DATE: June 22, 2021
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. Make a finding that it is in the best interest of the County to waive the competitive bidding process consistent with Administration Policy 34 for 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 Chairman to execute an 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, 2021, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $396,000.
REPORT
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 the AVFD has owned and operated all equipment associated with such services for over 43 years. This item pertains to a location in District 5.
ALTERNATIVE ACTION(S):
There is no viable alternative action. 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 that area.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department’s request to waive the competitive bidding process is consistent with Administrative Policy No. 34 as the AVFD has specialized knowledge of the area and over 50 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 of 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 Internal 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 benefitted properties and interest earned on cash reserves. The maximum reimbursement amount and the estimated revenues are included in the CSA 50 proposed FY 2021-22 budget.
DISCUSSION:
The AVFD has provided fire protection and first responder medical services to the Auberry Community for 59 years. CSA 50 was formed in 2003, to provide a stable funding source to the AVFD, who has provided these services at cost.
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’s property owners beginning in FY 2021-22 through FY 2025-26.
The AVFD will be reimbursed for the actual cost of providing services upon submittal of itemized invoices to the County at an annual maximum base cost reimbursement amount of $72,000 for FY 2021-22 and subsequent fiscal years. The Department may increase the maximum base cost reimbursement amount up to ten percent (10%) for a given fiscal year if actual costs to provide the services discussed herein exceed the annual maximum base cost reimbursement amount and if, after reviewing revised revenue, expenditure, and cash balance reports, the Department determines that there will be additional funds available in a fiscal year. The proposed contract amount of $396,000 is the sum of the maximum reimbursement amounts (base plus 10%) over the life of the contract. Department staff will coordinate annually with the AVFD to assess the needs of CSA 50 and maintain an appropriate reserve level.
REFERENCE MATERIAL:
BAI #51, June 21, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
PD-047 Sole Source Acquisition Request
On file with Clerk - Agreement with AFVD
CAO ANALYST:
Ron Alexander