REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
November 4, 2025
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Program Supplement Agreements to Master Agreement for Emergency Relief Funds for the August 2023 Tropical Storm Hilary
End
RECOMMENDATION(S)
Recommendation
1. Approve State of California Program Supplement Agreement No. F169 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $1,318,014 of federal Emergency Relief Funds as reimbursement for storm damage culvert replacement and roadway repair on Oak Glen Road at Birch Creek Lane, in the Oak Glen area, for the term of November 4, 2025 through June 30, 2030
2. Approve State of California Program Supplement Agreement No. F170 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $82,390 of federal Emergency Relief funds as reimbursement for storm damage repairs on Waters Drive, in the Crestline area, for the term of November 4, 2025 through June 30, 2030.
3. Approve State of California Program Supplement Agreement No. F171 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $107,000 of federal Emergency Relief funds as reimbursement for storm damage culvert repairs on Oak Glen Road at Little San Gorgonio Creek in the Oak Glen area, for the term of November 4, 2025 through June 30, 2030
4. Approve State of California Program Supplement Agreement No. F172 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $321,900 of federal Emergency Relief funds as reimbursement for storm damage repairs on Trona Road, in the Trona area, for the term of November 4, 2025 through June 30, 2030.
5. Approve State of California Program Supplement Agreement No. F173 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $750,242.16 of federal Emergency Relief funds as reimbursement for the $847,444 in costs for storm damage repairs on Phelan Road, in the Phelan area, for the term of November 4, 2025 through June 30, 2030. The remaining $97,201.84 will be reimbursed once additional federal Emergency Relief funds become available.
6. Approve State of California Program Supplement Agreement No. F174 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $78,079 of federal Emergency Relief funds as reimbursement for storm damage repairs on Pipes Canyon Road, in the Yucca Valley area, for the term of November 4, 2025 through June 30, 2030.
7. Approve State of California Program Supplement Agreement No. F176 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $462,147 of federal Emergency Relief funds as reimbursement for storm damage repairs on Amboy Road, in the Twentynine Palms area, for the term of November 4, 2025 through June 30, 2030.
8. Approve State of California Program Supplement Agreement No. F178 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $286,506 of federal Emergency Relief funds as reimbursement for storm damage repairs on Oak Glen Road at Pine Bench Road, in the Oak Glen area for the term of November 4, 2025 and June 30, 2030.
(Presenter: Sameh Basta, Deputy Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
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 Discretionary General Funding (Net County Cost). The estimated total cost of work on Waters Drive, Oak Glen Road, Trona Road, Phelan Road, Pipes Canyon Road, and Amboy Road (Projects), resulting from the 2023 Tropical Storm Hilary (Storm) event is $3,503,480. Federal Emergency Relief (ER) funds administered by the State of California Department of Transportation (Caltrans) will reimburse $3,406,278.16 for incurred costs related to the various repair work caused by the Storm, as detailed in the table below. The remaining cost of $97,201.84 was funded with the County’s Gas Tax revenue. However, once additional federal ER funds become available, 100% of the Phelan Road repair work costs will be reimbursed.
|
Project |
Program Supplement Agreement No. |
Federal Relief Amount |
|
Oak Glen Road |
F169 |
$1,318,014.00 |
|
Waters Drive |
F170 |
$ 82,390.00 |
|
Oak Glen Road |
F171 |
$ 107,000.00 |
|
Trona Road |
F172 |
$ 321,900.00 |
|
Phelan Road |
F173 |
$ 750,242.16 |
|
Pipes Canyon Road |
F174 |
$ 78,079.00 |
|
Amboy Road |
F176 |
$ 462,147.00 |
|
Oak Glen Road |
F178 |
$ 286,506.00 |
|
Total |
|
$3,406,278.16 |
BACKGROUND INFORMATION
Tropical Storm Hilary struck San Bernardino County in August 2023. The Storm brought record rainfall causing widespread flooding and severe damage to roads, bridges and highways.
Federal ER funds, administered by Caltrans, reimburse eligible storm repair projects. Each project requires a PSA under the County’s Master Agreement to receive reimbursement. If reimbursement requests exceed a state’s allocation, a state must wait until additional federal allocation is received to continue reimbursements. On July 7,2025 and August 13, 2025, Caltrans notified the Department that ER funds are now available to reimburse the Department’s Storm damage claims. Reimbursable repairs include the following projects:
• Oak Glen Road at Birch Creek Lane (Oak Glen) (Recommendation No. 1): Flooding and mudflows destroyed portions of Oak Glen Road and the culvert at Birch Creek Lane. Storm damage repairs involved removing the damaged culvert, installing a larger replacement, and reconstructing the roadway. Work was completed in December 2023.
• Waters Drive (Crestline) (Recommendation No. 2): A sinkhole and underground pipe failure damaged Waters Drive near Crest Forest Drive. Approximately 20 feet of roadway was cut, removed, and reconstructed to repair the pipe. Storm damage repair work was completed in December 2023.
• Oak Glen Road at Little San Gorgonio Creek (Oak Glen) (Recommendation No. 3): Storm damage compromised the interior walls of the box culvert. Storm damage repairs included demolition of the damaged sections and reconstruction using structural concrete with steel reinforcement. This Storm damage repair work was completed in March 2024.
• Phelan Road at Sheep Creek (Phelan) (Recommendation No. 5): Soil erosion undermined bridge approaches and guardrails at Sheep Creek Road. Storm damage repairs included reconstructing approaches, guardrails, and concrete shoulders, as well as installing retaining walls and rock slope protection. Storm damage repair work was completed in December 2023.
• Pipes Canyon Road (Yucca Valley) (Recommendation No. 6): Storm damage caused shoulder erosion between Antelope Wash and Pipes Canyon Road. Storm damage repairs included debris removal, shoulder backfill for lateral support, and repaving. Storm damage repair work was completed in December 2023.
• Amboy Road (Twentynine Palms) (Recommendation No. 7): Erosion damaged roadway edges along Amboy Road in multiple locations. Storm damage repairs consisted of debris removal and shoulder reconstruction to stabilize the roadway. Storm damage repair work was completed in March 2024.
• Oak Glen Road at Pine Bench Road (Oak Glen) (Recommendation No. 8): The storm damaged the culvert pipe and guardrail. Storm damage repairs involved debris removal, culvert repair, and guardrail replacement. Storm damage repair work was completed in December 2023.
On July 26, 2016 (Item No. 29), the County entered a Master Agreement No. 08-5954F15 (Agreement) with Caltrans, and in accordance with the Agreement, approval of a Program Supplement Agreement (PSA) is required for each specific project and prior to County invoicing for reimbursement of costs associated with the Projects. The PSA is governed by the Agreement and sets out special covenants as a condition for the local agency to receive federal funds through Caltrans for a designated project. The PSA also identifies the type of funds available for reimbursement.
This item meets the County and the Chief Executive Officer’s goals and objectives by working with Caltrans to ensure that the necessary PSAs are processed in accordance with Caltrans guidelines to receive federal funds as reimbursement for Projects costs.
PROCUREMENT
Not applicable
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on September 23, 2025; and County Finance and Administration (Kathleen Gonzalez, Administrative Analyst, 387-5412) on October 14, 2025.