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Department of Transportation, Maintenance and Operations Division, recommending the Board approve and authorize the Chair to sign Rental Agreement 5692 with Lake Valley Properties for temporary housing located at 1160 Nottaway Drive in South Lake Tahoe, in the amount of $15,000, to commence on November 1, 2021, and terminate on March 31, 2022.
FUNDING: Road Fund. (100%)
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DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation) is requesting approval of Rental Agreement #5692 with the Lessor for temporary housing located at 1160 Nottaway in South Lake Tahoe. Transportation has historically provided temporary housing for snow removal crews in the Tahoma area for over twenty years and South Lake Tahoe area for the past couple years during heavy snowstorms.
Transportation works twenty-four (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, possibly for several days to weeks at a time. Housing must be provided for the crew from Placerville to accommodate the work schedules. Depending on the size of the crews, 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 per night. The lack of availability and cost makes the house rentals a more dependable and economical option.
Transportation is still trying to locate a rental for Tahoma snow removal needs and will return to the Board with an additional lease agreement should a viable option be found. Recent real estate increases have made the already sparse rental market even more limited.
ALTERNATIVES
The Board may choose not to approve the rental agreement. Without the rental agreement to facilitate temporary housing, alternative methods would need to be identified, in addition to associated costs.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel, and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The total cost for lease agreement #5692 is $15,000. The current Fiscal Year 2021-22 budget includes the cost for the rental agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's initials and signatures on two (2) originals of Rental Agreement #5692.
2) The Clerk of the Board will return one (1) signed original of the Agreement to CAO Procurement and Contracts, for further processing.
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Rafael Martinez, Director
Department of Transportation