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Agenda Item
ASR
Control 24-000023 |
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MEETING
DATE: |
03/12/24 |
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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: Renewal of OC Parks Street Sweeping
Services Contract
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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: $53,333 |
Annual Cost: FY 2024–25 $320,000 |
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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: 12/6/2022 #5 |
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RECOMMENDED
ACTION(S):
Authorize the County Procurement
Officer or Deputized designee to execute Amendment No. 4 to the contract with
Webco LB, LLC. for street sweeping services at County regional trails and South
Coastal facilities, to renew the contract effective May 5, 2024, through May 4,
2027, for a not-to-exceed amount of $320,000 annually and a revised cumulative
contract amount not-to-exceed $1,574,080.
SUMMARY:
Approval of Amendment No. 4 to the
contract with Webco LB, LLC. will support the provision of street sweeping
services at various facilities and provide a clean and pleasant experience for
visitors.
BACKGROUND
INFORMATION:
OC Community Resources/OC Parks (OCCR/OC
Parks) manages and operates various facilities across approximately 60,000
acres of parkland throughout the County of Orange (County). Street sweeping
services (Services) include removal of dirt, mud, silt, sand, paper, rocks,
cans, glass and other debris from roadways, trails and/or parking areas at
these facilities to ensure they remain open, safe and clean. Unforeseen
conditions such as inclement weather can also bring unusual amounts of large
debris which may require the use of specialized heavy equipment such as
construction sweepers, skid loaders and haul trucks to remove. After an
evaluation of internal resources, it was determined that it would be more cost
effective to utilize a contractor for these Services.
On May 4, 2022, after a competitive
solicitation process, Contract MA-012-22011379 (Contract) was executed
administratively with Webco LB, LLC. (Contractor) for Services at County
regional trails effective May 5, 2022, through May 4, 2023, for a not-to-exceed
amount of $170,000 annually renewable for four additional one-year terms.
Amendment Number One to the Contract was
executed administratively on August 19, 2022, to add OC Parks’ South Coastal
facilities, which included Aliso Beach, Dana Point Harbor, Salt Creek Beach,
Selva Road and Capistrano Beach, to the Contract’s service area due to
deficient performance of Services provided by the contractor providing Services
at those facilities. Amendment Number One also increased the annual Contract
not-to-exceed amount by $30,000 for a revised annual contract not-to-exceed
amount of $200,000 to allow South Coastal facilities to immediately receive
Services while an Agenda Staff Report was being prepared to increase the
Contract capacity.
Based on the needs of the added South
Coastal facilities, it was determined an additional increase of $120,000 was
required to provide Services at the new locations until the end of Year One of
the Contract. On December 6, 2022, the Board approved Amendment Number Two to
the Contract to increase the not-to-exceed amount by $120,000 for a revised
annual not-to-exceed amount of $320,000 through May 4, 2023, and to also renew
the contract for its second year, effective May 4, 2023, through May 4, 2024,
for an annual not-to-exceed amount of $320,000. There was no change in the
contract terms, conditions or scope of work.
On February 15, 2023, Amendment Three to
the Contract was administratively executed under Deputy Purchasing Agent
delegated authority to remove Aliso Beach from the locations serviced and
reduce the annual not-to-exceed amount to $294,080.
Amendment No. 4 to the Contract has been
prepared to renew the contract for its third through fifth years, effective May
5, 2024, through May 4, 2027, in an annual amount not to exceed $320,000. Prior
to the contract expiration, OCCR/OC Parks plans to issue a solicitation to
continue services.
Services performed by the Contractor have
been confirmed by staff as satisfactory. OCCR/OC Parks has verified there are
no concerns that must be addressed with respect to the ownership/name,
litigation status or conflicts with County interests. The Contractor is a
qualified firm with 45 years of experience related to the Services. The
Contract does not currently include subcontractors or pass through to other
providers. See Attachment C for the Contract Summary Form. The Orange County
Preference Policy is not applicable to this contract renewal.
Compliance
with CEQA: The
proposed project was previously determined to be Categorically Exempt from CEQA
pursuant to Section 15301 (Class 1) of the CEQA Guidelines, on December 6,
2022, when it was originally approved because it is an approval of an Amendment
for maintenance of existing County facilities, involving no expansion of
existing use. The proposed project is still consistent with this determination.
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 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 – Amendment No. 4 to Contract MA-012-22011379
Attachment B – Contract MA-012-22011379 — Redline
Attachment C – Contract Summary Form