AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 22-000794
MEETING DATE:	10/18/22
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	OC Public Works (Approved)
Department contact person(s):	James Treadaway (714) 667-9700
	Dylan Wright (714) 480-2788

Subject: Approve Amendment No. 1 to Contracts for On-Call Landscape Architecture Services

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: See Financial Impact Section

Annual Cost: See Financial Impact Section

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section	County Audit in last 3 years: No

Prior Board Action: 11/5/2019 #10

RECOMMENDED ACTION(S):

Authorize the Director of OC Public Works or designee to execute Amendment No. 1 to renew the contracts for On-Call Architect-Engineer Landscape Architecture Services, effective November 21, 2022, through November 24, 2024, in an amount not to exceed $500,000 each, for an aggregate total amount not to exceed $2,500,000, and an aggregate cumulative total amount not to exceed $10,000,000.

a.	David Evans and Associates, Inc.
b.	RJM Design Group, Inc.
c.	Schmidt Design Group, Inc.
d.	Michael Baker International, Inc.
e.	Environmental Science Associates

SUMMARY:

Approval of Amendment No. 1 to renew the contracts for On-Call Architect-Engineer Landscape Architecture Services will support the County of Orange with necessary resources for completing projects in a timely manner.

BACKGROUND INFORMATION:

OC Community Resources/OC Parks (OC Parks) manages regional, wilderness and historical facilities, as well as coastal areas throughout Orange County. Featuring 60,000 acres of parkland, open space and shoreline, Orange County’s award-winning parks and programs are enjoyed by millions of residents and visitors each year, in ways as diverse as the parks themselves. OC Parks is committed to managing land and facilities in a way that maximizes their enjoyment by the public, while properly maintaining and overseeing them so they are available for generations to come.

On-Call Architect-Engineer (A-E) Landscape Architecture Services (Services) directly support the mission of OC Parks to preserve resources throughout the County of Orange (County) parks system. Many of the projects are time sensitive due to County facilities reaching their useful life expectancy and needing preservation, restoration and repair. Other projects are driven by safety, building code or regulatory permitting requirements. To continue their efficient operation and management, it is necessary to retain Services to meet workload demands and provide specialized expertise. The Scope of Services will include site planning; architecture; engineering; surveying; geotechnical engineering; utilities; structural engineering; plans, specifications and cost estimates; and grant application/grant assistance.

These Services also support other agencies including OC Public Works and the County Executive Office for various projects including those related to the Laguna Canyon Channel replacement and the Veteran’s Cemetery. Services will also help other County agencies in completing future projects and benefit from specialized expertise

On September 8, 2017, OC Public Works issued a Request for Proposals for Services. Prior Board of Supervisors (Board) action is summarized in the table below.

Board Date

Board Action

Contractors

Amount

Effective Date

End Date

11/5/2019

MA-080-20010012

MA-080-20010013

MA-080-20010016

MA-080-20010017

MA-080-20010020

(Contracts)

David Evans and Associates, Inc.; RJM Design Group, Inc.; Schmidt Design Group, Inc.; Michael Baker International, Inc.; Environmental Science Associates (Contractors)

$1.5 million each ($7.5 million cumulative)

11/21/2019

11/20/2022

With the three-year initial contract term expiring on November 20, 2022, OC Public Works is proposing to continue procurement of these Services for the two-year renewal term in accordance with the 2020 Design and Construction Policy Manual Section 3.3-108. The Orange County Preference Policy was not applicable to award of the Contracts.

Previous Request

11/21/2019 – 11/20/2022

Current Request

11/21/2022 – 11/20/2024

Contractors

Requested Contract Amount

Usage as of 8/18/2022

Contractors

Requested Contract Amount

Anticipated

Usage*

$7.5 million

$924,013

$2.5 million

* The anticipated usage will support completion of capital improvements, rehabilitation, restoration and maintenance projects for County facilities.

OC Public Works is recommending Board approval to authorize the Director of OC Public Works or designee to execute Amendment No. 1 to renew the Contracts with the Contractors for Services, effective November 21, 2022, through November 20, 2024, in an amount not to exceed $500,000 each, for an aggregate total amount not to exceed $2.5 million, and an aggregate cumulative total amount not to exceed $10 million. Previously approved contract amounts do not roll over to the renewal term.

The Contractors’ respective performances have been confirmed as satisfactory. OC Public Works has verified there are no concerns that must be addressed with respect to Contractors’ ownerships/names, litigation status or conflicts with County interests.

The Contract with Environmental Science Associates does not currently include subcontractors. The remaining Contracts include subcontractors. See Attachment F for information regarding subcontractors and Contract Summary Forms.

Prior to contract expiration, OC Public Works will consult with OC Parks to determine whether a need exists to issue a solicitation to continue Services.

Compliance with CEQA: This action is not a project within the meaning of CEQA Guidelines Section 15378 and is therefore not subject to CEQA since it does not have the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. The approval of this agenda item does not commit the County to a definite course of action in regard to a project since it involves an amendment to existing contracts to provide continuous Landscape and Architecture Services associated with potential future County repair, rehabilitation and maintenance projects, resulting in no physical change to the environment. This proposed activity is therefore not subject to CEQA. Any future action connected to this approval that constitutes a project will be reviewed for compliance with CEQA.

FINANCIAL IMPACT:

As part of consolidating the administration of various internal A-E Services and contracts under OC Public Works, the not to exceed amount has been established to allow for Countywide utilization. Each department will still utilize its internal process to encumber the amount needed based on their respective projects and to ensure sufficient appropriations are available in the FY 2022-23 Budget and will be included in the budgeting process for future years.

OC Parks Funds 405 and 406 will utilize the majority of these funds, however; Contracts may be utilized by other funds managed by OC Parks (e.g. Funds 106 and 108) and County funds managed by other agencies.

The proposed Contracts include a provision stating the Contracts are subject to, and contingent upon, applicable budgetary appropriations approved by the Board for each fiscal year during the term of these Contracts. If such appropriations are not approved, these Contracts may be immediately terminated without penalty to the County.

STAFFING IMPACT:

N/A

REVIEWING AGENCIES:

OC Community Resources/OC Parks

ATTACHMENT(S):

Attachment A - Amendment No. 1 to Contract MA-080-20010012 with David Evans and Associates, Inc.
Attachment B - Amendment No. 1 to Contract MA-080-20010013 with RJM Design Group, Inc.
Attachment C - Amendment No. 1 to Contract MA-080-20010016 with Schmidt Design Group, Inc.
Attachment D - Amendment No. 1 to Contract MA-080-20010017 with Michael Baker International, Inc.
Attachment E - Amendment No. 1 to Contract MA-080-20010020 with Environmental Science Associates
Attachment F - Contract Summary Forms
Attachment G - Redline Contract MA-080-20010012 with David Evans and Associates, Inc.
Attachment H - Redline Contract MA-080-20010013 with RJM Design Group, Inc.
Attachment I - Redline Contract MA-080-20010016 with Schmidt Design Group, Inc.
Attachment J - Redline Contract MA-080-20010017 with Michael Baker International, Inc.
Attachment K - Redline Contract MA-080-20010020 with Environmental Science Associates