Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  19-001204

 

MEETING DATE:

12/17/19

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:  Amend and Renew Weed Abatement and Fuel Modification Services Contract

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $175,000

Annual Cost: FY 2020-21 $475,000

 

 

 

    Staffing Impact:

No

# 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: 03/26/2019 #30, 3/13/2018 #17, 4/12/2016 #8

 

RECOMMENDED ACTION(S):

 

Approve and authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Four to the contract with Igi’s Landscape Services LLC for weed abatement and fuel modification services to increase the contract not-to-exceed amount by $50,000 for the period from April 13, 2019, through April 12, 2020, for a new amount not to exceed $500,000, and renew the contract for the period from April 13, 2020, through April 12, 2021, in an amount not to exceed $600,000, for a revised five-year cumulative contract total amount not to exceed $2,450,000.

 

 

 

 

SUMMARY:

 

Approval of the Amendment to the Contract with Igi’s Landscape Services LLC will support OC Community Resources/OC Parks in reducing combustible vegetation and enhancing park aesthetics.

 

 

 

BACKGROUND INFORMATION:

 

OC Community Resources/OC Parks (OC Parks) utilizes contractors to provide weed abatement and fuel modification services that include manual cutting and reduction of vegetation; removal of vegetation, trash and debris; and mechanical removal of vegetation by mowing or discing. Weed abatement and fuel modification work is required in regional parks, along trails and in open space managed by OC Parks. These services are utilized by OC Parks on an as-needed basis to reduce combustible vegetation and enhance park aesthetics.

 

On April 12, 2016, after a competitive process, the Board of Supervisors (Board) approved contract MA-012-16011609 with Igi’s Landscape Services LLC (Igi) for weed abatement and fuel modification services from April 13, 2016, through April 12, 2017, in an amount not to exceed $450,000, renewable for four additional one-year periods. Per Section 3.3-106 of the 2017 County Contract Policy Manual, Amendment One was administratively issued on February 28, 2017, to renew the contract to April 12, 2018. On March 13, 2018, the Board approved Amendment Two to renew the contract to April 12, 2019, with no change to the not to exceed contract amount of $450,000. On March 26, 2019, the Board approved Amendment Three to renew the contract to April 12, 2020, with no change to the not to exceed contract amount of $450,000. Amendment Three also revised the language in Section S (Change of Ownership) to reflect current County standard language.

 

Under the contract, Igi has provided the following services:

 

 

Year 1

(4/13/2016 – 4/12/2017)

Year 2

(4/13/2017 – 4/12/2018)

Year 3

 (4/13/2018 – 4/12/2019)

Year 4,

Partial year

(4/13/2019 – 10/22/2019)

 

Weed Abatement

8,948,613 square feet

10,302,038 square feet

11,567,860 square feet

8,909,641 square feet

Trail Brushing

841,386 linear feet

82,953 linear feet

134,905 linear feet

615,868 linear feet

 

Heavy rainfall during the rainy season of 2018-19 followed by unseasonably warm weather resulted in superbloom conditions and an explosion of vegetation across County parks and open space. This, in turn, necessitated high levels of utilization of Igi’s contract to clear out vegetation from trails and other publicly-accessed areas. The contract capacity has also recently been used to help ready Irvine Lake for public access, and for increases in both fire prevention fuel modification and mechanical weed abatement as a result of the moratorium on use of certain substances to control vegetation in areas normally accessed by the public. Due to these unforeseen events, the contract has been presently expended at 98 percent of its capacity, with approximately four months remaining on its current term. Based on existing needs, staff have determined that an additional $150,000 per contract year is necessary to provide sufficient capacity on the contract to adequately maintain the County parks system.

 

Amendment Number Four has been prepared to increase the contract by a prorated amount of $50,000 to provide services and address any urgent needs that may arise until the current term expires on April 12, 2020. Additionally, Amendment Number Four renews the contract for its fifth and final year in the amount of $600,000 for the term from April 13, 2020, through April 12, 2021.  No change in the contract terms, conditions or scope of work has been requested by Igi. Prior to contract expiration, OC Parks plans to engage in a new solicitation process for these services.

 

This 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. 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.

 

Compliance with CEQA: The proposed project was previously determined to be Categorically Exempt from the California Environmental Quality Act pursuant to Section 15304 (Class 4) of the CEQA Guidelines, which provides for the exemption of minor alterations to land, because the proposed project does not involve the removal of healthy, mature, scenic trees for the maintenance of existing regional parks, on April 12, 2016, when the contract was originally approved.

 

 

 

FINANCIAL IMPACT:

 

The increase in the contract will be absorbed within current year appropriations for OC Parks Budget Control 405 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 Four to Contract MA-012-16011609
Attachment B – Redline Contract MA-012-16011609
Attachment C – Contract Summary Form