Title
Chief Administrative Office, Parks Division, recommending the Board:
1) Approve and authorize the Chair to sign Amendment I to Agreement for Services 4698 with Siller Helicopters, Inc. to provide helicopter services, materials, equipment, pilots, and ground crew to conduct maintenance activities on the Rubicon Trail, amending the term of the agreement to coincide with the grant expiration and increasing the not-to-exceed amount by $20,250 for a total of $420,250; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 4698, 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 Off-Highway Vehicle Division Grant Funds.
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DISCUSSION / BACKGROUND
Each year, the County Parks Division completes an assessment of the Rubicon Trail to determine which routine maintenance projects will be performed during the next peak season (usually May-October). Last year, several areas were identified that require large amounts of rock to be transported to different areas of the trail. Due to the remote location of the trail, the rugged terrain, and the large quantities of the material needed to complete the maintenance, the services of a helicopter outfitted with equipment to move the material is necessary. Staff has determined that it is most cost-effective and efficient to contract for helicopter services to transport the materials to the locations where rock is needed. The County has contracted out this service in the past.
The Parks Division applied for and received a grant through the State Parks Off-Highway Motor Vehicle Division to fund this maintenance activity (Legistar item #20-0019).
The Parks Division originally anticipated completing the project in May 2020. Staff and the vendor completed a portion of the project in May. However, due to inclement weather, the remaining work was postponed for completion in Fall of 2020. The original agreement set the term to expire in December 2020, however, the grant funding this work expires in October 2020. The amendment revises the term to coincide with the grant expiration date.
The amendment also accounts for the increased costs due to having to mobilize and demobilize equipment twice. This amendment will increase the total not to exceed amount of the agreement by $20,250 for a total of $420,250 to account for the revised costs.
ALTERNATIVES
The only alternative to conduct this type of large scale maintenance on the trail is to move rock by trailer using volunteers and the Murooka track-mounted dump truck. This has proven to be more expensive and very challenging as this requires a large amount of materials to be transported through highly rugged terrain to remote locations on the trail.
PRIOR BOARD ACTION
11/10/15 Legistar 15-1342 - 2015 Siller Helicopter Agreement
10/17/17 Legistar 17-1111 - 2017 Siller Helicopter Agreement
01/28/20 Legistar 20-0019 - Approval of Parks grants and budget transfer reflecting grant funds
03/10/20 Legistar 20-0215 - Approval of Siller Helicopter Agreement 4698
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The appropriations for this contract were included in the Fiscal Year 2020-21 Parks budget. The Division received grant funding from the State Parks Off-Highway Motor Vehicle Division that includes funding to cover the full cost of this contract.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1. Chair to sign two (2) originals of Agreement 4698, Amendment I.
2. Board Clerk’s Office to return one (1) original of Agreement 4698, Amendment I to Vickie Sanders in the Chief Administrative Office, Parks Division, for distribution to vendor.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Vickie Sanders, Parks Manager x7538