REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 16, 2025
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
State of California Program Supplement Agreement to Master Agreement for Emergency Relief Funds for the August 2023 Tropical Storm Hilary
End
RECOMMENDATION(S)
Recommendation
Approve State of California Program Supplement Agreement No. F177 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $8,555,234.71 of federal Emergency Relief funds as reimbursement towards the $9,558,943 cost for storm damage repairs on Seven Oaks Road, in the Barton Flats area, for the term of December 16, 2025, through June 30, 2030.
(Presenter: Noel Castillo, 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 repair work on Seven Oaks Road, between Middle Control Road and 0.71 miles west of Glass Road, in the Barton Flats area (Project), resulting from the 2023 Tropical Storm Hilary (Storm) event, is $9,558,943. Federal Emergency Relief (ER) funds administered by the State of California Department of Transportation (Caltrans) will reimburse $8,555,234.71 for incurred costs related to the Project. The remaining cost of $1,003,708.29 was funded with the County’s Gas Tax revenue. However, once additional federal ER funds become available, 100% of the Project’s repair costs will be reimbursed.
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.
On July 26, 2016 (Item No. 29), the County entered into Master Agreement No. 08-5954F15 (Agreement) with Caltrans. In accordance with the Agreement, approval of a Program Supplement Agreement (PSA) is required for each project prior to the County invoicing for reimbursement of project costs. 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.
Federal ER funds, administered by Caltrans, reimburse eligible storm repair projects. Each project requires a PSA to receive reimbursement. If reimbursement requests exceed a state’s allocation, a state must wait until additional federal funding is received to continue reimbursement. On July 7, 2025, Caltrans notified the Department of Public Works (Department) that ER funds are now available to partially reimburse the Department’s Storm repair work claim for the Project, with future reimbursement for the remaining costs occurring when additional federal Emergency Relief funds are made available to the state.
Project repairs on Seven Oaks Road have been divided into two phases. The first phase of the Project is repaving the roadway on Seven Oaks Road, from Middle Control Road to 0.71 miles west of Glass Road. The repair work involves full-depth pavement repairs at locations damaged by the storm, as well as milling and overlay of existing asphalt pavement. A construction contract award was approved by the Board of Supervisors (Board) on September 23, 2025 (Item No. 74), with construction completion expected in Spring 2026 due to weather and/or other factors.
The second phase is the bridge replacement on Seven Oaks Road at 0.71 miles west of Glass Road. This component of the Project is in the design and environmental permit phase, with construction anticipated to begin in Summer 2026.
Approval of this item will authorize the Department to invoice Caltrans for reimbursement of incurred costs relevant to the Project, in accordance with the Agreement.
This item meets the County and the Chief Executive Officer’s goals and objectives by working with Caltrans to ensure that the necessary PSA is processed in accordance with Caltrans guidelines to receive federal funds as reimbursement for Project costs.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on November 17, 2025; and County Finance and Administration (Kathleen Gonzalez, Administrative Analyst, 387-5412) on December 1, 2025.