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Planning and Building Department, Tahoe Planning and Building Division, recommending the Board:
1) In accordance with Chapter 3.13, Section 3.13.030 (B) of County Ordinance Code, Contracting Out that specialty skills and qualifications not expressly identified in County classifications involved in the performance of the work;
2) Approve and authorize the Chair to sign Amendment 2 to competitively bid Agreement 8305 with Wells Barnett Associates, LLC, for the provision of Tahoe Regional Planning Agency plan check services on an as-needed basis, extending the term of the Agreement by seven (7) months for a new expiration date of December 31, 2025, and increasing the compensation by $25,000 for a new total not-to-exceed amount of $85,000; and
3) Authorize the Purchasing Agent to execute any further documents determined necessary related to Agreement 8305, including amendments that do not increase the not-to-exceed amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING: Permit Fees.
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DISCUSSION / BACKGROUND
On October 16, 2023, the Purchasing Agent formally awarded Wells Barnett Associates, LLC (WBA), along with twelve (12) other firms, competitive Request for Proposals (RFP) 23-961-082 for as-needed plan check and building inspection services. Of the awarded firms, WBA is the only firm with the knowledge and experience to handle complex regulatory requirements such as those present in the Lake Tahoe Basin area of the County. As such, the Planning and Building Department, Tahoe Planning and Building Division, (Department) began the contracting process with WBA.
Agreement 8305 (Agreement), with a term of six (6) months and a not-to-exceed amount of $34,500, was executed by the Purchasing Agent on May 29, 2024. Following execution of this Agreement, the Department determined that it was necessary to continue utilizing WBA’s services on an as-needed basis to process Tahoe Regional Planning Agency (TRPA) plan checks in a timely manner, and on September 13, 2024, the Purchasing Agent executed Amendment 1 to Agreement 8305, extending the term of the Agreement by six (6) months for a revised expiration date of May 28, 2025, and increasing the not-to-exceed amount by $25,500 for a new total not-to-exceed amount of $60,000.
The Department continues to receive an influx of permits requiring TRPA plan check services; however, only two (2) staff member possesses the knowledge and skills to process these complex plan checks. One of these two staff only assists when their workload allows as they are needed to perform their primary duties conducting standard inspections on the West Slope. Although the Department is in the process of training additional staff with the knowledge required by TRPA, the training is extensive and maintaining acceptable permitting timelines is a foreseeable issue. In particular, due to the sensitivity of the environment in the Tahoe Basin, the construction season in the Tahoe Basin is limited to May 1 to October 15. This small window adds additional pressure to process TRPA permits in a timely manner and prevent any delays in construction. WBA is utilized to assist with this peak demand.
The Department is requesting that because of these factors and in accordance with Chapter 3.13, Section 3.13.030 (B) of County Ordinance Code, Contracting Out, find that the services provided by WBA are specialty skills and qualifications not expressly identified in County classifications involved in the performance of the work.
Amendment 2 proposes to extend the term of the Agreement by an additional seven (7) months for a new expiration date of December 31, 2025, and increase the not-to-exceed amount by $25,000 for a new total not-to-exceed amount of $85,000. This Amendment will allow for the continued processing of backlog TRPA permits, as well as the processing of new, incoming TRPA permits, thus reducing delays in construction in the Lake Tahoe Basin area. Through this proposed Amendment 2, the Department also addresses a directive outlined in Resolution No. 014-2024, Improvements to the County’s Development Review Process: " Leveraging external assistance and expertise as necessary” to better serve all our customers.
ALTERNATIVES
The Board may choose not to approve this proposed Amendment 2; however, this would reduce the amount of funds available to utilize for as-needed TRPA plan checks, causing additional delays to the current backlog of TRPA permits, and new, incoming permits, as the Department approaches the construction season in the Lake Tahoe Basin.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved the proposed Amendment 2.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County costs associated with this item. Funding for these services are provided by applicant permit fees.
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 2; and
2) The Clerk of the Board will return one (1) fully executed original Amendment 2 to the Chief Administrative Office, Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Brendan Ferry, Chief Deputy Director
Planning and Building Department