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Department of Transportation, Maintenance and Operations Division, recommending the Board consider the following for temporary housing of snow removal crews:
1) Approve and authorize the Chair to sign Rental Agreement 5062 with Lake Valley Properties for temporary housing located at 1160 Nottaway Drive in South Lake Tahoe, in the amount of $13,500, to commence on November 1, 2020, and terminate on March 31, 2021; and
2) Approve and authorize the Chair to sign Rental Agreement 5056 with Tahoe Rental Company for temporary housing located at 7110 West Lake Boulevard in Tahoma, in the amount of $12,500, to commence on December 1, 2012 and terminate on March 31, 2021.
FUNDING: Road Fund.
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DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation) is requesting approval of Rental Agreement #5062 with the Lessor for temporary housing located at 1160 Nottaway Drive in South Lake Tahoe. Transportation is also requesting approval of Rental Agreement #5056 with the Lessor for temporary housing located at 7110 West Lake Boulevard in Tahoma. Transportation has historically provided temporary housing for snow removal crews in the Tahoma area for the past twenty (20) years and South Lake Tahoe area for the past couple years during heavy snowstorms.
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 to weeks at a time. Housing must be provided for the staff from Placerville to accommodate the work schedules and for the Tahoma crew when the highway is closed or when snow removal requires extended shifts. Depending on the size of the crews, there could be a need for multiple rooms and recent experience has shown that it is difficult, if not impossible, to find available hotels in South Lake Tahoe and Tahoma during a snow event. Additionally, room rates often exceed $100.00 per night. The lack of availability and cost makes the house rentals a more dependable and economical option.
ALTERNATIVES
The Board may choose not to approve the rental agreements. Without these rental agreements to facilitate temporary housing, alternative methods would need to be identified, in addition to associated costs.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel, and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The total cost for both lease agreements it $26,000. The current Fiscal Year 2020-21 budget includes the costs for the rental agreements.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's initials and signatures on two (2) originals of Rental Agreement #5062 and signatures on two (2) originals of Rental Agreement #5056.
2) The Clerk of the Board will return one (1) signed original of each of the Rental Agreements to CAO Procurement and Contracts, for further processing.
STRATEGIC PLAN COMPONENT
Public Safety, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation