Title
Community Development Agency, Transportation Division, recommending the Board consider the following:
1) Approve and authorize the Chair to sign Lease Agreement 186-L1711 with John J. Power and Anne Marie Power, for temporary housing located at 420 Deer Avenue in Tahoma, in the amount of $6,400 to commence on December 1, 2016 and terminate on March 31, 2017, with options for:
a) One additional month; and
b) Three subsequent winters for temporary housing of snow removal crews; and
2) Authorize the Community Development Agency Director to sign:
a) A letter exercising the option to extend the lease for one month, if needed; and
b) A letter exercising the option to lease the premises for each of the three subsequent winters, if needed.
FUNDING: Road Fund. (Non-Federal Funds)
Body
DEPARTMENT RECOMMENDATION
Community Development Agency, Transportation Division (Transportation) recommending the Board consider the following:
1) Approve and authorize the Chair to sign Lease Agreement 186-L1711 (Lease Agreement) with John J. Power and Anne Marie Power, for temporary housing located at 420 Deer Avenue in Tahoma, in the amount of $6,400 to commence on December 1, 2016 and terminate on March 31, 2017, with options for: a) one additional month; and b) three subsequent winters for temporary housing of snow removal crews; and
2) Authorize the Community Development Agency Director to sign: a) a letter exercising the option to extend the lease for one month, if needed; and b) a letter exercising the option to lease the premises for each of the three subsequent winters, if needed.
DISCUSSION / BACKGROUND
Transportation is requesting renewal of the Lease Agreement with John J. Power and Anne Marie Power for temporary housing located at 420 Deer Avenue in Tahoma, providing 1,364 square feet at $1.17 per square foot. Transportation has been providing temporary housing for snow removal crews in the Tahoma area during heavy snowstorms for the past twenty (20) years. During the snow season in the Tahoma area of the Tahoe Basin, 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 staff from Placerville to accommodate the work schedules.
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 (3) years, inclusive of any amendments.
ALTERNATIVES
The Board may choose not to approve the Lease Agreement. Without the Lease Agreement to facilitate temporary housing, alternative methods would need to be identified, in addition to associated costs.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
Recommend approval of the Department's recommendation.
FINANCIAL IMPACT
The current Fiscal Year 2016/2017 budget includes $6,400 for the John J. Power and Anne Marie Power Lease Agreement and is funded by the Road Fund.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Board Chair's signature on two (2) copies of the proposed Lease Agreement.
2) The Clerk of the Board will return one (1) signed copy of the proposed Lease Agreement to the Community Development Agency, Administration and Finance Division, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Don Spear, Deputy Director
Maintenance and Operations
Community Development Agency, Transportation Division