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Agenda Item
ASR
Control 23-001067 |
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MEETING
DATE: |
01/23/24 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
OC
Community Resources (Approved) |
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Department contact person(s): |
Dylan
Wright (714) 480-2788 |
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Pam
Passow (714) 973-6650 |
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Subject: Approve Contract for OC Parks
Regional Trails Landscaping Services
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $258,120 |
Annual Cost: FY 2024–25 $774,360 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 8/8/2023 #20, 7/26/2022 #12, 7/27/2021
#27, 8/14/2018 #13 |
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RECOMMENDED
ACTION(S):
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1 |
Find that the
project is categorically exempt from the California Environmental Quality Act
(CEQA), Class 1 (Existing Facilities) pursuant to CEQA Guidelines section
15301 and Class 4 (Minor Alterations to Land) pursuant to CEQA Guidelines
section 15304. |
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2 |
Authorize the
County Procurement Officer or Deputized designee to execute the contract with
RT’s Landscaping Inc. DBA Tapia Landscaping for Landscape Maintenance
Services at various regional trails and community parks on County-owned land,
effective March 1, 2024, through February 28, 2027, in an annual amount not
to exceed $774,360 for a cumulative three-year total contract not-to-exceed
amount of $2,323,080 with the option to renew for one additional two-year
term. |
SUMMARY:
Approval of the Contract with RT’s
Landscaping Inc. DBA Tapia Landscaping will support the provision of landscape
maintenance services at regional trails and community parks on County-owned
land.
BACKGROUND
INFORMATION:
OC Community Resources/OC Parks (OCCR/OC
Parks) utilizes the services of private contractors to perform Landscape
Maintenance Services (Services) across 65 miles of County regional trails,
bikeways and various trailside pocket parks on County-owned land. The Services
include turf mowing, edging and aeration, shrub trimming, removal of debris and
dead vegetation, irrigation system maintenance, hardscape maintenance 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.
OCCR/OC
Parks is currently contracted with Rosario Tapia DBA Tapia Landscaping for
Services. The following table details the recent history of OCCR/OC Parks’
Services contract with Rosario Tapia DBA Tapia Landscaping:
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Board Date |
Contract/ Amendment |
Action |
Term |
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8/14/2018 |
Contract |
Approved
Contract in an amount not to exceed (NTE) $565,000 annually for a cumulative
contract NTE $1,695,500. |
9/1/2018 –
8/31/2021 |
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7/27/2021 |
Amendment #1 |
Renewed contract
for fourth year in an amount NTE $565,000 for a revised cumulative contract
NTE $2,260,000. |
9/1/2021 –
8/31/2022 |
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7/26/2022 |
Amendment #2 |
Renewed contract
for fifth year in an amount NTE $565,000 for a revised cumulative contract
NTE $2,825,000 and made revisions to the Articles, Additional Terms and
Conditions and Prevailing Wage sections to align with County standards. |
9/1/2022 –
8/31/2023 |
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8/8/2023 |
Amendment #3 |
Approve
Amendment Three to extend the contract by six months and increase the NTE by
$282,500 for a revised contract not-to-exceed amount of $847,500 and a
revised cumulative contract amount NTE $3,107,500. |
9/1/2023 –
2/28/2024 |
Amendment Number Three was
requested to extend the contract due to delays in the initial solicitation
process. Prior to the expiration of the contract extension, a Request for
Proposal for Services was posted on Periscope Source, the County’s online
bidding system, on August 8, 2023. Two responsive written proposals were
received by the bid end date of September 7, 2023. The Orange County Preference
Policy (OCPP) was applicable and incorporated into this solicitation. No
proposals were received from OCPP-qualified vendors. The written proposals were
evaluated by a panel comprised of three subject matter experts in park
operations, maintenance and landscaping.
The written proposals were rated
based on the following predetermined criteria with an overall weight of 75
percent:
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Criteria |
Weight |
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Qualifications,
Related Experience, and references of Respondent |
20% |
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Key Personnel |
20% |
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Work
Plan/Approach |
20% |
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Cost Proposal |
30% |
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Organization/Completeness
of Response and Degree of Compliance with the County Model Contract |
10% |
During the oral interview, the
respondents were asked three predetermined questions and were rated based on
predetermined criteria with an overall weight of 25 percent.
The weighted scores for the firms
are summarized below. Attachment A includes the individual evaluator scores and
scores for the firms.
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Firm |
Written
(75%) |
Oral
(25%) |
Total |
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RT's Landscaping
Inc. DBA Tapia Landscaping |
73.0 |
23.8 |
96.8 |
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Mariposa
Landscapes, Inc. |
43.5 |
16.3 |
59.8 |
Based on the total scores, the
evaluation panel recommended the award to RT's Landscaping Inc. DBA Tapia
Landscaping. RT's Landscaping Inc. DBA Tapia Landscaping is a qualified firm
with over 18 years of experience related to the Services under the proposed
contract. OCCR/OC Parks staff have conducted due diligence and verified there
are no concerns that must be addressed with respect to the Contractor’s ownership/name,
litigation status or conflicts with County interests. Reference checks were
satisfactory and completed with the County of Riverside, Paramount Unified
School District and Walnut Valley Unified School District.
The recommended Contract
MA-012-24010613 (Contract) with RT's Landscaping Inc. DBA Tapia Landscaping has
a proposed term that will begin on March 1, 2024, through February 28, 2027, in
an amount not to exceed $774,360 annually for a cumulative three-year total
Contract amount of $2,323,080, with the option to renew for one additional
two-year term. The not-to-exceed amount includes $113,797 per year for extra
work services for unforeseen circumstances, such as storm damage cleanup and
irrigation mainline repairs, or discretionary work, such as dethatching of
turf. This Contract does not currently include subcontractors or pass through
to other providers. See Attachment C for the Contract Summary Form.
Compliance
with CEQA: The
proposed project is Categorically Exempt from the provisions of CEQA pursuant
to CEQA Guidelines Sections 15301 (Class 1) and 15304 (Class 4), because the
exemptions provide for maintenance services of existing public facilities with
negligible or no expansion of existing use and minor public alterations in the
condition of land, without removal of healthy, mature and scenic trees.
FINANCIAL
IMPACT:
Appropriations for this Contract
are included in OC Parks Fund 405 FY 2023–24 Budget and will be included in the
budgeting process for future years.
The proposed Contract includes a
provision stating the Contract is subject to and contingent upon, applicable
budgetary appropriations 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 – Evaluator Score Summary
Attachment B – Contract MA-012-24010613 with RT’s Landscaping Inc. DBA Tapia
Landscaping
Attachment C – Contract Summary Form