Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  21-000402

 

MEETING DATE:

06/22/21

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

2, 3, 4

SUBMITTING Agency/Department:

OC Waste & Recycling   (Approved)

Department contact person(s):

Tom Koutroulis (714) 834-4122 

 

 

Jorge Hernandez (714) 986-2391

 

 

Subject:  Renew and Amend Contract for Native Habitat Management and Landscape Maintenance

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: N/A

Current Year Cost: N/A

Annual Cost: FY 2021-22 $904,000.
FY 2022-23 $96,000.

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: No

    Current Fiscal Year Revenue: N/A

  Funding Source: Fund 299: 100%

County Audit in last 3 years: No

 

 

    Prior Board Action: 01/26/2021 #20, 06/02/2020 #45, 05/21/2019 #62, 07/11/2017 #31

 

RECOMMENDED ACTION(S):

 

Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Five to renew and amend Contract with Helix Environmental Construction Group, Inc. for native plant habitat management and landscape maintenance services at Central and North Region Landfills for the fifth-year term, effective July 15, 2021, through July 14, 2022, in an amount not to exceed $1,000,000, for a revised cumulative Contract total not to exceed $4,200,000, with unused funds to be carried over from year to year, not to exceed the revised cumulative Contract total.

 

 

 

SUMMARY:

 

Authorization to execute Amendment Number Five to Contract with Helix Environmental Construction Group, Inc. to provide native plant habitat management and landscape maintenance services will support continued landfill operations and compliance with state and federal regulations at Central and North Region Landfills.

 

 

BACKGROUND INFORMATION:

 

OC Waste & Recycling (OCWR) is responsible for managing the County’s solid waste disposal system including Central and North Region Landfills. Central Region Landfills consist of the active Frank R. Bowerman (FRB) Landfill and five closed solid waste disposal sites. The FRB Landfill was opened in 1990 to meet the solid waste disposal needs of the central portion of Orange County. North Region Landfills consist of the active Olinda Alpha Landfill (Olinda) and 10 closed solid waste disposal sites. Olinda was opened in 1960 to meet the solid waste disposal needs of the northern portion of Orange County.

 

Board of Supervisors (Board) actions and OCWR Amendment actions for the current Native Habitat Management and Landscape Maintenance Contract include:

 

Board Approved

Contract / Amendment

Comments

July 11, 2017

Contract

Approved Contract MA-299-17011739 (Contract) with Helix Environmental Construction Group, Inc. (Helix) to provide native plant habitat management and landscape maintenance services (Services) at Central and North Region Landfills for a three-year term, effective July 15, 2017, through July 14, 2020, in an amount not to exceed $1.2 million, renewable for two additional one-year terms in an amount not to exceed $400,000 per year.

May 21, 2019

Amendment One

Approved Amendment Number One to increase the monetary limit in the amount of $600,000 during the first three-year term of the Contract, resulting in a revised Contract total not to exceed $1.8 million. This amendment allowed for expanded native plant habitat management and landscape maintenance services at Olinda and Santiago Oaks Regional Park.  The expanded services covered increased Contract usage due to the early termination of a separate Landscape Maintenance Services contract with another provider in September 2018.

June 2, 2020

Amendment Three

Approved Amendment Number Three to amend Additional Term and Condition Number One, titled Term, and renew the Contract for one year in an amount not to exceed $900,000, for a cumulative Contract total not to exceed $2.7 million.

January 26, 2021

Amendment Four

Approved Amendment Number Four to increase the Contract in the amount of $500,000, for a revised cumulative Contract total not to exceed $3.2 million, in order to repair the damages sustained at FRB and to resolve unanticipated or unknown regulatory issues caused by the Silverado Fire.

OCWR Executed

Amendment Number

Comments

August 13, 2019

Amendment Two

Amendment Number Two was executed to add the Restoration Supervisor II classification at $105 per hour with no change to the Contract monetary limit in order to accommodate the promotion of a valued Helix employee assigned to perform services under this Contract.

 

 

 

Approval of Amendment Number Five will renew the Contract for the fifth and final year, effective July 15, 2021, through July 14, 2022, in an amount not to exceed $1 million, for a revised cumulative Contract total not to exceed $4.2 million. The original one-year renewal terms were in an amount of $400,000 per year; however, the renewal amounts did not account for the expanded Services resulting from adding North Region and Santiago Oaks Regional Park to the Contract per Amendment Number One. The $1 million renewal amount now accounts for these additions. Approving the renewal of this Contract will provide continuous Services, which include maintaining mitigation areas over 120 acres in size consisting of several habitat types, and tasks maintaining irrigation, hand watering, maintaining sensitive and endangered plants, removal of invasive species, permitted removal of native vegetation, installation of erosion control measures and preparing performance monitoring reports and supportive documentation. Prior to Contract expiration, OCWR will issue a solicitation to continue services.

 

Helix is an experienced habitat mitigation contractor with expertise in weed identification and native plant restoration and has the expertise to properly transform the vegetative slopes from high maintenance weedy vegetation to a low maintenance, self-sustaining native habitat. OCWR does not have staff with the expertise to provide landscape maintenance services for native plant habitat management.

 

The Contractor’s performance has been confirmed as at least 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 was previously determined to be Categorically Exempt from CEQA pursuant to Section 15301 (Class 1), Section 15304 (Class 4), Section 15307 (Class 7) and Section 15308 (Class 8) of the CEQA Guidelines on July 11, 2017, when it was originally approved. CEQA Guidelines Sections 15301, 15304, 15307 and 15308 provide for the exemption of this contract amendment which will allow for native plant habitat management and landscape maintenance services at Central and North Region Landfills because Class 1 (Existing Facilities) consists of the operation, repair, maintenance, permitting, leasing, licensing or minor alteration of existing public or private structures, facilities, mechanical equipment or topographic features, involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination; Class 4 (Minor Alterations to Land) involves minor alterations to land; Class 7 (Actions by Regulatory Agencies for Protection of Natural Resources) consists of actions taken by a public agency for the protection of natural resources; and Class 8 (Actions by Regulatory Agencies for Protection of the Environment) consists of actions taken by a public agency for the protection of the environment.

 

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this Contract are included in the FY 2021-22 Recommended Budget for OC Waste & Recycling Enterprise, Fund 299, and will be included in the budgeting process for future years.

 

The Contract includes a provision stating the Contract is subject to and contingent upon applicable budgetary appropriations being 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 - Contract MA-299-17011739 Redline Helix Environmental Construction Group, Inc.
Attachment B - Contract MA-299-17011739 Amendment Number Five Helix Environmental Construction Group, Inc.
Attachment C - Contract Summary Form