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Community Development Services, Department of Transportation, recommending the Board consider the following for temporary housing of snow removal crews:
1) Approve and authorize the Chair to sign Lease Agreement 247-L1811 with Coldwell Banker McKinney & Associates for temporary housing located at 675 Shoshone Street in South Lake Tahoe, in the amount of $13,290, to commence on November 1, 2017, and terminate on March 31, 2018, with leasing options for three subsequent winters; and
2) Authorize the Department of Transportation Director to sign the letter to Coldwell Banker McKinney & Associates, when exercising the option to lease the premises for each of the three subsequent winters, if needed.
FUNDING: Road Fund. (100% State Funding)
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DEPARTMENT RECOMMENDATION
Community Development Services (CDS), Department of Transportation (Transportation), recommending the Board consider the following for temporary housing of snow removal crews:
1) Approve and authorize the Chair to sign Lease Agreement 247-L1811 (Lease Agreement) with Coldwell Banker McKinney & Associates, as Lessor, for temporary housing located at 675 Shoshone Street in South Lake Tahoe, in the amount of $13,290, to commence on November 1, 2017, and terminate on March 31, 2018, with leasing options for three subsequent winters; and
2) Authorize the Transportation Director to sign the letter to the Lessor, when exercising the option to lease the premises for each of the three subsequent winters, if needed.
DISCUSSION / BACKGROUND
CDS Transportation is requesting approval of the Lease Agreement with the Lessor for temporary housing located at 675 Shoshone Street in South Lake Tahoe, providing 2,817 square feet at approximately $0.94 per square foot. Transportation has been providing temporary housing for snow removal crews in the Tahoma area during heavy snowstorms for the past twenty years. Over the past six months, Transportation has experienced staffing reductions at the South Lake Tahoe Maintenance and Operations Facility due to retirements and resignations, and has multiple employees out on long-term leave. Transportation has been in the process of filling vacant positions since May 2017 but the work force pool in South Lake Tahoe has been very limited for this type of work.
Transportation works 24-hour shifts to keep the roads plowed and sanded for public safety. During periods of significant snowfall, it is necessary for Transportation to send staff from the Placerville Maintenance Facility to South Lake Tahoe and Tahoma, possibly for several days at a time. Housing must be provided for the crew from Placerville to accommodate the work schedules. Depending on the size of the crew, there could be a need for multiple rooms and recent experience has shown that it is difficult, if not impossible, to find available hotels in South Lake Tahoe during a snow event. Additionally, room rates are often over $100.00 per night. The lack of availability and cost make the rental of a house a more feasible and economical option.
The proposed Lease Agreement includes the option to lease the premises for each of the three subsequent winters. Transportation brings this matter before the Board pursuant to the requirement of Section 4.5, Contract Term, of Board of Supervisors Policy C-17, which requires authorization from the Board for any contract term exceeding three years, inclusive of any amendments.
ALTERNATIVES
The Board may choose not to approve the Lease Agreement. Without this Lease to facilitate temporary housing, alternative methods would need to be identified, in addition to associated costs.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved the proposed Lease Agreement.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The current Fiscal Year 2017/2018 budget includes the cost for the first year of the Lease Agreement, with funding provided by the Road Fund.
Should leasing options be exercised for the three subsequent winters, the Road Fund will be used to provide the necessary funding, by fiscal year, to cover the cost of leasing this temporary housing.
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 Lease Agreement.
2) The Clerk of the Board will return one (1) signed original copy of the Lease Agreement to the CDS Administration and Finance Division, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation