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Planning and Building Department, Tahoe Planning, Stormwater, and Vacation Home Rental Division, recommending the Board approve and authorize the Chair to sign Amendment 1 to Cooperation Agreement 24C00051 between the County and the Tahoe Regional Planning Agency (TRPA) to allow the County to provide project management services for Phase 1 of the development of a Meyers Aquatic Invasive Species Inspection Station in Meyers, with TRPA as the Project proponent and funder, increasing the amount by $85,326 for a new agreement amount of $474,726, and extending the term of the Agreement by six (6) months for a revised termination date of June 30, 2026.
FUNDING: Tahoe Regional Planning Agency.
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DISCUSSION / BACKGROUND
On April 9, 2024 (Legistar File 24-0326), the County entered into Cooperation Agreement 24C00012 (Agreement) with TRPA to allow the Planning and Building Department, Tahoe Planning, Stormwater, and VHR Division (Department), to provide project management services for Phase 1 of the development of an Aquatic Invasive Species (AIS) Inspection Station in Meyers (Project), with TRPA as the Project proponent and funder, with an amount of $389,400, and a termination date of December 31, 2025.
Since execution of the Agreement, the Department and TRPA have successfully secured a proposal from a qualified consultant to assist with completion of the Phase 1 deliverables including development of a thirty percent (30%) project design, an environmental document phase including a TRPA Initial Environmental Checklist (IEC), a California Environmental Quality Act (CEQA) Mitigated Negative Declaration (MND), a National Environmental Policy Act (NEPA) Environmental Assessment/Finding of No Significant Impact (EA/FONSI), and a public engagement process.
The Department and TRPA now desire to amend the Agreement to reflect the actual Project costs and time frame. Proposed Amendment 1 will increase the current amount of $389,400 by $85,326 for a new agreement amount of $474,726 (replacing Exhibit B - Compensation with Amended Exhibit B - Amended Compensation) and extend the current termination date of December 31, 2025 by six (6) months for a revised expiration date of June 30, 2026. The requested changes are based on the actual costs for Department staff time and the selected consultant’s proposal.
In addition to the changes to the amount and the term of the Agreement, other notable changes include a revision to the Agreement number. After execution of the Agreement, TRPA notified the Department that the Agreement number originally assigned to the Agreement by TRPA, 24C00012, was incorrect. The correct Agreement number of 24C00051 is now reflected throughout the Amendment and has been added to the original Agreement in red lettering. The incorrect Agreement number of 24C00012 has been removed with strikethrough's.
ALTERNATIVES
The Board may choose not to approve Amendment 1 to Cooperation Agreement 24C00051, which would prevent the Department and TRPA from moving forward with an agreement with the selected consultant for Phase 1 of the Project. This would further delay the Project and require additional efforts by both County and TRPA.
PRIOR BOARD ACTION
On April 9, 2024 (Legistar File 24-0326), the County entered into Cooperation Agreement 24C00012 with TRPA to allow the Department, to provide project management services for Phase 1 of the development of an AIS Inspection Station in Meyers, with TRPA as the Project proponent and funder, with an amount of $389,400, and a termination date of December 31, 2025.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, TRPA
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this Amendment. TRPA will reimburse the Department for consultant services and staff time. A budget amendment for this item in the amount of $173,826 will be included in the Department’s request as a part of the Fiscal Year 2024-25 Adopted Budget process.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on one (1) copy of the Amendment; and
2) The Clerk of the Board will forward the executed Amendment to the Planning and Building Department, Tahoe Planning, Stormwater, and VHR Division, attention Brendan Ferry, for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Brendan Ferry, Deputy Director of Tahoe Planning, Stormwater, and VHR
Planning and Building Department