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Chief Administrative Office, Parks Division, recommending the Board consider the following:
1) Approve and authorize the Chair to sign Amendment I to Agreement for Services 3955 with Helix Environmental Planning, Inc. to provide bid/construction documents and geotechnical report for the Old Depot Bike Park, increasing compensation by $179,175, for a total not-to-exceed amount of $271,442, increasing the consultant's rates, and extending the term of the agreement by one year; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 3955, including amendments which do not increase the maximum dollar amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING: California State Parks Statewide Parks Program Grant (Prop 68).
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DISCUSSION / BACKGROUND
In August of 2019, the Parks Division entered into an agreement with Helix Environmental Planning, Inc. for a site assessment, bike park concept plan, and California Environmental Quality Act (CEQA) analysis for the Old Depot Road Bike Park. In February 2020, $2,030,000 in funding was awarded for the development of the park through the Statewide Park Development and Community Revitalization Program.
The original agreement provided for the preparation of a CEQA initial study and supporting documents including an Oak Tree Resources Technical Report, a Biological Resources Assessment, a Cultural Resources Assessment, as well as a topographic survey, public outreach, and a conceptual plan. This amendment will add to the scope of work to provide the construction documents, bid and construction support, record drawings, geotechnical report, NPDES permit or waiver determination, and the preparation of an operations and maintenance manual for long-term usability of the park. The amendment also extends the term of the agreement from August 27, 2021 to August 27, 2022 in order to allow the additional work to be completed.
The schedule for this project is aggressive as the completion date is December 2021. The project is scheduled to go out to bid at the end of 2020 or beginning of 2021, with contract award in the spring and construction to start in spring/summer of 2021.
ALTERNATIVES
The Board could choose to not approve the amendment. However, delays in the completion of these activities may jeopardize grant funding for this project, as completion is required by December 2021.
PRIOR BOARD ACTION
20-0764 - June 30, 2020 Conceptual design approval
20-0448 - April 7, 2020 Accept grant award of $2,030,000
19-1040 - August 27, 2019, Approval of contract 3955 for Helix Environmental
19-0687 - June 25, 2019, Approval of resolutions for Prop 68 Grant applications
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
This amendment would increase the not-to-exceed amount by $179,175. The increase is to be funded by the Prop 68 grant; there will be no increase to net County cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1. Chair to sign two (2) originals of Agreement 3955 Amendment I.
2. Board Clerk’s Office to return one (1) original of Agreement 3955, Amendment I to Procurement and Contracts, Chief Administrative Office, for distribution to vendor.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Vickie Sanders, Parks Manager x7538