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Department of Transportation, Maintenance and Operations Division, recommending the Board approve and authorize the Chair to sign Rental Agreement 6068 with West Lake Properties for temporary housing located at 7046 Miami Avenue in Tahoma, in the amount of $25,000, to commence on December 1, 2021, and terminate on March 31, 2022.
FUNDING: Road Fund (100%).
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DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation) is requesting approval of Rental Agreement #6068 with the Lessor for temporary housing located at 7046 Miami Avenue in Tahoma. Transportation has historically provided temporary housing for snow removal crews in the Tahoma area for over twenty years and South Lake Tahoe area for the past couple of 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 South Lake Tahoe and Placerville to Tahoma, possibly for several days to weeks at a time. Housing must be provided for the crews to accommodate highway closures and work schedules. 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 Tahoma during a snow event. The lack of availability and cost makes a house rental a more dependable and economical option.
ALTERNATIVES
The Board may choose not to approve the rental agreement. Without the rental agreement 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
County Counsel and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The total cost for lease agreement #6068 is $22,069 plus utilities. The current Fiscal Year 2021-22 budget includes the cost for the rental agreement and utilities.
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 #6068.
2) The Clerk of the Board will return one (1) signed original of the Agreement to Ashley Johnson, Department of Transportation, Maintenance and Operations, for further processing.
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Rafael Martinez, Director
Department of Transportation