REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
April 8, 2025
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Amendment to Cooperative Agreement with City of Needles for Contract Maintenance and Emergency Work
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Cooperative Agreement No. 20-212 with the City of Needles, extending the term of the agreement by five years, for a new revised term from April 21, 2020, to June 30, 2030, with no change to the contract amount not to exceed $75,000 per project and a not to exceed aggregate total of $100,000 per fiscal year, and all other terms and conditions to remain unchanged for street repairs, maintenance and emergency work within the incorporated area of the City of Needles and the surrounding unincorporated area.
(Presenter: Noel Castillo, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Provide for the Safety, Health and Social Service Needs of County Residents.
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). Costs and reimbursement revenue for maintenance and emergency work will vary depending upon the maintenance or repair needs related to Cooperative Agreement No. 20-212 (Agreement). Costs to the Department of Public Works (Department) are unknown because future maintenance and repair needs related to this Agreement are unforeseeable.
All work requested by the City of Needles (City) will be performed by Department staff or contractors and will be 100% reimbursable by the City, up to a total of $75,000 per project, not to exceed an aggregate total of $100,000 per fiscal year. All work requested by the Department will be performed by the City staff or contractors and will be 100% reimbursable by the Department, up to a total of $75,000 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 - 71H15013) and will be included in future recommended budgets to accommodate the requested projects.
BACKGROUND INFORMATION
The City and Department had 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. Work assignments may include, but are not limited to, maintenance or emergency repair of streets/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.
On April 21, 2020 (Item No. 43) the Board of Supervisors approved the Agreement with the City for street repairs, maintenance and emergency work, for the term of April 21, 2020 through June 30, 2025. The amended Agreement will extend the partnership between the County and the City for an additional five years, allowing continued mutual maintenance and emergency work within both the unincorporated County areas and the incorporated City limits. Project amounts remain capped at $75,000 per project, with a maximum aggregate total of $100,000 per fiscal year. The revised agreement term will now extend the term an additional five years and expire on June 30, 2030, 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 February 25, 2025.
This Agreement aligns with the County and Chief Executive Officer's goals of improving County government operations, providing for the safety, health, and social service needs of County residents, and pursuing County goals and objectives by working with other agencies by providing a streamlined approach to the maintenance and repairs within the incorporated City, as well as within the County's unincorporated jurisdiction.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on February 11, 2025; Finance (Kathleen Gonzalez, Administrative Analyst, 387-5412) on March 20, 2025; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on March 24, 2025.