Title
Parks, a division of the Chief Administrative Office, recommending the Board:
1) Make findings that it is appropriate to engage an independent contractor to provide environmental assessment services, as Agreement 8311 requires specialty skills and qualifications not expressly identified in County classifications in accordance with County Ordinance Section 3.13.030(B);
2) Approve and authorize the Chair to sign Amendment I to Agreement 8311 with Nichols Consulting Engineers, CHTD, a competitively-qualified firm, for the provision of environmental assessment services, to extend the term an additional year to September 30, 2027, with no change to the amount of $211,115; and
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 8311, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or extend the term of the Agreement.
FUNDING: State of California, Department of Parks and Recreation, Off-Highway Motor Vehicle Grant or Cooperative Agreement Program (75%), and match provided by U.S. Forest Service Lake Tahoe Basin Management Unit and/or Off-Highway Vehicle Fees (25%).
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DISCUSSION / BACKGROUND
The Rubicon Trail is a 22-mile off-highway vehicle (OHV) trail that traverses through El Dorado County (14.5 miles) within the El Dorado National Forest, and through Placer County within the Tahoe National Forest and Lake Tahoe Basin Management Unit. The State Parks, Off-Highway Motor Vehicle Grant or Cooperative Agreement Program, provided G23 grant funding for a planning project to perform environmental assessment and public outreach, and complete 30% design plans for the Rubicon Trail Parking Lot Project to expand an existing parking lot at the Tahoma staging area on the Tahoe side of the trail along McKinney Springs Road. When the current parking lot is full, parking on the road can cause overcrowding and resource damage to the adjacent lands.
In June 2023, the Parks Division initiated Request for Qualifications (RFQ) 23-918-072. A list of qualified firms was established in August 2023 from the RFQ. Parks Division selected Nichols Consulting Engineers (NCE), CHTD as the firm best suited to provide the required expertise for environmental assessment studies required by the National Environmental Policy Act (NEPA) and public outreach for the Rubicon Trail Parking Lot Expansion Project (Project).
On March 19, 2024 (Legistar Item 24-0122), the Board approved the Agreement for Services 8311 with NCE for a total contract amount of $211,115 and a two-year term effective upon execution through September 30, 2026. NCE is responsible for managing the delivery of the environmental compliance portion of the Project, which consists of necessary technical studies and database searches to support the National Environmental Policy Act (NEPA) environmental document, the heritage response inventory report, aquatic resources delineation of the Project, protection of wetlands, assessment of air quality effects related to construction, the environmental assessment document, and public outreach.
To date, $26,055.36 has been expended for work completed on public outreach. An extension is necessary to accommodate the Project’s extended schedule and delays due to the retirement of Lake Tahoe Basin Management Unit (LTBMU) staff that were assigned to work on this project. LTBMU is a project partner responsible for completing the design plans for the project following the completion of public outreach and environmental compliance. In late 2025, Parks Division was notified that the LTBMU staff involved were retiring and in early 2026, LTBMU confirmed that replacement staff were hired and ready to continue the project, noting the project is included in their 2027 workplan.
The Division recommends approval of Amendment I to Agreement 8311 to extend the term of expiration date by one year from September 30, 2026, to September 30, 2027. The amendment does not change the total compensation amount. The total remaining funds in Agreement 8311 are $185,059.64.
The Division further recommends the Board make findings that it is appropriate to engage an independent contractor to provide environmental assessment services, as Agreement 8311 requires specialty skills and qualifications not expressly identified in County classifications in accordance with County Ordinance Section 3.13.030(B).
ALTERNATIVES
The Board could choose not to approve Amendment I to Agreement 8311, which would prevent the contractor from completing work on the Rubicon Trail Parking Lot Planning Project.
PRIOR BOARD ACTION
Legistar file #24-0122 - March 19, 2024 - Board approval of NCE Agreement for Rubicon Trail Parking Lot Planning Project
Legistar file #23-2156 - January 9, 2024 - Board approval of Resolution 008-20234 accepting State of California, Department of Parks and Recreation, Off-Highway Vehicle Grant Funds for FY2023-24 (G23) grant cycle
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Central Fiscal Division, Procurement and Contracts Division, County Counsel, Lake Tahoe Basin Management Unit
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There will be no impact to Net County Cost from this item. The Project is funded by the Department of Parks and Recreation, Off-Highway Motor Vehicle Grant or Cooperative Agreement Program with required match funding provided by U.S. Forest Service Lake Tahoe Basin Management Unit and/or Off-Highway Vehicle Fees. The Project is included in the Fiscal Year 2026-27 Parks Division Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Obtain the Chair’s signature on one original Amendment and forward a copy to Parks Division.
CONTACT
Zachary Perras, Parks Manager