Strathcona REGIONAL DISTRiCT
STAFF REPORT
DATE: February 21, 2020 FILE: 0550-04 Board
TO: Chair and Directors, Regional Board
FROM: David Leitch Chief Administrative Officer
RE: COMMUNITY WILDFIRE PROTECTION PLANS — CONTRACT AMENDMENT
PURPOSE/PROBLEM To consider an amendment to the contract with SuavAir Aerial Imaging Ltd. to expand the scope of the Community Wildfire Protection Plan (CWPP) project to include portions of Maurelle Island, Rendezvous Island and Sonora Island within Electoral Area C.
EXECUTIVE SUMMARY At its July 24, 2019 meeting the Board authorized a contract to be entered into with SuavAir Aerial Imaging Ltd. (SuavAir) for the development and updating of wildfire protection plans for a number of areas in the region including Read Island in Electoral Area C. In carrying out its contractual obligations SuavAir met with members of the Surge Narrows Community Association on October 23, 2019 at which time it was determined that an expansion of the CWPP project to include adjacent island populations would provide a more logical and beneficial approach.
Since the project is being funded through the Community Resiliency Investment Fund of the UBCM, staff have contacted the UBCM and confirmed that the proposed amendment (including the schedule for completion) would not present a problem as it is within the approved budget for the project. It is the opinion of staff that the proposal to expand the scope of the project makes sense from an operational and economic perspective.
In order to confirm with SauvAir that the proposal is acceptable it will be necessary to amend the existing contract to recognize an expanded scope for the project.
RECOMMENDATIONS
1. THAT the report from the Chief Administrative Officer be received.
2. THAT the Chair and Corporate Officer be authorized to execute a contract amendment with SauvAir Aerial Imaging Ltd. that would expand the scope of the Community Wildfire Protection Plan project to include portions of Maurelle Island, Rendezvous Island and Sonora Island within Electoral Area C. Staff Report - Revision Request: Community Wildfire Protection Plans Paqe 2
Respectfully:
/
David Leitch Chief Administrative Officer
Prepared by: S. Koopman - Protective Services Coordinator
Attachment A — Letter from Sauvair recommending project revision Attachment B — Map of new proposed project area Attachment C — Letter of support from Surge Narrows Community Association Attachment D — Contract with SauvAir for CWPP project 2025 Arnason Road, Campbell River, BC 250-830-8849 [email protected]
November 18, 2019
Dear Shaun Koopman (Protective Services Coordinator of the SRD),
We are several months into the development of Community Wildfire Protection Plans (CWPPs) for the Strathcona Regional District (SRD) and we have had an aspect emerge that potentially changes the size and scope of the project. We would like to address this with the SRD and the Union of BC Municipalities before we proceed further.
1. Read Island / Surge Narrows
We met with residents of Read Island on October 23, 2019, when it was brought to our attention that the residents of Read Island are part of an organization called the “Surge Narrows Community Association,” or SNCA. SNCA includes residents from Read Island, the western portion of Maurelle Island, Rendezvous Island, and Owen Bay & Diamond Bay on Sonora Island. These residents work and live together closely and act as a community, children go to school together, the adults work and socialize together, they plan and host community functions, etc. In our meeting, both the residents from Read Island and the other Surge Narrows communities were adamant in stating a CWPP that incorporates all these communities together would be most beneficial for everyone.
We (the foresters developing the CWPP at SuavAir) agree and recognize that a CWPP that applies to all these areas would be beneficial. It is apparent to us that in the event of a wildfire emergency, SNCA residents would be working together to keep their neighbours safe. With respect to community education, Firesmart planning, and other fire prevention measures, community members would be better supported if they are all engaged developing the plan’s recommendations. A CWPP development process that includes the larger Surge Narrows community would be beneficial for all parties.. We recommend amending the CWPP scope from Read Island – Electoral Area C to “Read Island & the Surge Narrows area”.
The residents of SNCA had expressed interest in including a portion of Quadra Island in the CWPP. However, we do not feel that Quadra Island or any of the other Discovery Islands would fit within the amended scope of this this CWPP due to resourcing and project management feasibility. . Additionally, a CWPP was completed for Quadra Island in 2011.
Attached to this proposed amendment is a map of the Surge Narrows area. The current study area for Read Island is highlighted with a red polygon showing the Wildland-Urban Interface (WUI) in which we are applying the CWPP to. Three additional orange polygons show the areas the amended CWPP would include – Owen Bay & Diamond Bay on Sonora Island, the south- western portion of Maurelle Island, and Rendezvous Island.
2. Project Deadline and Cost of Project
If this amended scope of the Read Island and Surge Narrows area CWPP is implemented, we recognize the need for additional stakeholder meetings, greater field data acquisition and research, additional GIS mapping, and therefore additional costs. When we bid initially, we internally identified Read Island as the most time-intensive and costly CWPP in this project due to water transportation being required for access. As such, we would like an amendment on the CWPP bid from $137,500 to $147,500 to cover the additional costs and time involved to include the additional Surge Narrows communities.
Additionally, we recognize that this amendment will stretch our resources from a time standpoint. As such, we would like to request a time extension from March 1, 2020 to April 30, 2020. This would give us sufficient time to incorporate the additional scope into the CWPP to ensure a high-quality and useful CWPP.
Please consider this amendment to the CWPP and let us know if the SRD agrees with this change in scope. Additionally, please advise what is required for bringing this amendment to the Union of BC Municipalities for approval.
Colin Filliter, RPF, MBA Co-Owner, SuavAir Aerial Imaging
Tom Yates
Subject: FW: Community Wildfire Protection Plan - Surge Narrows Community
From: Surge Narrows Community Association
To the attention of the: Strathcona Regional District Board of Directors (C/of Shaun Koopman, Emergency Preparedness, SRD)
Dear SRD Board of Directors,
On October 23, 2019 residents from Read Island, the western portion of Maurelle Island, Rendezvous Islands, and Owen Bay & Diamond Bay on Sonora Island met with Suavair to discuss the Read Island Community Wildfire Protection Plan (CWPP) Project.
The Surge Narrows Community Association, which represents the areas mentioned above, supports amending the CWPP scope from Read Island – Electoral Area C to “Read Island & the Surge Narrows area” because in the event of a wildfire emergency these residents would be working together to keep their neighbours safe.
Should you have any questions, please do not hesitate to contact us.
Sincerely, Ginny Vassal, Secretary Treasurer on behalf of the Board of Directors of the Surge Narrows Community Association
1 Strathcona Regional Community REGIONAL DISTRICT Wildfire Protection Plans
This Agreement No. SRD-19-056 dated for reference August 7, 2019;
Between: STRATHCONA REGIONAL DISTRICT 301-990 Cedar Street Campbell River, BC V9W 7Z8 (hereinafter called the "Regional District") And:
SUAVAIR AERIAL IMAGING LTD. 2025 Arnason Road Campbell River, BC V9W 8E2 (hereinafter called the 'Contractor")
WHEREAS: A. The Regional District has issued a Request for Quotation (RFQ) to, attached hereto as Appendix "A"; B. The Contractor has submitted a proposal in response to the Regional District's RFQ, attached hereto as Appendix "B"; and C. The Regional District and the Contractor wish to enter into an agreement to provide the services outlined herein.
NOW THEREFORE in consideration of the covenants and agreements herein contained and other good and valuable consideration, the Regional District and the Contractor covenant and agree as follows:
SERVICES
The Contractor agrees to provide services in accordance with the provisions of this agreement, including Appendix "A" (RFP) and Appendix "B" (Contractor's Proposal), specifically to complete the development or updating of Community Wildfire Protection Plans (CWPP) applicable to the following areas within the Regional District:
Sayward Valley in Electoral Area A; * Villages of Gold River, Sayward, Tahsis and Zeballos and adjacent areas; * Nuchatlaht and Ka:'yu:'k't'h'/Che:k:tles7et'h' First Nations and adjacent areas; and Read Island in Electoral Area C.
Page 1 of 4 The Contractor understands the final CWPP's for local governments must be approved by the Union of BC Municipalities and the final CWPP's for First Nation communities must be approved by the First Nations Emergency Services Society of British Columbia.
TERM
1. The Contractor will provide the Services during the term of this Agreement commencing on the date of execution of this Agreement, and ending no later than March 15, 2020. (The 'Term').
PAYMENT FOR THE SERVICES
2. The Regional District will pay the Contractor, upon receiving invoices, an amount or amounts not to exceed in the aggregate $137,500 exclusive of GST, as applicable, for the term of the Agreement. The GST registration number of the Contractor is #709189690 RT000I.
3. Invoices may be submitted as work is completed, showing purchase order number, itemized detail and applicable taxes.
INDEPENDENT CONTRACTOR
4. The Contractor is an independent contractor and is not a servant, employee or agent of the Regional District and is fully responsible for the planning, organization and delivery of all aspects of the Services.
5. The Regional District may, if necessary, give instructions to the Contractor in connection with the provision of the Services, in regard to the standards, policies and guidelines of the Regional District.
6. The Contractor is responsible to remit all statutory payments in relation to fees paid by the Regional District under this Agreement, including but not limited to Income Tax, Canada Pension contributions, Employment Insurance premiums, and WorkSafe BC premiums, as applicable. In no event will the Regional District assume liability for such Contractor obligations.
7. The Contractor will provide all personnel, equipment, material and supplies necessary for the provision of the Services unless otherwise agreed to in writing between the parties and forming part of this Agreement.
8. The Contractor will not, without the prior written approval of the Regional District, sub- contract any obligation of the Contractor under this Agreement and shall maintain the key personnel as listed in the proposal submitted.
INSURANCE
9. The Contractor shall: a) at its own expense provide and maintain throughout the Term of this Agreement, comprehensive commercial general liability insurance policy or policies in an amount not less than $2,000,000 inclusive per occurrence, insuring against bodily injury and property damage and including liability assumed under this Agreement;
Page 2 of 4 b) furnish the Regional District with a certificate or certificates of insurance as evidence that such insurance is in force including evidence of any insurance renewal of policy or policies, and every certificate of insurance shall include certification by the insurer that the certificate of insurance specifically conforms to all of the provisions required herein; and
c) maintain such insurance and the performance by the Contractor of its obligation under this clause shall not relieve the Contractor of liability under the indemnity provisions contained in this Agreement.
TERMINATION
10. The Regional District reserves the right to cancel all or any part of this Agreement if the Services are not provided to the satisfaction of the Regional District. Such cancellation shall be in writing and may be without notice and shall not result in any penalty or other charges to the Regional District.
GENERAL
11. Neither party may assign its rights and/or obligations under this Agreement without the other party's prior written consent.
12. No amendments or modifications to this agreement shall become effective unless agreed upon by both parties in writing.
13. Any notice, request, demand and other communication required or permitted to be given under this Agreement will be in writing and will be validly given if delivered personally or sent by facsimile transmission, email or prepaid registered mail (return receipt requested):
a) to the Regional District at:
Strathcona Regional District 301-990 Cedar Street Campbell River, BC V9W 7Z8
Attention: Corporate Officer Fax: (250) 830-6710 Email: administration(äsrd.ca
b) to the Contractor at:
SuavAir Aerial Imaging Ltd. 2025 Arriason Road Campbell River, BC V9W 8E2
Attention: Cohn Filliter
Email: colin.filliter(suavair.com
Page 3 of 4 In witness whereof the parties hereto have set their hands on the dates set out below.
STRATHCONA REGIONAL DISTRICT by its authorized signatory:
MICHELE ABCHUK Dated CHAIR, Regional District
?2Ja?1 /9titquii Corporate Officer EDITH WATSON Dated Depoty Corporate Officer
SUAVAIR AERIAL I AGINING LTD.
f\v'k \Ro1 Authorized Signature Dated
(o\A S\ier Name of Authorized Representative
Page 4 of 4 Strathcona REGIONAL DISTRICT
APPENDIX 'A'
RFQ 02-19 REQUEST FOR QUOTATIONS
Regional Community Wildfire Protection Plan
The Strathcona Regional District invites quotations from qualified vendors to develop a Community Wildfire Protection Plan for various communities and unincorporated areas within the region.
Quotations clearly marked 'Regional Community Wildfire Protection Plan Project (Area A, Sayward Valley & Read Island)" will be accepted at the office of the Strathcona Regional District at 301-990 Cedar Street, Campbell River, BC V9W 7Z8, until 2:00 pm Pacific Time on Friday, June 21,2019.
All prices must be quoted in Canadian dollars with applicable taxes shown separately. Prices are to remain valid for a minimum period of 60 days from the submission deadline.
Written quotations on the attached completed and signed quotation form must be submitted by mail or in person to 301-990 Cedar Street, Campbell River, BC, V9W 7Z8, or by email to rrocurementsrd.ca or fax at 250-830-6710. The vendor is solely responsible for ensuring that the quotation is received at the Regional District office before the submission deadline.
The following criteria will be used to select the most advantageous quotation: a) Ability to meet the time requirements and stipulations as specified in this RFQ; b) Relevant experience and qualifications; and c) Lowest price to the Strathcona Regional District.
All queries relating to this Request for Quotation should be directed to Shaun Koorman at 250- 830-6702 or by email to procurementsrd.ca. Any addenda to this RFQ will be made available on the Strathcona Regional District and BC Bids websites; verbal communications will not be binding unless confirmed by written addenda.
#301 — 990 Cedar Street, Campbell River, BC V9W 7Z8 Tel: 250-830-6700 Fax: 250-830-6710 Toll free: 1-877-830-2990 www.srd.ca RFQ 02-19 SPECIFICATIONS
The Strathcona Regional District requires a qualified consultant to develop Community Wildfire Protection Plans (CWPPs). The Strathcona Regional District has been awarded a Community Resiliency Investment Grant of $175,000 through the Union of B.C. Municipalities to complete this project by March 1, 2020.
This successful proponent will: 1. Develop CWPPs for two unincorporated areas that are currently without a CWPP, Electoral Area A and Read Island, following the 2018 Community Wildfire Protection Plan template provided by the Union of B.C. Municipalities found at this link under Additional Information and Resource'. httrs:IIwww. ubcm .ca/EN/main/fundina/lq es/comm unity-resiliency-investment. html. The Local Wildfire Threat Assessment (2018 CWPP Template Section 4.3) will be completed for the provincial Crown land within or directly adjacent to the boundaries of these areas. 2. Collaborate with the Village of Gold River, Village of Sayward, Village of Tahsis, and the Village of Zeballos to update each of their CWPPs that were developed in 2011 following the 2018 Community Wildfire Protection Plan template provided by the Union of B.C. Municipalities found at this link under 'Additional Information and Resource'. httis://www. ubcm .ca/E N/ma in/fundinci/kj os/community-resiliency-investment. html. The Local Wildfire Threat Assessment (2018 CWPP Template Section 4.3) will be completed for the municipal area and provincial Crown land within or directly adjacent to the boundaries of these municipal areas. The successful proponent will be provided copies of the original CWPPs for each community. 3. Collaborate with Ka:'yu:'k't'h'/Che:k:tles7et'h First Nation and Nuchatlaht First Nation to develop CWPPs for their respective lands following the 2018 Community Wildfire Protection Plan template provided by the Union of B.C. Municipalities found at this link under 'Additional Information and Resource'. httr,s://www.ubcm.ca/EN/main/fundinq/lcus/communitv-resiliencv-investment. html. The Local Wildfire Threat Assessment (2018 CWPP Template Section 4.3) will be completed for their respective lands and provincial Crown land within or directly adjacent to the boundaries of these areas. 4. Engage and collaborate with key stakeholders such as municipal, Regional District and First Nation staff throughout the process. A contact list of key stakeholders from each community or area will be provided to the successful proponent. 5. Deliver final presentations about the CWPP and CWPP recommendations to elected officials, staff, and interested members of the public in the Strathcona Regional District, Village of Gold River, Village of Sayward, Village of Tahsis, Village of Zeballos, Read Island, Ka:'yu:'k't'h'/Che:k:t1es7et'h First Nations and Nuchatlaht First Nation.
#301 — 990 Cedar Street, Campbell River, BC V9W 7Z8 Tel: 250-830-6700 Fax: 250-830-6710 Toll free: 1-877-830-2990 www.srd.ca 6. Deliver the following recommendations: • Strathcona Regional District / Village of Tahsis - recommendations on matters that these organizations can address to reduce the risk of wildfire in the Tahsis area. • Strathcona Regional District / Village of Gold River - recommendations on matters that these organizations can address to reduce the risk of wildfire in the Gold River area. • Strathcona Regional District / Village of Sayward - recommendations on matters that these organizations can address to reduce the risk of wildfire in the Sayward area. • Strathcona Regional District / Zeballos I Nuchatlaht First Nation / Ka:'yu:'k't'h'/Che:k:tles7et'h' First Nation - recommendations on matters that these organizations can address to reduce the risk of wildfire in the Zeballos area. • Strathcona Regional District — recommendations on matters that this organization can address to reduce the risk of wildfire in the remainder of Electoral Area A and Read Island.
Anticipated Timeline
RFQ submission deadline June 21, 2019 Notification of award August, 2019 Service delivery start August, 2019 Project completion March 1, 2020
#301 — 990 Cedar Street, Campbell River, BC V9W 7Z8 Tel: 250-830-6700 Fax: 250-830-6710 Toll free: 1-877-830-2990 www.srd.ca Strathcona REGIONAL DISTRICT
RFQ 02-19 QUOTATION FORM
SUBMISSION DEADLINE: 2:00 PM PACIFIC TIME JUNE 21, 2019
Name of Firm:
Address:
Contact Name:
Phone: Fax:
Email:
$
$
GSTat5% $
PST at 7% if applicable $
Total Price $
Deliver to: RFQ 02-2019, Strathcona Regional District 301-990 Cedar Street Campbell River, BC V9W 7Z8 Fax: 250-830-6710 or
Email to: procurementstrathconard .ca with "RFQ 02-19" in the subject line
Signing Authority Name and Title Date
Authorized Signature
#301 — 990 Cedar Street, Campbell River, BC V9W 7Z8 Tel: 250-830-6700 Fax: 250-830-6710 Toll free: 1-877-830-2990 www.srd.ca Appendix I
Link to the Regional Community Wildfire Protection Plan Project (Area A, Sayward Valley & Read Island) Staff Report https://aqenda .strathconard .ca/SRDAttachments/SRDBoard/Oen/BRD/O6-Dec-1 8ISRD- CWPP-Staff-Reod-with-attachments1 .pdf
Link to the Union of B.C. Municipalities Community Resiliency Investment Webpage https:!/www. ubcm .calE N/main/fundinq/lcs/community-resiIiency-investment.html
#301 — 990 Cedar Street, Campbell River, BC V9W 7Z8 Tel: 250-830-6700 Fax: 250-830-6710 Toll free: 1-877-830-2990 www.srd.ca
Strathcona REGIONAL DISTRICT Appendix 'B'
RFQ 02-19 QUOTATION FORM
SUBMISSION DEADLINE: 2:00 PM PACIFIC TIME JUNE 21, 2019
Name of Firm: S u avAi r
Address: 2025 Arnason Rd, Campbell River, BC
Contact Name: Cohn Fihhiter, RPF
Phone: 250-830-8849 Fax:
Email: [email protected]
8 Community Wildfire Protection Plans for SRD $ 137,500 $
GST at 5% $ 6,875
PST at 7% if applicable $
Total Price $ 144,375
Deliver to: RFQ 02-20 19, Strathcona Regional District 301-990 Cedar Street Campbell River, BC V9W 7Z8 Fax: 250-830-6710 or
Email to: procurernentstrathconard.ca with "RFQ 02-19" in the subject line
Cohn Fihliter, RPF - Operations Manager June 21, 2019 Signing Authority Name and Title Date :/ i
Authorized Signature
#301 — 990 Cedar Street, Campbell River, BC V9W 7Z8 Tel: 250-830-6700 Fax: 250-830-6710 Toll free: 1-877-830-2990 www.strathconard .ca