Consideration and Approval of a Contract:  Purchase of Materials/Services with Summitt Forests, Inc. in an amount not to exceed $217,042 for thinning on US Forest Service Road 535 as part of Supplemental Project Agreement 22-PA-11030400-043 between the US Forest Service - Coconino National Forest and the City of Flagstaff.
 

1. Approve the Contract for Purchase of Materials/Services with Summitt Forests, Inc. in an amount not to exceed $217,042 for thinning on US Forest Service Road 535 as part of an agreement between the US Forest Service - Coconino National Forest and the City of Flagstaff; and
2. Authorize the City Manager to execute the necessary documents.

This Contract for Purchase of Materials/Services provides for tree cutting and slash treatment on National Forest System lands on the Flagstaff Ranger District of the Coconino National Forest to treat Potential Operational Delineations (POD) boundaries along forest road 535 southwest of the City of Flagstaff. This project meets wildlife habitat improvement, ecosystem restoration, and fuels reduction objectives, as described in the Four Forest Restoration Initative (4FRI) Project Environmental Impact Statement (EIS). Summitt Forests, Inc. will cut Ponderosa Pine and other conifer species according to diameter and spacing guidelines in the prescription, which will be provided prior to the start of work by City staff. Slash treatment will generally consist of hand-piling, though some larger tree boles may be moved to roads to facilitate public firewood gathering. High concentrations of existing dead/down logs will also be piled.

Project Name: Potential Operational Boundary Thinning 
Cost: $217,042
Account Number Budgeted: 070-03-052-6395-2
FY2024-25 Project Budget: $365,400 plus city staff match
Grant Funded: $379,670.00
Funding Source: USFS funds: $388,991.90; Wildland Fire Management budget staff match: $38,254.59 (or 10% of total costs if that is less than $38K).

• The Master Participating Agreement (22-PA-11030400-043) between the City of Flagstaff and the US Forest Service that allows for Supplemental Project Agreement's to be developed was approved by Council in May 2022. 
• The Supplmental Project Agreement (23-PA-11030400-218) between the City of Flagstaff and the US Forest Service that allows for this specific PODS work was approved by Council in September 2023.

1. Approve the Contract for Purchase of Materials/Services to allow wildfire risk reduction activities will begin on schedule; or
2. Do not approve the contract and wildfire risk reduction activities will be significantly delayed as the procurement process will need to be re-initiated.

Severe and destructive wildfires are an annual and ever-present threat to our forests and the community. Areas that have undergone science-based fuel reduction treatments, as proposed by this contract, are healthier, more fire adapted, and enhance public safety and infrastructure protection.

The Purchasing section posted an IFB solicitation for construction on September 4, 2024, on the PlanetBids.com website. There were four (4) bids received on the opening date of September 27, 2024. After reviewing all bids received, staff determined that Summitt Forests, Inc. as the lowest responsive and responsible bidder.

Priority Based Budget Key Community Priorities and Objectives
High Performing Governance: Implement innovative local government programs
Safe and Healthy Community: Ensure built environment is safe through the use of consistent standards, rules and regulations, & land use practices
Environmental Stewardship: Promote, protect & enhance a healthy, sustainable environment & its natural resources
Environmental Stewardship: Strengthen Flagstaff's resilience to climate change impacts on built, natural, economic, health, & social systems

Regional Plan
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 collaborative 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.

Carbon Neutrality Plan
CR-1: Ensure all mitigation actions improve Flagstaff's ability to adapt to the future.
CR-2: Strengthen existing community systems to create resilience to both short-term shocks and long-term change.
Consolidating carbon stocks in fewer, larger trees reduces the risk of carbon loss from fire. The pre-suppression forest structure provides the best target for maintaining sustainable carbon stocks and ecological function. Implementing prescribed fire after mechanical thinning treatments supports the maintenance of the restored natural tree structure and pattern.

This contract supports the Housing Plan as this wildfire risk reduction activity is part of a strategy related to insurance and affordability costs.

This contract is aligned with the FFD 2023-2024 Strategic Plan service level goal: Reduce risks through Prevention & WFM efforts.