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Agenda Item
ASR
Control 23-001068 |
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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): |
3,
4, 5 |
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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 Saddleback and
Historical Operations 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: $270,667 |
Annual Cost: FY 2024–25 $812,001 |
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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: 4/11/2023 #19, 1/24/2023 #15,
4/12/2022 #28, 1/11/2022 #22 |
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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 Contract MA-012-24010168 with Mission
Landscape Companies, Inc. for landscape maintenance services at various
regional and historical park facilities, effective February 29, 2024, through
February 28, 2027, in an amount not to exceed $812,001 annually for a
three-year cumulative contract total amount not to exceed $2,436,003, with
the option to renew for one additional two-year term. |
SUMMARY:
Approval of Contract with Mission
Landscape Companies, Inc. will support the provision of landscape maintenance
services at several facilities within the Saddleback and Historical Operations
units of OC Parks.
BACKGROUND
INFORMATION:
OC Community Resources/OC Parks (OCCR/OC
Parks) maintains and operates various regional and historical park facilities
in Orange County that require landscape maintenance services. The OC Parks
Saddleback Operations Group manages facilities such as O’Neill Regional Park, Whiting
Ranch McFadden House and Saddleback Gateway Park. The OC Parks Historical
Operations Group manages various historic facilities, including George Key
Ranch Historic Park, Heritage Hill Historical Park, Arden: Helena Modjeska
Historic House and Gardens and Irvine Ranch Historic Park.
Landscape maintenance services (Services)
include, but are not limited to, grass cutting operations; edging and aeration
work; shrub trimming; weed control; 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 contractors to perform necessary Services at
these facilities. Utilizing a contractor allows park staff to focus on
higher-skilled facility maintenance projects and infrastructure improvements.
Additionally, Services at historic facilities require specialized and
work-intensive labor to preserve the natural aesthetic of the property and
ensure historically accurate preservation of landscaping, which serves as an
important interpretive element, supports the historic value of the facilities
and offers an immersive experience for park visitors.
OCCR/OC Parks is currently contracted with
Greentech Landscape, Inc. (Greentech) for Services at Saddleback Operations
facilities and with Mission Landscape Companies, Inc. (Mission) for Services at
Historic Operations facilities. The following table details the recent history
of OCCR/OC Parks’ contracts for Services with Greentech and Mission.
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Greentech
(Saddleback
Operations Group) |
Mission (Historical
Operations Group) |
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Date |
Board
of Supervisors (Board) Action |
Date |
Board
Action |
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Contract |
1/8/2019 |
Approve contract effective March 1,
2019, through February 28, 2022, in an amount not to exceed $212,001
annually. |
4/19/2023 |
Approve contract effective May 24, 2019,
through May 23, 2022, in an amount not to exceed $600,000 annually for a
cumulative amount not to exceed $1,800,000. |
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Amendment 1 |
1/11/2022 |
Renew the Contract effective March 1,
2022, through February 28, 2023, with no change to the Contract’s
not-to-exceed amount or scope. |
12/31/2020 (Administratively Executed) |
Revised the Contract’s fee schedule to
increase the unit cost of various Services with no change to not-to-exceed
amount. |
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Amendment 2 |
1/24/2023 |
Renew the Contract effective March 1,
2023, through February 28, 2024, with no change to the Contract’s
not-to-exceed amount or scope. |
4/12/2022 |
Renew the Contract effective May 24,
2022, through May 23, 2023, with no change to the Contract’s not-to-exceed
amount or scope. |
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Amendment 3 |
N/A |
N/A |
6/27/2022 (Administratively Executed) |
Revised the Contract’s fee schedule to
increase the unit cost of various Services with no change to not-to-exceed
amount. |
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Amendment 4 |
N/A |
N/A |
4/11/2023 |
Renew the Contract effective May 24,
2023, through May 23, 2024, with no change to the Contract’s not-to-exceed
amount or scope. |
To increase efficiencies in tracking and
monitoring usage, ensure quality performance and secure advantageous pricing,
OCCR/OC Parks proposes to consolidate contracts for both Saddleback and
Historical Operations Groups due to the similar nature of the Services and
proximate locations of the facilities. A Request for Proposal for Services was
posted on August 23, 2023, on Periscope Source, the County’s bidding system.
Two responsive written proposals were received by the solicitation deadline of
September 19, 2023. The written proposals were evaluated by a panel comprised
of five subject matter experts who have experience in park maintenance, park
operations, historical park maintenance and integrated pest management and
sustainability.
The written proposal was rated based on
the following predetermined criteria with an overall weight of 60 percent:
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Criteria |
Weight |
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Approach and understanding of Scope of
Work |
25% |
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Technical expertise, equipment and
qualification |
30% |
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Experience |
25% |
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Cost |
20% |
During the oral interview, the respondents
were asked three predetermined questions and were rated based on predetermined
criteria with an overall weight of 40 percent.
The weighted scores are summarized below.
Attachment A includes the individual evaluator scores and scores for the
respondents.
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Respondent |
Written
(60%) |
Oral
(40%) |
Total
(100%) |
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Mission Landscape Companies, Inc |
51.6 |
30.4 |
82.0 |
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Mariposa Landscapes, Inc. |
51.1 |
25.0 |
76.1 |
Based on the total scores, the evaluation
panel recommended the award to Mission. Mission is a qualified firm based in
Southern California with over 50 years of experience related to the Services
under the Contract. The Contract does not currently include subcontractors or
pass through to other providers. See Attachment C for the Contract Summary
Form. OCCR/OC Parks has verified there are no concerns that must be addressed
with respect to Mission’s ownership/name, litigation status or conflicts with
County interests. The Orange County Preference Policy is not applicable to this
contract. No protests were received. Reference checks have been conducted with
the Aliso Viejo Community Association, The Irvine Company and First Service
Residential and were satisfactory.
The proposed Contract MA-012-24010168
(Contract) with Mission has a term effective February 29, 2024, through
February 28, 2027, in an amount not to exceed $812,001 annually for a
three-year cumulative contract total amount not to exceed $2,436,003, with the
option to renew for one additional two-year term.
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
exemption provides for a contract agreement for landscape maintenance services
of existing public facilities with negligible or no expansion of existing use
and minor alterations in the condition of land, which do not involve removal of
healthy, mature or 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-012-24010168 with Mission Landscape Companies, Inc.
Attachment C — Contract Summary Form