DATE: July 9, 2019
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Amendment to Agreement with Shaver Lake Civic League
RECOMMENDED ACTION(S):
TITLE
Approve and authorize Chairman to execute Amendment I to Agreement No. 16-397 with Shaver Lake Civic League, to purchase an additional truck for the Shaver Lake Volunteer Fire Department, install a back-up generator, and other improvements for County Service Area No. 31 - Shaver Lake, effective upon execution with no change in term to June 30, 2021 and increasing the maximum by $110,000 to a total maximum of $1,403,163.
REPORT
Approval of the recommended action will increase the contract reimbursable base for the purchase of an additional truck for the Shaver Lake Volunteer Fire Department, install a back-up generator, and other potential improvements (i.e. fire hydrant maintenance) for the Shaver Lake Community Center. This item pertains to a location in District 5.
ALTERNATIVE ACTION(S):
Your Board could choose to not approve the amendment; however, doing so would result in the inability to purchase necessary equipment, negatively impacting operations.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. All costs associated with the request are paid for by the benefitted properties within County Service Area No. 31 - Shaver Lake (CSA 31) from property assessments and interest revenue. The proposed amendment will increase the Contractor’s Base Cost Reimbursement for FY 2019-20, from $241,963 to $341,963 to allow the Shaver Lake Civic League (Civic League) to purchase an additional truck for the Shaver Lake Volunteer Fire Department (Fire Department), install a back-up generator, and make other potential improvements to the Shaver Lake Community Center (Community Center). The agreement also allows the base cost reimbursement to be increased up to 10% for that fiscal year, thereby adding an additional $10,000 to the total contract amount. The agreement maximum will increase from $1,293,163 to $1,403,163. The Civic League, Fire Department, and the Citizens Advisory Committee (CAC) for CSA 31 are all in support of the request. Sufficient appropriations were included in the Department of Public Works and Planning - CSA 31 Shaver Lake Org 9171 FY 2019-20 Recommended Budget.
DISCUSSION:
CSA 31 was formed in 1978 and from inception, has contracted with the Civic League for fire protection and recreational facility services to the Shaver Lake Community. Agreement No. 16-397, was approved by the Board on June 21, 2016 and provides for the necessary personnel, vehicles, tools, and other facilities to deliver structural fire protection and recreational facility services to CSA 31 through June 30, 2021.
Agreement No. 16-397 is a reimbursement agreement with the Civic League. It requires the Civic League to first incur costs to provide needed services, and then submit itemized invoices to the Department. Upon approval of the itemized invoices, reimbursement to the base amount of the agreement is made. Upon review of the itemized expenses and District reserves, the Department may allow up to an additional 10% of the base reimbursement amount for each fiscal year.
Approval of the recommended action will increase the reimbursable base for FY 2019-20 by $100,000 and allow CSA 31 to reimburse the Civic League for the purchase of an additional truck for the Fire Department, installation of an emergency backup generator, and other needed improvements for the Community Center. All other terms of the agreement remain unchanged.
REFERENCE MATERIAL:
BAI #50, June 21, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - First Amendment to Agreement 16-397 with Shaver Lake Civic League
CAO ANALYST:
Sonia M. De La Rosa