DATE: June 30, 2026
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Agreement with Auberry Volunteer Fire Department for Structural Fire Protection and First Responder Medical Services for County Service Area 50 - Auberry
RECOMMENDED ACTION(S):
TITLE
1. Under Administrative Policy No. 34 for competitive bids or requests for proposals (AP 34) determine that an exception to the competitive bidding requirement under AP 34 is satisfied and a Sole Source - Suspension of Competition is warranted due to unusual or extraordinary circumstances, as the Auberry Volunteer Fire Department has specialized knowledge and experience providing structural fire protection and first responder medical services to County Service Area 50.
2. Approve and authorize the Chairman to execute a sole source Agreement with the Auberry Volunteer Fire Department for cost reimbursement of expenses for the provision of structural fire protection and first responder medical services to County Service Area 50, effective July 1, 2026, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $415,000.
REPORT
There is no net County Cost associated with the recommended actions. Approval of the recommended actions will allow the Auberry Volunteer Fire Department (AVFD) to operate and maintain all vehicles, equipment, and facilities connected with providing structural fire protection and first responder medical services to County Service Area 50 (CSA 50), Auberry. A sole source is requested because AVFD has specialized knowledge and experience providing structural fire protection and first responder medical services to CSA 50, given that AVFD has owned and operated all equipment associated with such services for over 60 years. This item pertains to a location in District 5.
ALTERNATIVE ACTION(S):
There are no viable alternative actions. If the recommended actions are not approved, CSA 50 would not be able to provide structural fire protection and first responder medical services to the community, as AVFD is the sole source of these services in the area.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
It is requested that the County find under AP 34 that an exception to the competitive bidding requirement is satisfied, and a suspension of competition is warranted due to unusual or extraordinary circumstances, as AVFD has specialized knowledge of the area and over 60 years of experience providing structural fire protection and first responder medical services for CSA 50. The AVFD has diverse assets and abilities which are crucial to the well-being of CSA 50; these assets and abilities include property, equipment, personnel, training, and financial management. CSA 50 receives a unique benefit from the services provided by the AVFD because all the services are provided at cost solely by the volunteers of the AVFD. The Citizens Advisory Committee representing CSA 50 has voiced their support of having the AVFD continue to provide these services at a known cost benefit. The General Services Department, Purchasing Division, concurs with the request of the Department to waive the competitive bidding process.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended actions. Services to be provided, under the terms of the proposed agreement, are funded by annual assessments levied on benefited properties and interest earned on cash reserves. Sufficient appropriations and estimated revenues are included in the proposed FY 2026-27 budget and will be included in future budgets throughout the agreement term.
DISCUSSION:
The AVFD has provided fire protection and first responder medical services to the Auberry Community since 1957. CSA 50 was formed in 2003, to provide a stable funding source for the AVFD, which has provided these services at cost.
The current agreement with AVFD expires on June 30, 2026, and the proposed agreement would continue these services beginning July 1, 2026. The proposed agreement with the AVFD will provide uninterrupted operation of the necessary personnel, i.e. its volunteers, vehicles, tools and other facilities to deliver structural fire protection and first responder medical services to CSA 50 property owners beginning in FY 2026-27 through FY 2030-31.
The AVFD will be reimbursed for the actual cost of providing services upon submittal of itemized invoices to the County, at an annual maximum reimbursement amount of $83,000 for FY 2026-27 and subsequent fiscal years. The proposed contract amount of $415,000 is the sum of the maximum reimbursement amounts over the life of the contract.
REFERENCE MATERIAL:
BAI #62, June 22, 2021
BAI #51, June 21, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
Sole Source Acquisition Request
On file with Clerk - Agreement with AVFD
CAO ANALYST:
Maria Valencia