Title
Chief Administrative Office, Parks Division, recommending the Board consider the following:
1) Make findings in accordance with Chapter 3.13.030 of County Ordinance Code, Contracting Out 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 Amendment I to Agreement 6454 with Dudek to include additional technical services and environmental analyses, increasing compensation by $142,372 for a new total not to exceed $440,367.50, and extending the term through January 31, 2024;
3) Approve and authorize the Chair to sign a Budget Transfer moving $1,000,000 of appropriations from Services and Supplies to Fixed Assets within the Parks Division budget; and
4) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 6454, excluding term extensions and increases to compensation, contingent upon approval by County Counsel and Risk Management.
FUNDING: Bass Lake Property Designation, General Fund, Transient Occupancy Tax (TOT) funds, and General Fund Designation.
Body
DISCUSSION / BACKGROUND
The Board of Supervisors on January 25, 2022, Item 22-0099, 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.
On March 22, 2022, the Board approved item 22-0472 authorizing 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. 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.
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)).
The Parks Division is requesting the Board approve Amendment I to Agreement 6454 with Dudek to include additional technical services and environmental analyses, increasing the compensation by $142,372 for a new total amount of $440,367.50, and extending the term through January 31, 2024. The proposed Amendment will allow the vendor to continue providing these services and complete the CEQA document for the Diamond Springs Community Park project.
ALTERNATIVES
The Board could choose to not approve the proposed Amendment I to Agreement 6454, however, this would result in project delays and an increase in the project costs since Dudek has completed fifty percent of the project.
PRIOR BOARD ACTION
Legistar Item 22-0472 3/22/2022
Legistar Item 22-0099 1/25/2022
Legistar Item 22-0064 1/4/2022
Legistar Item 21-1702, 11/2/21
Legistar Item 21-1058, 7/13/21
Legistar Item 21-0785, 5/27/21
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The Board approved funding for the Diamond Springs Sports Complex project is:
- $250,000 Bass Lake Property Sale Designation
- $50,000 General Fund - Approved in FY 2022-23 Adopted Budget
- $1,000,000 TOT Fund - Approved in FY 2022-23 Adopted Budget
- $3,000,000 General Fund Designation - not budgeted in FY 2022-23
The Amendment to Agreement 6454 will be funded by $145,385 of the budgeted TOT funds, however, the TOT funds were originally budgeted in services and supplies. The attached budget transfer moves these funds to Fixed Assets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain Board Chair signature on Amendment I to Agreement 6454 and forward to CAO Fiscal, attention Kelley Lawrie.
2) Clerk of the Board to obtain Board Chair signature on the original Budget Transfer and forward the budget transfer to the Chief Administrative Office.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Vickie Sanders, Parks Manager