REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
May 19, 2020
FROM
BRENDON BIGGS, Interim Director, Department of Public Works - Transportation
SUBJECT
Title
Rubberized Pavement Grant Program and Cooperative Agreement with the City of Highland for Pavement Rehabilitation on Tippecanoe Avenue & Other Roads, Highland/San Bernardino Area
End
RECOMMENDATION(S)
Recommendation
1. Accept a California Department of Resources Recycling and Recovery (CalRecycle) subsidy, in the amount of $38,690 to help defray the cost difference between traditional asphalt resurfacing material and rubberized asphalt resurfacing material to resurface County of San Bernardino (County) roads in the San Bernardino area.
2. Approve a Cooperative Agreement between the County and the City of Highland (City), wherein each agency will contribute $1,516,000 and $4,098,000 respectively, towards the $5,614,000 estimated cost of pavement rehabilitation on Tippecanoe Avenue and other roads located in the Highland and San Bernardino area (Project), for the period of April 28,2020 through June 30, 2023.
3. Adopt Resolution authorizing the City to execute, on behalf of the County, all grant-related documents, including but not limited to, applications, payment requests, agreements, and amendments necessary to secure grant funds under the CalRecycle Rubberized Pavement Grant Program for Fiscal Year 2019-20, and to implement the approved grant project.
4. Authorize the Director of Public Works to increase the County contribution amount up to 25 percent (from $1,516,000 to $1,895,000), should Project construction costs dictate such an increase.
(Presenter: Brendon Biggs, Interim Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
Pursue County Goals and Objectives by Working with Other Agencies.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The total estimated cost of the Project is $5,614,000. The County share of cost is estimated to be $1,516,000 and will be funded with Senate Bill 1 Road Maintenance and Rehabilitation Account (RMRA) funds as well as $38,690 of CalRecycle 2019-20 Rubberized Pavement Grant Program funds. The remaining cost of the Project, estimated to be $4,098,000, will be funded by the City. The County’s share of cost shall not exceed the maximum agreement amount of $1,895,000 (which is the County’s estimated share of cost plus 25 percent) absent a written amendment to this Cooperative Agreement. Sufficient appropriation and revenue for the Project are included in the 2019-20 Road Operations budget and will be included in future recommended budgets (6650002000 14H15056).
BACKGROUND INFORMATION
CalRecycle provides Rubberized Pavement Grant Program funds to local agencies to use rubberized asphalt concrete, in an effort to reduce, recycle, and reuse waste tires generated in California. The City submitted a regional application for the 2019-20 CalRecycle program grant cycle to request the subsidy on behalf of the City and the County. A regional application requests CalRecycle rubberized pavement material subsidies on behalf of more than one agency for a multi-agency project. The City will serve as the lead agency and be responsible for performance of the grant and all required documentation. The Department of Public Works provided a non-binding Letter of Affirmation to the City to be included in the regional application indicating the County’s desire to participate in the Project and that, if the City’s application was awarded funding, the County would seek Board of Supervisors (Board) approval to accept the funds, execute a project agreement, and adopt a resolution authorizing the City to act on the County’s behalf in implementing the grant award and the Project. The Project was awarded funding in January of 2020. However, in order to secure funding, the City must provide CalRecycle an executed copy of the agreement and resolution between the City and County. The grant funds $10.00 per ton of the cost of rubberized asphalt concrete material needed for the Project. The estimated amount of rubberized asphalt concrete material needed within the County and City’s jurisdiction is 3,869 tons and 12,082 tons, respectively. Should the Board elect not to accept the funds, execute the agreement, and adopt the resolution, the City’s application would be considered as a stand-alone agency application.
The Project involves pavement rehabilitation on 0.60 miles of Tippecanoe Avenue, 0.37 miles of Sixth Street, 0.20 miles of Cooley Street, and 0.19 miles of Ward Street. The County and City share jurisdiction of Tippecanoe Avenue. All work for this Project will be done within the existing road right-of-way and no additional right-of-way will be need to be acquired.
In accordance with the Cooperative Agreement, the City agrees to serve as the lead agency in the CalRecycle grant management, design, California Environmental Quality Act review, construction, construction engineering, and inspection of the Project. The County agrees to provide the City a no-cost permit for work in the County’s right-of-way and pay its proportionate share of the Project’s cost.
This Cooperative Agreement will terminate upon completion of the Project and the County’s payment of the final billing from the City, or June 30, 2023, whichever occurs first. The City approved this Cooperative Agreement on April 28, 2020.
The Project will ensure development of a well-planned, balanced and sustainable County by preserving and improving the structural integrity of existing road surfaces in the City and County unincorporated area. Furthermore, execution of the Cooperative Agreement and approval of the Project allows the County to meet its goals and objectives by working cooperatively with the City.
Construction is anticipated to begin in the Fall of 2021 and be completed by early Winter of 2022.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on April 7, 2020; Finance (Jessica Trillo, Principal Administrative Analyst, 387-4222) on April 21, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on May 3, 2020.