TO: Board of Supervisors
FROM: Ryan J. Alsop, Chief Executive Officer
REPORT BY: J.R. Rogers, Fire Administrator
SUBJECT: Amendment No. 1 to Agreement No. 250340B with Napa Communities Firewise Foundation
RECOMMENDATION
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Approve and authorize Amendment No. 1 to Agreement No. 250340B with Napa Communities Firewise Foundation to amend the fee structure and maximum contract amount. (No Fiscal Impact)
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BACKGROUND
Federal Emergency Management Agency (FEMA) has preliminarily awarded the 2024 Pre-Disaster Mitigation Grant Program to Napa County through a congressional earmark by Congressman Mike Thompson. The grant requires completion of environmental studies, eligible under pre-award, before notice of final award. The grant award is $1,383,069, with local matching funds from Napa County in the amount of $461,023, for projects totaling $1,844,092. The funds are targeted for the Lake Hennessey & Deer Park Fuel Reduction and Community Infrastructure Protection Projects. Delivery of these projects will span a total of three years, with two potential extensions of twelve months each.
The Lake Hennessey project is a 120.5-acre project designed to enhance the fire resiliency of the City of Napa Water Treatment Plant, that services much of the Napa Valley, and reduces fuel along an evacuation route that services the Conn Valley community. The Deer Park Fuel Reduction project services 84 acres on Glass Mountain removing dead and dying trees damaged by the 2020 Glass Fire and creates a fuel break for the Deer Park Community and Adventist Health St. Helena Hospital.
Per the Pre-Award, a Request for Proposals (RFP) was created to select a consultant. The consultant will facilitate the environmental requirements of CEQA/NEPA for final award, project management for the life of the grant and obtain right-of-entry agreements and contracts on a task order basis. Napa Communities Firewise Foundation (NCFF) was selected as the recommended contractor.
The existing fee schedule under Exhibit “B” of Agreement 250340B omitted the Modified Total Direct Cost of 10% and erroneously included markup. This Amendment provides detail that adds language and allowance for NCFF to charge the MTDC, removes the markup and updates the fee schedule.
The amendment also increases the contract maximum from $1,605,000 to $1,700,000 to accommodate the initially omitted contingency budget of $95,000 listed in Exhibit B. The Consultant remains the lowest qualified responsive bidder and the amount is consistent with the grant budget. The budget is sufficient to fund pre-award activity.
Requested Actions: Approve and authorize Amendment No. 1 of Agreement No. 250340B to update the compensation and expense reimbursement detail to allow for the charge of Modified Total Direct Cost, remove the Consultant markup and increase the Contract maximum to $1,700,000 under Exhibit “B” of the original Agreement dated May 20, 2025, with Exhibit “B-1”.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
No |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
General Fund - 1500 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
This Amendment updates the fee schedule and increases the contract maximum - all within the budget of the grant. |
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Consequences if not approved: |
Without this Agreement, the risk of wildfire impacts in the County will continue to increase, potentially resulting in larger impacts from future wildfires. |
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Strategic Initiative |
Champion Environmental Sustainability and Resilience |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The action is not a project as defined by California Code of Regulations, title 14, section 15378 (State CEQA Guidelines) and/or exempt under sections 15301 and 15304, subds. (a) and (i), [See Class 1 (“Existing Facilities”) and Class 4 (“Minor Alterations to Land”)] and, therefore, CEQA is not applicable.