Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  24-000583

 

MEETING DATE:

08/13/24

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

3, 4, 5

SUBMITTING Agency/Department:

OC Waste & Recycling   (Approved)

Department contact person(s):

Tom Koutroulis (714) 834-4122 

 

 

David Tieu (949) 551-7102

 

 

Subject:  Amend Contract for Street Sweeping Services

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost:   $215,000

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:            

Sole Source:   N/A

    Current Fiscal Year Revenue: N/A

   Funding Source:     Fund 299: 100%

County Audit in last 3 years: No

   Levine Act Review Completed: Yes

 

    Prior Board Action:         N/A

 

RECOMMENDED ACTION(S):

 

 

1.

Authorize the County Procurement Officer or Deputized designee to execute Amendment Number Two with SCA of CA, LLC, for street sweeping services, to increase the subordinate contract by $215,000, effective April 16, 2024, through April 14, 2025, for a revised cumulative contract total not to exceed $425,000.

 

2.

Authorize the County Procurement Officer or Deputized designee to make ministerial or non-material changes to the contract.

 

 

 

 

 

SUMMARY:

 

Approval of Amendment Number Two to the subordinate contract with SCA of CA, LLC will allow for continuous street sweeping services for OC Waste & Recycling’s landfills that will support continued Countywide landfill operations and compliance with local, state and federal regulatory requirements.

 

 

 

 

BACKGROUND INFORMATION:

 

OC Waste & Recycling (OCWR) is responsible for managing the County’s solid waste disposal system. The system consists of three active regional landfill operations, three composting processing facilities, 20 closed solid waste disposal sites and four household hazardous waste collection centers.

 

OCWR anticipates the need for increased street sweeping services for dust mitigation due to several upcoming and ongoing construction projects and increased services necessary to maintain landfill exterior and interior roads.

 

Regional Cooperative Agreement RCA-017-23010040 (RCA), with SCA of CA LLC, for street sweeping services, was established through a competitive bid by the County Procurement Office (CPO) for a five-year term, effective April 15, 2023, through April 14, 2028. Per the 2021 Contract Policy Manual (CPM), Section 1.1.1 requires Deputy Purchasing Agents to use Regional Cooperative Agreements. With an expiring contract and a need to continue street sweeping services at the landfills, OCWR issued subordinate contract MA-299-23011470 (Subordinate Contract) off the RCA, effective July 18, 2023, through April 15, 2024, in an amount not to exceed $100,000. Due to the dollar amount not exceeding the monetary threshold requiring Board of Supervisors’ (Board) approval per the 2021 CPM, the Subordinate Contract did not go to the Board for approval. The Subordinate Contract was written with an option to renew annually for the life of the RCA.

 

OCWR issued Amendment Number One in April 2024 to renew the Subordinate Contract, effective April 16, 2024, through April 14, 2025, making the Subordinate Contract coterminous with the RCA, in an amount not to exceed $110,000. This renewal amount was below the monetary threshold requiring Board approval. Shortly after the Subordinate Contract was renewed by Amendment Number One, OCWR identified additional need to add more funds to the renewal contract amount as usage of street sweeping services is anticipated to significantly increase due to several upcoming and ongoing construction projects and increased services necessary to maintain landfill exterior and interior roads. 

 

Approval of Amendment Number Two to increase the Subordinate Contract by $215,000, for a revised cumulative contract total not to exceed $425,000 to allow for continuous street sweeping services for OCWR landfills that will support continued Countywide landfill operations and compliance with local, state and federal regulatory requirements.    

 

The Orange County Preference Policy is not applicable to this contract amendment, but was incorporated into the original solicitation by CPO, with no qualifying bidders.

 

The contractor’s performance has been confirmed as satisfactory. OCWR has verified there are no concerns that must be addressed with respect to contractor's ownership/name, litigation status or conflicts with County interests.

 

This contract does not include subcontractors or pass-through to other providers. See Attachment C for the Contract Summary Form.

 

Compliance with CEQA: The proposed project is Categorically Exempt (Class 1) from the provisions of CEQA pursuant to Section 15301, because it entails maintenance activities at existing facilities to allow for continuous street sweeping services for dust mitigation to further environmental compliance.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this Subordinate Contract are included in the FY 2024-25 Budget for OC Waste & Recycling Enterprise Fund, Fund 299.

 

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

 

 

 

 

STAFFING IMPACT:

 

N/A

 

ATTACHMENT(S):

 

Attachment A - Redline Contract MA-299-23011470 – SCA of CA, LLC
Attachment B - Contract MA-299-23011470 - SCA of CA, LLC Amendment Two
Attachment C - Contract MA-299-23011470 – Contract Summary