Title
Chief Administrative Office, Parks Division, recommending the Board consider the following:
1) Make findings in accordance with County Ordinance Section 3.13.030 Contracting Out, that the ongoing aggregate of work to be performed is not sufficient to warrant the addition of permanent staff to provide helicopter services on the Rubicon Trail for maintenance specific activities;
2) Approve and authorize the Chair to sign Agreement for Services 4698 with Siller Helicopters, Inc. to provide helicopter services, materials, equipment, pilots, and ground crew to conduct maintenance activities and rock drops on the Rubicon Trail. This agreement is for a nine (9) month term beginning upon final execution of the contract, for a total not to exceed amount of $400,000; and
3) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 4698, including amendments which do not increase the maximum dollar amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING: California State Parks Off-Highway Vehicle Division Grant Funds.
Body
DISCUSSION / BACKGROUND
Each year, the County Parks Division completes an assessment of the Rubicon Trail to determine which routine maintenance projects will be performed during the next peak season (usually May-October). Last year, several areas were identified that require large amounts of rock to be transported to different areas of the trail. Due to the remote location of the trail, the rugged terrain, and the large quantities of the material needed to complete the maintenance, the services of a helicopter outfitted with equipment to move the material is necessary. Staff has determined that it is most cost-effective and efficient to contract for helicopter services to transport the materials to the locations where rock is needed. The County has contracted out this service in the past.
The Parks Division applied for and received a grant through the State Parks Off-Highway Motor Vehicle Division to fund this maintenance activity (Legistar item #20-0019) in the amount of $400,000. The project is anticipated to be completed in May 2020, however, inclement weather could potentially impact the project timeline. Therefore, the contract term is for approximately nine (9) months, beginning upon final execution and expiring on December 31, 2020.
ALTERNATIVES
The only alternative to conduct this type of large scale maintenance on the trail is to move rock by trailer using volunteers and the Murooka track-mounted dump truck. This has proven to be more expensive and very challenging as this requires a large amount of materials to be transported through highly rugged terrain to remote locations on the trail.
PRIOR BOARD ACTION
11/10/15 Legistar 15-1342 - 2015 Siller Helicopter Agreement
10/17/17 Legistar 17-1111 - 2017 Siller Helicopter Agreement
01/28/20 Legistar 20-0019 - Approval of Parks grants and budget transfer reflecting grant funds
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
A budget transfer was approved in Legistar Item #20-0019 to add the appropriations for this project to the Fiscal Year 2019-20 Parks budget. The Division received grant funding from State Parks Off-Highway Motor Vehicle Division that includes funding in the amount of $400,000 to cover the full cost of this contract.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1. Chair to sign two (2) originals of Agreement 4698.
2. Board Clerk’s Office to return one (1) original of Agreement 045-S1610 to Chelsea Edman in the Chief Administrative Office, Parks Division, for distribution to vendor.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Vickie Sanders, Parks Manager x7538