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Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign the Second Amendment to Agreement for Services 323-S1711 with Black Fox Timber Management Group, Inc. increasing the not-to-exceed by $200,000 for a total amount not-to-exceed amount of $375,000, increasing hourly billing rates by 8%, and extending the term one additional year for a total of three years, expiring on November 28, 2019.
FUNDING: California Disaster Assistance Act Funds (75%) and CALFIRE (25%).
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DEPARTMENT RECOMMENDATION
Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign the Second Amendment to Agreement for Services 323-S1711 with Black Fox Timber Management Group, Inc. increasing the not-to-exceed by $200,000 for a total amount not-to-exceed amount of $375,000, increasing hourly billing rates by 8%, and extending the term one additional year for a total of three years, expiring on November 28, 2019.
DISCUSSION / BACKGROUND
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. 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. It is important to note that trees marked for actual 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 the Agreement with Black Fox to meet the required RPF/CA requirement and to provide project coordination services. On June 27, 2017 (Item 31), the Board approved the First Amendment, extending the term of the Agreement to December 31, 2018 and addressing minor administrative details.
Black Fox has been marking trees and assisting Transportation in preparation for Phase IV of the Tree Mortality Project. This proposed Second Amendment is necessary to provide the additional funding and contract time to complete Phase IV and begin work on further phases. This Second Amendment also proposes to increase Black Fox's billing rates by 8%. Black Fox requested this increase. In response to this request, staff researched rates paid under similar contracts by nearby agencies, and has found that the 8% increase will make Black Fox's rates generally aligned with rates currently being paid by Placer County and Tuolumne County for similar work.
ALTERNATIVES
The Board could choose not to approve the Second Amendment. This would cause significant delays in tree removal as a Request for Proposal process would need to be completed prior to any further work.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
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 and CALFIRE funding. Sufficient appropriations are included in the Fiscal Year 2018-19 adopted budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of the Agreement.
2) The Clerk of the Board will return one (1) fully-executed original of the Agreement to CDS, Administration and Finance Division, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation