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Chief Administrative Office, Facilities Division, recommending the Board consider the following:
1) Make findings pursuant to Ordinance Code 3.13.030 that the ongoing aggregate of the work to be performed under this Agreement is not sufficient to warrant the addition of permanent staff; and
2) Authorize the Purchasing Agent, pursuant to final County Counsel, Risk Management and Bargaining Unit approval, to sign Agreement for Services 218-S1811 with Mapes Enterprises for routine snow removal services in South Lake Tahoe at County operated facilities for a not to exceed amount of $95,000 and a term of one (1) year.
FUNDING: General Fund.
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DEPARTMENT RECOMMENDATION
Make findings pursuant to Ordinance Code 3.13.030 that the ongoing aggregate of the work to be performed under this Agreement is not sufficient to warrant the addition of permanent staff.
Authorize the Purchasing Agent, pursuant to final County Counsel, Risk Management and Bargaining Unit approval, to sign Agreement for Services No. 218-S1811 with Mapes Enterprises for routine snow removal services in South Lake Tahoe at County operated facilities for a not to exceed amount of $95,000 and a term of one (1) year.
DISCUSSION / BACKGROUND
This proposed agreement with Mapes Enterprises would provide the personnel, equipment, materials, supplies and services necessary to assist the Facilities Division with providing snow removal, snow staking, and snow hauling services for various County facility parking lots, driveways, sidewalks and walkways to ensure access to County facilities operated in the South Lake Tahoe (SLT) area.
Reputable and stable snow removal companies in SLT are limited and Mapes Enterprises is historically one of the few firms we’ve identified that will provide the services primarily on a time and materials basis. While the agreement does specify a “stand-by” fee of $3,000 per month for the months of November through April, the County experiences a good value for these services over the alternatives we’ve found.
Through Fiscal Years (FY) 2011/2012 to FY 2015/2016 the Division’s average annual snow removal expenditures in the SLT basin were approximately $25,000. Due to the unprecedented snow fall received last FY expenditures increased to over $95,000. With the unpredictable nature of snow fall, and an effort to be proactive in ensuring County facility access is maintained, the Division has established this agreement for $95,000 with a term of one year.
The ongoing aggregate of the work to be performed under this Agreement is not sufficient to warrant the addition of permanent staff based upon the sporadic and temporary nature of the work. Additionally, the Division does not have the necessary equipment, or the expertise needed with the equipment, to provide these services. While the SLT based Transportation Division crew does perform snow removal their priorities are safe public access to roadways and there would be no guarantee of available staff or equipment to serve facilities when necessary.
ALTERNATIVES
The Board could decline this agreement and the Division would need to formulate a new snow removal plan.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funds are included in the FY 2017-18 budget and there is no change in Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russ Fackrell, Facilities Manager