Agenda Item AGENDA STAFF REPORT ASR Control 25-000352
MEETING DATE:	05/20/25
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	OC Community Resources (Approved)
Department contact person(s):	Dylan Wright (714) 480-2788
	Joanne Veedor (714) 480-2875

Subject: Approve Amendment to Subordinate Contract for Landscape Maintenance Services

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

3 Votes Board Majority

Budgeted: N/A

Current Year Cost: N/A

Annual Cost: FY 2025-26 $367,780

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: N/A

RECOMMENDED ACTION(S):

Find that the project is categorically exempt from the California Environmental Quality Act (CEQA), Class 1 (Existing Facilities) and Class 4 (Minor Alterations to Land) pursuant to CEQA Guidelines Section 15301 and 15304.

Authorize the County Procurement Officer or Deputized designee to execute Amendment No. 3 to Subordinate Contract with Emilio R. Tapia, dba Quality Landscape Management to amend the Contract for landscape maintenance services in an amount not to exceed $367,780, effective July 1, 2025, through June 30, 2026, for a revised cumulative contract total amount not to exceed $781,347, effective January 1, 2024, through June 30, 2026.

SUMMARY:

Approval of the amendment to the Subordinate Contract with Emilio R. Tapia, dba Quality Landscape Management will allow for continued landscape maintenance services at OC Community Resources’ various OC Animal Care and OC Public Libraries facilities.

BACKGROUND INFORMATION:

OC Community Resources/OC Animal Care (OCCR/OCAC) and OC Community Resources/OC Public Libraries (OCCR/OCPL) utilize the services of private contractors to perform monthly landscape maintenance services at various facilities. The services include turf mowing, edging and aeration, shrub trimming, removal of debris and dead vegetation, irrigation system maintenance, hardscape maintenance trash collection and extra work as needed. An analysis was completed to determine the contracts provide the County with persons specially trained, experienced, expert and competent to perform the special services in accordance with the law.

On February 24, 2021, an Invitation for Bids process was conducted by OC Public Works (OCPW) through BidSync to award a contract to the lowest responsible bidder. On June 4, 2021, OC Public Works awarded Master Contract Number MA-080-21011685 to Emilio R. Tapia, dba Quality Landscape Management (Contractor) for landscape maintenance services (Services) at various County owned facilities effective July 1, 2021, through June 30, 2026, in an annual amount not to exceed $112,860, for a total cumulative amount not to exceed $683,300. Board of Supervisors (Board) approval was not required due to the Contract amount being under the monetary threshold per County of Orange Contract Policy Manual Section 3.3 – 102.

Subsequent Board action related to this contractor includes the following:

Board Date	Contract Amendment	Term	Maximum Obligation	Action
N/A	Subordinate Contract No. MA-012-24010741	1/1/2024 – 6/30/2026	$358,350	Administratively approved for Services at OCCR/OCAC.
N/A	Amendment No. 1	1/1/2024 – 6/30/2026	$372,684	Administratively approved increase for $14,334 for one-time Services at OCCR/OCPL Los Alamitos facility.
N/A	Amendment No. 2	1/1/2024 – 6/30/2026	$413,567	Administratively approved increase for $40,883 to add Services for OCCR/OCPL facilities.

OCCR is requesting Board approval of Amendment No. 3 (Contract) to Subordinate Contract with Emilio R. Tapia, dba Quality Landscape Management to amend the Contract for Services at OCCR/OCAC and OCCR/OCPL facilities in an amount not to exceed $367,780, effective July 1, 2025, through June 30, 2026, for a revised cumulative total amount not to exceed $781,347, effective January 1, 2024, through June 30, 2026. Pending renewal of OCPW’s Master Contract, OCCR plans to return to the Board for approval to renew the Contract for Services prior to the Contract’s expiration.

The Contract will enable OCCR to continue Services at OCCR/OCAC and OCCR/OCPL facilities in Aliso Viejo, Dana Point, El Toro, Foothill Ranch, Laguna Niguel, Rancho Santa Margarita, OCCR/OCPL Headquarters, Westminster, Los Alamitos, Irvine/University Park Library and other OCCR/OCPL locations as needed.

The Contract does not include subcontractors or pass through to other providers. See Attachment B for Contract Summary Form. The Orange County Preference Policy is not applicable to this Contract. Contractor’s performance has been confirmed as satisfactory. OCCR has verified there are no concerns that must be addressed with respect to Contractor’s ownership/name, litigation status or conflicts with County interests.

Compliance with CEQA: The proposed project is Categorically Exempt (Class 1 and 4) from the provisions of CEQA pursuant to CEQA Guidelines Sections 15301 and 15304, because the exemptions provide for maintenance of existing public facilities with negligible or no expansion of existing use and minor public alterations in the condition of land or vegetation which do not involve removal of healthy, mature and scenic trees.

FINANCIAL IMPACT:

Funding Sources are as follows:

OC Public Libraries Fund 120: 61%

OC Animal Control Fund 100: 39%: 64.1% (Contract Cities Services), 31.4 % (User Fees), 4.5% (GF)

Appropriations for this Contract will be included in OCCR/OC Public Libraries Fund 120 FY 2025-26 budget and in Budget Control 024 FY2025-26 budget.

The costs of Services under the Subordinate Contract will be shared proportionally among the Programs as follows:

OCCR Program	Approximate Proportional Cost Share
OC Animal Care	39%
OC Public Libraries	61%

The Contract includes a provision stating the Contract is subject to, and contingent upon, applicable budgetary appropriations approved by the Board for each fiscal year during the term of this Contract. If such appropriations are not approved, this Contract may be terminated with 30 days’ notice without penalty to the County.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A – Amendment No. 3 to Subordinate Contract MA-012-24010741
Attachment B - Contract Summary Form