AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 19-000942
MEETING DATE:	09/24/19
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	1, 3, 5
SUBMITTING Agency/Department:	OC Community Resources (Approved)
Department contact person(s):	Dylan Wright (714) 480-2788
	Stacy Blackwood (949) 923-3743

Subject: Amend and Renew Contract for Landscaping Services at Six County Parks

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $1,393,333

Annual Cost: FY 2020-21 $696,667

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: OC Parks Fund 405: 100%	County Audit in last 3 years: No

Prior Board Action: 9/25/2018 #24, 9/27/2016 #29

RECOMMENDED ACTION(S):

Approve and authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Three to the contract with Brightview Landscape Services Inc for landscape maintenance services at Haster Basin Recreation Park and Irvine, Laguna Niguel, Mason, Mile Square and Yorba regional parks to increase the contract not-to-exceed amount by $190,000, for a new amount not to exceed $2,090,000, revise Attachment B (Payment, Compensation and Invoicing) to increase line item fees, revise County General Terms and Conditions, Section S. to align with County standards and renew the contract from November 1, 2019, through October 31, 2020, for a four-year revised cumulative contract total amount not to exceed $7,790,000.

SUMMARY:

Authorization to amend and renew the contract with Brightview Landscape Services Inc will support the provision of landscape maintenance services at the following County parks: Haster Basin, Irvine, Laguna Niguel, Mason, Mile Square and Yorba.

BACKGROUND INFORMATION:

OC Community Resources/OC Parks (OC Parks) utilizes the services of private contractors to perform necessary landscape maintenance services at County parks. The services include turf mowing; turf edging; turf aeration; irrigation system maintenance and repair; 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 September 27, 2016, after a competitive process, the Board of Supervisors (Board) approved contract MA-012-17010285 with Brightview Landscape Services Inc (Brightview Landscaping) for landscaping services at Haster Basin Recreation Park and Irvine, Laguna Niguel, Mason, Mile Square and Yorba regional parks in an amount not to exceed $3,800,000 (or $1,900,000 annually) for a two-year term effective November 1, 2016, to October 31, 2018, renewable for three one-year periods. Amendment Number One to the contract was administratively issued on November 6, 2017, to correct a contractor error in Attachment B (Payment, Compensation and Invoicing), resulting in no change to the contract not-to-exceed amount.

Amendment Number Two to the contract was approved by the Board on September 25, 2018, to renew the contract through October 31, 2019, for the first of three available one-year renewals, in an amount not to exceed $1,900,000.

During the term of the contract, Brightview Landscaping provided the following services:

Brightview Landscaping Consolidated Contract Services	11/1/2016 – 10/31/2017	11/1/2017 – 10/31/18	11/1/2018-7/23/19 (Partial year)
Mowing (Acreage)	19,722	19,732	13,507
Edging (Linear feet)	8,089,652	8,830,644	5,518,552
Irrigation (Number of checks)	2,190	2,375	2,003

Amendment Number Three has been prepared to increase the contract not-to-exceed limit by 10 percent, for a new not-to-exceed annual amount of $2,090,000, and renew the contract through October 31, 2020, for the second of three available one-year renewals, which requires Board approval per Section 3.3-112 of the County Contract Policy Manual (CPM). The proposed increase to the not-to-exceed contract amount reflects additional costs for mechanical and organic weed abatement due to elimination of certain synthetic herbicides in areas normally accessed by the public at the direction of OC Parks and increases in labor costs, including minimum wage. This not-to-exceed limit also includes approximately $418,000 for extra work services for unforeseen circumstances or discretionary work, such as dethatching the turf. Amendment Number Three also revises the language in County General Terms and Conditions, section S. (Change of Ownership) to reflect current County standard language.

Brightview Landscaping’s performance has been confirmed as satisfactory and OC Community Resources 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 currently include subcontractors or pass through to other providers. See Attachment D for the Contract Summary Form.

Compliance with CEQA: The proposed project was previously determined to be Categorically Exempt from the California Environmental Quality Act pursuant to Section 15301 (Class 1) of the CEQA Guidelines because provides for the exemption of a contract agreement for the maintenance of existing County facilities on September 27, 2016, when it was originally approved.

FINANCIAL IMPACT:

Appropriations for this contract are included in the FY 2019-20 Budget and will be included in the budgeting process for future fiscal years.

This contract contains language allowing OC Community Resources to terminate or modify the contract without penalty in the event that funding is reduced and/or not available.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Amendment Number Three to Contract Number MA-012-17010285
Attachment B - MA-012-17010285 Contract
Attachment C - Contract Redline
Attachment D - Contract Summary Form