Memorandum
Date: June 27, 2023
To: The Honorable Lake County Board of Supervisors
From: Scott De Leon, Public Works Director
Subject: (a) Waive the formal bidding process, pursuant to Lake County Code Section 38.3, as it is not in the public interest due to the determination that competitive bidding would produce no economic benefit, and (b) Approve the Agreement between the County of Lake and the Clear Lake Environmental Research Center (CLERC) for consulting services related to hazardous tree removal as part of the Soda Bay Corridor Evacuation Route Grant Project, and authorize the Chair to sign the Agreement
Executive Summary:
As your Board is aware, the County received a grant through CalFire and the California Fire Safe Council for the Soda Bay Corridor Evacuation Route Planning and Development Project. One of the project components is the removal of trees adjacent to the roadway that could potentially fall during a wildfire emergency and block the corridor. Today’s item is for your Board’s consideration and approval of a contract with the Clear Lake Environmental Research Center (CLERC) to coordinate the work required to remove the trees.
Staff is recommending that your Board contract directly with CLERC based on the finding allowed in the County Purchasing Code 2-38(3) that competitive bidding is not in the public interest because a competitive bid would produce no economic benefit. To support that recommendation, I offer the following:
• The consultant’s hourly rates are commensurate with the industry standard for the types of labor classifications expected for this work. CLERC is a local company, so should another consultant with similar experience and expertise be located, it is very likely that their rates would be higher due to increased travel time and expenses. It can therefore be presumed that a competitive consultant selection process would likely result in a higher overall cost.
• CLERC has been involved with hazardous tree removal projects in Lake County for the past 2 years, and they have developed a robust team of contractors as well as an efficient operation for all phases of the project. Their ties to the communities included in the project, as well as their knowledge of local conditions and resources could not be matched by any out-of-the-area consulting firm, and there are no local firms performing similar services. A competitive consultant selection is likely to receive little to no interest from firms other than CLERC.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
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: (a) Waive the formal bidding process, pursuant to Lake County Code Section 38.3, as it is not in the public interest due to the determination that competitive bidding would produce no economic benefit, and (b) Approve the Agreement between the County of Lake and the Clear Lake Environmental Research Center (CLERC) for consulting services related to hazardous tree removal as part of the Soda Bay Corridor Evacuation Route Grant Project, and authorize the Chair to sign the Agreement