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Community Development Services, Department of Transportation, and the Chief Administrative Office recommending the Board consider the following pertaining to the Tree Mortality Project, Phase III, Contract PW 17-31208:
1) Approve and adopt the Contract Documents; and
2) Authorize advertisement for bids.
FUNDING: California Disaster Assistance Act Funds (75% - State) and General Fund (25% - Local).
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DEPARTMENT RECOMMENDATION
Community Development Services, Department of Transportation (Transportation), and the Chief Administrative Office (CAO) recommending the Board consider the following pertaining to the Tree Mortality Project (Project), Phase III, Contract PW 17-31208:
1) Approve and adopt the Contract Documents; and
2) Authorize advertisement for bids.
DISCUSSION / BACKGROUND
Data collected by state and federal agencies demonstrates that drought conditions and bark beetle infestation have killed over 102 million trees in the State of California (State), and that tens of millions more are likely to die over the next five to six years. On October 30, 2015, Governor Brown proclaimed a State of Emergency due to unprecedented tree mortality caused by conditions of extreme drought and drought-related bark beetle infestations. The Governor's Emergency Proclamation contains 18 distinct actions that direct State agencies, utilities, and local governments to remove dead or dying trees in high hazard areas across the entire State.
Surveys conducted by the U.S. Forest Service estimated that new tree mortality, between October 2015 and May 2016, would affect an estimated 177,000 conifer trees in El Dorado County. Many of these trees are located in the Eldorado National Forest or on private land; however, some of these trees endanger County infrastructure, e.g., County roads and buildings. The County determined it had approximately 3,100 trees to remove that threaten County infrastructure. These numbers are just estimates.
On March 28, 2016 (Item 1), the Board adopted Resolution 053-2016 declaring a State of Emergency in El Dorado County due to pervasive tree mortality, and on May 17, 2016 (Item 46), the Board approved the County’s Tree Mortality Hazard Tree Removal Plan. On August 2, 2016 (Item 33), the Board authorized the Chair to sign the California Disaster Assistance Act (CDAA) application and authorized the submittal of the application for funding related to the State’s declared Tree Mortality Emergency. The El Dorado County Sheriff's Department received confirmation on September 2, 2016, that the County had been approved for CDAA funding.
Trees marked for removal under CDAA funding must be verified by Registered Professional Foresters (RPFs) or Certified Arborists (CA). On November 15, 2016 (Item 39), the Board approved an Agreement for Services with Black Fox Timber Management Group. Inc. (Black Fox) to meet the RPF/CA requirement and to provide project coordination services.
The Tree Mortality Project Phase I - Grizzly Flats and Camino, which removed 408 trees, was accepted as complete by the Board on August 18, 2017. Phase II - Camino and Grizzly Flats, which will remove 150 trees, is anticipated to be completed by mid-January 2018. Phase III will remove an additional 39 trees in Camino. The Project will require full daytime road closures of Pony Express Trail for the duration of much of the work. Project construction will require approximately 3 weeks (15 working days).
ALTERNATIVES
1) Do not approve the Contract Documents. Transportation will make any changes requested by the Board and return at a later date.
2) Do not authorize advertisement for bids. Transportation will make any changes requested by the Board and return at a later date.
3) Cancel the Project. Previously expended CDAA funds may need to be returned to the State.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the Contract Documents.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost associated with the proposed action. The services provided under the proposed Contract Documents are reimbursable under CDAA funding. Use of CDAA funding requires that the County provide a 25% funding match. Sufficient appropriations from the County General Fund to provide for the County’s 25% match were included in the Fiscal Year 2017-18 adopted budget. There is a potential that the 25% match will be covered by CAL FIRE. County staff is currently working with CAL FIRE to get approval for the match.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Safety and Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation