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HomeMy WebLinkAbout143-04 RESOLUTION• •
RESOLUTION NO. 1; 4 3-.0 4
A RESOLUTION AUTHORIZING THE FAYETTEVILLE FIRE
DEPARTMENT TO APPLY FOR AND ACCEPT A UNITED
STATES FOREST SERVICE FIREWISE GRANT IN THE AMOUNT
OF $56,000.00 TO CONDUCT A WILDLAND INTERFACE FIRE
SAFETY ASSESSMENT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby authorizes the Fayetteville Fire Department to apply for and accept a
United States Forest Service Firewise Grant in the amount of $56,000.00 to
conduct a wildland interface fire safety assessment.
PASSED and APPROVED this 21St day of September, 2004.
APPROVED:
By:
, za4/
AN COO P Mayor
IPPIP
ATTEST
• c^
=V. .�:
By:"�—'� � ? t ; FAYETTEVILLE:
SONDRA SMITH, City Clerk•
°I9s'9RKAN5FE'•
•
• •
FIREWISE Hazard Assessment
and Mitigation Planning
for
Fayetteville, Eureka Springs, and Bella Vista
Submitted To:
David J Samuel, CF, RF
FIREWISE Coordinator
Arkansas Forestry Commission
3821 West Roosevelt
Little Rock, AR 72204
501-296-1940
Submitted By:
Dynamac Corporation
4981 Independence Street, Suite 149
Wheat Ridge, CO 80033
303-996-8535
May 20, 2004
This proposal includes data that shall not be disclosed outside the Govemment and shall not be duplicated,
used, or disclosed—in whole or in part—for any purpose other than to evaluate this proposal. If, however, a
contract is awarded to this offeror as a result of—or in connection with—the submission of this data, the
Govemment shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting
contract. This restriction does not limit the Government's right to use information contained in this data if it is
obtained from another source without restriction. All pages within this proposal that are subject to this
restriction are marked as such
Use or disclosure of data contained on this page is subject to Page I of 4
the restrictions on the cove sheet of this document.
Dynamac Corporation
Arkansas FIREWISE Hazard Assessment for
Fayetteville, Bella Vista, and Eureka Springs
• •
1.0 PROJECT PURPOSE AND GOALS
Dynamac Corporation proposes to conduct FIREWISE hazard assessments and develop
mitigation plans. for Fayetteville, Eureka Springs, and Bella Vista, Arkansas. The goals are to
assist the leaders of these communities to organize FIREWISE Boards, conduct WUI (do we need
to identify what WUI is??) Fire Risk Assessments, and prepare Mitigation Plans for each
community. Dynamac will also help these communities become recognized as FIREWISE USA
Communities.
2.0 COMPANY INFORMATION AND RELEVANT EXPERIENCE
Dynamac Corporation, a small, woman -owned, multidisciplinary scientific and environmental
services company, has provided advanced technology and information -driven services to assist
clients in meeting and exceeding their environmental management responsibilities since 1970.
Headquartered in Rockville, Maryland, Dynamac maintains offices nationwide, including offices in
Denver, Colorado and Ada Okalahoma.
Dynamac offers an in-depth understanding of wildfire science, WUI issues and the National Fire
Plan, having conducted wildland fire hazard assessment and mitigation plans for over 50
communities in Idaho, Oregon, Nevada, Wyoming, Tennessee, and Pennsylvania. Dynamac has
recent and relevant experience performing wildfire hazard assessments for WUI communities
similar to Fayetteville, Bella Vista, and Eureka Springs.
In our past WUI community assessments, we conducted hazardous fuel, structure, and
community profile surveys to identify direct relevant risks to the community. We also identified
potential mitigation projects that if implemented would reduce the risk of wildfire. Dynamac
personnel organized and facilitated open -house meetings to publicize information about
FIREWISE practices, and obtain public input to identify resources of value to the community and
actions that might reduce the risk of wildland fire. Following the meetings, fuel surveys were
conducted by categorizing vegetation type, fuel load, slope, and aspect relative to wildfire risk.
Structure surveys involved classifying the risk of wildland fire to homes and other community
values according to construction materials, the presence of survivable space, and accessibility to
emergency equipment. Dynamac's staff interviewed community officials and fire -prevention
personnel, and performed systematic observation to assess the adequacy of each community's
fire suppression capabilities and infrastructure, including adequacy of roads, water supplies, local
FIREWISE regulations and ordinances, and fire fighting equipment.
Dynamac personnel integrated the fuel and structural surveys, community interviews, firefighting
infrastructure, and community profile into a hazard assessment report for each community. The
report described in detail the community profile, values at risk, on-going wildfire hazard reduction,
and a discussion of the different risks identified from the various surveys. GIS maps and tabular
data identified specific high-risk locations with significant hazards, which included flammable fuels
or properties without defensible space. Additionally, GIS maps presented the topography, slope,
and aspect for each fuel survey point and section, and predominant fuel types and corresponding
hazard rating. The hazard assessment report included photographs of each assessment point,
corresponding field data forms, and community survey forms.
Dynamac personnel incorporated input from fire professionals and residents into a companion
hazard mitigation report. In this report, Dynamac staff recommended and prioritized specific
activities that would most effectively reduce the risk of wildland fire hazards that were identified
during the hazard assessment. Examples of recommended mitigation activities include reducing
flammable fuels, creating local firebreaks, improving the community's firefighting capability, and
expanding community education programs that teach FIREWISE practices.
Use or disclosure of data contained on this page is subject to Page 2 of 4
the restrictions on rhe cove sheet of this document.
Dynamac Corporation
Arkansas FIREWISE Hazard Assessment for
Fayetteville, Bella Vista, and Eureka Springs
• •
At a second public meeting, the wildfire hazard assessment results and the proposed mitigation
projects were presented to the community. A large GIS "mitigation map" was developed, allowing
community members to see what mitigation actions were recommended and where they would be
located. The maps used symbols, text, and labels to clearly identify the actions, such as
firebreaks, fuel reduction, and water storage tanks. Following the second public meeting, the
mitigation report was made available for public review and comment before finalization.
4.0 TECHNICAL APPROACH
The project goals will be accomplished by conducting WUI wildfire risk assessments, identify
mitigation projects, convening public meetings, and assisting in the organization of FIREWISE
Community Boards for Fayetteville, Bella Vista, and Eureka Springs. The field assessment will
consist of evaluating home owner associations within a community as to their risk to wildfire. If a
home owner association is to large or diverse to be meaningful, the associations will be divided
into neighborhoods based on houses located in close proximity that can be grouped by similar
attributes such as type of building material, street location, or presence of hazardous fuels. The
neighborhood will be assessed as to the prevailing conductions of the houses and roads, and
ranked according to FIREWISE criteria. The neighborhoods will then receive a low, moderate, or
high hazardous ranking based on the FIREWISE score. Community maps will be developed that
display the hazardous rankings.
Mitigation projects will be identified and defined that could reduce the risk of wildfire to the
community or home owner association. The mitigation projects will be identified based on
observations while conducting the structure surveys and from interviews of elected and
emergency personnel. Examples of potential mitigation projects are hazardous fuel modification,
improvements to rural fire department equipment and/or training, or improving emergency vehicle
assess to neighborhoods. Dynamac personnel will prepare a mitigation report for each community
that will detail the results of the structure survey and prioritized mitigation projects. All mitigation
projects will be described as to location, need, hazard description, project design, anticipated
outcome, and estimated cost. Sufficient detail will be provided in the reports to help the
FIREWISE Boards in preparing grant applications to support the proposed mitigation projects. A
mitigation map for each community will be developed that illustrates all projects in relationship to
home owner associations or neighborhoods.
Dynamac staff will also conduct a thorough community outreach effort. The community outreach
will consist of one open -house meeting with the general public and two targeted meetings with the
FIREWISE Board for each community. The first FIREWISE Board meeting will be held in
conjunction with the public open -house meeting. The second FIREWISE Board meeting will be
held two to three weeks later. The purpose of the Board meetings is to discuss and apply the
procedures necessary to qualify as a FIREWISE USA Community. The FIREWISE Broad will
have the discretion to invite the public to their meetings. We will keep detailed notes on the
issues discussed and the concerns of the attendees. A list of attendees will be maintained. The
open -house meetings will be held in a public location such as a library, rural fire department, or
city hall. Public notification will occur through newspaper articles, mass mailings, and radio
announcements. We have found that open -house meetings serve best the public interest. The
meetings will be coordinated with community officials as to location, length, and time. We will
provide FIREWISE brochures and informational displays, and other important resources. We will
ask the attendees to fill a survey questionnaire in which will solicit information on perceived fire
risk to the community, community values, and potential mitigation projects. Targeted meetings
with the community FIREWISE Broads will focus on the procedures necessary to be recognized
as a FIREWISE USA Community. The process will include planning for a project that will reduce
the risk of wildfire to the community.
Use or disclosure of data contained on this page is subject to Page 3 of 4
the restrictions on the cove sheet of this document.
Dynamac Corporation
Arkansas FIREWISE Hazard Assessment for
Fayetteville, Bella Vista, and Eureka Springs
• •
5.0 Services and Deliverables
Dynamac Corporation will provide the following services and deliverables to each community:
Services:
• Assist in the organization and initiation of a Community FIREWISE Board
• Coordinate and facilitate a FIREWISE Public Meeting to convey the results of the wildfire risk
assessment and mitigation findings,
• Work with the FIREWISE Board to coordinate and facilitate a FIREWISE Demonstration Project
and FIREWISE Day Community Event.
Deliverables:
• Conduct a Community FIREWISE Assessment and prepare a wildfire risk report and map that
rank home owners associations and/or neighborhoods as to low, moderate, or high risk using
the FIREWISE hazard assessment criteria.
• Develop a mitigation report and map that will define and prioritize potential mitigation projects
that if implemented may reduce the risk of wildfire to the community
6.0 Cost Proposal
We estimate that the Fayetteville community will cost $56,000, the Bella Vista community will cost
$47,000, and the Eureka Springs community will cost $47,000. These costs will apply for
individual communities or in any combination.
Use or disclosure of data contained on this page is subject to Page 4 of 4
the restrictions on the cove sheet of this document.
Dynamac Corporation
Arkansas FIREWISE Hazard Assessment for
Fayetteville, Bella Vista, and Eureka Springs
•
NAME OF FILE:
CROSS REFERENCE:
Date
Resolution No. 143-04
w/grant
Document
•
1
08/30/04
memo to mayor & City Council
2
draft resolution
3
email from Kelly Hurt
4
email from Terry Lawson
5
Staff Review Form
6
memo Chris Bosch
7
8
9
10
11
12
13
14
15
16
NOTES:
•
CITY COUNCIL AGENDA MEMO
lets ,
57 it 7e1
/f�3
City Counci eeting of September 21, 2004
Fi'
gr./
To: Mayor and City Council
From: Chris Bosch, Fire Chie
Date: August 30, 2004
Subject: A Resolution providing the Fire Department with the ability to apply for a Firewise Grant in the sum
of $56,000 to conduct a community wildland interface fire safety assessment.
RECOMMENDATION
The Fire Department recommends approval of a Resolution providing the Fire Department with the -
authority to apply for, and take delivery of a Firewise Grant in the sum of $56,000 to conduct a community
wildland interface fire safety assessment.
BACKGROUND
As a result of the recent wildland fires in California the US Forestry Service has established a national funding
program for local governments to conduct wildland interface fire safety assessments. This program is being
administered through the State Department of Forestry. This program provides funding for an assessment,
which will assist the City of Fayetteville in determining the level of community risk related to the
wildland/urban fire interface.
DISCUSSION
The development of this risk assessment will be conducted by the Dynamac Corporation, which is the State's
risk assessment contractor. Once this risk assessment has been completed Dynamac will present its findings to
the Fayetteville Firewise Board, which is made up of representatives from the Council of Neighborhoods. The
mitigation recommendations will be utilized as a guide to facilitate discussions with the respective
Neighborhood groups regarding their areas. These groups will then be asked to conduct these mitigation efforts
in order to meet the guidelines of the Firewise program.
Once the assessment has been finalized and the mitigation recommendations have been developed the City of
Fayetteville will be recognized as a Firewise Community. Currently there are only four cities in Northwest
Arkansas that have been earmarked for these funds. The approval and award of these funds is based on our
willingness to apply. The only requirement for receipt of these funds is that the City establishes a Firewise
Board to oversee this project. As previously mentioned, this Board consists of representatives from the
respective neighborhoods, who currently sit on the Council of Neighborhoods, as well as a representative from
the Arkansas Department of Forestry and the Fire Department. This Board was established in the spring and is
currently awaiting receipt of the report from Dynamac.
BUDGET IMPACT
This item requires no matching funds. The only financial impact to the Fire Department involves a
Department Staff Member's participation in a monthly Firewise Board meeting. We plan on having one of
our Chief Officers participate as the Department's representative.
• •
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE FAYETTEVILLE FIRE
DEPARTMENT TO APPLY FOR AND ACCEPT A UNITED
STATES FOREST SERVICE FIREWISE GRANT IN THE AMOUNT
OF $56,000.00 TO CONDUCT A WILDLAND INTERFACE FIRE
SAFETY ASSESSMENT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby authorizes the Fayetteville Fire Department to apply for and accept a
United States Forest Service Firewise Grant in the amount of $56; 0 0019:0 to
conduct a wildland interface fire safety assessment.
PASSED and APPROVED this 21st day of September.,:2
A
re
APPROU'
DARN GOODY, Mayor
By.
City @1=rk
Elizabeth Mann :RE: 2004 Community Assessment Grants _ Page 1 ,
4
•
From: "Hurt, Kelly" <khurt@dynamac.com>
To: "Terry Lawson" <tlawson@ci.fayetteville.ar.us>
Date: 8/16/04 2:59PM
Subject: RE: 2004 Community Assessment Grants
•
Terry,
I've been working to have everything set up and ready on our end. From a practical standpoint, there is
really nothing to be done until you get your check. At that time, we'll send you a contract to review and
sign (if it meets your approval). Then, we'll get to work.
Thanks,
Kelly
—Original Message—
From: Terry Lawson [mailto:tlawson@ci.fayetteville.ar.us)
Sent: Mon 8/16/2004 12:22 PM
To: Hurt, Kelly
Cc:
Subject: RE: 2004 Community Assessment Grants
Kelly,
Thanks for the update .
Is there anything else that we need to do at this time ?
Thanks,
Terry
Terry Lawson, Battalion Chief
Fayetteville Fire Department
Office of Community Education
303 W. Center
Fayetteville, Ar 72701
Office 479-718-7630
Fax 479-718-7631
E-mail tlawson@ci.fayetteville.ar.us
»> "Hurt, Kelly" <khurt@dynamac.com> 08/10/04 03:17PM »>
To all:
I believe that I have spoken to everyone except Terry Lawson. However, I am ready and willing to
talk to any of you at any time. My contact info is listed below my name. Just let me know what you need
or if you have any questions.
Also we are finalizing a draft contract for you all to review. My hope is that we can have it ready
and sent to you by the time that you get your money. We are going to have to really hustle to get this work
done by December 31 so I hope to get all of the contractual paperwork out of the way as soon as possible
so that we can get on with the real work at hand. I am really looking forward to working with all of you in
such a beautiful part of the world during a beautiful time of year (all the trees remind me of my Mississippi
home).
_Elizabeth Mann - RE: 2004 Community Assessment Grants Page 2
Village
•
Thanks again,
Kelly Hurt Ph D
Program Manager
Dynamac Corporation
3601 Oakridge Boulevard
Ada, OK 74820
Telephone: (580) 436-5740
Fax: (580) 436-6496
khurt@dynamac.com
•
Original Message --
From: David Samuel[mailto:David.Samuel@arkansas.gov]
Sent: Tuesday, August 10, 2004 10:55 AM
To: jimvtc@hotmail.com; cht©bellavistapoa.com; ttawson@ci.fayetteville.ar.us; City of Cherokee
Cc: Don McBride; Hurt, Kelly
Subject: 2004 Community Assessment Grants
The Arkansas Forestry Commission has approved 2004 Mitigation Grants for the following
communities:
- Bella Vista Village (through Benton County)
- City of Cherokee Village
- City of Eureka Springs
- City of Fayetteville
Since these are several of the larger WUI communities in Arkansas, we recognize that your Fire
Departments would take over a year if not more to complete individual home risk assessments. We have
reviewed the Dynamac Corp. projects in Tennessee last year and were impressed. Dynamac will be
working with you in establishing community FireWise Boards, holding a Town Meeting, completing an
assessment for the Community and working with you in developing a FireWise Plan. Dynamac will work
you through the Firewise Community/USA process so that your communities can be certified by
December 31 2004.
We have processed the applications for everyone but Bella Vista Village and expect that one by
the end of the week. Our Finance Chief has requested the funding for these grants from the U. S. Forest
Service and expects notification any day now. He will be mailing you checks for you to contract with
Dynamac Corporation. I believe Kelly Hurt with Dynamac has contacted all of you now and he will be
preparing a short contract (similar to one used in the Tennessee projects) for completing these projects by
December 31, 2004. Please disregard the July 1 -September 30 project dates on the application form.
Those dates were a target period for getting the grants approved.
Looking forward to working with each of you in making these Arkansas "Ozark" communites
"FireWise"!
Please give me a call if you have any questions.
David
David J Samuel, CF, RF
FireWise Coordinator
", Elizabeth Mann -Fwd: FW: Technical Specs for Contracts with Dynamac Corporation . Page 1,.
•
•
•
From: Terry Lawson
To: Mann, Elizabeth
Date: 8/29/04 7:36PM
Subject: Fwd: FW: Technical Specs for Contracts with Dynamac Corporation
Terry Lawson, Battalion Chief
Fayetteville Fire Department
Office of Community Education
303 W. Center
Fayetteville, Ar 72701
Office 479-718-7630
Fax 479-718-7631
E-mail tlawson@ci.fayetteville.ar.us
»> "David Samuel" <David.Samuel@arkansas.gov> 08/12/04 11:44AM »>
Greetings from the cool climate of Little Rock...
Attached is a copy of the project proposal received from Dynamac
Corporation which should basically be what is included in your
contracts.
This may be more detailed than your contract but this what the AFC and
Dynamac agreed upon when the estimates were determined for these three
communities. The same specs should apply to the contract with Cherokee
Village with the estimate being $40,000.
Sorry on the delay with the checks but understand the funds should
arrive any day now.
Any questions, please give me a call at 501-296-1872.
Have a great day,
David
Original Message—
From: Barker, Jerry jmailto:ibarkert dvnamac.comj
Sent Friday, May 21, 2004 7:15 PM
To: David Samuel
Subject: Technical and cost Proposal
David
Attached is our technical and cost proposal for conducting the fire
hazard assessments for the three communities that we discussed. Please
review and contact me if you have questions.
Jerry Barker
Dynamac Corporation
303-996-8535
X AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
STAFF 1 EW FORM - FINANCIAL OBLIGATION
For the Fayetteville City Council Meeting of: September 21, 2004
FROM:
Chief Chris Bosch
Name
Fire Fire
Division Department
ACTION REQUIRED: The Fire Dept requests the opportunity to apply for and accept a 2004 Mitigation Grant
from the U.S.Forestry Service in the amount of $56,000. Fayetteville is one of four communities in the state
identified by the Arkansas Forestry Commission as eligible to receive this grant. The grant targets wild
land/urban interface communities and provides these communities with financial resources to do risk
assessments and develop a Firewise Plan. There is no financial obligation to the City for this project.
Dynamac Corporation is the project manager for this program and will perform all the necessary work
associated with this grant.
COST TO CITY:
$0.00 $ - Services and Charges
Cost of this request
1010.3020.5314.00
Account Number
Category/Project Budget Program Category / Project Name
$ - Firewise-Urban Interface Project
Funds Used to Date Program / Project Category Name
Project Number Remaining Balance
BUDGET REVIEW: Ai/k Budgeted
Budget Manager
g-»,oy
Date
Item
Fund Name
Budget Adjustment Attached
CONTRACT/GRANT/LEASE REVIEW:
814.30
Accounting Manager Date
CaVieti
City Att rney Date
bitiu
ektog
Internal Auditor Date
-P ULEe 6 is Ioi
Purchasing Manager Date
STAFF RECOMMENDATION:
Division Head
Department Director
ervices Dir.
Date
Date
Received
(/ / CrOss
9 -Z -Dy
�Da to r�
in Mayor's Office
Reference:
Previous Ord/Res#:
Orig.
Orig.
Contract Date:
Contract Number:
New Item:
02451
Date f1#
Yes
No
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
City Clerk Division
DEPARTMENTAL CORRESPONDENCE
•
113 West Mountain
Fayetteville, AR 72701
Telephone: (479) 575-8323
To: Chris Bosch
Fire Department
From: Clarice Buffalohead-Pearman
City Clerk Division
Date• September 27, 2004
Re: Resolution No. 143-04
The City Council passed a resolution, September 21, 2004, authorizing the fire
department staff to apply and accept a grant from United States Forest Service Firewise
Grant. I have attached a copy of the resolution.
The resolution will be recorded in the city clerk's office and microfilmed. If anything
else is needed please let the clerk's office know.
/cbp
attachments
cc: Nancy Smith, Internal Auditor