REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 13, 2023
FROM
BRENDON BIGGS, Director, Department of Public Works - Transportation
SUBJECT
Title
Cooperative Agreement with the City of Barstow for a Chip Seal Road Maintenance Project on Lenwood Road and Other Roads in the Lenwood Area
End
RECOMMENDATION(S)
Recommendation
Approve Cooperative Agreement with the City of Barstow to contribute $64,800 towards the $2,600,000 estimated total cost to apply chip seal on the pavement for the Lenwood Road and Other Roads Project in the Lenwood Area.
(Presenter: Brendon Biggs, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Promote the Countywide Vision.
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 total cost to apply a chip seal on the pavement for the Lenwood Road and Other Roads Project in the Lenwood area (Project) is estimated to be $2,600,000. The City of Barstow (City) will contribute an estimated $64,800 towards the cost of application of a chip seal on roads with which the County and City share jurisdiction. The County’s share of cost is estimated to be $2,535,200 and will be funded with the Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account (RMRA) funds. The share of cost for the City and County is based on the length of road within each jurisdiction. The County will invoice the City for its share of costs after the Project is completed. Sufficient appropriation and revenue are included in the Department of Public Works (Department) 2022-23 Road Operations budget (6650002000 H15209).
BACKGROUND INFORMATION
The Department’s Operations Division intends to utilize its labor force to apply chip seals on various roads in the Lenwood and Hinkley areas. Chip sealing is preventative maintenance work, and under this Project, the maintenance will improve approximately 2.62 miles of roadway located along Lenwood Road, extending from Jasper Road to Burlington Road in the Lenwood area, with which the City and the County share jurisdiction. The Project consists of 2.62 total miles of pavement maintenance on various roads located in the unincorporated area of the County and the incorporated area of the City. The chip seal will be applied to 2.12 miles in the County’s jurisdiction and 0.50 in the City’s jurisdiction.
The Project was identified and prioritized under the Department’s Pavement Preservation Program and by the Board of Supervisors (Board) as part of the 2022-23 SB1 RMRA project list as “Ash Rd and Other Roads” on May 24, 2022 (Item No. 87). The Project consists of preparation work, such as crack sealing and patching, or leveling course, and application of a chip seal or overlay to the existing pavement. A leveling course is a thin layer of an asphalt mixture that is applied over an existing pavement to correct surface irregularities. The application of a chip seal and overlay while the pavements are in good condition is considered a cost-effective maintenance strategy for maintaining and preserving the roads’ structural integrity.
In accordance with the Cooperative Agreement, the County will act as the lead agency for the Project, including CEQA compliance, performance of the work, inspection, and pay its actual share of Project costs. Right-of-way activities are not anticipated for the Project and therefore not included in the Cooperative Agreement. The City agrees to pay its share of Project costs, which is estimated to be $64,800, after completion of the Project. The City will provide a representative to discuss and/or resolve any issues that may arise during the construction of the Project. The Cooperative Agreement terminates upon completion of the Project and the County receives payment of final billing from the City, or December 31, 2027, whichever occurs first. The City has approved and executed the Cooperative Agreement on May 8, 2023.
The Project will ensure development of a well-planned, balanced and sustainable County by preserving and improving the structural integrity of existing road surfaces on Lenwood Road in the City. Furthermore, execution of the Cooperative Agreement and approval of the Project allows the County to meet its goals and objectives by working cooperatively with the City.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on May 17, 2023; Finance (Carl Lofton, Administrative Analyst, 387-5404) on May 24, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on May 26, 2023.