Agenda Item AGENDA STAFF REPORT ASR Control 21-000853
MEETING DATE:	12/07/21
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	OC Public Works (Approved)
Department contact person(s):	James Treadaway (714) 667-9700
	Dylan Wright (714) 480-2788

Subject: Approve Contracts for On-Call Land Planning 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: See Financial Impact Section

Annual Cost: See Financial Impact Section

Staffing Impact:

No

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section

County Audit in last 3 years: No

Prior Board Action: N/A

RECOMMENDED ACTION(S):

Authorize the Director of OC Public Works or designee to execute contracts for On-Call Land Planning Services effective January 7, 2022, through January 6, 2025, in an amount not to exceed $800,000 for each contract, for a cumulative total amount not to exceed $2,400,000, with the option to renew for two additional years upon Board of Supervisors approval, with the following:
	a.	PlaceWorks, Inc.
	b.	SWA Group
	c.	EPTDESIGN, Inc.

SUMMARY:

Approval of contracts for On-Call Land Planning Services contracts will provide County of Orange agencies timely access to specialized services necessary to perform as-needed land use planning services.

BACKGROUND INFORMATION:

OC Community Resources/OC Parks (OC Parks) manages and operates a diverse system of facilities, including regional parks, wilderness parks, open space preserves, beaches, harbors, regional trails and historic sites. On-Call Land Planning Services (Services) are used to assist OC Parks in visioning and planning for park facilities. Services include land use planning, urban design, site analysis and design, architecture, landscape design, grant application, entitlement services, graphic design capabilities and other related planning services as required. Upcoming projects that will require Services include development of master plans for Capistrano Beach, Irvine Ranch Open Space, Whiting Ranch Wilderness Park, O’Neill Regional Park and The Cooper Center.

Many of the projects are time sensitive due to safety concerns or requirements for some facilities to have updated master plans. To continue efficient operation and management of County of Orange (County) facilities, it is necessary to retain Services to supplement staff and provide specialized expertise. The award of contracts expedites the process to obtain and utilize those needed Services.

On July 8, 2021, OC Public Works issued a Request for Qualifications (RFQ) to establish a Qualified Vendor List (QVL) for the Services. The RFQ was advertised through August 4, 2021, on the County online bidding system. Six Statements of Qualifications were received and all were deemed responsive.

On September 7, 2021, the evaluation panel completed the written evaluation process and provided recommendations. A summary of the most qualified contractors providing Services is attached as a part of the Memorandum of Recommendation (Attachment E).

OC Public Works is procuring these Services under the 2020 Design and Construction Policy Manual, Section 3.3-102(1). The Orange County Preference Policy is not applicable to this contract award.

OC Public Works is recommending Board of Supervisors (Board) approval of contracts for Services, effective January 7, 2022, through January 6, 2025, in an amount not to exceed $800,000 each, for a cumulative total amount not to exceed $2.4 million with the option to renew for two additional years upon Board approval with the following contractors:

Contractors	Contracts
PlaceWorks, Inc.	Contract MA-012-22010511
SWA Group	Contract MA-012-22010513
EPTDESIGN, Inc.	Contract MA-012-22010514

The contractors' respective license numbers were verified as current and active through the California Contractors State License Board database on August 5, 2021. Copies of the verifications are on file.

OC Public Works has conducted due diligence on the contractors. Reference checks were satisfactory and completed with the following entities regarding similar services:

Contractors	Reference	Reference	Reference
PlaceWorks, Inc.	City of Alameda	Western Riverside Council of Governments	San Bernardino County
SWA Group	City of Garden Grove	City of Whittier	City of Fontana
EPTDESIGN, Inc.	Orange County Parks Foundation	Los Angeles County	City of Laguna Beach

The contract with EPTDESIGN, Inc. includes a subcontractor. The contracts with PlaceWorks, Inc. and SWA Group, due to the nature of the Services, could require the addition of subcontractors. In order to add subcontractors to the contracts, the contractors must seek express consent from OC Public Works. Should the addition of a subcontractor affect the scope of work and/or contract amounts, OC Public Works will bring the item back to the Board for approval. See Attachment D for information regarding subcontractors and the Contract Summary Forms.

Compliance with CEQA: This action is not a project within the meaning of CEQA Guidelines Section 15378 and is therefore not subject to CEQA, since it does not have the potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. The approval of this agenda item does not commit the County to a definite course of action in regard to a project since it is for the approval of contracts for Services, such as creating master plan documents. This proposed activity is therefore not subject to CEQA. Any individual, specific work authorized pursuant to these contracts will be reviewed for compliance with CEQA.

FINANCIAL IMPACT:

Appropriations for the contracts are included in FY 2021-22 Budget for OC Parks, Funds 405 and 406, and will be included in the budgeting process for future years. Based on the on-call nature of these contracts, the percentage breakdown among these funding sources has yet to be determined and will vary each year. For the three-year term of January 7, 2022, through January 6, 2025, each contract has a not to exceed amount of $800,000 for a cumulative total amount not to exceed $2.4 million.

As part of consolidating the administration of various internal Architect-Engineer programs and contracts under OC Public Works, the QVL has been established to allow for Countywide utilization. Each department will utilize its internal budgeting process to encumber the amount needed based on their respective projects and ensure sufficient appropriations are available in the current budget and for future years.

The proposed contracts include a provision stating the contracts are subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of these contracts. If such appropriations are not approved, these contracts may be immediately terminated without penalty to the County.

STAFFING IMPACT:

N/A

REVIEWING AGENCIES:

OC Community Resources/OC Parks

ATTACHMENT(S):

Attachment A - Contract MA-012-22010511 with PlaceWorks, Inc.
Attachment B - Contract MA-012-22010513 with SWA Group
Attachment C - Contract MA-012-22010514 with EPTDESIGN, Inc.
Attachment D - Contract Summary Forms
Attachment E - Memorandum of Recommendation
Attachment F - Summary of Evaluator Scoring