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Department of Transportation recommending the Board consider the following:
1) Adopt and authorize the Chair to sign Resolution 033-2021 to authorize the Director of Transportation, or designee, the delegated authority to execute a Reimbursable Agreement for Federal Lands Access Program Funding for project scoping, commitment to provide local matching funds, and maintenance of the road for 20 years for the Ice House Road Pavement Rehabilitation - Phase 3 Project, CIP 36105068; and
2) Adopt and authorize the Chair to sign Resolution 034-2021 to authorize the Director of Transportation, or designee, the delegated authority to execute a Reimbursable Agreement for Federal Lands Access Program Funding for project scoping, commitment to provide local matching funds, and maintenance of the road for 20 years for the Wentworth Springs Road Pavement Rehabilitation Project.
FUNDING: Sacramento Municipal Utility District funds (26.47% - Local) and Federal Highway Administration’s Federal Lands Access Program funds (73.53% - Federal).
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DISCUSSION / BACKGROUND
The Department of Transportation (Transportation) is preparing two (2) grant applications to request federal funding of the Federal Highway Administration (FHWA), Central Federal Lands Highway Division’s (CFLHD) Federal Lands Access Program (FLAP) to support the proposed projects. The Ice House Road Pavement Rehabilitation - Phase 3 Project will rehabilitate approximately 6 miles of Ice House Road from the U.S. Highway 50 connection (PM 0.00) to approximately the Peavine Ridge Road intersection (PM 6.37) which is the terminus point of the previous Ice House Road Rehabilitation Phase 2 Project. Ice House Road Rehabilitation Phase 2 Project covered Post Mile 6.37 to 15.64, and Ice House Road Rehabilitation Phase 1 Project covered PM 15.64 to 23.94. The Ice House Road Project has been chosen by Transportation because of its connection and access to the Eldorado National Forest and its critical link for forest management and fire protection of this Forest.
The Wentworth Springs Road Pavement Rehabilitation Project provides a critical connection for forest visitors to access the Eldorado National Forest and serves as a critical link for forest management and fire protection access to the Eldorado National Forest. Wentworth Springs Road provides direct motorized access to a variety of public recreation opportunities, including hiking, biking, camping, boating, fishing, cross-country skiing, equestrian use, and off road vehicle use in areas such as the Rubicon Trail, Desolation Wilderness, Gerle Reservoir, and various attractions within the Crystal Basin Recreation Area. This pavement rehabilitation project will improve an approximately 2.4 mile segment of Wentworth Springs Road (Forest Highway 137) extending from its intersection at 147 Ice House Road (MP 31.72) to its intersection at Wilderness Avenue (MP 34.12).
Part of the FLAP application process is to enter into an agreement should these projects be selected by the California’s Programming Decisions Committee for the FLAP selection. This agreement is required within 45 days of the project selection notification, costs up to an estimated amount of $10,000, and will provide collaboration between both agencies, a more accurate project scoping, schedule, and budget for these projects.
The FLAP has a minimum non-federal match requirement of 11.47% and requires that all non-state applicants submit a resolution approved by the applicant’s governing board demonstrating that applicants are authorized to execute grant agreements on behalf of the local agency. For both projects, Transportation is adding 15% local match in addition to the minimum required 11.47%. The additional 15% local match will increase the grant application scoring. Sacramento Municipal Utility District (SMUD) funds in the amount of $3,527,500 for the local match funds were approved by the Board on March 16, 2021, Item 22, Legistar 21-0304. The CFLHD revised their grant application requirements requiring resolutions to include the following:
a) Certification that governing body will provide consistent, sufficient maintenance funding for a period of 20 years or the life of constructed facility, whichever is greater;
b) Commitment that governing body endorses matching funds identified, including the timing of availability; and
c) Delegated authority to applicant to authorize execution of maximum $10,000 Reimbursable Agreement within 45 days of project selection notification.
These executed Resolutions must be submitted by the grant application deadline, May 27, 2021. Following Board approval, Transportation will attach the Resolutions to the FLAP grant applications.
ALTERNATIVES
Should the Board choose not to adopt the Resolutions, Transportation will not be able to apply for FLAP funding or complete the proposed projects.
PRIOR BOARD ACTION
On July 30, 2013, Item 38, Legistar 13-0934, the Board authorized Transportation to sign the project scoping agreement with CFLHD for the Ice House Road Rehabilitation Project - Phase 1 Project.
On March 4, 2014, Item 14, Legistar 13-0934, the Board authorized Transportation to sign the Reimbursable Agreement with CFLHD for the Ice House Road Rehabilitation Project - Phase 1 Project.
On April 29, 2014, Item 26, Legistar 13-0934, the Board extended the performance period of the Reimbursable Agreement for the Ice House Road Rehabilitation Project - Phase 1 Project.
On January 27, 2015, Item 45, Legistar 15-0010, the Board adopted Resolution 020-2015 to authorize Transportation to apply for FLAP funding on Ice House Road Rehabilitation - Phase 2 Project.
On August 2, 2016, Item 16, Legistar 15-0010, the Board approved Modification 001 for the Reimbursable Agreement on the Ice House Road Rehabilitation - Phase 2 Project.
On May 9, 2017, Item 23, Legistar 17-0374, the Board approved Resolution 078-2017 authorizing Transportation to apply for FLAP grant funding for Ice House Road Rehabilitation - Phase 3 Project. Transportation was successful in this application and the Programming Decisions Committee for the FLAP funding combined Phase 3 with the previously approved Phase 2 Project.
On April 3, 2018, Item 27, Legistar 18-0353, the Board approved Modification 002 for the Reimbursable Agreement on the Ice House Road Rehabilitation - Phase 2 Project which combined the Phase 2 and Phase 3 Projects.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed and approved the Resolutions.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost or Road Fund associated with this item.
SMUD funds are made up of the following to provide an estimated local match total of $1,840,989 for the Ice House Road Rehabilitation Phase 3 project:
a) Up to $10,000 estimated cost of the Agreement which is a commitment of payment for the Project scoping, schedule, and budget; and
b) $787,739 in funding for the County’s non-federal match requirement of 11.47% for the proposed Project; and
c) $1,043,250 in funding for the additional 15% non-federal match to increase the grant application scoring.
SMUD funds are made up of the following to provide an estimated local match total of $954,509 for the Wentworth Springs Road Pavement Rehabilitation project:
a) Up to $10,000 estimated cost of the Agreement which is a commitment of payment for the Project scoping, schedule, and budget; and
b) $403,609 in funding for the County’s non-federal match requirement of 11.47% for the proposed Project; and
c) $540,900 in funding for the additional 15% non-federal match to increase the grant application scoring.
The estimated total amount of SMUD funds for both projects is $2,795,498 which is consistent with the Board's prior direction relative to the allocation of SMUD funds. Transportation will include these costs in the upcoming 2021 Capital Improvement Program (CIP) book adoption scheduled for June 2021, subject to grant awarding.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on both original Resolutions.
2) The Clerk of the Board will forward a copy of each of the executed Resolutions to Transportation, Fairlane Engineering, attention Matt Smeltzer.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation