REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 17, 2024
FROM
LUTHER SNOKE, Chief Executive Officer, County Administrative Office
SUBJECT
Title
Amendment to Contract for American Rescue Plan Act Project
End
RECOMMENDATION(S)
Recommendation
Approve the following amendments to contracts with subrecipients for American Rescue Plan Act funding for eligible projects in accordance with the Board of Supervisors approved Coronavirus Local Fiscal Recovery Fund Spending Plan to modify the deadline for obligating project costs by 90 days, from December 31, 2024, to March 31, 2025:
1. Amendment No. 1 to Contract No. 23-919 with Phelan Pinon Hills Community Services District for the Phelan Community Park Improvements Project, with no change to the cost of $457,194, or the term of August 9, 2023, through December 31, 2026.
2. Amendment No. 1 to Contract No. 24-368 with Chaffey Communities Cultural Center for the Cooper’s Museum Renovation Project, with no change to the cost of $150,000 or the term of August 7, 2023, through December 31, 2026.
(Presenter: Luther Snoke, Chief Executive Officer, 387-4811)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Promote the Countywide Vision.
Operate in a Fiscally-Responsible and Business-Like Manner.
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
Provide for the Safety, Health and Social Service Needs of County Residents.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
Focus on Recovery and Resiliency Following Major Emergency Responses such as the December 2, 2015 Terrorist Attack (SB Strong) and the Global COVID-19 Pandemic.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The County received a direct allocation of $423.5 million under the American Rescue Plan Act - Coronavirus Local Fiscal Recovery Fund (ARPA Fund) to bolster the County’s response to the COVID-19 pandemic and its economic impact. On June 8, 2021 (Item No. 121), the Board of Supervisors (Board) approved an expenditure plan for the use of these funds, known as the County Local Fiscal Recovery Spending Plan (Spending Plan), and amended the plan on August 24, 2021 (Item No. 21). The First, Second, and Fourth District Board Offices have recommended executing the amendments in Recommendations Nos. 1 and 2. This item will have no budgetary impact.
BACKGROUND INFORMATION
On March 11, 2021, the American Rescue Plan Act (ARPA) was signed into law and established the $350 billion Coronavirus State and ARPA Fund to distribute resources to state and local governments throughout the nation.
The County established a team who reviews all potential projects to determine eligibility for ARPA funding and if the project and use is in accordance with the Board approved Spending Plan (ARPA Team). When projects are deemed eligible, the ARPA Team works with the subrecipients to determine subrecipient compliance with ARPA guidelines, and subsequently initiates the contract process.
On March 1, 2022 (Item No. 32), the Board authorized the Chief Executive Officer (CEO) to execute the Board-approved standard ARPA contract template with subrecipients and directed that ARPA contracts executed by the CEO be brought back to the Board for ratification within 30 days of contract execution. Monthly reporting has been provided to the Board detailing the status of ARPA contracts.
On August 22, 2023 (Item No. 28), the Board ratified the CEO’s exercise of the authority in executing Contract No. 23-919 on August 9, 2023, with Phelan Pinon Hills Community Services District (District). The contract was for the Phelan Community Park Improvements Project (Project) in the not-to-exceed amount of $457,194 for the contract term of August 9, 2023, through December 31, 2026.
The Phelan Community Park is located within the District. Given the lack of outdoor community park space in the Phelan-Pinon Hills area, residents have felt this impact greater than most areas of the County during the COVID-19 pandemic. The Project will include the design, engineering, and/or construction of additional facilities, such as tennis and pickleball courts, community education garden, walking paths with exercise equipment, and shade. The Project will help the community improve their mental, social, spiritual, and physical health, as well as support more socialization and increase physical activity.
The District has encountered significant procurement delays and requested an extension of the December 31, 2024 deadline to establish obligations for this Project. All other terms and conditions remain unchanged.
On May 7, 2024 (Item No. 27), the Board ratified the CEO’s exercise of the authority in executing Contract No. 24-368 on Aprill 11, 2024 with Chaffey Communities Cultural Center (Center). The contract was for the Cooper’s Museum Renovation Project (Renovation Project) in the not-to-exceed amount of $150,000, for the contract term of August 7, 2023, through December 31, 2026.
The Center, which operates Cooper’s Regional History Museum, is dedicated to preserving local history, including the history of the indigenous Gabrieleno Tongva Indian tribe, by offering school tours and free admission to the public. The Renovation Project includes replacement of the museum’s patio area flooring and remodel of the outdoor kitchen with the installation of new appliances. Additionally, the building exterior will be pressure washed, and new security lighting will be installed.
The Center has encountered significant procurement delays and requested an extension of the December 31, 2024 deadline to establish obligations for this Project. All other terms and conditions remain unchanged.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Julie Surber, Principal Assistant County Counsel, 387-5455) on November 21, 2024; Purchasing (Ariel Gill, Supervising Buyer, 387-2070) on November 22, 2024; Risk Management (Loretta Acuña, Staff Analyst II, 386-9039) on November 22, 2024; Finance (Joon Cho, Chief Administrative Analyst, 387-5402) on November 21, 2024; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on November 25, 2024.