Town of Paradise
Town Council
Special Meeting Agenda
10:00 AM – August 17, 2023
Town of Paradise Council Chamber – 5555 Skyway, Paradise, CA Meeting Procedures
I. The Mayor is the Presiding Chair and is responsible for maintaining an orderly meeting. The Mayor calls the meeting to order and introduces each item on the agenda.
II. The Town staff then provides a report to Council and answers questions from the Council.
III. Citizens are encouraged to participate in the meeting process and are provided several opportunities to address Council. Any speaker addressing the Council is limited to three minutes per speaker - fifteen minutes per agenda item A. If you wish to address the Council regarding a specific agenda item, please complete a “Request to Address Council” card and give it to the Town Clerk prior to the beginning of the meeting. This process is voluntary and allows for citizens to be called to the speaker podium in alphabetical order.
Comments and questions from the public must be directed to the Presiding Chair and Town Council Members (please do not address staff.) Town staff is available to address citizen concerns Monday through Thursday at Town Hall between the hours of 8am and 5pm.
In compliance with the Americans with Disabilities Act (ADA) Compliance, persons who need special accommodations to participate in the Town Council meeting may contact the Town Clerk at least three business days prior to the date of the meeting to provide time for any such accommodation.
Town Manager, Jim Goodwin
Town Attorney, Scott E. Huber
Town Clerk/Elections Official, Dina Volenski
CDD, Planning & Onsite, Susan Hartman
CDD, Building & Code Enforcement, Tony Lindsey
Finance Director/Town Treasurer, Aimee Beleu
Public Works Director/Town Engineer, Marc Mattox
Division Chief, CAL FIRE/Paradise Fire, Patrick Purvis
Chief of Police, Eric Reinbold
Recovery & Economic Development Director, Colette Curtis Human Resources & Risk Management Director, Crystal Peters Information Systems Director, Luis Marquez
Mayor, Greg Bolin
Vice Mayor, Rose Tryon
Council Member, Steve Crowder
Council Member, Steve “Woody” Culleton
Council Member, Ron Lassonde
1 1. OPENING
1a. Call to Order
1b. Pledge of Allegiance to the Flag of the United States of America 1c. Roll Call
2. COUNCIL CONSIDERATION
Action items are presented by staff and the vote of each Council Member must be announced. A roll call vote is taken for each item on the action calendar. Citizens are allowed three (3) minutes to comment on agenda items.
2a. 1. Consider adopting Resolution No. 2023-40, “A Resolution Of The Town Council Of The Town Of Paradise Awarding Contract No. 8407.1.CON, OffSystem Roadway Rehabilitation – 2023 To Hat Creek Construction And Materials, Inc. In The Amount Of Their Base Bid Plus Additive Bid #1"; and,
2. Designating authority to the town manager to execute an agreement with Hat Creek Construction and Materials, Inc.; and, 3. to approve contingency expenditures not exceeding 10%.” (ROLL CALL VOTE)
2b. 1. Consider authorizing the Town Manager to execute the necessary documents to order and purchase a Type 3 Pierce International BX3 Fire Engine before September 1st, 2023. (ROLL CALL VOTE)
2c. 1. Consider signing letter of support to County of Maui Mayor and Councilmembers; and, 2. Give direction to staff on further support efforts to the County of Maui or other organizations. (ROLL CALL VOTE)
3. ADJOURNMENT
2 Town of Paradise
Council Agenda Summary
Date: August 17, 2023
Agenda Item: 2(a)
ORIGINATED BY: Jessica Erdahl, Sr. Capital Projects Manager REVIEWED BY: Jim Goodwin, Town Manager
SUBJECT: Award Construction Contract – Off-System Roadway Rehabilitation – 2023
LONG TERM
RECOVERY PLAN:
Yes, Tier 1, Evacuation Routes
COUNCIL ACTION REQUESTED:
1. Adopt Resolution No. 2023-40, “A Resolution Of The Town Council Of The Town Of Paradise Awarding Contract No. 8407.1.CON, Off-System Roadway Rehabilitation – 2023 To Hat Creek Construction And Materials, Inc. In The Amount Of Their Base Bid Plus Additive Bid #1 And Designating Authority To The Town Manager To Execute An Agreement With Hat Creek Construction And Materials, Inc. And To Approve Contingency Expenditures Not Exceeding 10%.” (ROLL CALL VOTE) Background:
Due to the ongoing recovery effort and debris removal operations within the Town and Butte County, the Town’s off-system roadway infrastructure sustained heavy damage in the wake of the Camp Fire. The pavement structural sections were damaged in two ways:
1. Pavement Scarring due to Car Fires – On the day of the Camp Fire, several motorists were required to abandon their vehicles and continue evacuating on foot. The subsequent car fires damaged the pavement, justifying the need for repair.
2. Pavement Structural Section Damage due to Heavy Truck Traffic – Following the Camp Fire, the Town has experienced a staggering level of truck traffic. During the CALOES Debris Removal effort, over 3.7 million tons of material was removed, equivalent to approximately 300,000 truckloads. During that same period, PG&E, Comcast, and AT&T have restored the distribution infrastructure. Further, approximately 140,000 trees have been removed by PG&E and through the FEMA funded Category 3 tree removal project. The volume of trucks using the Town’s on-system roads has resulted in damage to the pavement structural section, justifying the need for rehabilitation.
The Town coordinated with the Federal Emergency Management Agency (FEMA) to secure Public Assistance permanent restoration funding to repair damaged off-system roads town wide.
Through the Public Assistance Program, the Town of Paradise has been approved for $38,290,000 for the off-system road rehabilitation project. The approved project is located on “Off-System” roads. Off-system roadway rehabilitation include roadways that are not on the onsystem roadways and will be funded by FEMA.
On November 10, 2020, Paradise Town Council awarded master on-call contracts to Mark Thomas, Dokken Engineering, GHD, Inc., Wood Rodgers, Inc. and Dewberry Drake Haglan to perform on-call professional civil engineering services for a variety of local, state, and federally funded projects. Subsequently, in January 2021, task orders were issued to GHD, Dokken 3 Engineering, and Dewberry to perform civil design services on the off-system road rehabilitation project.
The overall scope of work for the Project can be summarized as follows:
Repair Camp Fire damaged on-system roads to achieve a pre-fire condition.
Road rehabilitation projects will be identified based on utility undergrounding completion. As segments of utilities are nearing completion, the Town of Paradise will identify and bid specific segments of roadways as individual projects. The goal of this approach is to maximize efficiency, partnership and remain good stewards of precious public funds and community impacts by reducing excavations into recently rehabilitated roadways.
On November 7, 2022 Paradise Town Council adopted a resolution approving the Plans & Specifications for the Off-System Roadway Rehabilitation project. Council further directed staff to advertise for bids on the Phase 1 Project.
A vicinity map of the project limits is provided in this Agenda Summary.
Analysis:
On August 9, 2023, 3 bids were received by the Town Clerk and publicly opened. A list of bids received are shown in the table below:
Bid No. Item Description Base Bid Amount
X Engineer's Estimate $ 6,789,088.04
1 Hat Creek Construction & Materials, Inc. $ 5,756,809.00 2 Baldwin Contracting Company, Inc. dba Knife River
Construction $ 6,290,290.00
3 All-American Construction, Inc. $ 6,719,659.00
Per the contract specifications, the award of the contract, if it be awarded, will be to the lowest responsible, responsive bidder based upon the base bid plus additive bid whose bid complies with all the requirements prescribed.
Staff is recommending award of Contract No.8407.1.CON, Off-System Roadway Rehabilitation –2023 to Hat Creek Construction and Materials, Inc in the amount of their base bid plus additive bid #1, $5,756,809.00. This recommendation is made after careful review of the Contractor’s bid submittals including required Disadvantaged Business Enterprise (DBE) Commitment, DBE Good Faith efforts and subcontractor listings.
Financial Impact:
FEMA Public Assistance funds have been authorized for construction and construction engineering phases as an Improved Project.
4 The total estimated construction and construction engineering cost for off-system roads town wide is $35,226,000 and $7,139,606 for the 2023 project. The estimated funding breakdown is shown below.
Off-System Roadway Rehabilitation Project – 2023 Funding Summary Contract Items
Total
Estimated Cost
Total Participating
Cost
FEMA/CalOES
93.75 % Local Match 6.25%
Base Bid + Add #1 $ 5,756,809 $ 5,756,809 $ 5,397,008 $ 359,801 Contingency (10%) $ 575,681 $ 575,681 $ 539,701 $ 35,980 Construction Management $ 807,116 $ 807,116 $ 756,671 $ 50,445 Total $ 7,139,606 $ 7,139,606 $ 6,693,381 $ 446,225
Total Available Funding $ 35,226,000 $ 35,226,000 $ 33,024,375 $ 2,201,625 Balance $ 28,086,394 $ 28,086,394 $ 26,330,994 $ 1,755,400 Required matching funds, $446,225 (6.25%), will be funded through the Town’s Community Development Block Grant-Disaster Recovery (CDBG-DR) Infrastructure Allocation.
Attachments:
A. Resolution
B. 2023 Project Map
5 1
TOWN OF PARADISE
RESOLUTION NO. 2023-40
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF
PARADISE AWARDING CONTRACT NO. 8407.1.CON, OFFSYSTEM ROADWAY REHABILITATION – 2023 TO HAT CREEK CONSTRUCTION AND MATERIALS, INC. IN THE AMOUNT OF
THEIR BASE BID PLUS ADDITIVE BID #1 AND DESIGNATING
AUTHORITY TO THE TOWN MANAGER TO EXECUTE AN
AGREEMENT WITH HAT CREEK CONSTRUCTION AND
MATERIALS, INC. AND TO APPROVE CONTINGENCY
EXPENDITURES NOT EXCEEDING 10%
WHEREAS, off-system roads sustained damage as a result of the Camp Fire; and,
WHEREAS, the Town of Paradise has received a $38,290,000 allocation of Federal Emergency Management Agency Public Assistance funds; and, WHEREAS, the purpose of the Public Assistance Program is to repair or reconstruct non-federal aid highways and roads (“Off-System”) which have suffered serious damage as a result of natural disasters.
WHEREAS, eligible repairs may include, but are not limited to, damage occurring to pavement or other surface courses, shoulders, embankments, cut slopes, roadside development, and stream channels, whether man-made or natural. Pavement repairs or reconstruction may also include rock slope protection, cribbing, or other stream bank control features, bridges, retaining walls, culverts and debris removal, including other deposits from roadway drainage channels and the traveled way.
WHEREAS, the Off-System Road Rehabilitation Project - 2023 is consistent in scope with the approved Public Assistance funds: and,
WHEREAS, the Off-System Road Rehabilitation Project – 2023 is consistent with priorities identified in the Paradise Long-Term Recovery Plan prepared in response to the 2018 Camp Fire.
WHEREAS, the Town Council approved the Plans, Specification and Estimates and authorized advertisement for bids on the Off-System Road Rehabilitation Project – 2023 on the 7th day of November 2022.
NOW, THEREFORE, BE IT RESOLVED by The Town Council of The Town of Paradise as follows:
6 TOWN OF PARADISE
RESOLUTION NO. 2023-40
2 Section 1. The Town Manager is authorized to award and execute the construction contract with Hat Creek Construction and Materials, Inc. in the amount of their base bid plus additive bid #1 for the Off-System Roadway Rehabilitation Project - 2023 and approve continency expenditures not exceeding 10%.
PASSED AND ADOPTED by the Town Council of the Town of Paradise on this 17th day of August 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
By:
Greg Bolin, Mayor
ATTEST:
Dina Volenski, CMC, Town Clerk
APPROVED AS TO FORM:
Scott E. Huber, Town Attorney
7 Sources: Esri, HERE, Garmin, Intermap, increment P Corp., GEBCO, USGS, FAO, NPS, NRCAN, GeoBase, IGN, Kadaster NL, Ordnance Survey, Esri Japan, METI, Esri China (Hong Kong), (c) OpenStreetMap contributors, and the GIS User Community
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TOWN OF PARADISE
PUBLIC WORKS DEPARTMENT
5555 Skyway Road
Paradise, California 95969
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Miles
J ERDAHL
JULY 2023
PROJECT
LOCATION
MAP
Legend
Paradise Town Limits
2023 Off-System Roads
2023 Off-System Roads
8 Town of Paradise
Council Agenda Summary
Date: August 17, 2023
Agenda Item: 2(b)
ORIGINATED BY: Marc Mattox, Public Works Director
Rick Manson, Battalion Chief
REVIEWED BY: Jim Goodwin, Town Manager
SUBJECT: Purchase of a Pierce Type 3 Fire Engine
LONG TERM
RECOVERY PLAN:
Yes
COUNCIL ACTION REQUESTED:
Consider adopting a motion relating to the following actions:
1. Authorize the Town Manager to execute the necessary documents to order and purchase a Type 3 Pierce International BX3 Fire Engine before September 1 st, 2023;
Background:
The Town of Paradise provides all facilities and fleet as part of its fire protection partnership with Cal Fire. A summary of the existing fleet, model year and function of the Town’s fire fleet is provided below:
Station 81
Engine 81 - 2017 (Primary Municipal Engine)
Engine 381 - 2020 (Primary Wildland Engine)
Engine 281 - 2002 (Reserve Municipal Engine for Station 81 & 82) Utility 81 - 2023 (Utility Truck)
Battalion 2118 - 2020 (Battalion Chief Primary Vehicle) Station 82
Engine 82 – 2016 (Primary Municipal Engine)
Engine 382 – 2001 (Primary Wildland Engine)
Utility 82 - 2023 (Utility Truck)
Analysis:
The Town of Paradise Public Works Fleet Division and Cal Fire leadership serving the Town are requesting the replacement of Engine 382 – a twenty-two-year-old Type 3 Wildland Fire Engine.
The typical service life of a fire engine, for a professional fulltime fire department, is approximately 20 years due to maintenance costs and industry standard changes. Further the National Fire Protection Association identifies 25 years as the maximum service life of primary response engines.
9 The Town’s Type 3 fire engines are specifically designed to be used in the wildland urban interface setting carrying tools and equipment to fight fires on and off road. Some of the distinct differences between the Town’s municipal fire engines and a Type 3 include 4X4 off road capabilities along with increased ground clearance to traverse uneven terrain. The Town has set goals to maintain at least one primary Type 1 (municipal) and Type 3 (wildland) primary fire engine at each of its fire stations. This fleet allows the Town to cross staff its engines and maintain the highest levels of service during all workload demands.
Due to transformed market conditions in fire engine procurement, staff is recommending this order be placed as soon as possible for two critical reasons:
1. Current lead time for procurement of fire engines is now over 3 years. Demand and supply chain issues have constrained manufacturer’s abilities to keep pace with the ongoing orders across the country. If ordered now, and placed into service in 2027, Engine 381 will have 26 years of service.
2. Engine procurement contracts are evolving to place cost increase risks on buyers. As of September 1, 2023, any cost increases during the production time of the fire engine ordered will be incurred by the buyer – meaning the Town could be subject to unforeseen budget impacts to an unknown scale over a period of three years to receive the same item originally ordered at an agreed to price.
Staff is recommending placing an order as soon as possible for its planned replacement of Engine 382.
Financial Impact:
The quoted purchase price of a new Type 3 Engine is $630,459.80. With minor estimated loose equipment item needs, staff is recommending a budget amount of $660,000 for this purchase.
Staff recommends using $330,000 in Fiscal Years 2024/25 and 2025/26 to cover the cost of the engine procurement.
Payment for the engine is due within fifteen calendar days from the completion of the final inspection, currently forecasted for September 2026.
Measure C, the 0.50% six-year temporary transaction and use tax, expired on March 31, 2021.
Measure V represents a ten-year continuation of this 0.50% temporary transaction and use tax, which will automatically expire on March 31, 2031. The primary uses of Measure V funds have been to support the Town’s Police, Fire, Public Works and Animal Control services. 10 Town of Paradise
Council Agenda Summary
Date: August 8, 2023
Agenda Item: 2(c)
)
ORIGINATED BY: Colette Curtis, Recovery and Economic
Development Director
REVIEWED BY: Jim Goodwin, Town Manager
SUBJECT: Maui Fire Response and Support
LONG TERM
RECOVERY PLAN:
No
COUNCIL ACTION REQUESTED:
1. Consider signing letter of support to County of Maui Mayor and Councilmembers.
2. Give direction to staff on further support efforts to the County of Maui or other organizations.
Background:
On August 8, 2023, fires ignited on the Hawaiian Island of Maui, causing widespread destruction and loss of life. To date, 2,170 acres have burned, the fire is 85% contained, the community of Lahaina (population 13,000) has been 80% destroyed, and 96 lives have been lost. FEMA estimates it will cost $5.5 Billion to rebuild.
Analysis:
There are striking similarities between the Camp Fire and the Maui fires, with an entire community being impacted by wildfire over the course of a few hours. The Town of Paradise is in a unique position to help another community experiencing the worst days and weeks of their lives through the lessons we learned in responding to the Camp Fire and starting a decades-long recovery.
Immediately after the Camp Fire, local municipal staff and residents from Santa Rosa, Sonoma County, and Redding contacted the Town of Paradise to offer assistance. Particularly helpful to Town staff was the ability to speak with other staff who had gone through a similar experience and talk through what to expect.
Staff recommends offering such support to the County of Maui, through virtual means or in person if needed. To date, the Town has not received any formal Emergency Management Mutual Aid (EMMA) requests, however staff recommends responding to such requests with staff as needed, if those requests are made. While the initial response efforts are likely able to be handled by local officials and FEMA officials who are already on site, the longer-term response and beginning of recovery efforts may need additional support.
11 While no EMMA requests have been made, at least one staff member has been contacted by their professional organization to assist with initial planning efforts. Staff recommends responding to this request with the assistance requested, as well as any future similar requests made by local Maui officials or other recovery partners.
There are groups working to coordinate donations, and through our experience this effort can be extremely cumbersome and complicated. Staff recommends allowing other organizations to take the lead on fundraising and publicizing those efforts when appropriate.
To summarize, staff recommends:
1. Sending a letter of support from Paradise Town Council to County of Maui Council and Mayor.
2. Offering assistance from Paradise staff to local Maui staff, whether informal or formal EMMA request, in person or virtually.
3. Responding to requests for assistance from Maui staff and other recovery partners with the assistance they request.
4. Publicizing donation opportunities through other vetted organizations.
The Town of Paradise bears a special responsibility to share lessons learned and provide guidance to other communities facing disasters like the Camp Fire. The help received during and after the Camp Fire was generous and much needed, and the Town of Paradise has the opportunity to pay this generosity forward through our specific knowledge in recovery.
Financial Impact:
Staff time used to assist Maui officials will be variable dependent on how much time is spent on these activities. Any travel costs would impact the general fund; however, travel costs are currently budgeted in several department budgets and any EMMA costs may be reimbursable. 12 Town of Paradise
5555 Skyway
Paradise, CA 95969
(530) 872-6291
Working together to rebuild a thriving community.
August 17, 2023
Council Chair Alice Lee
Councilmember Tom Cook
Councilmember Gabe Johnson
Councilmember Tasha Kama
Councilmember Keani Rawlins-Fernandez
Councilmember Shane Sinenci
Councilmember Yuki Lei Sugimura
Councilmember Nohelani U’u-Hodgins
200 S. High Street, Room 708
Wailuku, HI 96793
Dear Chair Lee and Councilmembers,
On behalf of the Town of Paradise, we wanted to express our sincere condolences to you and your community as you deal with the loss of your friends, homes, and community. We know from experience how devastating wildfires can be, as we experienced similar tragedy in 2018 when the Camp Fire destroyed 90% of our Town. Through these troubling times, please think of us an ally and as a friend.
If there is anything we can do to assist in the rebuilding of your community, please don’t hesitate to reach out.
Our communities are not in the structures, but in the people. We wish you peace, comfort, and courage during these trying times. Our thoughts are with you and all the people of Maui.
With caring thoughts,
_______________________ ____________________ ______________________ Greg Bolin, Mayor Rose Tryon, Vice-Mayor Councilmember Steve Crowder Councilmember Steve "Woody" Culleton Councilmember Ron Lassonde 13 Town of Paradise
5555 Skyway
Paradise, CA 95969
(530) 872-6291
Working together to rebuild a thriving community.
August 17, 2023
Mayor Bissen
200 South High Street
Kalana O Maui Bldg. 9th fl.
Wailuku, HI 96793
Dear Mayor Bissen,
On behalf of the Town of Paradise, we wanted to express our sincere condolences to you and your community as you deal with the loss of your friends, homes, and community. We know from experience how devastating wildfires can be, as we experienced similar tragedy in 2018 when the Camp Fire destroyed 90% of our Town. Through these troubling times, please think of us an ally and as a friend.
If there is anything we can do to assist in the rebuilding of your community, please don’t hesitate to reach out.
Our communities are not in the structures, but in the people. We wish you peace, comfort, and courage during these trying times. Our thoughts are with you and all the people of Maui.
With caring thoughts,
_______________________ ____________________ ______________________ Greg Bolin, Mayor Rose Tryon, Vice-Mayor Councilmember Steve Crowder Councilmember Steve "Woody" Culleton Councilmember Ron Lassonde 14