Title
Chief Administrative Office, Parks Division, recommending the Board consider the following:
1) In accordance with Chapter 3.13, Section 3.13.030 of County Ordinance Code, Contracting Out, find that the California Environmental Quality Act (CEQA) and design work for the Diamond Springs Community Park requires specialty skills and qualifications;
2) Approve and authorize the Chair to sign Agreement 6454 with Dudek to assist the County with the CEQA document for the Diamond Springs Community Park, with a not-to-exceed amount of $297,995.50, and an expiration date of June 1, 2023, effective upon execution; and
3) Approve and authorize the Chair to sign the budget amendment transferring $125,000 from the Bass Lake property sale General Fund designation to the Parks Division (4/5 vote required).
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Board of Supervisors on January 25, 2022 approved a dedication agreement for the donation of property identified by Assessor’s Parcel Number 331-400-002, located at 3447 Clemenger Drive, for the purpose of developing a Sports Complex in the community of Diamond Springs and authorized the Chair to sign the dedication agreement. As detailed in the Agreement, the County will accept the dedication of the property via the Certificate of Acceptance following certification of the CEQA document. The dedication agreement also includes the following provision: if the Board of Supervisors does not certify a CEQA document for the Park Project by April 25, 2023, the Agreement will expire.
Staff is recommending approval and authorization to enter into a contract with Dudek to assist with the completion of the CEQA document by the April 25, 2023 deadline. This contract includes subcontractors to complete the studies needed to produce the CEQA document. These studies include Cultural, Biological, Topographical Survey, Transportation Constraints, Oak Resources Evaluation, public input and 30% design. The consultant is aware of the deadline and has arranged for these studies to be completed as soon as possible in order to meet the April 25, 2023 deadline.
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. The Diamond Springs Community Park CEQA work, including background studies listed above, and the design work, may be contracted out because it requires specialty skills and qualifications not expressly identified in County classifications (Criteria 3.13.030 (B)).
ALTERNATIVES
The Board may choose not to approve the proposed Agreement. This would result in a loss of the property donation as the CEQA would likely not be completed by April 25, 2023.
PRIOR BOARD ACTION
Legistar Item 22-0099 1/25/2022
Legistar Item 22-0064 1/4/2022
Legistar Item 21-0785, 5/27/21
Legistar Item 21-1058, 7/13/21
Legistar Item 21-1702, 11/2/21
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management has approved the proposed Agreement.
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
The Board directed the funds from the sale of the Bass Lake Property be set aside and eventually allocated to the Diamond Springs Community Park (Sports Complex) in the amount of $250,000. The anticipated cost of the scope of work exceeds that amount by $47,995.50. The budget amendment would allocate $125,000 from the designation making it available for use in Fiscal Year 2021-22 for work completed through June 2022, with the remaining amount to be budgeted for expenditure in FY 2022-23. Additionally, $50,000 in General Fund will be included in the Parks Division Budget request for FY 2022-23. The agreement amount represents an increase in costs of approximately $50,000 in new General Funds costs.
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 return one (1) fully-executed original Agreement to the Chief Administrative Office, Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Vickie Sanders, Parks Manager