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File #: 21-0668    Version: 1
Type: Agenda Item Status: Approved
File created: 4/13/2021 In control: Board of Supervisors
On agenda: 6/8/2021 Final action: 6/8/2021
Title: Environmental Management Department recommending the Board: 1) Approve Amendment 1 to Funding Agreement 3038 with The Clean Tahoe Program to provide litter abatement services in the Lake Tahoe Basin, extending the existing term six months to December 30, 2021; and 2) Authorize the Purchasing Agent to sign Amendment I, as well as any future amendments that do not include changes to the not-to-exceed amount or term of the Agreement. FUNDING: County Service Area No. 10, Zone C Parcel Fees.
Attachments: 1. A - Contract Routing Sheet, 2. B - Amendment 1- PE, 3. C - Clean Tahoe Agreement #3038, 4. Executed Amendment to Funding Agreement 3038
Related files: 18-0731, 21-1196, 22-0418

Title

Environmental Management Department recommending the Board:

1) Approve Amendment 1 to Funding Agreement 3038 with The Clean Tahoe Program to provide litter abatement services in the Lake Tahoe Basin, extending the existing term six months to December 30, 2021; and

2) Authorize the Purchasing Agent to sign Amendment I, as well as any future amendments that do not include changes to the not-to-exceed amount or term of the Agreement. 

 

FUNDING:  County Service Area No. 10, Zone C Parcel Fees.

Body

DISCUSSION / BACKGROUND

Clean Tahoe began in 1988, and by 1989, began receiving parcel fees assessed on the County tax rolls in the South Lake Tahoe Basin in exchange for litter pick-up services.  Currently, Clean Tahoe receives approximately $29,000 of the total CSA 10, Zone C parcel fees collected. In addition to parcel fees, and as authorized by Board Resolution No. 218-99, Clean Tahoe is also funded by a surcharge of fifteen cents ($0.15) per month on each refuse account serviced by South Tahoe Refuse, Inc. in the unincorporated area of the Lake Tahoe Basin. 

 

Under a separate agreement, the City of South Lake Tahoe also funds and receives litter services from this program. In May, 1992, the City of South Lake Tahoe and the County entered into a Joint Powers Agreement and a City/County Joint Board of Commissioners was appointed to oversee the program. In 1995, Clean Tahoe became a non-profit corporation overseen by a Board of Directors. On June 29, 1999, a formal written agreement documenting the expectations for Clean Tahoe in exchange for revenue provided by the County was executed.  Under this Funding Agreement (Agreement) with Clean Tahoe, dated June 29, 1999, the County paid $21.00 per hour for 23 hours of service per week year round. 

 

Over the course of the following decade following the 1999 agreement, the costs to run the Clean Tahoe program increased.  As a result, on June 19, 2012 (Legistar 12-0660, Item #3), the Board approved Agreement #245-F1311 with a three year term, commencing July 1, 2012,  that allowed for the increased hourly rate of $36.06 and reduced the hours to an average of eight hours of service per week between October 1 and March 31 each year and 18 hours of service per week between April 1 and September 30 each year. The increased hourly rate was offset by the decrease in hours worked, thereby keeping the program expenditures in line with available funding.

 

On June 26, 2018 (Legistar 18-0731, Item #42), the Board approved Agreement 3038 with a three year term, commencing June 26, 2018 and terminating June 30, 2021.  Minor changes were made to the agreement to clarify portions of the scope of work and update service locations along Highway 50. There was no change to the hourly rate or service hours under the new agreement.

 

The proposed Amendment I to the Agreement will extend the contract term from June 30, 2021 to December 30, 2021. No changes to the hourly rate or service hours are proposed under this Amendment.

 

The purpose of the proposed Amendment is to allow sufficient time for Environmental Management, Clean Tahoe and South Tahoe Refuse to develop alternative contractual and funding strategies for the Clean Tahoe Program.  Environmental Management will be returning to the Board later this year with these proposed alternative strategies and a proposed new Funding Agreement.

 

ALTERNATIVES

The Board may choose to deny the approval of this Agreement. This would result in the inability of the County to fund this essential program in the Lake Tahoe Basin. Further, Environmental Management does not have staffing or other funding sources available to warrant the addition of permanent staff to perform the services under this Agreement.

 

PRIOR BOARD ACTION

See Discussion/Background above. 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel and Risk Management have approved the proposed Amendment 1.

 

CAO RECOMMENDATION

Approve as recommended.

 

FINANCIAL IMPACT

There is no change to Net County Costs associated with this Agreement.  Funding is obtained through the annual collection of parcel fees; however, the exact dollar amount of the Agreement cannot be determined before the end of each fiscal year and the amount of fees collected can change each year. Provided the services performed under this Agreement are satisfactory, Clean Tahoe is eligible to receive all parcel fees collected by the County.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

1) Clerk of the Board will obtain the Chair's signature on two (2) originals of the Agreement Amendment; and

2) Clerk of the Board will forward one (1) fully-executed original Agreement Amendment to the Chief Administrative Office, Contracts and Procurement Unit, for further processing.

 

STRATEGIC PLAN COMPONENT

Healthy Communities

 

CONTACT

Jeff Warren, REHS, Interim Director

Environmental Management Department