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Parks, a division of the Chief Administrative Office, recommending the Board consider the following regarding Agreement for Services 8330 with Lebeck Engineering, Inc. for evaluating Chili Bar River Park and providing preliminary development options:
1) Approve Amendment I to Agreement 8330, increasing the compensation amount by $12,570 for a new total not to exceed $108,323, with no change to the two-year term, and updating the scope of work to include Department of Industrial Relations clerical and administrative requirements for work related to Chili Bar River Park; and
2) Authorize the Purchasing Agent to sign the amendment and to execute further documents relating to Agreement 8330, including amendments which do not increase Net County Cost or extend the term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: Discretionary Transient Occupancy Tax Revenue.
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DISCUSSION / BACKGROUND
Chili Bar is a rafting/kayaking put-in downstream of the Highway 193 Bridge over the South Fork of the American River. The site is approximately 16 acres and is owned by El Dorado County. The lower area of the property, located adjacent to the river, is operated for rafting activities by the American River Conservancy (ARC) under the terms of a conservation easement. The upper level includes parking, structures, and the site of a previously existing mobile home park. Chili Bar is a heavily used access point for the South Fork of the American River.
The 2012 El Dorado County Parks and Trails Master Plan identifies the Chili Bar site as a Tier One Priority and identifies the need for the County to gather additional public input and finalize a plan for this site. On June 23, 2020 (Legistar Item 20-0420), the Board approved funding to complete a study of the Chili Bar site. Following the review of the Chili Bar Feasibility Study (Legistar Item 21-1199), the Board of Supervisors directed staff to explore a concessionaire model for management of the site, explore grant and revenue-generating opportunities, and coordinate with the American River Conservancy, who holds a conservation easement for the lower portion of the site and manages and operates the park. The Board also discussed a need to develop a process to refine the direction for the design features, services on site, and the scope of the amenities, as well as exploring a concessionaire model for site operation. In order to gauge interest in and to solicit ideas from the public, on September 12, 2022, staff released a Request for Information (RFI) for operation at Chili Bar. The ideas and feedback received from this RFI were proposed to be incorporated into a Request for Proposals (RFP) that would be used to select an operator and enter into a lease agreement at a future date.
December 6, 2022 (Legistar Item 22-2088), the Board was provided each of the three proposals. In that same item the Board appointed an ad hoc committee to include Supervisor Parlin and Supervisor Hidahl, in order to provide direction in refinement of an RFP, the evaluation of potential responses, and to determine a recommendation to the full Board.
After reviewing the three proposals, the ad hoc committee determined that there was one proposal that met the expectations of the Board. Several site visits were completed with the prospective concessionaire. Parks and Facilities staff also completed a variety of tasks, including: removed the double-wide trailer at west end of site, removed the residence due to hazardous condition, removed vegetation and debris, and installed a new roof on the store building. Facilities is currently working on renovations to the existing store and are painting the interior and exterior, and installing new flooring.
As a result of site investigations and review of old plans and documents, it was also determined that an in-depth site assessment would be needed to determine the infrastructure needs (including wastewater, water, and electrical), site layout, and costs.
At the request of Facilities, the Procurement and Contracts Division issued RFP 23-918-072 for Professional Services including Civil Engineering. Six qualified responses were received for this category. Lebeck Engineering was selected for this work as the firm is local and has successfully completed projects at other County parks. The El Dorado County Employees Association, Local #1, was informed of the proposed agreement.
On February 26, 2024, the Board approved Agreement 8330 with Lebeck Engineering (Legistar Item 24-0198) to evaluate the site and provide four feasible preliminary development options with deliverables to include site plans and cost estimates.
The County and Lebeck Engineering desire to amend Agreement 8330 to update the scope of work to include the Department of Industrial Relations (DIR) clerical and administrative requirements to Tasks 1, 2, 4, 5, 6, and 8. The amendment will increase the not-to-exceed compensation amount of the Agreement by $12,570 for a new amount not to exceed a total of $108,323, with no change to the term.
ALTERNATIVES
The Board could choose not to approve Amendment 1 to Agreement 8330, which would prevent the contractor from completing work at Chili Bar and would put the project on hold.
PRIOR BOARD ACTION
1) Legistar Item 06-1593 - October 3, 2006 - Chili Bar Acquisition Grant application
2) Legistar Item 07-1306 - August 14, 2007 - Chili Bar Acquisition Negotiations
3) Legistar Item 07-1390 - August 14, 2007 - Chili Bar Acquisition Negotiations
4) Legistar Item 07-1550 - November 6, 2007 - Chili Bar Acquisition
5) Legistar Item 20-0420 - June 23, 2020 - Chili Bar Feasibility Study Conceptual Approval
6) Legistar Item 20-0859 - July 21, 2020 - Contract Approval for Chili Bar Feasibility Study
7) Legistar Item 21-1199 - July 27, 2021 - Chili Bar Feasibility Study and RFI
8) Legistar Item 22-1215 - July 26, 2022 - Chili Bar Lease Negotiations
9) Legistar Item 22-2088 - December 6, 2022 - Chili Bar RFI Ad Hoc Committee
10) Legistar Item 23-0419 - February 21, 2023 - ARC Chili Bar Park Lease and Updated Agreement
11) Legistar Item 23-0771 - April 18, 2023 - Chili Bar FY 2023-24 Funding
12) Legistar Item 23-0935 - May 16, 2023 - Chili Bar Food Truck License Agreement
13) Legistar Item 24-0198 - February 6, 2024 - Chili Bar Lebeck Engineering Inc. Agreement
14) Legistar Item 24-0601 - April 10, 2024 - Chili Bar Food Truck License Amendment
15) Legistar Item 19-1422 - Parks and Recreation Commission item providing input on the Helix Environmental Planning, Inc. scope of work for the Chili Bar Park master plan, with reference to a 2009 Preliminary Master Plan, which was never adopted.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Environmental Management, Surveyor’s Office, Facilities Division, Procurement & Contracts Division, County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Board has allocated $250,000 from Discretionary Transient Occupancy Tax, $100,000 from River Trust Fund and $1,000,000 from designations to be used for this site. The cost of this contract is proposed to be paid from the Discretionary Transient Occupancy Tax funds.
At this time, of the $1,350,000 allocated, there is a total of $1,139,087 of funding remaining. There have been $210,913 of expenses approved for project management, and interior/exterior repairs.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Jennifer Franich, Deputy Chief Administrative Officer