REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
October 8, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Cooperative Agreement with the City of Chino Hills for Maintenance and Emergency Work
End
RECOMMENDATION(S)
Recommendation
Approve Cooperative Agreement with the City of Chino Hills for street repairs, maintenance, and emergency work within the incorporated area of the City of Chino Hills and the surrounding unincorporated area, for an amount not to exceed $60,000 per project and an aggregate total of $100,000 per fiscal year, effective October 8, 2024, through September 30, 2029.
(Presenter: Noel Castillo, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
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 Department of Public Works (Department) Transportation division is funded by Gas Tax revenue, fees, and other state and local funding. Costs to the Department for this proposed Cooperative Agreement (Agreement) will vary depending upon the maintenance or repair needs.
All work requested by the Department will be performed by the City of Chino Hills (City) staff or contractors and will be 100% reimbursable by the Department , up to a total of $60,000 for each project and not to exceed an aggregate total of $100,000 per fiscal year. All work requested by the City will be performed by Department staff or contractors and will be 100% reimbursable by the City, up to a total of $60,000 for each project and not to exceed an aggregate total of $100,000 per fiscal year.
Sufficient appropriation and revenue are included in the 2024-25 Road Operations budget (6650002000 - 71H14879) and will be included in future recommended budgets.
BACKGROUND INFORMATION
This proposed Agreement will allow the Department and the City to provide maintenance and emergency work within the unincorporated area of the County and the incorporated areas of the City. The City and County have determined that occasionally utilizing each other's labor and equipment resources can be the most cost-effective and timely process for maintenance and repairs of roadways within City and Department jurisdictions. It is anticipated at this time that requested work assignments may include, but are not limited to, maintenance or emergency repair of streets and highways, appurtenant fencing, culvert or drainage facilities, grading and application of soil stabilization product on dirt roads, as well as providing heavy equipment for storm debris cleanup, striping, chip sealing, maintenance or emergency paving.
According to the terms of the Agreement, the requesting agency will prepare and submit a work assignment request that outlines the work being 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.
Under the Agreement, the Director of the Department is delegated the authority to identify specific Department projects in which the City may take the lead utilizing City forces or City contractors. With respect to work provided to the City, the Agreement states that the Director of the Department has the authority to approve or disapprove an individual project and specific services to City. In addition, the Agreement provides that the performing agency is under no obligation to perform the work request.
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.
This Agreement aligns with the County and the Chief Executive Officer’s goals of improving County government operations, providing for the safety, health, and social service needs of county residents and pursing County goals and objectives by working with other agencies by providing a streamlined approach to the maintenance and repairs of road facilities within the incorporated area of the City and the surrounding unincorporated area.
This Agreement shall expire on September 30, 2029, or it may be terminated by either party upon providing the other party a 30-day advance written notice. The City approved this item at their Council meeting on September 10, 2024.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on August 1, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on September 18, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on September 23, 2024.