Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  21-000591

 

MEETING DATE:

08/24/21

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

4

SUBMITTING Agency/Department:

OC Community Resources   (Approved)

Department contact person(s):

Dylan Wright (714) 480-2788 

 

 

Stacy Blackwood (949) 923-3743

 

 

Subject:  Renew Contract for Landscape Maintenance and Management Services at North County

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $823,567

Annual Cost: FY 2022-23 $308,052

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: No

    Current Fiscal Year Revenue: N/A

  Funding Source: Fund 405: 100%

County Audit in last 3 years: No

 

 

    Prior Board Action: 04/21/2020 #5, 08/22/2017 #37

 

RECOMMENDED ACTION(S):

 

Approve and authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Two to the contract with Merchants Landscape Services Inc. for Landscape Maintenance and Management Services, to renew the contract, effective October 8, 2021, through October 7, 2022, in an amount not to exceed $1,131,619, for a revised cumulative contract amount not to exceed $5,658,095.

 

 

 

 

SUMMARY:

 

Approval to renew the contract with Merchants Landscape Services Inc. will support the provision of landscape maintenance and management services at the following North County parks: Clark, Craig, Tri-City, Carbon Canyon regional parks and Clark sports park complex.

 

 

BACKGROUND INFORMATION:

 

OC Community Resources/OC Parks (OCCR/OC Parks) utilizes the services of private contractors to perform necessary Landscape Maintenance Services (Services) at County parks. The Services include turf mowing, edging and aeration, shrub trimming, removal of debris and dead vegetation, irrigation system maintenance and repair, hardscape maintenance and trash collection. After an evaluation of internal resources, it was determined that it would be more cost effective to utilize a contractor for these services.

 

On August 22, 2017, after a competitive bidding process, the Board of Supervisors (Board) approved Contract MA-012-18010020 (Contract) with Merchants Landscape Services Inc. (Contractor) for Services at Clark, Craig, Tri-City, Carbon Canyon regional parks and Clark sports park complex effective October 8, 2017, through October 7, 2020, in an amount not to exceed $1,131,619 annually with the option to renew for two additional one-year terms.

 

Amendment Number One to the Contract was approved administratively on August 19, 2020, pursuant to the April 21, 2020, Board Resolution No. 20-031 regarding Procurement activities during COVID-19 to renew the Contract for its fourth term through October 7, 2021, with no change to the Contractor’s not to exceed amount of $1,131,619 annually.

 

OCCR/OC Parks is recommending Board approval of proposed Amendment Number Two (Amendment) to the Contract, which has been prepared to exercise the option to renew the Contract for its final term effective October 8, 2021, through October 7, 2022, with no change to the Contractor’s not to exceed amount of $1,131,619 annually. The not to exceed amount includes approximately $85,000 per year for extra work services for unforeseen circumstances, such as weather or damage or discretionary work, such as dethatching the turf. No change in the contract terms, conditions or scope of work have been requested by the Contractor.

 

The Contractor is a qualified Orange County firm with 22 years of experience related to the Services under the Contract. The Contract does not currently include subcontractors or pass through to other providers. See Attachment C for the Contract Summary Form. The Contractor’s performance has been confirmed as satisfactory. OCCR/OC Parks has verified there are no concerns that must be addressed with respect to Contractor’s ownership/name, litigation status or conflicts with County interests. Orange County Preference Policy is not applicable since this is a contract renewal. Prior to Contract expiration, OCCR/OC Parks plans to issue a solicitation to continue Services.

 

Compliance with CEQA: The proposed project was previously determined to be Categorically Exempt from CEQA pursuant to Sections 15301 (Class 1) and 15304 (Class 4) of the CEQA Guidelines, on August 22, 2017, when it was originally approved. CEQA Guidelines Section 15301 and 15304 provides for the exemption of a contract agreement for landscape maintenance services of existing public facilities with negligible or no expansion of existing use and minor alterations in the condition of land, which do not involve removal of healthy, mature or scenic trees.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this Contract are included in Fund 405 FY 2021-22 Budget and will be included in the budgeting process for future years.

 

The proposed 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 immediately terminated without penalty to the County.

 

 

STAFFING IMPACT:

 

N/A

 

ATTACHMENT(S):

 

Attachment A – Amendment Number Two to Contract MA-012-18010020
Attachment B – Contract MA-012-18010020 Redline
Attachment C – Contract Summary Form