Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors, Acting as the Governing Board of the Los Trancos County Maintenance District
From: Tory A. Newman, Department of Public Works
Subject: Agreement with Woodside Fire Protection District for Enhanced Fire Protection Services for Los Trancos Woods and Vista Verde FYs 2026-28
RECOMMENDATION:
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Acting as the Governing Board of the Los Trancos County Maintenance District, adopt a resolution:
A) Authorizing the Board President to execute an agreement with Woodside Fire Protection District for fire protection services to the communities of Los Trancos Woods, Vista Verde, and Oak Forrest Court from July 1, 2026 through June 30, 2028, for an amount not to exceed $600,000, and granting a waiver of the County’s formal competitive bidding requirements to select Woodside Fire Protection District as a sole source provider; and
B) Reaffirming a commitment of 33% of annual revenue to be allocated for Enhanced Fire Protection Services.
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BACKGROUND:
The Los Trancos County Maintenance District (“District”) was formed on October 1, 2015, as the successor agency to the Los Trancos County Water District.
The District’s identified purposes are enhanced fire safety, enhanced storm drainage, and road improvements. In support of these purposes, the County of San Mateo (“County”) agreed to work closely with a locally formed Community Advisory Council (“CAC”) to establish work plans that suit the needs of the communities of unincorporated Los Trancos Woods, Vista Verde, and Oak Forrest Court in the Town of Portola Valley. The Woodside Fire Protection District (“WFPD”) services this area and has in-depth knowledge of historical fire protection programs within the area.
On July 25, 2017, the Board adopted Resolution No. 075364 authorizing an agreement with WFPD to provide fire prevention services to the communities of Los Trancos Woods and Vista Verde, from July 25, 2017, to July 24, 2020, in the amount not to exceed $399,500.
On June 23, 2020, the Board adopted Resolution No. 077516 authorizing an agreement with WFPD for Enhanced Fire Protection Services to expand fire services to the communities of Los Trancos Woods and Vista Verde, from July 1, 2020, to June 30, 2022, in an amount not to exceed $400,000 (“2020-22 Agreement”).
On June 29, 2021, the Board adopted Resolution No. 078294 authorizing Amendment No. 1 to the 2020-22 Agreement for an additional amount of $80,000 for a roof replacement program with no other changes to the term of the agreement.
On June 28, 2022, this Board adopted Resolution No. 078986 authorizing Amendment No. 2 to the 2020-22 Agreement for an additional amount of $108,770 and an additional one-year term through June 30, 2023.
On December 12, 2022, this Board adopted Resolution No. R079358 authorizing Amendment No. 3 to the 2020-22 Agreement for an additional amount of $467,230 ($179,230 for FY 2022-23 and $288,000 for FY 2023-24) and an additional one-year term through June 30, 2024.
On June 25, 2024, this Board adopted Resolution No. 080480 authorizing an agreement with WFPD for Enhanced Fire Protection Services to provide fire services to the communities of Los Trancos Woods and Vista Verde, from July 1, 2024, to June 30, 2026, in an amount not to exceed $600,000.
DISCUSSION:
The CAC and the Department of Public Works (“Department”) discussed and agreed on the budgets for FYs 2026-2028 on May 12, 2026, including allocations for an agreement with the WFPD from July 1, 2026 through June 30, 2028 in an amount not to exceed $600,000 (“Agreement”).
In accordance with County procurement policy, the Procurement Director or designee has recommended that this Board approve the waiver of the competitive process for the Agreement because the CAC and the Department agree that WFPD is the most suitable provider for enhanced fire services within these communities. WFPD has provided fire management in this District and has in-depth knowledge to continue providing such services. The WFPD is also required at a specific location and there is no feasible alternative within a reasonable distance.
The current proposed annual expenditure for Enhanced Fire Protection Services is approximately 60% of the annual revenue. In the dissolution language of the Los Trancos County Water District, a 33% annual allotment was identified for Enhanced Fire Protection Services.
The Department recommends this Board adopt a resolution reaffirming the appropriation of property tax revenues to 33% for future Enhanced Fire Protection Services contracts at the conclusion of this 2-year agreement.
The County Attorney has reviewed and approved the resolution and agreement as to form.
COMMUNITY IMPACT:
The continuation of fire services can directly enhance the accessibility, safety, and connectivity for the Los Trancos and Vista Verde communities and to those who travel through the roads that lead to the communities.
FISCAL IMPACT:
The total not-to-exceed amount of the agreement is $600,000 for a term from July 1, 2026 through June 30, 2028. Funding has been included in the District’s Fiscal Year 2026-27 Recommended Budget and will be recommended for the Fiscal Year 2027-28 budget.
There is no impact to the General Fund.
Attachments: Agreement, Exhibits A, B, C, and Attachment to Memo