Title
Planning and Building Department, Tahoe Planning, Stormwater, and Vacation Home Rental Division, recommending the Board:
1) Make findings pursuant to Section 3.13.030 (B) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work;
2) Approve and authorize the Chair to sign competitively bid Agreement 8821 with Nichols Consulting Engineers, CHTD., to assist County and TRPA with Phase 1 of the Meyers Aquatic Invasive Species Inspection Station, in the amount of $399,486, and expiration date of June 18, 2026; and
3) Authorize the Purchasing Agent to execute any further documents determined necessary related to Agreement 8821, including amendments which do not increase the amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING: Tahoe Regional Planning Agency.
Body
DISCUSSION / BACKGROUND
On April 9, 2024 (Legistar File 24-0326), in a collaborative effort to protect Lake Tahoe from aquatic invasive species (AIS), the County and TRPA entered into Cooperation Agreement 24C00012 for Phase 1 of the development of the Meyers AIS Inspection Station (Project), with the Planning and Building Department, Tahoe Planning, Stormwater, and VHR Division (Department), providing Project management services and TRPA serving as the Project proponent and Project funder. The Department is currently proceeding with Amendment 1 to the Cooperation Agreement to increase the amount by $85,326 for a new agreement amount of $474,726, and to extend the term of the Cooperation Agreement by six (6) months for a revised termination date of June 30, 2026. Amendment 1 to the Cooperation Agreement revises the Cooperation Agreement to reflect the actual Project costs and time frame based on the actual costs for Department staff time and Nichols Consulting Engineers, CHTD. (NCE) proposal. In addition to the changes to the amount and the term of the Cooperation Agreement, another notable change includes a revision to the Cooperation Agreement number. After execution of the Cooperation Agreement, TRPA notified the Department that the Agreement number originally assigned to the Cooperation Agreement by TRPA, 24C00012, was incorrect. The correct Cooperation Agreement number of 24C00051 is reflected throughout Amendment 1 to the Cooperation Agreement.
The proposed Project will consist of a boat inspection and decontamination area, associated mechanical and storage sheds, an open space/public access area with signage, a public restroom, a public service bicycle station, a workforce housing building, and required vehicle queuing and parking areas. Development of the Project is phased and will occupy four (4) undeveloped parcels (034-300-025, 034-300-026, 034-300-027, 034-300-028) on the southwest corner of State Route 89 and U.S. Route 50, which are owned by the California Tahoe Conservancy (CTC).
Phase 1 of the Project consists of preliminary design (thirty percent [30%] design level engineered plans), environmental documentation (TRPA initial environmental checklist, California Environmental Quality Act [CEQA], Mitigated Negative Declaration, and United States Fish and Wildlife Service National Environmental Policy Act [NEPA] Environmental Assessment/Findings of No Significant Impact), and a focused public engagement process.
The aforementioned skill sets associated with Phase 1 of the Project are currently not available in-house and the Department has the need to utilize consulting services. Chapter 3.13 of the El Dorado County Code of Ordinances, Contracting Out, includes Section 3.13.030, Criteria, which establishes those instances where contracts may be awarded and work can be performed by independent contractors. It is recommended that the Board find that the work under the proposed Agreement requires specialty skills and qualifications not expressly identified in County classifications. (Criteria 3.13.030 (B)).
Utilizing the County’s issued Request for Qualifications (RFQ) 20-918-043 list of qualified firms, the Department and TRPA have selected a consultant capable of providing the services required for completion of Phase 1 of the Project.
The Department is requesting to enter into Agreement 8821 with NCE, for the provision of preliminary design, environmental documentation, and a focused public engagement process for Phase 1 of the Project, with an amount of $399,486, and an expiration date of June 18, 2026. Services under Agreement 8821 will include, but not be limited to:
• Project Coordination
• Field Investigation and Technical Studies
• Engineering, Architecture, and Landscape Design
• Environmental Documentation
• Community Engagement
ALTERNATIVES
The Board may choose not to approve the proposed Agreement. This would result in the Department and TRPA having to make alternate arrangements for completion of the work under the executed Cooperation Agreement.
PRIOR BOARD ACTION:
On April 9, 2024 (Leigstar File 24-0326), the County and TRPA entered into Cooperation Agreement 24C00012 for Phase 1 of the development of the Meyers AIS Station, with County providing project management services and TRPA as the proponent and funder.
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 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 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 Administration Office, Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Brendan Ferry, Deputy Director of Tahoe Planning, Stormwater
Planning and Building Department