10.B.
City Council Meeting - FINAL
- Meeting Date:
- 07/21/2015
- Co-Submitter:
- Mark Brehl, Wildland Fire Leadworker
- From:
- Paul Summerfelt, Wildland Fire Manager
Information
TITLE:
Consideration and Approval of Contract: Flagstaff Watershed Protection Project: - Observatory Mesa Hazardous Fuels Thinning (Approve contract with Perkins Timber Harvesting, Inc. in the amount of $366,250).
RECOMMENDED ACTION:
-
Approve the award of Bid #2015-73 to Perkins Timber Harvesting, Inc, in the amount of $366,250
Executive Summary:
Observatory Mesa Open Space lands were identified as forested lands (roughly 2,500 acres) to be treated with the FWPP bond, approved by 74% of voters in November 2012. The 475-acre hazardous fuels thinning project - subject of this Staff Summary - is located in Section 18, southern-most parcel of the Open Space area.
A total of two (2) bids were received. Of these, Perkins Timber Harvesting, Inc, at a total cost of $366,250, is recommended. This price includes cutting, skidding, and removal of wood products, plus grinding and removal of all debris. This equates to $771.05/acre, in-line with past work of a similar nature. (By comparison, the second bid was roughly 2 1/2 times higher than that submitted by Perkins.) .
A total of two (2) bids were received. Of these, Perkins Timber Harvesting, Inc, at a total cost of $366,250, is recommended. This price includes cutting, skidding, and removal of wood products, plus grinding and removal of all debris. This equates to $771.05/acre, in-line with past work of a similar nature. (By comparison, the second bid was roughly 2 1/2 times higher than that submitted by Perkins.) .
Financial Impact:
Total cost of this award is $366,250. Of this amount, $100,000 will be off-set by an April 2014 grant award received by the City from the State of AZ (WBBI 13-601). The net cost to City bond funds will therefore be $266,250 ($571.05/acre - considerable below the estimated project cost if paid using only bond funds.). The off-set ($100,000, or $210.53/acre) represents a bond savings that can be applied to other FWPP-related treatment activities.
Connection to Council Goal and/or Regional Plan:
COUNCIL GOALS: This Agreement facilitates achievement of the following:
2) Ensure Flagstaff has a long-term water supply for current and future needs
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
7) Address key issues and processes related to the implementation of the Regional Plan
11) Ensure that we are as prepared as possible for extreme weather events
REGIONAL PLAN: This Agreement facilitates achievement of the following:
Environmental Planning & Conservation – Vision for the Future: In 2013, the long-term health and viability of our natural resource environment is maintained through strategic planning for resource conservation and protection
Policy E&C.3.3 – Invest in forest health and watershed protection measures.
Policy E&C.6.1 – Encourage public awareness that the region’s ponderosa pine forest is a fire-dependent ecosystem and strive to restore more natural and sustainable forest composition, structure, and processes.
Policy E&C.6.3 – Promote protection, conservation, and ecological restoration of the region’s diverse ecosystem type and associated animals.
Policy E&C.6.6 – Support cooperative efforts for forest health initiatives or practices, such as the Four Forest Restoration Initiative (4FRI), to support healthy forests and protect our water system.
Policy E&C.10.2 – Protect, conserve, and when possible, enhance and restore wildlife habitat on public land.
2) Ensure Flagstaff has a long-term water supply for current and future needs
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
7) Address key issues and processes related to the implementation of the Regional Plan
11) Ensure that we are as prepared as possible for extreme weather events
REGIONAL PLAN: This Agreement facilitates achievement of the following:
Environmental Planning & Conservation – Vision for the Future: In 2013, the long-term health and viability of our natural resource environment is maintained through strategic planning for resource conservation and protection
Policy E&C.3.3 – Invest in forest health and watershed protection measures.
Policy E&C.6.1 – Encourage public awareness that the region’s ponderosa pine forest is a fire-dependent ecosystem and strive to restore more natural and sustainable forest composition, structure, and processes.
Policy E&C.6.3 – Promote protection, conservation, and ecological restoration of the region’s diverse ecosystem type and associated animals.
Policy E&C.6.6 – Support cooperative efforts for forest health initiatives or practices, such as the Four Forest Restoration Initiative (4FRI), to support healthy forests and protect our water system.
Policy E&C.10.2 – Protect, conserve, and when possible, enhance and restore wildlife habitat on public land.
Has There Been Previous Council Decision on This:
Not on this specific activity (Observatory Mesa Section 18 forest treatments). Council was involved in the Bond effort, has been engaged in review, discussion, comment, and/or approval of other FWPP issues and agreements, and has been briefed/updated periodically on the overall progress and status of the effort since the election.
Options and Alternatives:
1) Approve Agreement/Scope of Work with recommended vendor, permitting the forest treatment work to proceed as planned:
Pro - this allows the work to proceed and permits full-use of the grant funds (termination date Dec 31, 2015);
2) Revise by selecting another vendor, and then approving the Agreement/Scope of Work:
Con - associated cost and operational changes to proposed work:
3) Discard the bids and/or Agreement/Scope of Work, and request the process be repeated:
Pro - Costs may decrease (uncertain):Con - risk extending start/completion so that some-or-all of grant funds are in jeopardy (expiration date Dec 31st, 2015);
Pro - this allows the work to proceed and permits full-use of the grant funds (termination date Dec 31, 2015);
2) Revise by selecting another vendor, and then approving the Agreement/Scope of Work:
Con - associated cost and operational changes to proposed work:
3) Discard the bids and/or Agreement/Scope of Work, and request the process be repeated:
Pro - Costs may decrease (uncertain):Con - risk extending start/completion so that some-or-all of grant funds are in jeopardy (expiration date Dec 31st, 2015);
Background/History:
Severe and destructive wildfire is an annual and ever-present threat to the community and our forests. Areas that have undergone forest treatments (ie - thinning, debris disposal, and/or prescribed fire) are not only healthier and more resilient to damaging agents, they also provide proven barriers to unrestricted wildfire, enhance public safety and infrastructure protection, and suffer much less damage from serious fires than what occurs on non-treated sites.
Key Considerations:
Both the designated area, and the forest treatments proposed, were presented as part of the overall plan and effort during the bond campaign leading-up to the election. Wildfires on Observatory Mesa are a challenge for suppression resources due to lack of water supply. They present a threat to adjacent neighborhoods (Railroad Springs, Flagstaff Townsite, Westridge, Northridge, Coconino Estates, Anasazi Ridge, Cheshire, and Linwood), Lowell Observatory, and businesses along Hwy 180. Forest treatments such as that proposed have proven highly effective in reducing fire intensity, duration, cost, and impact, both within Flagstaff and elsewhere.
Expanded Financial Considerations:
Acting now allows the City to fully utilize/leverage currently awarded-and-available grant funds (WBBI 13-601), thereby saving bond monies.
Community Benefits and Considerations:
Multiple community partners have been engaged in the FWPP effort, to include the Greater Flagstaff Forests Partnership (GFFP), Friends of the Rio, and NAU's Ecological Restoration Institute (NAU-ERI). The campaign to pass the bond also included the citizen-led "Yes on 405" group, the Grand Canyon Trust, and The Nature Conservancy. Specific to Observatory Mesa plans and operations, the City's Sustainability program, the Observatory Mesa Stakeholder Group, AZ Game and Fish, the US Fish and Wildlife Service, and AZ State Forestry have all provided input and been engaged. Successfully completing the planned forest treatments will enhance protection of adjacent neighborhoods from destructive wildfire, and promote the vigor, resiliency, and sustainability of the forest itself.
Community Involvement:
Inform - In the months leading up to the November 2012 election, 50 public outreach events were held throughout the community. Since then, we've endeavored to keep the community informed of overall FWPP efforts through various means, including public meetings, briefings, the project website, media coverage, etc. Specific to this project, we have worked to inform various stakeholders of desired outcomes, plans, schedules, and status.
Consult - We've worked with both AZ Game & Fish and US Fish & Wildlife Service regarding protection of wildlife habitat, adjacent neighbors regarding access, the US Forest Service regarding transportation routes, Kinder Morgan/El Paso Natural Gas and the AZ Snowbowl regarding pipeline crossings, and AZ State Forestry regarding plans and treatment options.
Involve - Following on-going hand thinning work being conducted by City Crew 1 on other areas of the Open Space area, the Winter Wood for Warmth program has been involved removing firewood for distribution to area residents: in addition, we have initiated a free-use personal firewood permit program for interested individuals as well..
Collaborate - The proposed work is compatible with other forest treatment work in the Flagstaff area, and is in-alignment with efforts conducted by the US Forest Service, AZ State Forestry, the City's Wildland Fire Management program, and Greater Flagstaff Forest Partnership. It will compliment work currently being planned and that will be implemented as part of the Four Forest Restoration Initiative. It is in accordance with the Greater Flagstaff Area Community Wildfire Protection Plan (CWPP) and supports the City's Wildland Urban Interface Fire Code (WUI), adopted by Council in 2005 and 2008, respectfully.
Empower - 74% of those who voted in November 2012 voted in favor of the FWPP.
Consult - We've worked with both AZ Game & Fish and US Fish & Wildlife Service regarding protection of wildlife habitat, adjacent neighbors regarding access, the US Forest Service regarding transportation routes, Kinder Morgan/El Paso Natural Gas and the AZ Snowbowl regarding pipeline crossings, and AZ State Forestry regarding plans and treatment options.
Involve - Following on-going hand thinning work being conducted by City Crew 1 on other areas of the Open Space area, the Winter Wood for Warmth program has been involved removing firewood for distribution to area residents: in addition, we have initiated a free-use personal firewood permit program for interested individuals as well..
Collaborate - The proposed work is compatible with other forest treatment work in the Flagstaff area, and is in-alignment with efforts conducted by the US Forest Service, AZ State Forestry, the City's Wildland Fire Management program, and Greater Flagstaff Forest Partnership. It will compliment work currently being planned and that will be implemented as part of the Four Forest Restoration Initiative. It is in accordance with the Greater Flagstaff Area Community Wildfire Protection Plan (CWPP) and supports the City's Wildland Urban Interface Fire Code (WUI), adopted by Council in 2005 and 2008, respectfully.
Empower - 74% of those who voted in November 2012 voted in favor of the FWPP.