Title
Department of Transportation recommending the Board approve the following:
1) Find in accordance with County Ordinance Code Chapter 3.13, Section 3.13.030 (C), Contracting Out, that it is appropriate to contract with Mason, Bruce & Girard, Inc. for arborist services and R.E.Y. Engineers, Inc. for surveying services because due to the temporary nature of work, the ongoing aggregate of the work is not sufficient to warrant the addition of permanent staff;
2) Authorize the Chair to sign an agreement for surveying services with R.E.Y. Engineers, Inc. of Folsom, California, in the amount of $150,000 for a one (1) year term; and
3) Authorize the Chair to sign an agreement for arborist services with Mason, Bruce & Girard, Inc. of Auburn, California, in the amount of $278,500 for a one (1) year term.
FUNDING: General Fund Caldor Fire Relief Designation (6.25%), Federal Emergency Management Agency Funds (75%), CalOES State Funds (18.75%).
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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 which needs to be completed is the removal of hazardous trees in the County right-of-way. In accordance with El Dorado County Ordinance Code, Section 3.13.030(c), by El Dorado County Charter, Section 210(b)(6) and/or Government Code Section 31000, it has been determined that due to the limited time frame, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of work to be performed is not sufficient to warrant addition of permanent staff, and the service may be contracted out. Therefore, the Department of Transportation, Maintenance and Operations Division (Transportation) immediately started the process to ensure the trees would be removed and no longer a hazard to the public. Transportation completed two Request for Proposals (RFP); one was for surveying services to stake the County right-of-way to ensure that the arborist only identifies trees that are County property to be removed, and a second for arborist services to identify hazardous trees based on Federal Emergency Management Agency (FEMA) ranking guide.
After the evaluation of RFP #22-925-019, R.E.Y. Engineers, Inc. of Folsom, California, was identified as the consultant to conduct surveying services. This is the first step in removing hazardous trees, and only trees identified within the County's right-of-way will be allowed under FEMA reimbursement regulations. The second step is obtaining a certified Arborist to identify and mark trees that are considered hazardous, based on FEMA guidelines. After the evaluation of the submittals to RFP #22-988-015, Mason, Bruce & Girard, Inc. of Auburn, California, was selected as the arborist.
Both agreements are 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 seventy-five (75) percent FEMA funding and eighteen point seven five (18.75) percent state funds. The remaining six point two five (6.25) percent will be paid for with General Fund.
Additional agreements will be brought before the Board of Supervisors for approval in the near future for the removal of the hazardous trees and debris removal monitoring services.
ALTERNATIVES
The Board could choose not to approve the consulting agreements for surveying and arborist services.This would leave hazardous trees in the County right-of-way as these two agreements are required, prior to the removal of the trees, in order to be eligible for FEMA reimbursement.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
CAO Procurement and Contracts, County Counsel and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Initially, the entire project cost will be paid by Road Fund and later reimbursed with (75%) FEMA funding, (18.75%) CalOES funding and (6.25%) General Fund Caldor Fire Set-Aside funding. Appropriations are available within Transportation's budget for Fiscal Year 2021-22. 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) original Agreements for both consultants.
2) The Clerk of the Board will return one (1) original of each agreement to Chief Administrative Office, Procurement and Contracts for further processing.
STRATEGIC PLAN COMPONENT
Public Safety, Infrastructure, Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation