REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
September 10, 2024
FROM
NOEL CASTILLO, Chief Flood Control Engineer, Flood Control District
SUBJECT
Title
Cooperative Agreement with City of Highland for Repairs, Maintenance, and Emergency Work
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of the San Bernardino County Flood Control District, approve Cooperative Agreement with the City of Highland for minor flood control facility repairs, maintenance, and emergency work within the incorporated area of the City of Highland for the period of September 10, 2024 through September 30, 2029, in an amount not to exceed $45,000 per project and $100,000 per fiscal year.
(Presenter: Noel Castillo, Chief Flood Control Engineer, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Provide for the Safety, Health and Social Service Needs of County Residents.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The San Bernardino County Flood Control District (District) is funded by property tax revenue, fee revenue, and other local, state, and federal funding. Costs for this work will vary depending upon the maintenance or repair needs for each project. All work requested by the City of Highland (City) will be performed by District staff and will be 100% reimbursable by the City, in an amount not to exceed $45,000 per project and up to $100,000 per fiscal year. All work requested by the District will be performed by City staff and will be 100% reimbursable by the District, in an amount not to exceed $45,000 per project and up to $100,000 per fiscal year. Sufficient appropriation and revenue have been included in the District’s 2024-25 Zone 2 and Zone 3 budgets (1920002522 and 1930002526) and will be included in future recommended budgets.
BACKGROUND INFORMATION
On March 12, 2019 (Item No. 61), the Board of Supervisors (Board) approved a Cooperative Agreement between the District and City for a term of five years under which the District and City agreed to provide mutual aid for each other's roadway repairs, maintenance, and emergency work within the unincorporated area of the county and the incorporated area of the City in an amount not to exceed $45,000 per project, up to $100,000 per fiscal year. The Cooperative Agreement expired on June 30, 2024.
The proposed Agreement re-authorizes the District and the City to provide mutual aid for each other's roadway repairs, maintenance, and emergency work within the unincorporated area of the county and the incorporated area of the City, in an amount not to exceed $45,000 per project, up to $100,000 per fiscal year. The City and District have determined that on occasion, utilizing each other's labor and equipment resources can be the most cost-effective and timely process for maintenance and repairs of drainage facilities within the incorporated city. Work assignments include, but are not limited to, maintenance and repairs for basin access roads, fences, and culvert cleanup. Part of the work will be along portions of the Elder Creek System owned by the City.
Approval of this item aligns with the County and Chief Executive Officer’s goals of improving County government operations, providing for the safety, health and social service needs of county residents, and pursuing County goals and objectives by working with other agencies by providing a streamlined approach to the maintenance and repairs of drainage facilities within the incorporated city, within the District’s jurisdiction.
According to the Agreement, the requesting agency will prepare and submit to the agency performing the work a work assignment request that outlines the work requested within the scope and budget limitations of the Agreement. The performing agency will then prepare a cost estimate and a project schedule prior to start of work. The requesting agency will be invoiced based on actual costs incurred by the agency performing the maintenance and/or emergency work.
After completion of all requested work, receipt of an invoice and acceptance by the requesting agency of the work, the requesting agency shall reimburse the performing agency. Also, the requesting agency shall be responsible for all future maintenance and repair work, unless the requesting agency submits a future request to the performing agency to provide additional maintenance and repair work under the Agreement.
The Agreement will expire on September 30, 2029, unless it is amended to extend the term or is terminated by either party upon providing the other party a 30-day advance written notice. The City Council approved this Agreement at its meeting on August 13, 2024.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Sophie A. Curtis, Deputy County Counsel, 387-5455) on July 12, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on August 19, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on August 23, 2024.