Memorandum
Date: September 17, 2024
To: The Honorable Lake County Board of Supervisors
From: Susan Parker, County Administrative Officer
Stephen L. Carter, Jr., Assistant County Administrative Officer
Matthew Rothstein, Chief Deputy County Administrative Officer
Subject: Approve Amendment No. 1 (No Cost Period of Performance Extension, Only) to an Agreement for Tree Survey Services Between the County of Lake and Tetra Tech, Inc., and Authorize the Chair to Sign
Executive Summary:
On May 7, 2024, your Board Approved an Agreement between the County of Lake and Tetra Tech, Inc., for Pre-Assessment Services requested by CalOES as a precursor to any potential large-scale operations to mitigate our Tree Mortality Emergency. Work on the Pre-Assessment remains ongoing at this time, and remains necessary to support CalOES’ informational needs. The Amendment before your Board today extends the Period of Performance, only (through November 30, 2024), at no additional cost to the County (i.e., the total Agreement amount remains $201,359.72).
Therefore, staff recommends your Board Approve Amendment No. 1 to the Agreement for Tree Survey Services between the County of Lake and Tetra Tech, Inc., and Authorize the Chair to sign.
Background
Your Board has declared Pervasive Tree Mortality a Local Emergency (Resolution No. 2022-61, Adopted May 3, 2024), and among your 2024 Legislative Priorities (established during your January 23, 2024, Governance Workshop).
Further, now-State Senate President pro Tempore, Mike McGuire, and the California State Legislature have signaled strong support for Lake County moving forward with Tree Mortality mitigation, providing a $1M FY2023 Budget Allocation (AB 102) to support hazardous tree removal.
Your Board will additionally recall, Lake County’s application for California Disaster Assistance Act (CDAA) support to mitigate Tree Mortality affecting County roadways and evacuation routes included a request to waive the local match (25%) requirement. In the months since our initial submittal, CalOES staff advised, in the current adverse budgetary climate, a pre-assessment must be conducted to determine whether Tree Mortality in Lake County is eligible for Private Property Debris (Tree) Removal (PPDR). Data gathered from that assessment is expected to inform CalOES’ determinations on PPDR eligibility and, ultimately, our request to waive the local match requirement.
Initial estimates suggest upward of 80% of the approximately 20,000 dead and dying trees that could potentially threaten County roadways are rooted in Private Property. In some high priority areas, that number could be north of 90%. Fully mitigating the Tree Mortality emergency may cost more than $100M. Therefore, the County’s capacity to effectively mitigate Tree Mortality is highly dependent on these CalOES approvals.
On May 7, 2024, your Board Approved an Agreement with Tetra Tech, Inc., to cover the pre-assessment. AB 102 funds have been used to support the $201,359.72 cost. Staff found the Agreement was fully compliant with County Purchasing policies under the Section 2-38.4 Exemption for Cooperative Purchasing, as it leveraged a State Master Service Agreement. Tetra Tech was top ranked in that competitive solicitation, and State and County Purchasing Policies permitted “Piggybacking” in that manner. State procurement documents can be accessed here: <https://caleprocure.ca.gov/PSRelay/ZZ_PO.ZZ_CTR_SUP_CMP.GBL?Page=ZZ_CTR_SUP_PG&Action=U&SETID=STATE&CNTRCT_ID=5-22-99-33-04>
The Agreement’s Scope, further had been reviewed by CalOES staff, to ensure it met their needs for the pre-Assessment.
If not budgeted, fill in the blanks below only:
Estimated Cost: $ 201,359.72 Amount Budgeted: $201,359.72 Additional Requested: _$0_ Future Annual Cost: __$0__
Purchasing Considerations (check all that apply): ☐ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☒ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☒ Public Safety ☒ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☒ Business Process Efficiency ☐ Clear Lake
Recommended Action: Approve Amendment No. 1 to the Agreement for Tree Survey Services between the County of Lake and Tetra Tech, Inc., and Authorize the Chair to sign.