AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 19-000945
MEETING DATE:	09/24/19
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	OC Community Resources (Approved)
Department contact person(s):	Dylan Wright (714) 480-2788
	Stacy Blackwood (949) 923-3743

Subject: Renew OC Parks Reservation and Point of Sale System Contract

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $73,000

Annual Cost: FY 2020-21 $73,000

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 #9, 9/26/2017 #9, 10/6/2015 #11

RECOMMENDED ACTION(S):

Approve and authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Four to revise County General Terms and Conditions, section S to align with County standards and renew the contract with US eDirect Inc. for reservation and point of sale system services in an amount not to exceed $146,000 ($96,000 for the annual services payment and $50,000 for as-needed additional services) for the period of November 1, 2019, through October 31, 2020, for a new cumulative total amount not to exceed $720,000.

SUMMARY:

Approval of Amendment Number Four with US eDirect Inc. will provide OC Community Resources/OC Parks with a web-based point of sale system and will provide online services to reserve campsites, group picnic areas and other rental facilities, register for OC Parks programs and purchase and renew annual parking passes.

BACKGROUND INFORMATION:

OC Community Resources/OC Parks (OC Parks) utilizes a private contractor to provide and manage the reservation system for the facilities it operates, including nine turf parks with group picnic areas and two parks with camping opportunities, consisting of approximately 190 tent and recreational vehicle campsites, day use areas and equestrian camping. A private contractor is also utilized for the point-of-sale system that supports acceptance of cash, checks as well as credit and debit cards as forms of payment related to these reservations and other fee transactions.

On October 6, 2015, after a competitive procurement process, the Board of Supervisors (Board) approved a contract with US eDirect Inc. for these services beginning November 1, 2015, to October 31, 2016, with the option to renew for four additional one-year periods. This contract involves provision of equipment and services not otherwise existing in OC Parks. Costs under the approved contract are as follows:

Initial implementation (one-time payment)	$40,000
Year 1 (11/1/2015 – 10/31/2016)	$70,000, quarterly payment of $17,500
Year 2 (11/1/2016 – 10/31/2017)	$84,000, quarterly payment of $21,000
Year 3 (11/1/2017 – 10/31/2018)	$88,000, quarterly payment of $22,000
Year 4 (11/1/2018 – 10/31/2019)	$92,000, quarterly payment of $23,000
Year 5 (11/1/2019 – 10/31/2020)	$96,000, quarterly payment of $24,000
Additional Services (to include training, customizations, additional reporting, as needed).	$50,000 annually

Rather than a per-transaction cost, a predetermined and predictable fee structure is utilized for this contract with quarterly lump sum payments that increase annually due to an expected overall increase in reservations and transactions, which OC Parks has consistently experienced in past years. Amendment No. 1 was administratively issued on September 28, 2016, to renew the contract for Year 2 through October 31, 2017, in an amount not to exceed $134,000 (see table above for annual cost breakdown). Amendment No. 2 was subsequently approved by the Board on September 26, 2017, to update insurance provisions on the contract to comply with current County standards and renew the contract through October 31, 2018, in an amount not to exceed $138,000, based on the table above. Amendment No. 3 was approved by the Board on September 25, 2018, to renew the contract through October 31, 2019, in an amount not to exceed $142,000, based on the table above.

Amendment Number Four has been prepared to renew the contract for Year 5 for the last of its four allowed renewal periods through October 31, 2020, in an amount not to exceed $146,000 ($96,000 for the annual services payment and $50,000 for as-needed additional services). Prior to contract expiration, OC Parks will engage in a new solicitation process for these services. Amendment Number Four also revises the language in County General Terms and Conditions, section S. (Change of Ownership) to reflect current County standard language. No change in the contract terms, conditions or scope of work has been requested by US eDirect Inc.

Services and revenues received by OC Parks related to this contract are provided below:

Calendar Year	Number of Reservations and Point-of-Sale Transactions	Revenue Collected
2016	Over 370,000	Approximately $3.3 million
2017	Over 390,000	Approximately $3.2 million
2018	Over 400,000	Approximately $3.1 million

The contractor’s performance has been confirmed as satisfactory, 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 C for the Contract Summary Form.

FINANCIAL IMPACT:

Appropriations for this contract are included in the FY 2019-20 Budget and will be included in the budgeting process for future 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 Four to US eDirect Contract
Attachment B – Contract MA-012-16010499
Attachment C – Contract Summary Form