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Department of Transportation recommending the Board approve the following:
1) Award Request for Proposal 22-918-068 for Hazardous Tree Removal in the Caldor Fire area to Kingsborough Atlas Tree Surgery of Santa Rosa;
2) Find in accordance with County Ordinance Code Chapter 3.13, Section 3.13.030 (C), Contracting Out, that it is appropriate to contract with Kingsborough Atlas Tree Surgery for hazardous tree removal services because due to the temporary nature of work, the ongoing aggregate of the work is not sufficient to warrant the addition of permanent staff; and
3) Authorize the Director of Transportation to execute Agreement 7039 for hazardous tree removal services with Kingsborough Atlas Tree Surgery of Santa Rosa, California in the amount of $1,172,573.60 for a six (6) month term, contingent upon County Counsel and Risk Management's review and approval, including minor revisions as required.
FUNDING: General Fund Caldor Fire Relief Designation (6.25%), Federal Emergency Management Agency Funds (75%), CalOES State Funds (18.75%).
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DISCUSSION / BACKGROUND
Between August 2021 and October 2021, the Caldor Fire impacted the local community and left a path of destruction. One of the many projects which needs to be completed is the removal of hazardous trees in the County right-of-way. In accordance with El Dorado County Ordinance Code, Section 3.13.030(c), by El Dorado County Charter, Section 210(b)(6) and/or Government Code Section 31000, it has been determined that due to the limited time frame, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of work to be performed is not sufficient to warrant addition of permanent staff, and the service may be contracted out. Therefore, the Department of Transportation, Maintenance and Operations Division (Transportation) immediately started the process to ensure the trees would be removed and no longer a hazard to the public. Transportation completed two Request for Proposals (RFP); one was for surveying services to stake the County right-of-way to ensure that the arborist only identifies trees that are County property to be removed, and a second for arborist services to identify hazardous trees based on Federal Emergency Management Agency (FEMA) ranking guide.
Halfway through the arborist evaluating trees in the field, Transportation completed a third RFP to identify a contractor to perform the removal of the hazardous trees. After the evaluation of RFP #22-918-068, Kingsborough Atlas Tree Surgery of Santa Rosa, California, was identified as the contractor to perform the hazardous tree removal services. This agreement will only remove trees identified to meet FEMA guidelines and tagged by the arborist within the County's right-of-way.
The agreement is essential to ensure the project costs can be reimbursed through FEMA and CalOES. Initially, the entire project cost will be paid by Road Fund and later reimbursed with seventy-five (75) percent FEMA funding and eighteen point seven five (18.75) percent state funds. The remaining six point two five (6.25) percent will be paid for with the General Fund set aside.
This agreement will conclude the agreements needed to complete the hazardous tree removal process within the Caldor Fire burn scar. Transportation anticipates the project will be completed by Spring 2023.
ALTERNATIVES
The Board could choose not to approve the agreement for hazardous tree removal services.This would leave hazardous trees in the County right-of-way as this agreement is required to successfully remove the trees, in order to be eligible for FEMA reimbursement.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
CAO Procurement and Contracts, County Counsel and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Initially, the entire project cost will be paid by Road Fund and later reimbursed with (75%) FEMA funding, (18.75%) CalOES funding and (6.25%) General Fund Caldor Fire Set-Aside funding. Appropriations are available within Transportation's budget for Fiscal Year 2022-23. A budget transfer will be taken to the Board at a later date to provide appropriations to allow the journal for the portion of the project to be funded by the General Fund Set-Aside when there are better estimates for the County's share of the project.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Safety, Infrastructure, Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation