REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
November 15, 2022
FROM
BRENDON BIGGS, Director, Department of Public Works - Transportation
SUBJECT
Title
Program Supplement Agreement to Master Agreement for Emergency Relief Funds for the July 2018 Storms
End
RECOMMENDATION(S)
Recommendation
Approve Program Supplement Agreement No. F138 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $145,598 of federal Emergency Relief funds as reimbursement for $145,598 in costs for the restoration of Goffs Road, in the Essex area.
(Presenter: Brendon Biggs, 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 Discretionary General Funding (Net County Cost). The estimated total cost of work on Goffs Road resulting from the July 2018 storm event was $145,598. Federal Emergency Relief (ER) funds administered by the State of California Department of Transportation (Caltrans) will reimburse 100% of costs incurred for work completed repairing damage on Goffs Road. Reimbursable costs include removal of dirt and rock debris caused by monsoonal rains as well as the repair of asphalt down drains and eroded shoulders. Restoration costs were appropriated under the Department of Public Works (Department) 2018-19 Road Operations budget (6650002000 384400010).
BACKGROUND INFORMATION
In July 2018, a monsoonal rainstorm occurred in San Bernardino County, causing significant damage to roads and highways. Goffs Road in the Essex area experienced debris flows and shoulder erosion. The monsoon event destroyed asphalt down drains at various locations along Goffs Road from State Highway 95 west approximately 12.9 miles. Debris removal and repairs were completed on Goffs Road in September 2018.
The federal government allocates disaster relief funds to states on an annual basis for use on federally eligible roadways. If reimbursement requests exceed a state’s allocation, a state must wait until an additional federal allocation is received to continue reimbursements. Caltrans notified the Department that additional ER funds are now available to reimburse the Department’s remaining disaster claim from the July 2018 storms.
ER funds reimburse 100% of costs incurred for work completed within 180 days after the disaster declaration date of July 7, 2018. All debris removal work and repairs to eroded shoulders and down drains along Goffs Road were completed within this timeframe.
An allocation of ER funds for the July 2018 storms was first made in September 2020. These funds reimbursed costs for two roads impacted by the storm, Needles Highway and Essex Road. The Board of Supervisors (Board) approved Program Supplement Agreements for Needles Highway and Essex Road on May 18, 2021 (Item No. 59). Later, additional ER funds were allocated for the July 2018 storms and reimbursed restoration costs for Nipton Road. The Board approved the Program Supplement Agreement for Nipton Road on April 26, 2022 (Item No. 55).
In accordance with Master Agreement No. 08-5954F15, approval of a Program Supplement Agreement is required for each specific Project prior to County invoicing for reimbursement of project-associated costs. 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 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 October 17, 2022; Finance (Carl Lofton, Administrative Analyst, 387-5404) on October 27, 2022; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on October 28, 2022.