REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
March 12, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Program Supplement Agreements to Master Agreement for Highway Bridge Program Funds for 19 Bridges on National Trails Highway
End
RECOMMENDATION(S)
Recommendation
1. Approve Program Supplement Agreement No. F142 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation (Caltrans), to provide $288,000 in federal Highway Bridge Program (HBP) funds toward the $360,000 costs for the Preliminary Engineering phase for the Baroda Ditch bridge replacement on National Trails Highway near the community of Amboy.
2. Approve Program Supplement Agreement No. F143 to Master Agreement No. 08-5954F15 with Caltrans, to provide $504,000 in federal HBP funds toward the $630,000 costs for the Preliminary Engineering phase for the Kalmia Ditch bridge replacement on National Trails Highway near the community of Ludlow.
3. Approve Program Supplement Agreement No. F144 to Master Agreement No. 08-5954F15 with Caltrans, to provide $288,000 in federal HBP funds toward the $360,000 costs for the Preliminary Engineering phase for the Atajo Ditch bridge replacement on National Trails Highway near the community of Amboy.
4. Approve Program Supplement Agreement No. F145 to Master Agreement No. 08-5954F15 with Caltrans, to provide $296,000 in federal HBP funds toward the $370,000 costs for the Preliminary Engineering phase for the Edloft Ditch bridge replacement on National Trails Highway near the community of Amboy.
5. Approve Program Supplement Agreement No. F146 to Master Agreement No. 08-5954F15 with Caltrans, to provide $344,000 in federal HBP funds toward the $430,000 costs for the Preliminary Engineering phase for the Terzilla Ditch bridge replacement on National Trails Highway near the community of Amboy.
6. Approve Program Supplement Agreement No. F147 to Master Agreement No. 08-5954F15 with Caltrans, to provide $288,000 in federal HBP funds toward the $360,000 costs for the Preliminary Engineering phase for the Tenino Ditch bridge replacement on National Trails Highway near the community of Amboy.
7. Approve Program Supplement Agreement No. F148 to Master Agreement No. 08-5954F15 with Caltrans, to provide $288,000 in federal HBP funds toward the $360,000 costs for the Preliminary Engineering phase for the Ellita Ditch bridge replacement on National Trails Highway near the community of Amboy.
8. Approve Program Supplement Agreement No. F149 to Master Agreement No. 08-5954F15 with Caltrans, to provide $288,000 in federal HBP funds toward the $360,000 costs for the Preliminary Engineering phase for the Danby Ditch bridge replacement on National Trails Highway near the community of Essex.
9. Approve Program Supplement Agreement No. F150 to Master Agreement No. 08-5954F15 with Caltrans, to provide $288,000 in federal HBP funds toward the $360,000 costs for the Preliminary Engineering phase for the Cota Ditch bridge replacement on National Trails Highway near the community of Essex.
10. Approve Program Supplement Agreement No. F151 to Master Agreement No. 08-5954F15 with Caltrans, to provide $288,000 in federal HBP funds toward the $360,000 costs for the Preliminary Engineering phase for the Dalmatia Ditch bridge replacement on National Trails Highway near the community of Essex.
11. Approve Program Supplement Agreement No. F152 to Master Agreement No. 08-5954F15 with Caltrans, to provide $288,000 in federal HBP funds toward the $360,000 costs for the Preliminary Engineering phase for the Tareco Ditch bridge replacement on National Trails Highway near the community of Essex.
12. Approve Program Supplement Agreement No. F153 to Master Agreement No. 08-5954F15 with Caltrans, to provide $328,000 in federal HBP funds toward the $410,000 costs for the Preliminary Engineering phase for the Ava Ditch bridge replacement on National Trails Highway near the community of Essex.
13. Approve Program Supplement Agreement No. F154 to Master Agreement No. 08-5954F15 with Caltrans, to provide $360,000 in federal HBP funds toward the $450,000 costs for the Preliminary Engineering phase for the Nicola Ditch bridge replacement on National Trails Highway near the community of Essex.
14. Approve Program Supplement Agreement No. F155 to Master Agreement No. 08-5954F15 with Caltrans, to provide $328,000 in federal HBP funds toward the $410,000 costs for the Preliminary Engineering phase for the Califa Ditch bridge replacement on National Trails Highway near the community of Essex.
15. Approve Program Supplement Agreement No. F156 to Master Agreement No. 08-5954F15 with Caltrans, to provide $328,000 in federal HBP funds toward the $410,000 costs for the Preliminary Engineering phase for the Clipper Ditch bridge replacement on National Trails Highway near the community of Essex.
16. Approve Program Supplement Agreement No. F157 to Master Agreement No. 08-5954F15 with Caltrans, to provide $328,000 in federal HBP funds toward the $410,000 costs for the Preliminary Engineering phase for the Izzy Ditch bridge replacement on National Trails Highway near the community of Essex.
17. Approve Program Supplement Agreement No. F158 to Master Agreement No. 08-5954F15 with Caltrans, to provide $328,000 in federal HBP funds toward the $410,000 costs for the Preliminary Engineering phase for the Elrita Ditch bridge replacement on National Trails Highway near the community of Essex.
18. Approve Program Supplement Agreement No. F159 to Master Agreement No. 08-5954F15 with Caltrans, to provide $328,000 in federal HBP funds toward the $410,000 costs for the Preliminary Engineering phase for the Axton Ditch bridge replacement on National Trails Highway near the community of Essex.
19. Approve Program Supplement Agreement No. F160 to Master Agreement No. 08-5954F15 with Caltrans, to provide $448,000 in federal HBP funds toward the $560,000 costs for the Preliminary Engineering phase for the Bandera Wash bridge replacement on National Trails Highway near the community of Essex.
(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 additional Discretionary General Funding (Net County Cost). The total estimated cost for the Preliminary Engineering (PE) phase of work for the replacement of the 19 subject bridges on National Trails Highway (Project) is $7,780,000. The Project will be funded with federal Highway Bridge Program funds ($6,224,000) administered by Caltrans. The local match of 20% is funded with Discretionary General Funding ($1,556,000), which was allocated to the Department of Public Works (Department) for use on National Trails Highway bridge projects in prior fiscal years. Sufficient appropriation and revenue for the Project is included in the Department 2023-24 Road Operations budget (6650002000 12H15133 - 12H15135, 12H15138 - 12H15152) and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Project consists of replacing 19 bridges along National Trails Highway in the communities in or near Amboy, Ludlow, and Essex. These bridges were constructed in 1930. On June 8, 2021 (Item No. 69), the Board of Supervisors (Board) approved the submission of the request for Local Advance Construction Authorization to begin the PE phase of work as federal funds would not be available until federal Fiscal Year 2023-24. The Department received Advance Construction (AC) authorization on August 27, 2021, whereby expenditures incurred on or after August 27, 2021, would be eligible for reimbursement once federal funds became available. AC authorization enabled the Department to begin the Preliminary Engineering phase resulting in the contract award with Dokken Engineering on October 24, 2023 (Item No. 58), to provide professional engineering and environmental services for the Project. Federal funds became available on November 14, 2023.
In accordance with Master Agreement No. 08-5954F15, approval of a Program Supplement Agreement is required for each specific Project and prior to the County invoicing for reimbursement of costs associated with the Project. The Program Supplement Agreement sets out special covenants as a condition for the local agency to receive federal aid through the state for a designated project. The Program Supplement Agreement also identifies the type of funds available for reimbursement.
The item meets the County and the Chief Executive Officer’s goals and objectives by working with Caltrans to ensure that the necessary Program Supplement Agreements are 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 February 6, 2024; Finance (Carl Lofton, Administrative Analyst, 387-5404) on February 23, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on February 26, 2024.