Title
Planning and Building Department, Tahoe Planning and Building Division, recommending the Board:
1) Approve and authorize the Chair to sign Amendment 1 to Agreement 8821 with Nichols Consulting Engineers, to assist County and the Tahoe Regional Planning Agency (TRPA) with Phase 1 of the Meyers Aquatic Invasive Species Inspection Station, extending the term by approximately six (6) months for a revised expiration date of December 31, 2026, with no changes to the scope of work or not-to-exceed amount; and
2) Authorize the Purchasing Agent to execute any further documents determined necessary related to Agreement 8821, including amendments which do not increase the total compensation or term of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING: TRPA (100%).
Body
DISCUSSION / BACKGROUND
In April 2024, the Planning and Building Department, Tahoe Planning and Building Division, (Department) entered into Cooperation Agreement 24C00051 (Cooperation Agreement) with TRPA to assist with Phase 1 of the development of the Meyers Aquatic Invasive Species Station (Project) in Meyers. Following execution of the Cooperation Agreement, the Department entered into Agreement 8821 (Agreement) with Nichols Consulting Engineers, CHTD. (NCE) (Legistar file 24-1011) 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.
Since execution of the Agreement, NCE has completed various field investigations and technical studies, including biological resources, cultural resources, transportation impact, and noise and vibration; initiated engineering, architecture, and landscape work; developed a Draft and Final Preliminary Design; and completed the Administrative Draft of the environmental document for the Project.
While NCE remains on track to complete Phase 1 deliverables by Summer of 2026, even accounting for a delay caused by a federal funding freeze, the environmental review is complex given that it must comply with CEQA, NEPA, and TRPA regulations, and unforeseen delays are possible. This Amendment extends the termination date by approximately six (6) months from June 18, 2026 to December 31, 2026, providing flexibility to ensure all deliverables are completed without jeopardizing quality. No changes are proposed to the scope of work or not-to-exceed amount of the Agreement.
In addition to the change noted above, Exhibit C, California Levine Act Statement, has been replaced with Amended Exhibit C, Amended California Levine Act Statement.
ALTERNATIVES
The Board may choose not to approve the proposed Amendment. This could result in incomplete Phase 1 deliverables and the Department having to enter into a new agreement to complete these services.
PRIOR BOARD ACTION:
On April 9, 2024 (Legistar file 24-0326), the County and TRPA entered into a Cooperation Agreement for Phase 1 of the development of the Meyers AIS Station, with County providing project management services and TRPA as the proponent and funder, in the amount of $389,400, and a termination date of December 31, 2025.
On June 25, 2024 (Legistar file 24-1011), the Board approved and authorized the Chair to sign the Agreement with NCE to assist County and TRPA with Phase 1 of the Project, in the amount of $399,486, and a termination date of June 18, 2026.
On June 25, 2024 (Legistar file 24-1013), the Board approved and authorized the Chair to sign Amendment 1 to the Cooperation Agreement, increasing the amount by $85,326 for a new amount of $474,726, and extending the term by six (6) months for a revised termination date of June 30, 2026. This Amendment 1 updated the Cooperation Agreement to reflect the actual Project costs and time frame.
On August 19, 2025 (Legistar file 25-1146), the Board approved and authorized the Chair to sign Amendment 2 to the Cooperation Agreement, increasing the amount by $195,000 for a new amount of $669,726, and extending the term by eighteen (18) months for a revised termination date of December 31, 2027.This Amendment 2 increased the budget to include appraisal services, a contingency, and an increase to County Project management services, and extended the term to accommodate the brief service delay as previously mentioned.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, and TRPA
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. TRPA will reimburse the Department for Consultant’s services. The Department has included expenditures and revenues in the Fiscal Year 2025-26 budget and will include a portion of expenditures and revenues in the Fiscal Year 2026-27 budget.
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 the Agreement; and
2) The Clerk of the Board will forward one (1) fully-executed original Agreement to the Chief Administrative Office, Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Brendan Ferry, Chief Deputy Director, Tahoe Planning and Building Division
Planning and Building Department