Board Of Supervisors — Friday, November 20, 2015

9:30 AM · Board Chambers · Special Meeting

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1. Call to Order

2. Moment of Silence

3. Pledge of Allegiance

4. Consideration of Items Not Appearing on the Posted Agenda (Extra Items)

5. Non-Timed Items

5.1Consideration of Agreement for Valley Fire Hazard Tree Mitigation Services Agreement approved — Pass

Carried 5-0 — moved by Brown (recovered from the archived minutes)
Brown: aye Comstock: aye Farrington: aye Smith: aye Steele: aye

Staff memo

Date: November 18, 2015 · To: Board of Supervisors · From: Scott DeLeon, Public Works Director · Subject: Consideration of Agreement for Valley Fire Hazard Tree Mitigation Services

EXECUTIVE SUMMARY: On November 6, 2015, the Department of Public Works solicited a Request for Proposals (RFP) for services to mitigate fire-damaged trees that present a hazard to the general public as a result of the Valley Fire. This includes County-maintained roads and parks. Five proposals were received in response to the RFP. An evaluation committee reviewed the proposals and found AshBritt, Inc. to be the most qualified of the five proposers. The project will be funded from the FEMA Public Assistance program, the FHWA Emergency Relief program, the California Disaster Assistance Act, and local funding. The specific source of funding and proportionate share of the various agencies is dependent upon the functional classification of the road where the trees are being mitigated, as well as the specific type of work being performed. ..Recommended Action RECOMMENDED ACTION: Staff recommends that the Board of Supervisors award the Contract for Valley Fire Hazard Tree Mitigation Services and authorize the Chair to execute the Contract and sign the attached Notice of Award. SD:le

Attachments

1) Contract 2) Notice of Award

Original memo text

..Title ..Body MEMORANDUM TO: Board of Supervisors FROM: Scott DeLeon, Public Works Director DATE: November 18, 2015 SUBJECT: Consideration of Agreement for Valley Fire Hazard Tree Mitigation Services EXECUTIVE SUMMARY: On November 6, 2015, the Department of Public Works solicited a Request for Proposals (RFP) for services to mitigate fire-damaged trees that present a hazard to the general public as a result of the Valley Fire. This includes County-maintained roads and parks. Five proposals were received in response to the RFP. An evaluation committee reviewed the proposals and found AshBritt, Inc. to be the most qualified of the five proposers. The project will be funded from the FEMA Public Assistance program, the FHWA Emergency Relief program, the California Disaster Assistance Act, and local funding. The specific source of funding and proportionate share of the various agencies is dependent upon the functional classification of the road where the trees are being mitigated, as well as the specific type of work being performed. ..Recommended Action RECOMMENDED ACTION: Staff recommends that the Board of Supervisors award the Contract for Valley Fire Hazard Tree Mitigation Services and authorize the Chair to execute the Contract and sign the attached Notice of Award. SD:le Attachments: 1) Contract 2) Notice of Award

On motion of Supervisor Brown, and by vote of the Board, approved the Agreement with AshBritt contingent upon evidence of contractor providing an acceptable level of insurance coverage. The motion carried by the following vote:

Clerk’s notes: Public Works Director Scott DeLeon gave a brief summary of scope of work which includes 22,100 hazardous trees standing in the road right of way and trees standing on private property. The trees on private property pose a threat to the road right of way due to their proximity to the road. If they were to fall, they would fall on the road right of way. Assistant Director Lars Ewing explained that the selection of AshBritt was based both on cost (accounted for 30% of the score) and qualifications (accounted for 70% of the score). Five proposals were received. AshBritt submitted the second lowest cost at $17.3 million, with the lowest proposal being $14.5 million and highest at $61 million. The evaluation panel determined AshBritt to be the most qualified firm based on experience, project understanding, and approach to the work. In addition to cutting the trees, the work includes disposal of the trees. County Counsel Anita Grant stated that staff is working with Alliant and AshBritt to ensure adequate insurance coverage.