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Planning and Building Department, Planning Division, Long Range Planning Unit, recommending the Board approve and authorize the Chair to sign Amendment II to Agreement 5185 with WSP USA Environment & Infrastructure Inc., for the provision of services to assist the County with updating its General Plan Public Health, Safety, and Noise Element, increasing cost by $55,085 for a new not-to-exceed amount of $270,227, updating the scope of work (Attachment B, Amended Exhibit A), and extending the term of the agreement by one year with a new expiration date of March 16, 2025.
FUNDING: General Fund (81%) and El Dorado County Water Agency (19%).
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DISCUSSION / BACKGROUND
On May 14, 2019 (File No. 19-0600, Item No. 33), the Board adopted Resolution of Intention 068-2019 to amend the Public Health, Safety, and Noise Element (Safety Element) of the County’s General Plan following amendments to the Housing Element and as required by State Law.
On March 16, 2021 (File No. 21-0288, Item No. 19), the Board approved Agreement 5185 with Wood Environment & Infrastructure Solutions, Inc. (Wood) for a 3 year term in the amount of $215,142, to assist the County with updating the County’s General Plan Safety Element.
On March 14, 2023 (File No. 22-2250, Item No. 14), the Board approved Amendment I as a result of Wood being acquired by WSP Environment & Infrastructure Inc. (WSP). WSP assumed Wood’s rights and obligations under Agreement 5185 with this change in ownership. There were no changes to the scope of work, term, or not-to-exceed amount associated with Amendment I. The procurement process for the agreement used Request for Qualifications (RFQ) #17-918-020, Wood Environment and Infrastructure was selected as the consultant with the most appropriate and complete proposal.
Under proposed Amendment II, the budget will be increasing by $55,085 for a new not-to-exceed amount of $270,227, updating the scope of work (Attachment B, Amended Exhibit A), and extending the term of the agreement by one (1) year with a new expiration date of 3/16/2025. This Amendment is needed because of additional coordination with stakeholders and other partners as well as changes to the California Environmental Quality Act (CEQA) compliance approach. The need for additional coordination is a result of recent related planning efforts by other agencies such as the Multi-Jurisdictional Hazard Mitigation Plan by the County’s Sheriff’s Office, Greater Placerville Wildfire Evacuation Preparedness Plan by El Dorado County Transportation Commission, and the Lake Tahoe Community Wildfire Protection Plan Update by Tahoe Resource Conservation District; and the creation and related work of the County’s Office of Wildfire Preparedness and Resilience. The additional project management services ensures continued collaboration and coordination with stakeholders and partner agencies on related efforts. This Amendment also includes CEQA compliance and documentation services for the Safety Element Update. The appropriate environmental review approach cannot be confirmed until the final draft Safety Element Update is completed, however, staff and the consultant believe a detailed Addendum to the Final Program Environmental Impact Report (EIR) for the General Plan, previously certified in 2004, is appropriate. Should it be determined that a different CEQA approach is necessary that exceeds the cost of this amendment request, staff will return to the Board for another amendment.
ALTERNATIVES
The Board may choose not to approve the proposed Amendment. This would result in the Department’s inability to continue work under contract for these services and would require staff to pursue alternatives to update the General Plan Safety Element. The County does not have the in-house expertise to complete the Element.
PRIOR BOARD ACTION
See Discussion/Background above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved the proposed Amendment.
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
Funding for these services has been included in the Fiscal Year 2023-24 budget, and no budget amendment is needed. Funding for services beyond Fiscal Year 2023-24 will be included in subsequent budgets accordingly. Additionally, the contribution of $50,000 from the El Dorado County Water Agency was received in full during Fiscal Year 2021-22.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on two (2) original copies of Amendment II; and
2) The Clerk of the Board will forward one (1) fully-executed original Amendment II to the Chief Administrative Office, Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
Public Safety: The amendments to the Safety Element completed under this Agreement will result in improved communication and coordination on public safety goals and objectives between various County department and divisions, outside agencies, other stakeholders, and the public.
CONTACT
Rob Peters, Deputy Director of Planning
Planning and Building Department