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 <[email protected]> Sent: Wednesday, February 19, 2020 7:58 PM To: Shaun Koopman <[email protected]> Cc: Director Abram <[email protected]> Subject: Community Wildfire Protection Plan ‐ Surge Narrows Community 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