TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Jeff Sharp, Supervising Planner
SUBJECT: Storm Debris Cleanup, RDS 23-33 - Amendment No. 3 to Agreement 230411B and Budget Amendment
RECOMMENDATION
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Director of Public Works requests the following actions:
1. Approval of and authorization for the Chair to sign Amendment No. 3 to Agreement 230411B with Napa Community Firewise Foundation increasing the amount by $120,000 for a new maximum of $820,000 and amending the scope of work to include the removal of dead standing hazardous trees within the public right of way as a part of Storm Debris Cleanup services; and
2. Approval of a Budget Amendment for the following (4/5 vote required):
a. Increase Transfers Out appropriations by $95,000 in the Accumulated Capital Outlay Fund (ACO) (Fund 3000, Sub-Division 3000000, Account 56100) with the use of the available fund balances to be transferred to Project 23044, Storm Debris Cleanup; and
b. Increase Construction Services appropriations by $95,000 in Project 23044 (Fund 2040, Sub-Division 2040500, Project 23044, Account 52360) offset by a transfer-in revenue from the ACO.
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EXECUTIVE SUMMARY
On April 4, 2023, the Board ratified a proclamation of a local emergency in Napa County in response to heavy rains and severe weather that began on March 21, 2023. A significant amount of tree debris fell on rights of way (ROW) in the Angwin area due to high winds. The storm debris was a hazard to the traveling public and presented a fire hazard. Napa Communities Firewise Foundation (NCFF) was contracted to conduct storm debris removal on 22 roads in the Angwin area. Through efficiencies and project cost savings, NCFF was able to clean up an additional 5 roads in the County, totaling 18.9 total miles of ROW cleared of storm debris under the project. During the project, over 120 dead standing hazardous trees that need to be removed were identified in the County ROW. On September 13, 2022, the Board proclaimed a State of Local Emergency due to pervasive tree mortality in Napa County, pursuant to Resolution No. 2022-132 and such State of Local Emergency has been periodically extended and is still in effect. With an increase in project budget and an amendment to the scope of work, the hazardous trees can be removed by the end of the year to respond to the pervasive tree mortality emergency which will have the effect of protecting public safety and County road infrastructure
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Project is budgeted in Fund 2040, Sub-Division 2040500, Project 23044. Funding will come from the ACO. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The proposed project will allow for the removal of dead standing hazardous trees in the public rights of way along six County roadways to improve public safety. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
This project will be completed in Fiscal Year 2023/24. |
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Consequences if not approved: |
Dead standing hazardous trees identified in the public rights of way may fall upon the County roadways during a heavy storm or strong wind event, causing road closures and possible vehicular accidents. |
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County Strategic Plan pillar addressed: |
Healthy, Safe, and Welcoming Place to Live, Work, and Visit |
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ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: Consideration and possible adoption of a Categorical Exemption Class 1: It has been determined that this type of project does not have a significant effect on the environment and is exempt from the California Environmental Quality Act. [See Class 1 (“Existing Facilities”) which may be found in the guidelines for the implementation of the California Environmental Quality Act at 14 CCR §15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.]
BACKGROUND AND DISCUSSION
On April 4, 2023, the Board ratified a proclamation of a local emergency in Napa County in response to heavy rains and severe weather that began on March 21, 2023. Recognizing the ongoing hazard, the Board also approved a project and $750,000 at the April 4th meeting to remove tree debris in the public right of way (ROW). A significant amount of tree debris fell on the ROW in the Angwin area due to high winds during the emergency period. The storm debris was not only a hazard to the traveling public, but also presented a fire hazard. Immediate action was necessary to address the dangerous conditions.
Recognizing the need to address the hazardous conditions quickly and efficiently, the Board, on May 16, 2023, entered into a professional services agreement (No. 230411B) with Napa Communities Firewise Foundation (NCFF) for $700,000 for storm debris removal along 22 roads in the Angwin area. Refinement of that scope of work resulted in a total of 19 roads, or 11.7 miles of roadway, cleaned up under the agreement.
The Angwin storm debris cleanup work in came in under budget. To leverage the Angwin work, and address storm debris cleanup needs elsewhere in the County, the NCFF agreement was amended to include an additional 5 roads, amounting to another 7.2 miles of cleared County ROW. In total, 18.9 miles of County ROW was treated under the original project.
As part of the overall storm debris cleanup effort, roughly 120 additional dead standing hazardous trees were identified that need to be removed. Dead hazardous trees are those that are near to, or leaning towards, the roadway, and have a high potential to pose a threat to the traveling public or County road infrastructure should they fall during another high-wind or storm event.
On September 13, 2022, the Board proclaimed a State of Local Emergency due to pervasive tree mortality in Napa County, pursuant to Resolution No. 2022-132 and such State of Local Emergency has been periodically extended and is still in effect. The proposed amended scope of work responds this State of Local Emergency.
The Director of Public Works is requesting the Board consider amending the agreement with NCFF, to increase the contracting budget to $820,000, and to amend the scope of work to include the removal of the additional dead standing hazardous trees as identified. A budget transfer of $95,000 from the ACO, together with existing project funds, will be sufficient to complete this work. A competitive bid for the work has already been procured by NCFF. If this request is approved, the work should commence immediately and be completed by the end of the year, weather permitting.