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Department of Transportation recommending the Board approve and authorize the Chair to sign the First Amendment to Agreement for Services 7070 with Tetra Tech, increasing the not-to-exceed amount by $80,000 for a total not-to-exceed amount of $150,000, with no changes to the term of the contract, to provide debris monitoring services for the Caldor Fire Hazardous Tree Removal Project.
FUNDING: General Fund Caldor Fire Relief Designation (2.5%), Federal Emergency Management Agency Funds (90%), CalOES State Funds (7.5%).
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DISCUSSION / BACKGROUND
Between August 2021 and October 2021, the Caldor Fire impacted the local community and left a path of destruction. One of the many projects Transportation was to oversee was the removal of hazardous trees in the County right-of-way. Transportation completed four request for proposals for the hazardous tree removal project. One of the proposals was awarded to Tetra Tech for debris monitoring services. Agreement for Services 7070 was awarded to Tetra Tech in the amount of $70,000. Due to additional staffing needs in the field during the hazardous tree removal project, as well as truck inspections for state compliance, the not-to-exceed amount needs to be increased by $80,000 for a total of $150,000.
Transportation is requesting a First Amendment to increase the not-to-exceed amount by $80,000 for a new total not-to-exceed amount of $150,000 to cover the additional staff time in the field during the hazardous tree removal project in the Caldor Fire burn scar in Grizzly Flats. This amendment does not change the hourly rates but does add a rate for truck inspections level 1.
The First Amendment is essential to ensure the project costs can be reimbursed through FEMA and CalOES. Initially, the entire project cost will be paid by Road Fund and later reimbursed with ninety (90) percent FEMA funding and seven point five (7.5) percent state funds. The remaining two point five (2.5) percent will be paid for with the General Fund set aside.
ALTERNATIVES
The Board could choose not to approve the First Amendment to Agreement 7070. Transportation would then not be incompliance with FEMA requirements for hazardous debris removal and reimbursements would be jeopardized.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve staff recommendation.
FINANCIAL IMPACT
Initially, the entire project cost will be paid by Road Fund and later reimbursed with (90%) FEMA funding, (7.5%) CalOES funding and (2.5%) General Fund Caldor Fire Set-Aside funding. Appropriations are available within Transportation's budget for Fiscal Year 2022-23. A budget transfer will be taken to the Board at a later date to provide appropriations to allow the journal for the portion of the project to be funded by the General Fund Set-Aside when there are better estimates for the County's share of the project.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of the First Amendment to Agreement.
2) The Clerk of the Board will return one (1) of the signed originals of the First Amendment to Agreement to Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation