions of Labor Code Section 1776 and the implementing administrative regulations. The CITY shall be a third party beneficiary of the forgoing covenant with rights to enforce the same as against the CONTRACTOR." Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). R 0 • Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: Maria Morris, City Clerk APPROVED AS TO FORM: bW4� AQUA �10 � Omar Sandoval, City Attorney CITY OF SAN JUAN CAPISTRANO 0 Joe Tait, City Manager CONTRACTOR By: i�— Don Bordelon, President 7 SCOPE OF WORK Summary of Required Services The City of San Juan Capistrano Department of Public Works (City) is seeking proposals for softball/baseball infield maintenance at the following locations: Park (Infield) # of Diamonds Number of Maintenance Preparations Active Inactive Season Season On -Call San Juan Sports Park Ballfields Hausdorfer Field 1 5 Days/Wk. 2 times/mo. As Needed Major Field 1 5 Days/Wk. 2 times/mo. As Needed Field 4 1 5 Days/Wk. 2 times/mo. As Needed Marco Forster School Ballfields Field 1 1 5 Days/Wk. 2 times/mo. As Needed Field 2 1 5 Days/Wk. 2 times/mo. As Needed Cook - La Novia Park Ballfield Cook - La Novia Infield 1 5 Days/Wk. 2 times/mo. As Needed Cook - Cordova Park Ballfields Infield 1 1 5 Days/Wk. 2 times/mo. As Needed Infield 2 1 5 Days/Wk. 2 times/mo. As Needed Infield 3 1 5 Days/Wk. 2 times/mo. As Needed * - Active season preparations to take place 5 times per week (M -F) on all fields, February 1 through June 30 ** - Inactive infield preparations are to take place on the 1st and 15th monthly, except weekends and holidays, or the next business day) on all areas, July 1—January 31. *** - On -Call preparations will be arranged at least 24 hours in advance and can take place at any infield listed above at any time (Sunday through Saturday). As part of the Agreement, the Offeror will provide the appropriate amount of composition brick dust for each ball field as determined in Section 7.2 of Standards and Specifications. Infield Maintenance Operational Plan The proposal shall include specific information on all operational aspects of how the infields are to be maintained. All maintenance should be in compliance but not limited to the stipulations of the attached Standards and Specifications, General Contract Provisions, and City of San Juan Capistrano Infield Maintenance Procedures Manual (attached). A copy of the Procedures Manual shall be kept at the job site at all times. EXHIBIT A NPDES Regulations The Contractor shall comply with all City regulations regarding NPDES (National Pollution Discharge Elimination System) Requirements. Contractor shall not discharge any silt, lawn clippings, fertilizers, pesticides or other debris or contaminants into the City storm drains (the term includes sidewalks, curbs, gutters, and street). Contractor will contain any materials that may potentially reach a City storm drain. Best Management Practices are attached (Attachment 4), where applicable. INFIELD MAINTENANCE STANDARDS AND SPECIFICATIONS SUBJECT TO ALL REQUIREMENTS OF INFIELD PROCEDURES MANUAL 1.0 Scope of Work: 1.1 Provide infield maintenance for infield diamonds per City of San Juan Capistrano Agreement with Contractor. 1.2 Provide a Schedule of Maintenance for the specified work. Contractor to coordinate its maintenance operations with scheduled athletic events. It will be the Contractor's responsibility to meet with the Director of Public Works or designee monthly to develop Monthly Maintenance Schedules. 2.0 Infield Location/Quantity/Type at each Site: San Juan Sports Park Ballfields 1. Two (2) baseball field diamonds with skinned brick dust base paths, pitcher's mounds, warning tracks, bullpens, coach's boxes, dugouts and bleacher areas. 2. One (1) softball field diamond with skinned brick dust infield, pitcher's mound, bullpens, dugouts and bleacher areas. 3. 1 acre or 43,800 sq. ft. of brick dust. Marco Forster School Infields 1. Two (2) softball field diamonds with skinned brick dust infield and dugouts. 2. .68 acres or 30,000 sq. ft. of brick dust. Cook -La Novia Park Infield 1. One (1) softball field diamond with decomposed granite infield and dugouts. 2. .22 acres or 9,700 sq. ft. of brick dust. Cook -Cordova Park Infields 1. Three (3) softball field diamonds with skinned brick dust infields, dugouts and bleacher areas. 2. .83 acres or 36,000 sq. ft. of brick dust. 3.0 Specifications on Brick Dust to be used when maintaining Infields: 3.1 Infields in General: When adding field composition mix (brick dust) to any City of San Juan Capistrano infields, the specific type of material to be used is: Corona Clay 3 Products "Angel Mix" (Corona Clay Products, Corona, CA 909.277.2667). The exception is the Cook Lallovia Park Infield which has a decomposed granite infield. (This D.G. can be found at Gail Materials, Corona, CA 909.279 .1095) 3.2 Pitcher's Mound/Home Plate in General: When adding "Hill Topper' or a higher clay composition material to any pitcher's mound/home plate area, the specific type of material to be used will be recommended by the Public Works Director or designee. 4.0 Work to be Completed "DAILY": General Contractor shall remove all litter, broken glass and hazardous debris from, dugouts and bleacher areas. Contractor shall keep brick dust area in a weed free condition. Contractor shall hose and/or sweep all dugouts. 4.1 Retain smooth and level playing surface, following the procedures as listed in the Infield Maintenance Procedures Manual. 4.2 Contractor will be required to keep a neat trimmed edge between any turf and brick dust border. Edged and trimmed weekly (February — October) bi-weekly (November — January). 5.0 Work to be Completed "MONTHLY": 5.1 To maintain levelness of high use areas, heavy drag or nail drag to scarify and move more substantial amounts of soil to low spots (running paths, sliding zones, shortstop/1st base areas). Heavy water and allow to settle in before play on field. Note: Due to heavy watering and its need to settle before play, Public Works Director or designee will provide heavy drag dates to contractor. 5.2 To maintain levelness of all fields, contractor shall, once every two months, scarify drag built up amounts of material at high spots and cut and level drag the scarified material to low spots. The contractor shall fill any remaining low spots with new "Angel Mix" brick dust from stock and make level. 5.3 Heavy water scarified and cut and leveled areas to a '/2 inch min. depth and allow to settle in before play on field. Note: Due to heavy watering and its need to settle before play, staff shall provide a schedule of monthly scarify/cut and level drag dates to contractor. II ME 7.0 Work to be Completed "ANNUALLY": 6.1 Between December Vt and December 301h of each year, major renovation is to be done on all fields. A "Turf Tearer" shall be used to scarify infields and a laser grade machine used to scrape all high and fill all low spots. 6.2 Contractor shall verify all base distances, pitching rubber distances and pitching mound heights per the Little League, Pony/Colt, Bobby Sox League specifications for each specific field. Any specifications not being met on any field shall be repaired by contractor. 6.3 In addition, contractor shall install '/2 inch new "Angel Mix", D.G., not to exceed 150 Tons to s as determined by the Public Works Director or designee. Responsibility for and purchase of necessary "Angel Mix" shall be the responsibility of the Contractor. Note: City of San Juan Capistrano will supply contractor with a schedule of the order in which fields are to be renovated. Work to be completed."AS DIRECTED" 7.1 Replace base ANCHORS as directed. Note: City of San Juan Capistrano uses the BOLCO and/or HOLLYWOOD base anchoring system. Contractor shall install base anchors into the ground per manufacturer's standards (see attachment #2). Top of stake shall be approximately 1 inch below the surface grade so that the base sits level and flush against the surface of all sides. 7.2 Replace or remove/level/re-install home plates as directed: 7.3 Replace or remove/level/re-install pitching rubbers as directed. Note: City of San Juan Capistrano necessary home plates and/or needed. shall be responsible for supplying all pitching rubbers to the contractor as 7.4 When given direction to complete "as directed" work, contractor shall complete the directed work on the next working day. 8.0 Wet/Rainy Weather Procedure: 8.1 On the next scheduled working day after a rainfall, the following procedure, in the order listed, shall be adhered to assure that all ball diamond infields are returned to a safe and playable condition. 8.2 Remove all standing water from low spots either by skimming off excess water and spreading it out or using a pump/copper system. 5 8.3 Rake out wet areas before applying dry material. 8.4 Apply dry material to all wet areas and rake out. 9.0 General Provisions: 9.1 Contractor shall provide and is responsible for all equipment necessary to carry out the work outlined in the contract. There will be no available storage for equipment. Contractor will be responsible for bringing in and then removing all equipment necessary to carry out the work outlined in the contract. 9.2 Remove all litter, broken glass and hazardous debris from infield, dugout and bleacher areas on each day of service. 9.3 Field in General: Before dragging, shovel and rake loose surface materials into low spots/worn areas on running paths, sliding zones, and any other low spots/worn areas appearing on the field. 9.4 Home Plate and Pitcher's Mound: Before dragging, hand water home plate and pitcher's mound areas and rake loose material back into low spots. Pack with tamper and gently rake tamped surface. 9.5 Hose or sweep all dug -outs clean on each day of service. 9.6 Drag infield using a 'light drag" (steel, waffle type drag mat.). Circular or figure eight drag patterns may be used. Alternate drag patterns or reverse direction of drag patterns daily to avoid ruts and high/low areas. 9.7 Empty drag and rake out material on infield and in different places each time to avoid soil build-up in certain areas. Note: When dragging, to avoid soil build-up (lip) between turf and skinned areas, leave a twelve -inch (12" gap between these areas when dragging. The 12" gap also applies to all backstops and chain link fence areas. Hand rake this 12" area and sweep/high pressure water turf edge if necessary to prevent a lip situation from occurring. Also, hand rake all base paths on combination turf/brick dust infields. 9.8 If in the determination of the Public Works Director or designee, an unsafe lip situation occurs in any turf/brick dust border area (infield to brick dust, base paths or brick dust to outfield), contractor will be required to remove or level the soil build-up with a rototiller or sod cutter and re-establish the infield boundaries with a string line or suitable method and re -sod up to the border to remedy the situation at contractors expense. 9.9 After dragging/raking, re -water home plate, pitcher's mound, running paths and sliding zones to settle dust and gently pack/stabilize these areas. M i • GENERAL CONTRACT PROVISIONS Scope of Work The work to be done under this contract consists of maintenance for the infields within the City of San Juan Capistrano. Standards of Performance All other portions of this contract notwithstanding are agreed that the intent of the Personal Services Agreement is to provide a level of maintenance to provide for the safety and wellbeing of the users as well as a pleasing and desirable appearance at all times. Contractor agrees to maintain all designated areas covered by this agreement at such level. Statement of Experience All applicants are required to submit a statement of experience on projects related to infield maintenance. Coordination Meeting Prior to the commencement of infield maintenance duties per this contract, arrangements will be made for a meeting between the Contractor and the Public Works Director or designee. The purpose of this meeting will be to coordinate the activities of the Contractor within the limits of this contract, review scheduling, discuss maintenance methods and clarify inspection procedures. Contract Termination If at any time, in the opinion of the Public Works Director or designee, Contractor fails to supply suitable equipment, an adequate working force, or material of proper quality, or shall fail in any respect to perform any work with the diligence and force specified and intended in and by the terms of the contract, notice thereof in writing shall be served upon him. Should the contractor neglect or refuse to provide means for satisfactory compliance with the contract, as directed by the Public Works Director, within the time specified in such notice, the City in any such case shall have the power to terminate all or any portion of the contract. Extra Work 1. Extra work will not be performed without prior approval by the Public Works Director or designee unless a condition exists wherein it appears there is danger of injury to persons or damage to property. 2. Extra work may be required by the Public Works Director or designee as a result of acts of God, vandalism, theft, civil disturbances, accidents, or improvements. 3. Payment for extra work will be based on actual cost of labor; plus wholesale cost of materials, plus a markup. 4. The Public Works Director or designee is authorized to approve extra work up to 25 percent (25%) of the annual cost of the agreement, or reduce the contract amount by up to 25 percent (25%) of the annual cost of this agreement. 1 Flow and Acceptance of Water Surface or other waters may be encountered at various times. The Contractor, by submitting a proposal, acknowledges that he has investigated the risks arising from surface or other waters and has prepared his proposal accordingly. It shall be the sole responsibility of the Contractor to protect their work from danger due to any waters encountered. Should any damage occur to the work due to surface or other water, the Contractor shall repair such damage at their expense. NPDES Regulations The Contractor shall comply with all City regulations regarding NPDES (National Pollution Discharge Elimination System) Requirements. Contractor shall not discharge any silt, lawn clippings, fertilizers, pesticides or other debris or contaminants into the City storm drains (the term includes sidewalks, curbs, gutters, and street). Contractor will contain any materials that may potentially reach a City storm drain. Protection of Existing Utilities The Contractor must tak® all due precautionary measures to protect all of the existing utilities. When necessary, the Contractor shall have all utilities located by contacting the responsible agency at least 48 hours prior to commencing any work. The Contractor's attention is directed to the utility notification service provided by Underground Service Alert (USA). USA member utilities will provide the Contractor with the locations of their substructures when given at least 48 hours notice. Such requests should be requested through USA (1-800-422-4133). Protection of Private Property The Contractor must remain within the maintenance areas to the best of his ability. The Contractor must protect all existing private property. Protection of Maintenance Areas Contractor shall protect property and facilities adjacent to the maintenance areas and all property and facilities within the maintenance areas. After completion of project, the maintenance area shall be clean and in a presentable condition. All public or privately owned improvements and facilities shall be restored to their original condition and location. In the event improvements of the facilities are damaged, they shall be replaced with new materials equal or better to the original. Contractor shall repair such damage at their expense. Nothing herein shall be construed to entitle the Contractor to the exclusive use of any public street; way or parking area during performance of the contract work, and Contractor shall conduct his operations so as not to interfere with the authorized work of utility companies or other agencies in such streets, ways or parking areas. Weekly Reporting Contractor shall make weekly contact with the Public Works Director or designee to determine work level and effort, as well as maintenance performance. Contractor shall provide the City with a weekly log sheet showing the names, dates, and hours worked of all employees for the previous week, on the following Monday. City Inspection Contractor is expected to inspect all locations once each month accompanied by the Public Works Director or designee. At that time, inadequacies/areas of improvement will be determined prior to release of payment for that month. If the Contractor fails to provide services, as per specifications noted in the inspection, the City shall have the right to withhold payment or that portion of payment as determined as appropriate by the City to correct the problem. Withholding of Payment If, in the event that inadequacies/deficiencies are determined by the Public Works Director or designee, the Contractor will have 24 hours from the time such items have been determined to be corrected as necessary. If Contractor fails to correct within 24 hours, Contractor shall be fined the amount previously determined at the time of the initial inspection. Deductions from the monthly payment due, for work not performed, will be based upon the bid worksheets, which are to be submitted at the time of bid. Meetings Contractors shall provide the Public Works Director or designee with a contact person(s) and a phone number to reach the contract representative at all times, 24 hours per day. Contractor shall appoint and identify to Public Works Director or designee a "site supervisor." This site supervisor shall meet with staff one (1) time per week at a time and place agreed upon by both parties for as long as the contract is in effect to discuss any problems/concerns which may arise and any goals for the day/week. In November of each year for as long as the contract is in effect, contractor shall personally meet with Public Works Director or designee along with the designated site supervisor, to discuss and outline schedules for "Annual Renovations" (as noted on page 5 of Standards and Specifications). 3 0 0 REPORTS AND SCHEDULES The Contractor, as part of this agreement, will submit reports and schedules as requested. Failure to submit reports and schedules in a timely manner may result in a delay of monthly payments or a Performance Deficiency Deduction notice (sample on next page). Such reports must be detailed and thorough, and may include, but not be limited to, the following: A. Suggestions for improving problem areas. B. Reports of work planned. C. Cost information to perform extra work for upgrading specific areas. D. Weekly Maintenance Schedule(s): 1. Contractor shall provide a weekly maintenance schedule to the Public Works Director or designee. 2. Notification of change in scheduled work must be received by the City at least 12 hours prior to the scheduled time for the work. E. Accident Reports F. Incident Reports Notification to: Date: 0 0 PERFORMANCE DEFICIENCY DEDUCTION INFIELD MAINTENANCE Time: Method: The following performance deficiency has been observed and requires immediate attention to correct. Location: Value of Deduction: City representative to check deficient items and comment (if applicable) below. - 1 . elow: 1. Performance deficiency. Deduction of up to $250 per instance. 2. Failure to provide adequate equipment. Deduction of up to $250 per instance per work day. 3. Failure to protect public health and/or correct safety concerns. 4. Other: Comments: Please initiate the necessary corrective action(s) and notify the Public Works Director or designee when complete for re -inspection. City Representative Public Works Director Public Works Supervisor 0 DESCRIPTION OF DEFICIENCIES Refer to the City of San Juan Capistrano Standards and Specifications and Infield Maintenance Procedure Manual for specific requirements not contained herein: 1. Performance deficiency. Examples include: failure to comply with conditions, specifications, reports, schedules and/or directives from Public Works Director or designee. Deduction to be based upon costs provided by the Contractor on the Bid Worksheets submitted at the time of bid. 2. Failure to provide adequate equipment in compliance with City specifications and/or as requested by the Public Works Director or designee. May result in a deduction of up to $250 per instance per workday. 3. Failure to protect public health and/or correct safety concerns. These include, but are not limited to policing City property for hazards, responding to emergencies, $250 per occurrence. 3 Y l l I IACOA�rSRArED ESTABLISHED 1776 0 Infield Maintenance Procedures Manual 0 • Infield Maintenance Procedures Manual Patching and Tamping The areas that usually need to be patched and tamped are the batter's box, around the bases, the pitcher's mound and behind home plate where the catcher plays: Start with home plate and then the pitcher's mound. They need more time to dry because of the amount of clay. • Sweep out loose brick dust. • Fill hole with water and let it soak into about half of the depth of the hole. • Push loose brick dust back into the hole and mix it with water. • Sometimes new clay needs to be brought in because there is not enough clay left for adhesion. • It is generally better to use mound mix in the areas of the pitcher's mound and home plate for better adhesion and compaction. • Let this set until firm but still damp, then tamp. Dragging Prior to dragging, hand -water the brick dust lightly to keep it from blowing. • The base lines on turfed s, the pitcher's mound and all edges near turf shall be prepared by hand with a rake or lute. • The area shall be dragged using a tight loop, circular or crisscross pattern, alternating the pattern daily. Watering (Floating) Weather conditions affect how much water is used. More water will be needed if it is sunny or windy; if overcast, less; if raining, none. • After dragging, set out sprinklers and water heavily. • Do not over -water areas that have been patched. • Apply a sufficient amount of water to ensure the brick dust compacts and adheres together for good footing during play. 1 • Too much water can cause the field to become slippery and a hazard to play on. • Hand -water problem areas, such as base paths, when needed. • This shall be lightly watered again, just prior to a game, to keep down the brick dust. Removing Brick Dust from Turf • Sweep with a broom, daily or as needed. • Water blast with a high-pressure nozzle. Note: This can only be done if there is sufficient time for drying. Scarify and Level • Water heavily prior to scarifying to keep down dust and to soften the brick dust. • Scarify in a tight circular pattern going over the area several times to get the lines down to a depth of one to two inches. • The base lines on turf shall be prepared by hand with a rake. • Never scarify a pitcher's mound. • Do not snag a base stand with the lines • Level with the flip side of the scarifier. • Follow procedures for dragging and watering fields. • Check for problems and hazards daily. • Renovate yearly. • Paint in foul lines to turf areas on Hausdorfer Field monthly. FA Procedures to Correct Flooded Ballfields Standing Water • Drain off water. • Fill low areas with dry brick dust. • Push water into dry area with the back of the rake. Field must be dry for a while before it can be walked on without slipping or squishing. Very Wet with No Standing Water • Rake with a bow rake to a depth of/z inch in all muddy areas. • Allow to air out for several hours while raking occasionally. • Rake several more times to assist airing. • Scarify entire field until there are no clods. It should be fluffy even though moist. • Alternate between wet and dry areas to help mix the soils and aid in drying. o The dry areas must be crumbled while scarifying in order for this to work. • A straight edge drag -type planning device (the flip side of the scarifier), shall be dragged as above until there is even texture and color. • The Feld shall be dragged and leveled. • Allow time after this for additional drying, 20 to 30 minutes on a warm day. • Drag and prepare the field as usual. Equipment The contractor shall provide and have "on hand" at all times during the brick dust maintenance operation the following equipment. Utility Vehicle Small tight turn radius vehicle designed especially for this type of work. This vehicle shall have the capability to make circle and figure eight patterns completely within the skinned brick dust area and not trespass onto adjacent turf areas. Vehicles manufactured by John Deer, Ryan, Toro and Dihatsu may be acceptable. 3 Drags 0 1-1 Scarifying Drag Used to scratch up or loosen up the skinned area. The drag shall be made of heavy duty steel capable of carrying additional weight(s). Digging teeth shall be hardened and pointed and ''/z inch in diameter. Pull chain shall be included. Cutting and Leveling Drag Used to level and backfill low spots in the skinned area. The leveling drag and cutting blades shall be made of galvanized steel. This drag shall feature cutting blades which are adjustable and capable of cutting down dirt build-up (high spots) and depositing dirt into holes (low spots) creating a smooth and level playing surface. Pull chain shall be included. Grooming or Finish Drag Used to complete dragging procedure on a daily basis and lighter -gentle movement of brick dust. This drag shall be galvanized. metal "door -mat' link. Pull chain shall be included. Drag(s) shall be 6 foot in length and 6 foot in width. Other Equipment Hand Tamp 20 -pound variety with 48 inch min. handle. Used to compact worn areas around bases, home plate and pitching mound. Plastic Sheeting and Duct Tape Used to wrap hand tamp head and help prevent wet clay from sticking. Grade or Grooming Rake Used to rake and fine level areas. Shall be made of aluminum, 36 inch wide and a 6 -foot handle. Heavy Duty Shovels Used to move materials. Round and square nosed. High Pressure Nozzle Attached to hose. Used to spray down brick dust and push excess brick dust off turf edges. Industrial Push Groom Used to remove excess brick dust from turf edges. Shall be 24 -inch min, wide with heavy-duty dual weight bristles. 0 0 Wet Conditions Equipment During periods of inclement weather or when the areas are wet the contractor shall have `on -hand" during all brick dust maintenance operations the following items: Squeegee Used to push/squeeze water off wet areas or into dry areas or drains. Shall be 24 inch to 36 inch wide with neoprene blade and magnesium/aluminum head. "Super Sopper" Used to collect standing water in brick dust areas. Shall be drum type with exterior sponge and arm holding drum. Diamond or Beckson Pump Used to remove standing water in brick dust areas. Shall be plastic with flexible piston and value. Sopper with Wringer and Bucket Used to collect standing water in brick dust areas. Sopper shall be geotextile covered sponge typical for absorbing chemical spills. Daily Maintenance Maintenance Procedures Retain smooth and level playing surface, using the following daily procedure. The contractor shall remove all bases before beginning any work on and re- install after all work on is completed. After removing all bases, the contractor shall scrap/wire brush all base post anchors and base inserts. This will help facilitate the base removal and installation. The contractor shall rake/shovel loose material from high spots back into low spots/worn areas on running paths, sliding zones and any other low spots/worn areas appearing on the field before any watering or dragging shall take place. Home Plate Area/Batters Box Area Holes Sweep/rake away all loose brick dust. Wet area until moist. Scarify area(s) (batter's box hole(s)) with shovel. This will help the mix bind better. 5 In a 5 -gallon bucket mix "mound mix' with water to desired consistency. Do not use mix for this purpose. Backfill "mound mix" material into hole(s). Tamp the area firmly with steel tamp. Note: The tamp will be most effective if you cover the bottom with plastic. Tape the plastic to the tamp handle. The plastic keeps the clay from sticking to the tamp's bottom. After tamping and compacting the "mound mix " cover areas with brick dust. Pitcher's Mound Follow same procedure for repair of home plate/batter's box area except to not cover with mix. Utilize dry "mound mix' for this purpose. Rake all loose material from bottom to top and cover with "mound mix." General Brick Dust Skinned Areas After raking/shoveling loose material from high spots back into low spots/worn areas on running paths, sliding zones and any other low spots/worn areas appearing on the field, the contractor shall fill all remaining low spots with new "Angel Mix" brick dust from stock and make level. Lightly water entire before dragging. Note: Watering shall penetrate brick dust to a minimum depth of 1/8 inch deep min. This process is crucial to keeping brick dust in place and not going airborne. Drag utilizing small utility vehicle as specified with "grooming or finishing drag," Circular or figure eight drag patterns shall be used (see details 1-A and 1-13). Alternate drag patterns or reverse direction of drag patterns daily to avoid ruts and high -low areas. Speed of drag procedure shall not exceed 7 m.p.h. When dragging the skinned, the contractor shall stay away from all turf edges a minimum of 18 inch. This will help in avoiding lips at brick dust/turf edges. This 18 -inch gap shall also apply to all backstops and chain link fence areas. Contractor shall hand rake all base paths on combination turf/brick dust. When the dragging process is complete, the contractor shall stop the drag in a different location daily. This will stop the accumulation of brick dust in focused areas. At this time roll -up the drag, place it on the vehicle and remove all debris 2. 0 0 accumulated in the drag at this spot and rake out material emptied from drag. After dragging, hand rake the 12 -inch edges using the "grade or grooming rake." The rake shall be held at an angle as to not push brick dust onto/into turf areas. After raking the 18 -inch edges, the contractor shall clean all excess brick dust on the turf edges utilizing a high-pressure water nozzle or heavy broom. NO brick dust shall be permitted on the turf edges at any time. If, in the determination of staff, an unsafe lip situation occurs in any turf/brick dust border are to brick dust, base paths or brick dust to outfield, contractor will be required to remove or level the soil build-up with a rototiller or sod cuter and re- establish the boundaries with a string line or suitable method and re -sod up to the border to remedy the situation at the contractor's expense. Final Watering This is the most time-consuming and very important element of the Procedure. The contractor shall final water the skinned brick dust to a depth of '% inch minimum. Lining of Fields Lining of fields should be performed per the requirements of the Specifications and the Request for Proposals with paint/chalk/perma white marking material. Rainy Weather/Wet Field Procedure On the next scheduled working day after a rainfall, the following procedure, in the order listed. shall be adhered to: Remove all standing water from low spots either by skimming off excess water and spreading it out to dry areas or using a pump/sopper system. Rake out (scarify) wet areas. Apply dry "Angel Mix" brick dust material from stock to all wet areas and rake out. 7 0 0 The model procedures described below focus on minimizing the discharge of pesticides and fertilizers, landscape waste, trash, debris, and other pollutants to the storm drain system and receiving waters. The attached BMPs are recommended to be used on an as needed and on a case by case basis. Some BMP might not apply in certain situations and will not be used. The provided BMPs are potential measures that could be used, Individually or collectively, as the situation requires, and as determined by staff. Landscape maintenance practices may involve one or more of the following activities: 1. Mowing, Trimming/Weeding, and Planting 2. Irrigation 3. Fertilizer and Pesticide Management 4. Managing Landscape Waste 5. Erosion Control POLLUTION PREVENTION: Pollution prevention measures have been considered and incorporated in the model procedures. Implementation of these measures may be more effective and reduce or eliminate the need to implement other more complicated or costly procedures. Possible pollution prevention measures for landscape maintenance include: Implement an integrated pest management (IPM) program. IPM is a sustainable approach to managing pests by combining biological, cultural, physical, and chemical tools. Refer to Appendix D, Fertilizer and Pesticide Management Guidance for further details. Choose low water using flowers, trees, shrubs, and groundcover. Appropriate maintenance (i.e. properly timed fertilizing, weeding, pest control, and pruning) will preserve the landscapes water efficiency. 0 Once per year, educate municipal staff on pollution prevention measures. ®� City of San Juan Capistrano t] vnum 1961 Q 1776 •c`9LIFOR��e' FP -2 LANDSCAPE MAINTENANCE The model procedures described below focus on minimizing the discharge of pesticides and fertilizers, landscape waste, trash, debris, and other pollutants to the storm drain system and receiving waters. The attached BMPs are recommended to be used on an as needed and on a case by case basis. Some BMP might not apply in certain situations and will not be used. The provided BMPs are potential measures that could be used, Individually or collectively, as the situation requires, and as determined by staff. Landscape maintenance practices may involve one or more of the following activities: 1. Mowing, Trimming/Weeding, and Planting 2. Irrigation 3. Fertilizer and Pesticide Management 4. Managing Landscape Waste 5. Erosion Control POLLUTION PREVENTION: Pollution prevention measures have been considered and incorporated in the model procedures. Implementation of these measures may be more effective and reduce or eliminate the need to implement other more complicated or costly procedures. Possible pollution prevention measures for landscape maintenance include: Implement an integrated pest management (IPM) program. IPM is a sustainable approach to managing pests by combining biological, cultural, physical, and chemical tools. Refer to Appendix D, Fertilizer and Pesticide Management Guidance for further details. Choose low water using flowers, trees, shrubs, and groundcover. Appropriate maintenance (i.e. properly timed fertilizing, weeding, pest control, and pruning) will preserve the landscapes water efficiency. 0 Once per year, educate municipal staff on pollution prevention measures. • MODEL PROCEDURES: 1. Mowing, Trimming/Weeding, and Planting Mowing, ✓ Whenever possible, use mechanical methods of vegetation removal rather Trimming1weeding than applying herbicides. Use hand weeding where practical. ✓ When conducting mechanical or manual weed control, avoid loosening the soil, which could erode into streams or storm drains. ✓ Use coarse textured mulches or geotextiles to suppress weed growth and reduce the use of herbicides. ✓ Do not blow or rake leaves, etc. into the street or place yard waste in gutters or on dirt shoulders. Sweep up any leaves, litter or residue in gutters or on street. ✓ Collect lawn and garden clippings, pruning waste, tree trimmings, and weeds. Chip if necessary, and compost or dispose of at a landfill (see waste management section of this procedure sheet). ✓ Place temporarily stockpiled material away from watercourses, and berm or cover stockpiles to prevent material releases to storm drains. Planting ✓ Where feasible, retain and/or plant selected native vegetation whose features are determined to be beneficial. Native vegetation usually requires less maintenance (e.g., irrigation, fertilizer) than planting ornamental vegetation. ✓ When planting or replanting consider using low water use groundcovers. 2. Irrigation ✓ Utilize water delivery rates that do not exceed the infiltration rate of the soil. ✓ Use timers appropriately to prevent runoff and then only irrigate as much as is needed. ✓ Inspect irrigation system periodically to ensure that the right amount of water is being applied and that excessive runoff is not occurring. Minimize excess watering, and repair leaks in the irrigation system as soon as they are observed. ✓ Where practical, use automatic timers to minimize runoff. ✓ Use popup sprinkler heads in areas with a lot of activity or where there is a chance the pipes may be broken. Consider the use of mechanisms that reduce water flow to sprinkler heads if broken. ✓ If re-claimed water is used for irrigation, ensure that there is no runoff from the landscaped area(s). ✓ If bailing of muddy water is required (e.g. when repairing a water line leak), do not put it in the storm drain; pour over landscaped areas. ✓ The City uses an automatic irrigation system connected to a weather station to control the irrigation system to all parks. This system controls the amount of water used, shuts down during rain events, and identifies and shuts down broken sprinkler heads, and provides a warning message for repair. This system helps the City conserve water and reduces unnecessary runoff. 3. Fertilizer and Pesticide Management Usage ✓ Utilize a comprehensive management system that incorporates integrated pest management techniques. ✓ Follow all federal, state, and local laws and regulations governing the use, storage, and disposal of fertilizers and pesticides and training of applicators and pest control advisors. ✓ Educate and train employees on use of pesticides and in pesticide application techniques to prevent pollution. ✓ Pesticide application must be under the supervision of a California qualified pesticide applicator. ✓ When applicable use the least toxic pesticides that will do the job. Avoid use of copper -based pesticides if possible. ✓ Do not mix or prepare pesticides or fertilizers for application near storm drains. ✓ Prepare the minimum amount of pesticide needed for the job and use the lowest rate that will effectively control the pest. ✓ Employ techniques to minimize off -target application (e.g. spray drift) of pesticides, including consideration of alternative application techniques. ✓ Calibrate fertilizer and pesticide application equipment to avoid excessive application. 0 0 ✓ The City has tested the soil at various locations, and has identified proper fertilizer use. As necessary, the City will periodically test soils for determining proper fertilizer use if the need is identified. ✓ Sweep pavement and sidewalk if fertilizer is spilled on these surfaces before applying irrigation water. ✓ Inspect pesticide/fertilizer equipment and transportation vehicles daily. ✓ Refer to Appendix D for further guidance on Fertilizer and Pesticide management Scheduling ✓ Do not use pesticides if rain is expected within 24 hours. ✓ Apply pesticides only when wind speeds are low (less than 5 mph). Disposal ✓ Purchase only the amount of pesticide that you can reasonably use in a given time period (month or year depending on the product). ✓ Triple rinse containers, and use rinse water as product. Dispose of unused pesticide as hazardous waste. ✓ Dispose of empty pesticide containers according to the instructions on the container label. 4. Managing Landscape Waste ✓ Compost leaves, sticks, or other collected vegetation or dispose of at a permitted landfill. Do not dispose of collected vegetation into waterways or storm drainage systems. Also see Waste Handling ✓ Place temporarily stockpiled material away from watercourses and storm and Disposal procedure drain inlets, and berm or cover stockpiles to prevent material releases to the sheet storm drain system. Reduce the use of high nitrogen fertilizers that produce excess growth requiring more frequent mowing or trimming. ✓ Inspect drainage facilities to detect illegal dumping of clippings/cuttings in or near these facilities. Staff will spot check various problem locations during the year to detect illegal dumping of clippings/cuttings in or near these facilities. Materials found should be picked up and properly disposed of. ✓ Landscape wastes in and around storm drain inlets should be avoided by either using bagging equipment or by manually picking up the material. 5. Erosion Control ✓ Maintain vegetative cover on medians and embankments to prevent soil erosion. Apply mulch or leave clippings to serve as additional cover for soil stabilization and to reduce the velocity of storm water runoff. ✓ Confine excavated materials to pervious surfaces away from storm drain inlets, sidewalks, pavement, and ditches. Material must be covered if rain is expected. LIMITATIONS: Alternative pest/weed controls may not be available, suitable, or effective in every case. REFERENCES: California Storm Water Best Management Practice Handbooks. Industrial/Commercial Best Management Practice Handbook. Prepared by Camp Dresser & McKee, Larry Walker Associates, Unbe and Associates, Resources Planning Associates for Stormwater Quality Task Force. July 1993. County of Orange. 2000. Public Facilities and Resources Department, Management Guidelines for the Use of Fertilizers and Pesticides. September. King County Stormwater Pollution Control Manual. Best Management Practices for Businesses. 1995. King County Surface Water Management. July. On-line: hitp:lldnr.metroke.gov/wlridss/spem.htm Los Angeles County Stormwater Quality Model Programs. Public Agency Activities http://ladpw.org/wmd/npdes/modeljinks.cfm Model Urban Runoff Program: A How -To Guide for Developing Urban Runoff Programs for Small Municipalities. Prepared by City of Monterey, City of Santa Cruz, California Coastal Commission, Monterey Bay National Marine Sanctuary, Association of Monterey Bay Area Governments, Woodward -Clyde, Central Coast Regional Water Quality Control Board. July. 1998. Santa Clara Valley Urban Runoff Pollution Prevention Program. 1997 Urban Runoff Management Plan. September 1997, updated • PROPOSAL • INFIELD MAINTENANCE From: Professional Sports Field Maintenance, Inc. CONTRACTOR To the Honorable City Council City of San Juan Capistrano The undersigned, as proposer, declares that he has carefully examined the location of the proposed work as described, examined the Specifications and General Provisions, read the Proposal Instructions, and is familiar with all proposal requirements, and hereby proposes and agrees, if the proposal is accepted, to complete said contract in accordance with the Contract Documents for the following: Park (Infield) No. of Diamonds Monthly Cost for Infield Maintenance Preparations *** On -Call * 1/1-6/30 Active Season * *7/1-1/31 Inactive Season Total Annual (Active and Inactive) San Juan Sports Park Ballfields Hausdorfer Field 1 $814 $376 $6,697 $55 Major Field 1 $594 $341 $5,364 $45 Field 4 1 $484 $217 $3,937 $35 Subtotal San Juan Sports Park 3 $1,892 $934 $15,998 $135 Marco Forster School Ballfields Field 1 1 $594 $341 $5,357 $45 Field 2 1 $594 $341 $5,357 $45 Subtotal Marco School Fields 2 $1,188 $682 $10,714 $90 Cook - La Novia Park Ballfields Cook - La Novia Infield 1 $594 $341 $5,357 $45 Subtotal Cook -La Novia Park 1 $594 $341 $5,357 $45 Cook — Cordova Park Ballfields Infield 1 1 $594 $341 $5,357 $45 Infield 2 1 $594 $341 $5,357 $45 Infield 3 1 $594 $341 $5,357 $45 Subtotal Cook -Cordova Park 3 $1,782 $1,023 $16,071 $135 TOTAL MONTHLY COST 9 $5,456 1 $2,980 1 $48,140 * - Active season preparations to take place 5 times per week (Monday through Friday), on all fields, February 1 through June 30, ** - Inactive infield preparations are to take place on the 1st and 15th monthly (except weekends and holidays or the next business day) on all areas, July 1 through January 31. *** - on -Call preparations will be arranged at least 24 hours in advance and can take place at any infield listed above, at any time, (Sunday through Saturday). EXHIBIT B Total Yearly Cost (Active + Inactive X 12, do not include On -Call) Forty Eight Thousand One Hundred — Forty and no/100 $48,140.00 (In Writing) (In Figures) Total Contract Cost (3 Year Contract, On -Call not included) One Hundred Forty Four Thousand Four Hundred —Twenty and no/100 $144,420.00 (In Writing) (In Figures) It is anticipated that the Proposal, if accepted, will commence on July 1, 2010. Said amount shall include all taxes, the furnishing of all materials, the performing of all the labor required or proper, and the providing of all necessary machinery, tools, apparatus required. This is a valid and binding proposal to do all work herein proposed for the prices set forth above. I SIGNATURE OF CONTRACTOR Title President Company PSFM, Inc. Date April 14, 2010 State Contractor's License #: 929290 PROPOSAL INFIELD MAINTENANCE From: Professional Sports Field Maintenance, Inc. CONTRACTOR To the Honorable City Council City of San Juan Capistrano u The undersigned, as proposer, declares that he has carefully examined the location of the proposed work as described, examined the Specifications and General Provisions, read the Proposal Instructions, and is familiar with all proposal requirements, and hereby proposes and agrees, if the proposal is accepted, to complete said contract in accordance with the Contract Documents for the followina: Park (Infield) No. of Diamonds Monthly Cost for Infield Maintenance Preparations *** On -Call * 1/1-6/30 Active Season * *7/1-1/31 Inactive Season Total Annual (Active and Inactive) San Juan Sports Park Ballfields Hausdorfer Field 1 $814 $376 $6,697 $55 Major Field 1 $594 $341 $5,364 $45 Field 4 1 $484 $217 _ $3,937 $35 Subtotal San Juan Sports Park 3 $1,892 $934 $15,998 $135 Marco Forster School Ballfields Field 1 1 $594 $341 $5,357 $45 Field 2 1 $594 $341 $5,357 $45 Subtotal Marco School Fields 2 $1,188 $682 $10,714 $90 Cook - La Novia Park Ballfields Cook - La Novia Infield 1 $594 $341 $5,357 $45 Subtotal Cook -La Novia Park 1 $594 $341 $5,357 $45 Cook — Cordova Park Ballfields Infield 1 1 $594 $341 $5,357 $45 Infield 2 1 $594 $341 $5,357 $45 Infield 3 1 $594 $341 $5,357 $45 Subtotal Cook -Cordova Park 3 $1,782 $1,023 $16,071 $135 TOTAL MONTHLY COST 9 $5,456 $2,980 $48,140 * - Active season preparations to take place 5 times per week (Monday through Friday), on all fields, February 1 through June 30. ** - Inactive infield preparations are to take place on the 1st and 15th monthly (except weekends and holidays or the next business day) on all areas, July 1 through January 31. *** - On -Call preparations will be arranged at least 24 hours in advance and can take place at any infield listed above, at any time, (Sunday through Saturday). 0 0 Total Yearly Cost (Active + Inactive X 12, do not include On -Call) Forty Eight Thousand One Hundred — Forty and no/100 S48 140 00 (In Writing) (In Figures) Total Contract Cost (3 Year Contract, On -Call not included) One Hundred Forty Four Thousand Four Hundred —Twenty and no/100 $144,420.00 (In Writing) (In Figures) It is anticipated that the Proposal, if accepted, will commence on July 1, 2010. Said amount shall include all taxes, the furnishing of all materials, the performing of all the labor required or proper, and the providing of all necessary machinery, tools, apparatus required. This is a valid and binding proposal to do all work herein proposed for the prices set forth above. SIGNATURE OF CONTRACTOR Title President Company PSFM, Inc. Date April 14, 2010 State Contractor's License #:929290 2 LIST OF SUBCONTRACTORSNENDORS THIS PAGE TO BE COMPLETED BY PROPOSER AND SUBMITTED TO CITY AS PART OF QUOTATION. 1. Don Bordelon PSFM, Inc. Proposer's Name Company Name 2. 23 Emerald Glen, Laguna Niguel, CA 92677 Business Address 3. (949)661-0493 Business Telephone Number Name Address Phone Type of Work We will not require any subcontractors/vendors to meet all requirements as outlined in the RFP. Signature PSFM, Inc. Company 3 LIST OF EQUIPMENT THIS PAGE TO BE COMPLETED BY PROPOSER AND SUBMITTED TO CITY AS PART OF QUOTATION. 1. Don Bordelon PSFM, Inc. Proposer's Name Company Name 2. 23 Emerald Glen, Laguna Niguel, CA 92677 Business Address 3. (949) 661-0493 Business Telephone Number 4. List equipment owned by the quoting firm that is available for use on this contract. Provide type, make and model year. Use additional sheets if necessary. See Exhibit A Signature PSFM, Inc. Company 4 F;- 0 0 STATEMENT OF EXPERIENCE THIS PAGE TO BE COMPLETED BY PROPOSER AND SUBMITTED TO CITY AS PART OF QUOTATION. 1. Don Bordelon PSFM, Inc. Proposer's Name Company Name 2. 23 Emerald Glen, Laguna Niguel, CA 92677 Business Address 3. Business Telephone Number See Exhibit B r3�� Signature PSFM, Inc. Company 5 0 0 Professional Snorts Field Maintenance Inc 23 Emerald Glen Laguna Niguel, CA 92677 949-661-0493 CL# 929290 Table of Contents Exhibit A - Equipment List Exhibit B - Statement of Experience Exhibit C - Reference List Exhibit D - Daily Maintenance System Exhibit E - Renovation & Laser Grade Specs 0 0 Professional Sports Field Maintenaneejna 23 Emerald Glen Laguna Niguel, CA 92677 949-661-0493 CL# 929290 Equipment List ➢ John Deere 1200A Bunker and Field Rake (2006)— The 1200A's ability to work simultaneously with front-, mid-, and rear -mounted implements make it the perfect workhorse for ballfield maintenance. A 40 -inch aluminum front blade that is spring -counterbalanced for easy operation, combined with mid -mounted carbide -tipped teeth scarifiers, and a hydraulically controlled rear -mounted field finisher team -up to provide second to none performance. ➢ AERA-vator AE40E (2001) — The AE40E is a self-contained unit used to breakup the infield dirt with its steel hardened tines. An excellent tool for renovating fields that have become compacted over time. Also used to thoroughly mix newly added material. ➢ Super Courtmaster Laser Grading System (2004) — Pull type grading system combined with Spectra Precision GL720 dual grade laser and our machine controlled box blade we will grade all fields to ensure a smooth playing surface that will in addition provide adequate drainage. This system is the very best in ballfield grading where drainage and accuracy are a must. ➢ Stihl Yard Boss MM 55 (2005) — A unique power tool used to remove brickdust from the turf edge. ➢ Cut and Level Drag (2000) — Used to level and backfill low spots with adjustable galvanized steel cutting blades capable of cutting down dirt build-up and depositing dirt into holes creating a smooth and level playing surface. 9 0 Equipment List (cont) ➢ Scarifying Drag (2007) — Used to scratch and loosen up the skinned area. The drag measurers 6' wide and 3' long made of wood and 20d nails with the capability of carrying additional weights. ➢ Grooming Drag — Used to complete dragging procedure on a daily basis, made with galvanized metal and a "door -mat" link. ➢ Grooming rake — Used to rake and fine level areas, made of aluminum, 36" wide with a 6' foot handle. ➢ Hand tamp — Used to compact worn areas around bases, home plate, and pitching mound, weighing 20 lb with a 48" handle. Plastic sheeting and duct tape or tamp sock are used to wrap hand tamp head to help prevent wet clay from sticking. ➢ Heavy duty shovels — Used to move material, round and square nosed variety. ➢ Heavy-duty hose — Used to water down skinned area, 200 feet of 1" top quality construction capable of handling over 200 psi. ➢ High-pressure nozzle — Used to wet down brickdust, push excess brickdust off turf edges, and hose off dugout areas. ➢ Industrial Push Broom — Used to remove excess brickdust from turf edges, 24 " wide, made of heavy duty dual weight bristles. ➢ Squeegee — Used to push/squeeze water off wet areas into drains or dry areas, with a 36" wide neoprene blade with magnesium/aluminum head. ➢ Diamond Pump — Used to remove standing water in brickdust area, made to work in mud puddles with flexible piston and valve. 2 Professional Snorts Field Maintenance, Inc. 23 Emerald Glen Laguna Niguel, CA 92677 949-661-0493 CL #929290 Statement oFExnerience After more than 10 years of personal experience in maintaining softball fields for various City leagues and girls fastpitch travel teams, Professional Sports Field Maintenance, Inc. (PSFM), was created in 2001. 1 saw a need to provide superior quality and reliable services that a vast majority of Cities in Orange County and others lacked. Although we are a licensed C-27 landscape contractor, we do not provide neral landscape services. Our sole focus is baseball and softball fields. )ur equipment is "state of the art" ballfield equipment. We don't use golf carts or small utility vehicles to groom the playing surface. Our trailers are fully equipped at all times to insure we have the correct tools to handle any situation that we might encounter. Our Laser Leveling system is designed for infields, providing a smooth playing surface with proper drainage. Virtually every aspect of installation, repair and replacement that can be required on a ballfield we have completed. Over the past nine years we have built new fields, removed existing material and installed new infield mix, repaired turf edges, installed infield watering systems along with replacing base anchors, pitcher plates, home plates and of course provided routine field grooming and turf mowing. We do not use subcontractors for our services whether it is rebuilding mounds or laser grading, unlike our competitors. Our staff is our most valuable asset. They are trained constantly and attend various education seminars to stay alert to new products, equipment and methods. Don Bordelon President PSFM, Inc. 9 City of Tustin (2004) 0 Professional Snorts Field Maintenance, Inc. 13 Emerald Glen Laguna Niguel, CA 92677 949-661-0493 CL# 929290 Reference List Dave Wilson Director of Parks & Recreation Services Office 714-573-3329 Cell 714-904-4169 City of Laguna Niguel (2006) John Banks Deputy Recreation Director Office 949-425-5100 Cell 949-795-5278 City of Dana Point (2004) Brian McClure Parks Manager Cell 949-337-0518 Jonathan Boxdorfer Sports Program Specialist Office 714-573-3335 Cell 714-822-6334 Jack Payne Field Maintenance Supervisor Office 949-425-5100 Cell 949-795-1246 D Professional Sports Field Maintenance, Inc. 23 Emerald Glen Laguna Niguel, CA 92677 949-661-0493 CL 9929290 Daily Maintenance System Procedure ➢ Upon arrival, all litter, broken glass and hazardous debris from the infield and dugout areas shall be placed in the appropriate containers. ➢ Dugouts shall be hosed and/or swept. ➢ All weeds in the brickdust area will be removed and/or sprayed with agreed upon weed control formula. ➢ All bases will be removed before beginning any work on the infield. Base post anchors will be scraped and/or wire brushed to help facilitate base removal and installation when necessary. Loose material will be raked and/or shoveled from high spots back into low spots or worn areas on base running paths, sliding zones, and any other low spots or worn areas appearing on the infield prior to any watering or dragging. ➢ Special attention will be paid to home plate and batters box areas. All loose material is removed and the area is wet slightly. After scarifying the area with a shovel the area will be back filled with "Hilltopper "or other approved material and tamped firmly with steel tamp. After tamping and compacting, the area will be covered with infield brickdust. ➢ Pitcher's mound also receives the same attention as home plate and batters box area. ➢ Lightly water the entire infield area to a minimum depth of 1/8 -inch to keep brickdust in place and minimize airborne dust. ➢ Utilizing the John Deere 1200 A and a grooming or finishing drag, begin dragging the infield with circular or figure eight drag patterns. Alternate drag patterns or reverse direction of drag patterns are utilized to avoid ruts and high and low areas. ➢ While dragging the skinned infield, a minimum of an 18 -inch gap shall be maintained between the drag and all turf edges, backstops, and chain link fence areas. This gap will help in avoiding lips at brickdust/turf edges. ➢ At the completion of the dragging process, the drag will be stopped in different locations to avoid accumulation of brickdust in one area. The drag will be picked up and all debris accumulated in the drag will be removed. The pick up area will then be hand raked. ➢ Hand rake all areas where 18 -inch gap was created with careful attention placed on turf edges so as not to push brickdust onto turf areas. ➢ Hand rake all base paths on combination turf/brickdust infields again with careful attention not to push brickdust onto turf. ➢ Inspect and remove any excess brickdust on all turf edges utilizing Power broom or high pressure nozzle. ➢ Replace all bases; making sure base sits level and flush against the surface on all sides. ➢ Using high-pressure water nozzle and hose, water entire brickdust area to a minimum depth of '/4 - inch. ➢ Notify your staff immediately upon detection of any potential hazardous conditions. 0 0 Professional Snorts Field Maintenance, Inc. 23 Emerald Glen Laguna Niguel, CA 92677 949-661-0493 CL #929290 Sports Field Renovation & Laser Grade Specifications ■ Upon arrival, all litter, broken glass and hazardous debris from the infield and dugout areas shall be placed in the appropriate containers. • Dugouts shall be hosed and/or swept. ■ All weeds in the infield mix area will be removed and/or sprayed with agreed upon weed control formula. All bases will be removed before beginning any work on the infield. Base post anchors will be scraped and/or wire brushed to help facilitate base removal and installation. Temporary plugs will be placed on or in anchors. Water the entire infield area heavily to soften infield mix and minimize airborne dust. Utilizing the John Deere 1200 A and the AERA-vator AE40E begin breaking up the infield mix. The infield area will be gone over with the AE40E a minimum of 2 different directions ensuring that 2 to 3 inches of depth is achieved. ■ While breaking up the infield mix a minimum of an 18 -inch gap shall be maintained between the AE40E and all backstops and chain link fence areas. In addition, a minimum of a 6 -inch gap shall be maintained around all turf areas. These gaps will help to avoid any damage to backstops, chain link fence areas and the irrigation system. Lightly water the entire infield area to keep infield mix in place and minimize airborne dust. • If adding additional infield mix, spread and combine new material with the John Deere 1200 A and the AE40E to insure both existing and new material are mixed together completely. 1 1 1 1 1 1 1 1 1 I 0 L ■ Utilizing the Spectra Precision GL720 dual grade laser and our machine controlled box blade we will grade the field to ensure a smooth playing surface while providing adequate drainage. ■ Utilizing the John Deere 1200 A and a grooming or finishing drag, begin dragging the infield with circular or figure eight drag patterns. ■ At the completion of the dragging process, the drag will be picked up and all debris accumulated in the drag will be removed. The pick up area will then be hand raked. ■ Hand rake all areas where the gaps were created with careful attention placed on turf edges so as not to push infield mix onto turf areas. ■ Hand rake all base paths on combination turf/infield mix infields again with careful attention not to push infield mix onto turf. ■ Inspect and remove any excess infield mix on all turf edges utilizing Power broom. ■ Replace all bases; making sure base sits level and flush against the surface on all sides. ■ Using high-pressure water nozzle and hose, water entire infield mix area to a minimum depth of Y< -inch. Notify your staff immediately upon detection of any potential hazardous conditions. 2 0 32400 PASEO AOELANTO SAN JUAN CAPRSTRANO, CA 92$75 (9A9) 4931171 (949) 493.1953 FAx ivww,sennf uanceptstrmro.org 0 NOTIFICATION OF MEETING OF POTENTIAL INTEREST OF THE SAN JUAN CAPISTRANO CITY COUNCIL SAMALLEWO LAURA FREESE TeAA" W. MRSAA MANN NIELU N DR.. LON AES USO The City Council of San Juan Capistrano will meet at 6:30 p.m. on Tuesday, May 18, 2010, in the City Council Chamber in City Hall, to consider: "Consideration of Agreement for Infield Maintenance (Professional Sports Field Maintenance, Inc.)" — Item No. D5. If you have specific thoughts or concerns regarding this item, you are encouraged to participate in this decision making process. You can communicate with the City Council through correspondence addressed to the Council and/or by attending the meeting and speaking to the Council during the public meeting. Correspondence related to this item must be received at the City Clerk's office by 5:00 p.m. on Monday, May 17, 2010, to allow time for the Council to consider its content. If you would like to speak at the meeting, please complete a yellow "Request to Speak" form found inside the entrance to the Council Chamber. This form is turned in at the staff table, just in front of the Council dais. You will be called to speak by the Mayor when the item is considered. You have received this notice at the request of the City staff member Jill Thomas, Senior Management Analyst. You may contact that staff member at (949) 443-6362 with any questions. The agenda, including agenda reports, is available to you on our web site: www.sanivancapistrano.org. If you would like to subscribe to receive a notice when agendas are posted to the web site, please make that request by sending an e-mail to: cityclerk(a)sani ua n capistra no. org. Maria Morris, CMC City Clerk cc: Professional Sports Field Maintenance, Inc.; Merchants Landscaping Services, Inc.; Ed Stewart & Associates, Inc.; Spectrum Landcare; Elite Infields Senn Juan Capistrano: Preserving the Past to Enhance the Future Today's Date: ab[DI I n • • Transmittal Routing r — (Check All That Apply) City Attorney City Manager ❑ City Clerk CONTRACT TRANSMITTAL CIP No. (if any): 1-�/p' Project Manager's Last Name: --f-haMC�s Phone Extension: Council or CRA Meeting Date (if applicable):rj/ APPROVING AUTHORITY: (Check One) Mayor CRA Chair City Manager Cd (P2 Provide (1) executed original contract for each signing party, including the City. If the agreement is to be recorded — only (1) original will be recorded with certified copies going to other parties. Please provide the mailing address of any party to receive an agreement — unless the mailing address is included within the body of the agreement: (Not necessary if information is included in the contract) Names Street City St I Zi OTHER INSTRUCTIONS: y- • 32400 PASEO ADELANTO SAN JUAN CAPISTRANO, CA 92675 (949) 4931171 (949) 4931053 P'Ax www.sanjuancapistrano.org TRANSMITTAL TO Don Bordelon, President 23 Emerald Glen Laguna Niguel, CA 92677 DATE: June 3, 2010 Jsee • /� IIRINIIIII • muuml � 1961 1776 FROM: Christy Jakl, Deputy City Clerk (949) 443-6310 MEMBERS OF THE CRY COUNCIL SAM ALLEVATO LAURA FREESE THOMAS W. HRISAR MARK NIELSEN DR. LONDRES USO RE: Personal Services Agreement — Infield Maintenance Services Thank you for providing documentation confirming compliance with the terms of the agreement related to insurance. Keep in mind this documentation must remain current with our office during the term of this agreement. Please be aware, our office still needs to receive an E -verify certificate as outlined in your contract under Section 9. If you have questions related to insurance and E -verify requirements, please call me at (949) 443-6310. Hand written forms do not fulfill this requirement. If you have questions concerning the agreement, please contact Jill Thomas, Senior Management Analyst at (949) 443-6362. Cc: Jill Thomas, Senior Management Analyst San Juan Capistrano: Preserving the Past to Enhance the Future Printed on 100% recyded paper