City Council Meeting - FINAL

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Meeting Date: 11/03/2020  
From: Neil Chapman, Forest Health Supervisor

Consideration and Approval of Contract:  Recommend approval of the Firewood Processing contract for the Shultz Pass Log Deck Staging Area with Alamo Navajo School Board, Inc. in the amount of $96,600.00.
  1. Approve the contract with Alamo Navajo School Board, Inc. for the Firewood Processing at Shultz Pass Log Deck Staging Area in the amount of $96,600.00
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
This contract will fund the processing of a log deck into firewood. The logs are located on Shultz Pass Rd and were cut as part of the Flagstaff Watershed Protection Project (FWPP) Steep Slope cut units. All City funds used for this contract will be reimbursed through the USFS Midway Challenge Cost Share Agreement 19-CS-11030408-025. An estimated 2500+ cords of firewood will be processed. City staff are working with the USFS, National Forest Foundation, ECONA, Wood for Warmth and Red Feather to distribute this firewood to those most in need, for example tribal communities.
Financial Impact:
The Midway Cost Share Agreement (19-CS-11030408-025) between the City of Flagstaff and the USDA Coconino National Forest, approved by Council and signed by the City Manager on September 24, 2019, provides full reimbursement to the City for this contract. No FWPP voter approved bond funds will be utilized for this work. City staff time to manage this contract is included as a matching component within the Midway Cost Share Agreement.
Policy Impact:
Implementation of this contract will:
1. Support the goals of the Greater Flagstaff Community Wildfire Protection Plan adopted by Council in 2005
3. Support the efforts of the Flagstaff Watershed Protection project approved by voters in 2012
4. Promotes the State's Forest Action Plan
5. Advances the National Cohesive Wildland Fire Management Strategy.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance
  • This contract will serve the public by making low cost firewood available to the Greater Flagstaff community
  • This contract will implement innovative, local government driven programs
Safe and Healthy Communities
  • This contract supports a safe, secure and healthy community by contributing to wildfire risk reduction efforts 
Environmental Stewardship
  • This contract supports the forest restoration-based management of our local natural resources
  • This contract supports the private sector participation in environmental stewardship efforts
  • This contract supports the CAAP by providing home heating resources to vulnerable communities

Regional Plan
Regional Plan
  • Policy E&C.1.5 - Seek feasible alternatives to reduce the smoke produced through prescribed burns and slash piles while continuing efforts to return fire to its natural role in the ecosystem.
  • Policy E&C.3.3 – Invest in forest health and watershed protection measures.
  • Policy E&C.2.2. Promote investments that strengthen climate resiliency.
  • 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.6.2. Encourage all landowners and land management agencies to emphasize forest ecosystem restoration and catastrophic fire risk reduction for the lands under their respective jurisdictions.
  • Policy E&C.6.3. Promote protection, conservation, and ecological restoration of the region’s diverse ecosystem types 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.
This effort supports the Team Flagstaff Strategic Plan, Mission and Vision. Protecting our watersheds and water infrastructure from the impacts of catastrophic wildfire enhances the quality of life for Flagstaff citizens while providing “a balance of economic, environmental, educational and cultural opportunities” for all.
Has There Been Previous Council Decision on This:
Yes: Council approved the Midway Challenge Cost Share Agreement 19-CS-11030408-025 on October 15th, 2019. Firewood processing was one of the six tasks in this agreement
Options and Alternatives:
Option 1: Approve the contract, permitting firewood processing work to proceed as planned. 
Option 2: Reject the contract, resulting in delays that will reduce the likelihood that this firewood can be made available to the public before winter.
The Midway Challenge Cost Share Agreement is an integral part of the collaborative forest restoration effort in the Dry Lake Hills area of the FWPP footprint. This agreement also supports the post-Museum Fire recovery effort.  

This contract will implement one of the six approved Statements of Work (SoW) within the Midway Challenge Cost Share Agreement.

Purchasing staff conducted a formal procurements process and solicited bids from contractors in this field. Solicitation #2021-14 was posted on PlanetBids from August 25, 2020 to September 21, 2020 and published in the Arizona Daily Sun August 30, 2020 and September 6, 2020. There were two contractors that proposed. The lowest responsible, responsive bidder is Alamo Navajo School with $96,000.00.

Alamo Navajo School - $96,000.00
High Desert Investment - $198,000.00

Key Considerations:
This contract will implement one of the tasks in the Midway Cost Share Agreement approved by Council in October 2019. Although this contract is only funding the processing of the logs into firewood, FFD staff will work with many internal and external partners to help provide this firewood to vulnerable communities within Flagstaff and to tribal areas outside of Flagstaff. 

City procurement process will be utilized to solicit, evaluate, and award projects.  City staff will manage, oversee, and approve work for payment to contractors and will be reimbursed by US Forest Service. 

The contractor will be required to follow USFS restrictions, precautions and Industrial Fire Plan guidelines.
Community Benefits and Considerations:
This contract will fund the processing of logs into firewood. It is expected that over 2500 cords will be processed. City staff will work with partners to find ways to get this firewood to vulnerable communities in Flagstaff and Tribal areas outside of Flagstaff. 
Community Involvement:
Public participation was not part of this contracting process. 
Community involvement will play a significant role in the distribution of the firewood processed through this contract.
Log Deck
Log Deck location - Shultz Pass Staging Area
Log Deck v2
Log Deck v3
2021-14 Firewood Contract


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