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PUBLIC WORKS DEPARTMENT - Director Jim Simon
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Requested Action(s)
recommendation
a) ROAD AGREEMENT - Request approval and authorization for the Director to sign Amendment No. 1 with Henthorn Equipment (Road Agree. #2024-009) for the purpose of storm debris hauling and processing, amending the termination date from 9/1/24 to 6/30/25
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Financial Impact:
Funds are reimbursable through the FEMA Emergency Declaration DR-4683. The Department has sufficient funding in the 2024-2025 Road Fund to satisfy the agreement in advance of reimbursement. No additions to compensation will be made. Funds are budgeted in Professional and Special Services Account 3011-53230. There will be no impact to the General Fund.
Background Information:
Due to the Park Fire and this vendor’s participation in the fire efforts, the original termination date of 9/1/2024 was too restrictive a timeline for completion. The contractor is agreeable with the extended termination date.
The emergency winter storm systems that began in December of 2022 and continued into January of 2023 created significant debris buildup around our bridge systems which, in turn, caused flooding or near flooding in many areas of the county. Public Works’ crews removed debris in these areas and stockpiled the material for processing and disposal at a later date.
Given the limited destinations for disposal, an inform bid was conducted pooling a combination of local contractors, local disposal sites and force account analysis to fill any gaps in service. It was determined that Henthorn Equipment was the only contractor that could provide all of the necessary services and could do so at a lesser overall cost than combining force account with other service options. Due to the limitations in destinations and services available we are requesting a waiver of the formal bid process.
FEMA funding has been secured to assist with the final processing and disposal of this debris.