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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: March 18,2002
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Subject: RESOLUTION OF THE MAYOR
AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO RATIFYING THE
ISSUANCE OF A PURCHASE ORDER TO W.
WOOD AND ASSOCIATES IN AN AMOUNT
NOT TO EXCEED $27,000 FOR
COMPREHENSIVE IRRIGATION REPAIR
AND TURF MANAGEMENT AT THE CYSA
SOCCER FIELDS.
From: Lemuel P. Randolph, Director
Dept: Parks, Recreation and Community
Services Department
MICC Meeting Date: April 1 , 2002
Synopsis of Previous Council Action:
Closed Session Action on 2/19/02 - CYSA Soccer Foundation
Closed Session Action on 3/04/02 - CYSA Soccer Foundation
Recommended Motion:
1. Adopt Resolution
2. Authorize the Director of Finance to amend the FY 01-02 Adopted Budget and increase the
Parks Maintenance Expenditure budget in Account Number 001-382-5506 in the amount of
$27,000 and increase the Parks Materials and Supplies budget in Account Number 001-382-5111
in the amount of $48,000 and do a revenue budget increase in Account Number 001-000-4670 as
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I nature
Contact person: T "mll,,1 P R~nrl()lph
Supporting data attached: staff report & resolution
Phone: 384-5030
Ward: 6
FUNDING REQUIREMENTS:
Amount: $75,000
Source: Increase Expenditure Acet #001-382-5506
by $27,000 and Acct #001-382-5111 by $48,000, and
increase Revenue Acct #001-000-4670
(Acct. Description)
Finance:
Council Notes:
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Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino ratifYing the
issuance of a purchase order to W. Wood and Associates in an amount not to exceed $27,000 for
comprehensive irrigation repair and turf management at the CYSA Soccer Fields.
Background:
At the March 4, 2002, Council meeting, direction was given to staff to reaIlocate funds budgeted
to renovate the Soccer Complex parking lot to field maintenance of the Soccer Complex.
This action has become necessary due to significant issues with respect to maintenance of the
soccer fields. On November 29, 1996, the City of San Bernardino executed a 20-year lease with
CYSA - South San Bernardino Soccer Foundation for a fifty-acre soccer complex located at the
intersection of Arden Avenue and Pacific Avenue. There are 17 soccer fields within this
complex.
During the last 9 months, staff has documented the foIlowing maintenance deficiencies which
necessitate immediate corrective action: very poor turf conditions around the goal areas which
have not be adequately rotated resulting in the heavy use (and deterioration) of these turf areas;
very poor turf mowing which creates an extreme tripping hazard for soccer players; winter grass
was not planted, and only fields #1, 2, 3, & 4 were fertilized (these four fields were the only ones
that appeared safe for soccer use as of January 22, 2002); inoperable irrigation system; no
evidence of proper aeration and fertilization on fields 13-17; and thirty-one Carrotwood trees
died due to frost damage, and were not replaced.
Based on the need to immediately address the situation, W. Wood and Associates of San
Bernardino has been selected as the recommended vendor. W. Wood and Associates has
intimate knowledge of the maintenance requirements of this facility based on four years
experience in the delivery of comprehensive turf management services to the complex.
In order to assure a good and safe playing surface, W. Wood and Associates will provide the
foIlowing services for $5,000 per month, starting March 1,2002:
. Mow all fields at least once a week
. Edge all turf areas, as needed
. Trim all trees that are fifteen (15) feet talI and below, as needed
. Apply City-supplied fertilizer and weed control medium.
.
In addition to the $20,000 cost for maintenance from March I through June 30, W. Wood and
Associates will assess and repair all inoperable irrigation components, for an amount not to
exceed $7,000.
For an additional $21,000, the City will provide materials for repairs to Field 13 through 17. The
labor for stated repairs will be funded through the W. Wood and Associate contract. This would
include additional soil to smooth playing surface; seed and new growth fertilizer and weed
control.
The remaining $27,000 will cover any unforeseen repairs that may arise during the balance of
this fiscal year.
Financial Impact:
Based on the above direction, $75,000 of CDBG funds that were budgeted for the Soccer
Complex parking lot is being re-budgeted to pay for more of the new Los Padrinos consolidated
contract. For FY 2001-02, CDBG was paying $166,700 for the Los Padrinos contract, but now
will pay $241,700. The City was paying $299,000 for Los Padrinos in FY 01-02 and now will
be paying $224,000. The funds freed up in the General Fund that used to be going to the Los
Padrinos contract will now be used for the field maintenance and renovations at the Soccer field.
To accomplish the above changes, the following budget amendment is necessary: amend the FY
01-02 Adopted Budget and increase the Parks Maintenance Expenditure budget in Account
Number 001-382-5506 in the amount of $27,000 and increase the Parks Materials and Supplies
budget in Account Number 001-382-5111 in the amount of $48,000 and do a revenue budget
increase in Account Number 001-000-4670 in the amount of $75,000.
The $150,000 that was budgeted in Development Services for FY 01-02 for the Soccer Complex
parking lot will be carried over into FY 02-03 Soccer Complex needs.
Recommendation:
1. Adopt Resolution.
2. Authorize the Director of Finance to amend the FY 01-02 Adopted Budget and increase the
Parks Maintenance Expenditure budget in Account Number 001-382-5506 in the amount of
$27,000 and increase the Parks Materials and Supplies budget in Account Number 001-382-5111
in the amount of $48,000 and do a revenue budget increase in Account Number 001-000-4670 in
the amount of$75,000.
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~(Q:~V
RESOLUTIO~ NO. U
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO RATIFYING THE ISSUANCE OF A PURCHASE ORDER TO W. WOOD AND
ASSOCIATES IN AN AMOUNT NOT TO EXCEED $27,000 FOR COMPREHENSIVE
IRRIGATION REPAIR AND TURF MANAGEMENT OF THE CYSA SOCCER FIELDS.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor and Common Council of the City of San Bernardino hereby
ratify the issuance of a purchase order to W. Wood and Associates in an amount not to exceed
$27,000 for comprehensive irrigation repair and turf management at the CYSA Soccer Fields.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO RATIFYING THE ISSUANCE OF A PURCHASE ORDER TO W. WOOD AND
ASSOCIATES IN AN AMOUNT NOT TO EXCEED 527,000 FOR COMPREHENSIVE
IRRIGATION REPAIR AND TURF MANAGEMENT OF THE CYSA SOCCER FIELDS.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
meeting thereof, held
on the day of
, 2002, by the following vote, to wit:
Council Members:
NAYS
ABSTAIN ABSENT
AYES
ESTRADA
LIEN
MCGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
Kachel u. Clark, CIty Clerk
The foregoing resolution is hereby approved this
day of
2002.
Judith Valles, Mayor
City of San Bernardino
Approved as to
form and legal content:
JAMES F. PENMAN,
City Attorney
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): ~-\ -o'J- Item #
Vote: Ayes 1- 'I Nays.e--
Change to motion to amend original documents:
lC, Resolution # dro+ - \D \
Abstain -er Absent -f?
Reso. # On Attachments: - Contract term: -
Note on Resolution of Attachment stored separately:-==-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY By:
NulVVoid After:
Date Sent to May!rf _+ ?r6>
Date of Mayor's Signature: -4--4 -6?-
Date of ClerklCDC Signature: 4 --4 -6 ;)..
Reso. Log Updated:
Seal Impressed:
,/
v
Date Memo/Letter Sent for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
ee Attached:
See Attached:
Date Returned:
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Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes ,/ No By
Yes NO--;L- By
Yes No L- By
Yes No JI' By
Yes Nol By
Copies Distribut7:
City Attorney
Parks & Rec. ,/
Code Compliance
Dev. Services
EDA
Finance
,/
MIS
Police
Public Services
Water
Others:
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: -'11L-
Date: .{.-)(-(),)-
Revised 01/12/01