Title
Chief Administrative Office, Office of Wildfire Preparedness and Resilience, recommending the Board consider the following:
1) In accordance with Chapter 3.13, Section 3.13.030(B) of County Ordinance Code, Contracting Out, find that the services needed to prepare an update to the existing Western El Dorado Community Wildfire Protection Plan require specialty skills, qualifications, expertise, and technology not available within current County classifications;
2) Award Request for Qualifications 24-918-013 to Jensen Hughes, Inc. for the preparation of an update to the Western El Dorado Community Wildfire Protection Plan;
3) Approve and authorize the Chair to execute Agreement 8527 with Jensen Hughes Inc. to update the Western El Dorado Community Wildfire Protection Plan, in an amount not to exceed $250,000 and a term of two (2) years upon final execution; and
4) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 8527, excluding term extensions and increases to the compensation, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
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DISCUSSION / BACKGROUND
In 2017, The El Dorado County Fire Safe Council (EDCFSC) initiated the preparation of the original Western El Dorado Community Wildfire Protection Plan (CWPP) for El Dorado County, which included sixteen (16) associate fire safe councils under their umbrella. The purpose of the CWPP was to identify areas for hazardous fuels reduction treatments and recommend mitigation measures to help protect more at-risk communities and essential infrastructure. Additionally, local communities that have prepared and adopted a CWPP receive additional considerations for various state and federal grant opportunities. That CWPP was updated in 2022 to include the additional new associate fire safe councils, twenty-four (24) at the time, as well as additional project activities. On May 24, 2022, the Board accepted the updated CWPP prepared for the EDCFSC.
On August 29, 2023, the Board adopted and endorsed the County’s Wildfire Strategy which included an annual workplan for the Office of Wildfire Preparedness and Resilience (OWPR). One of the key initiatives for OWPR under the workplan included a comprehensive update of the existing CWPP. Following the Board’s adoption and endorsement of the Wildfire Strategy, OWPR began to develop the project and prepare a scope of work for the competitive bid package.
In October 2023, the Chief Administrative Office, Procurement and Contracts division, on behalf of OWPR, initiated Request for Proposal (RFP) 24-918-013 for the CWPP Update project. Following the evaluation of proposals received, representatives from OWPR, CAL FIRE, and Planning and Building interviewed the top two (2) ranked proposers. In December 2023, the evaluation team selected Jensen Hughes, Inc. (Jensen Hughes) as the successful proposer. Staff from OWPR then began working with Jensen Hughes to negotiate an agreement and further refine the project objectives and scope of work.
Under proposed Agreement 8527, Jensen Hughes will provide services to update the CWPP that identifies gaps in the existing CWPP and includes all areas of western El Dorado County. To ensure engagement and buy-in from the community and the effectiveness of the update, the CWPP will utilize a stakeholder-based collaborative approach and will be both informed by and compliment the Tahoe Basin CWPP, the CAL FIRE Amador El Dorado Unit’s Fire Plan, the County’s Local Hazard Mitigation Plan, and the County’s General Plan Safety Element, all of which are currently in the process of being updated. Upon completion, this updated CWPP will serve as the framework to guide future wildfire hazard mitigation activities in the County and as well as the basis to establish and prioritize projects, pursue and secure funding opportunities to complete mitigation efforts to reduce the risk of wildfire, and provide a methodology to track and monitor projects and accomplishments over time.
Key tasks under this Agreement include, but are not limited to:
• Reviewing and evaluating existing CWPPs, policies, and other planning related documents
• Conducting Hazard and Risk Analyses
• Implementing a Public Involvement Strategy and conducting a variety of public and community workshops
• Consulting with key stakeholders throughout the life of the project to ensure that local knowledge, issues, and concerns are addressed
• Preparing the updated CWPP
• Developing an Implementation of Measurements of Success Strategy for use by the County to track and monitor projects
• Presenting the final CWPP to various County working groups and the Board
ALTERNATIVES
The Board could choose not to approve the proposed Agreement 8527 and direct staff to evaluate other options, including not updating the CWPP.
PRIOR BOARD ACTION
23-1571: On August 29, 2023, the Board adopted and endorsed the Wildfire Strategy, which included an annual workplan for OWPR and outlined a key initiative to prepare an update to the existing Western El Dorado CWPP.
22-0885, Item 5: On May 24, 2022, the Board accepted the updated Western El Dorado CWPP prepared by the EDCFSC and authorized the Chair to sign Resolution 2022-9 signifying receipt and review of the CWPP.
22-0491, Item 33: On March 22, 2022, the Board approved, in concept, the establishment of an “Office of Wildfire Resilience” in the Chief Administrative Office to provide a governance structure that prioritizes and coordinates efforts throughout the county based on a comprehensive wildfire protection strategy.
21-1515, Item 38: On September 21, 2021, the Board directed the Chief Administrative Office to convene a Vegetation Management and Wildfire Resiliency Working Group with the goal of including public, private, faith-based and non-profit organizations to collaborate on lessons learned from the Caldor Fire in order to define funding streams and initiate a robust, community-based resiliency and vegetation management program that would accelerate current County efforts.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. Funding for this CWPP Update has been included in the Fiscal Year 2023-24 Budget and funding to cover the services beyond this fiscal year will be included in the Fiscal Year 2024-25 Recommended Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain Chair’s signature on one (1) copy of the Agreement and forward to CAO Fiscal, attention Kelley Lawrie.
STRATEGIC PLAN COMPONENT
Safe and Healthy Communities
CONTACT
Tom Meyer, Program Manager
Chief Administrative Office
Office of Wildfire Preparedness and Resilience