City Council Meeting - FINAL


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  6.A.       
Meeting Date: 11/17/2020  
From: Neil Chapman, Forest Health Supervisor

Information
TITLE:
Consideration and Approval of Contract:  Slash Management contract for the Schultz Pass and Dry Lake Hills area with Markit! Forestry.
STAFF RECOMMENDED ACTION:
  1. Approve the contract with Markit! Forestry in the amount of $463,060.
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
This contract will fund multiple forest restoration projects included in Midway Challenge Cost Share Grant Agreement 19-CS-11030408-025. All City funds used for this contract will be reimbursed by the USFS. 
  1. Slash piles located along Shultz Pass Rd and Mt Elden Lookout Rd that were created by the FWPP Helicopter and Steep Slope operations will be relocated to a single staging area in order to improve future management options.
  2. A landing area created for FWPP operations on Shultz Pass Rd will be closed out and rehabilitated.
  3. Two temporary roads created for FWPP operations will be closed out and rehabilitated. A trail intersecting one of these roads will also be rehabilitated.
  4. USFS road blading and/or culvert repairs will be funded as agreed upon by CIty and USFS staff.
Financial Impact:
The Midway Challenge Cost Share Grant 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 Challenge Cost Share Grant Agreement.

This agreement and the reimbursement is budgeted in FY 2020-21 budget as part of the Fire grant section.
Policy Impact:
Implementation of this contract will:
  1. Support the goals of the Greater Flagstaff Community Wildfire Protection Plan adopted by Council in 2005
  2. Support the efforts of the Flagstaff Watershed Protection project approved by voters in 2012
  3. Promotes the State's Forest Action Plan
  4. 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 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 reducing catastrophic wildfire risks to the City of Flagstaff

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 Grant Agreement 19-CS-11030408-025 on October 15, 2019. All tasks within this contract are included in the Midway agreement Statement of Work.
Options and Alternatives:
Option 1: Approve the contract, permitting work to proceed as planned. 
Option 2: Reject the contract, resulting in delays that may increase project costs moving forward and may jeopardize the project being funded by the grant. 
Background/History:
The Midway Challenge Cost Share Agreement is an integral part of the collaborative forest restoration effort in the Schultz Pass and Dry Lake Hills area of the FWPP footprint. This agreement also supports the Museum Fire recovery effort.  

This contract will implement approved Statements of Work within the Midway Challenge Cost Share Agreement.

Purchasing staff conducted a formal procurements process and solicited bids from contractors in this field. An Invitation for Bids was posted on PlanetBids September 9th, 2020 to October 1st, 2020 and published in the Arizona Daily Sun September 13 & September 20, 2020. Only one bidder placed a quote, Markit! Forestry.
Key Considerations:
This contract will implement tasks in the Midway Challenge Cost Share Grant Agreement approved by Council in October 2019. 

City procurement process was utilized to solicit, evaluate, and award the project.  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:
The contract will provide the Flagstaff community with improved forest conditions. Two temporary roads, a log deck landing area and a public trail will be rehabilitated. The relocation of many dispersed slash piles to one centralized, easily accessible area will improve the likelihood of a private contractor removing the slash and hauling it to biomass markets in Phoenix or Snowflake. If no market access is available, burning the slash piles in the new location will reduce smoke impacts to City of Flagstaff residents.   
Community Involvement:
Public participation was not part of this contracting process.
 
Attachments
Contract 2021-15
Grant Provisions
Project Map


    

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