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Community Development Services, Department of Transportation, recommending the Board consider the following regarding temporary housing of snow removal crews:
1) Approve and authorize the Chair to sign Lease Agreement 3373 with Betsy Wise, as Lessor, for temporary housing located at 932 Kiowa Drive in South Lake Tahoe, in the amount of $12,500, to commence on November 1, 2018, and terminate on March 31, 2019, with leasing options for three subsequent winters; and
2) Authorize the Director of Transportation to sign the letter to the Lessor, when exercising the option to lease the premises for each of the three subsequent winters, if needed.
FUNDING: Road Fund.
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DISCUSSION / BACKGROUND
Department of Transportation (Transportation) is requesting approval of the Lease Agreement with the Lessor for temporary housing located at 932 Kiowa Drive in South Lake Tahoe, providing 1,150 square feet at approximately $2.17 per square foot. Transportation has been providing temporary housing for snow removal crews in the South lake Tahoe area during heavy snowstorms for the past couple years. Transportation is in the process of filling vacant positions since August 2018 but the work force pool in South Lake Tahoe has been very limited for this type of work.
Transportation works twenty-four (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 crew from Placerville to accommodate the work schedule. Depending on the size of the crew, there could be a need for multiple rooms and recent experience has shown it is difficult, if not impossible, to find available hotels in South Lake Tahoe during a snow event. Additionally, room rates are often over $100 per night per employee. The lack of availability and cost make the rental of a house a more feasible economical option.
The proposed Lease Agreement includes the option to lease the premises for each of the three (3) 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 years, inclusive of any amendments.
ALTERNATIVES
The Board may choose not to approve the Lease Agreement. Without this Lease to facilitate temporary housing, alternate methods would need to be identified, in addition to associated costs.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The current Fiscal Year 2018/2019 budget includes the cost for the first year of the Lease Agreement, with funding provided by the Road Fund.
Should leasing options be exercised for the three (3) subsequent winters, the Road Fund will be used to provide the necessary funding, by fiscal year, to cover the cost of leasing this temporary housing.
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 Lease Agreement.
2) The Clerk of the Board will return one (1) signed original of the Lease Agreement to the Community Development Services, Administration and Finance Division, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Public Safety, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation