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Agenda Item
ASR
Control 23-000127 |
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MEETING
DATE: |
04/11/23 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
3,
4 |
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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 Landscape Maintenance
Services Contract at Historic Facilities
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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: $61,667 |
Annual Cost: FY 2023-24 $538,333 |
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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: 4/12/2022 #28, 4/23/2019 #36 |
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RECOMMENDED
ACTION(S):
Approve and authorize the County
Procurement Officer or Deputized designee to execute Amendment Number Four to
the Contract with Mission Landscape Companies, Inc. for landscape maintenance
services at George Key Ranch Historic Park, Heritage Hill Historical Park,
Arden: Helena Modjeska Historic House and Gardens and Irvine Ranch Historical
Park to renew the contract from May 24, 2023, through May 23, 2024, in an
amount not to exceed $600,000 for a five-year cumulative contract total amount
not to exceed $3,000,000.
SUMMARY:
Approval of the Amendment to renew
the Contract with Mission Landscape Companies, Inc. will support the provision
of landscape maintenance services at George Key Ranch Historic Park, Heritage
Hill Historical Park, Arden: Helena Modjeska Historic House and Gardens, and
Irvine Ranch Historic Park.
BACKGROUND
INFORMATION:
OC Community Resources/OC Parks (OCCR/OC
Parks) manages various historic facilities in Orange County that require
landscape maintenance services (Services). These facilities include George Key
Ranch Historic Park, Heritage Hill Historical Park, Arden: Helena Modjeska
Historic House and Gardens and Irvine Ranch Historic Park. Services include
turf mowing, turf edging, turf aeration, pruning of shrubs, irrigation system
maintenance and repair and trash collection. Services at historic facilities
require time and work-intensive labor to prune vegetation and preserve the
natural aesthetic and historic character of the property. Historically accurate
preservation of landscaping serves as an important interpretive element,
supports the historic value of the facilities and offers an immersive
experience for park visitors. After an evaluation of internal resources, it was
determined that it would be more cost effective to utilize a contractor for
these Services.
On April 23, 2019, after a competitive
bidding process, the Board of Supervisors (Board) approved Contract
MA-012-19011131 (Contract) with Mission Landscape Companies, Inc. (Contractor)
for Services at the various historic facilities effective May 24, 2019 to May
23, 2022, in an amount not to exceed $600,000 annually or $1,800,000 total for
three years, with the option to renew for two additional one-year terms.
Amendment Number One to the Contract was
administratively approved on December 31, 2020, to revise the Contract’s fee
schedule to increase the unit cost of various Services. Amendment Number Two
was approved by the Board on April 12, 2022, which renewed the Contract for its
fourth year, effective May 24, 2022 through May 23, 2023, with no change to the
Contract’s not-to-exceed amount of $600,000 annually. Amendment Number Three
was issued administratively on June 27, 2022, to revise the Contract’s fee
schedule to increase the unit cost of various Services.
Amendment Number Four has been prepared to
renew the Contract for its fifth and final year, effective May 24, 2023 through
May 23, 2024, with no change to the Contract’s not-to-exceed amount of $600,000
annually. No change in the Contract terms, conditions, or scope of work have
been requested by the Contractor. Prior to Contract expiration, OCCR/OC Parks
plans to engage in a new solicitation process for these Services.
The Contractor is a qualified Orange
County firm with 49 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. The
Contractor’s performance has been confirmed as satisfactory. OCCR/OC Parks has
verified there are no concerns that must be addressed with respect to
Contractor’s ownership/name, litigation status, or conflicts with County
interests. The Orange County Preference Policy is not applicable since this is
a contract renewal.
Compliance
with CEQA: The
proposed project was previously determined to be Categorically Exempt from CEQA
pursuant to Sections 15301 (Class 1) and 15304 (Class 4) of the CEQA
Guidelines, on April 23, 2019, when it was originally approved 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. The proposed project is still consistent with
this determination.
FINANCIAL
IMPACT:
Appropriations for this Contract
are included in OC Parks Fund 405 FY 2022–23 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 – Amendment Number Four to Contract MA-012-19011131
Attachment B – Contract MA-012-19011131 and Amendments Redline
Attachment C – Contract Summary Form