Title
Office of Wildfire Preparedness and Resilience, a division of the Chief Administrative Office, recommending the Board:
1) Make findings that it is appropriate to engage an independent contractor to provide defensible space inspections, as Agreement 9705 with Lake Valley Fire Protection District for defensible space inspection services is with or among another governmental entity or agency in accordance with County ordinance code 3.13.030.E;
2) Make findings in accordance with Procurement Policy C-17 Section 3.4 (3) to exempt Agreement 9705 from competitive bidding process because competitive bidding would produce no economic benefit to the county;
3) Approve and authorize the Board Chair to sign Amendment I to Agreement 9705 with Lake Valley Fire Protection District for defensible space inspection services, including education, outreach, and response to resident complaints for violations within the Tahoe Basin, extending the term by three years through June 30, 2029, and increasing the total compensation amount by $180,000 for a total compensation amount not to exceed $240,000; and
4) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 9705, excluding term extensions and increases to compensation, contingent upon approval by County Counsel and Risk Management.
FUNDING: Bureau of Land Management Fuels Management and Community Fire Assistance Program Grant.
Body
DISCUSSION / BACKGROUND
California Public Resources Code 4291 (PRC 4291) requires residents to clear hazardous vegetation on their property to provide "defensible space," against wildfire risk. The California Department of Forestry and Fire Protection (CAL FIRE) identifies Defensible Space Inspection Areas, previously Target Hazard Areas, annually in which to conduct defensible space inspections and educate residents about their responsibilities under PRC 4291. El Dorado County Ordinance 5101, Chapter 8.09 Vegetation Management and Defensible Space was updated in 2024 and also establishes local requirements for maintaining defensible space.
In addition to preparing updates to the County’s hazardous vegetation and defensible space requirements under Chapter 8.09 and working to enhance the County’s Defensible Space Program, the Office of Wildfire Preparedness and Resilience (OWPR) facilitates a Defensible Space Working Group which is comprised of CAL FIRE and local fire districts to coordinate defensible space inspection areas and to ensure consistent countywide defensible space education. Areas identified in the unincorporated area of the Tahoe Basin are limited due to seasonality and location and are not sufficient to warrant an additional permanent defensible space inspector. Lake Valley Fire has developed a strong and trusted working relationship with the communities in the Tahoe Basin.
The Office of Wildfire Preparedness and Resilience was awarded a $10,000,000 grant from the Department of the Interior, Bureau of Land Management, to work with partner organizations to assist with fuels management and community fire assistance program activities to reduce the risk and impact of catastrophic wildfires to local communities through coordination, reducing the amount of hazardous fuels, and furthering the education of landowners about wildfire prevention and mitigation. This included partnering with several fire agencies in the County to complete 30,000 homeowner contacts through a combination of defensible space voluntary assessments and defensible space inspections in the County.
Under the current Agreement, services provided by Lake Valley Fire include conducting inspections on all properties within the identified County Emphasis Area (CEA) on behalf of the County, hosting annual community informational workshops to provide property owners and residents education on how to meet defensible space requirements and protect their homes from wildfire, and referring appropriate violations to the County for further action. Inspections conducted by Lake Valley Fire will be in accordance with Chapter 8.09, including any amendments thereto during the term of the Agreement.
The proposed first amendment to Agreement 9705 would extend the term through June 30, 2029, to align with the current term of the BLM grant agreement and increase compensation by $180,000 for a revised total of $240,000. This amendment maintains the existing monthly rate of $5,000 for the extended term.
Because County Ordinance only allows the County, CAL FIRE, or local fire departments to perform this work, it is recommended that the Board exempt these services from competitive bidding.
ALTERNATIVES
The Board could choose not to approve Amendment I to Agreement 9705 with Lake Valley Fire Protection District and direct staff to evaluate other options to implement the defensible space program in the Tahoe Basin.
PRIOR BOARD ACTION
Legistar file 24-0955 - June 11, 2024 - Agreement 8713 with Lake Valley Fire Protection District to provide defensible space inspection services, including education, outreach, and response to resident complaints for violations, within the Tahoe Basin in the amount of $78,750 for the period of July 1, 2024, through June 30, 2025.
Legistar file 24-1067 - June 18, 2024 - Board accepted a grant award under the Bureau of Land Management Fuels Management and Community Fire Assistance Program Activities to fund the El Dorado County Fire Adapted Communities Program, in the amount of up to $10,000,000, which included provisions to perform up to 30,000 defensible space inspections and provide defensible space clearance for qualified residents.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no increase to Net County Cost associated with the execution of this amendment, as it is fully funded through the BLM Fire Adapted Communities Grant.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Upon Board approval, the Board Clerk to:
1) Obtain the Chair's signature on Amendment I to Agreement 9705; and
2) Forward the one copy of the fully executed amendment to the Procurement and Contracts Division and one copy to CAO - OWPR Division, Attn: Tanya Harlow.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Tanya Harlow, Wildfire Resilience Officer
Office of Wildfire Preparedness and Resilience