Title
Department of Transportation recommending the Board approve and authorize the Chair to sign the following amendments to reallocate grant funding to ensure Surface Transportation Block Grant Program (STBGP) funds are utilized prior to their expiration on June 3, 2026, and to reallocate the remaining STBGP balances for completed Capital Improvement projects:
1) First Amendment to the Agreement between the El Dorado County Transportation Commission and El Dorado County for Fiscal Year 2020/21 Regional Surface Transportation Program/ Surface Transportation Block Grant Program Exchange Funds, amending the project list, with no change to the total amount;
2) First Amendment to the Agreement between the El Dorado County Transportation Commission and El Dorado County for Fiscal Year 2021/22 Regional Surface Transportation Program/ Surface Transportation Block Grant Program Exchange Funds, amending the project list, with no change to the total amount; and
3) Second Amendment to the Agreement between the El Dorado County Transportation Commission and El Dorado County for Fiscal Year 2022/23 Regional Surface Transportation Program/ Surface Transportation Block Grant Program Exchange Funds, amending the project list, with no change to the total amount.
FUNDING: Regional Surface Transportation Program/ Surface Transportation Block Grant Program Exchange Funds. (State Funds)
Body
DISCUSSION / BACKGROUND
As authorized by Section 182.6(g) of the Streets and Highway Code, El Dorado County Transportation Commission (EDCTC) has entered into Agreements X21-6157(073), X22-6157(078), and X23-6157(081) with the California Department of Transportation (Caltrans) to assign a defined portion of its annual Surface Transportation Block Grant Program (STBGP) Exchange Funds apportionment to Caltrans in exchange for Fiscal Year (FY) 2020/21, FY 2021/22 and FY 2022/23 nonfederal State Highway Account Funds. EDCTC is authorized to use these STBGP Funds to assist local agencies in promoting projects which otherwise qualify for STBGP funds. EDCTC is required to execute formal written agreements between EDCTC and STBGP Exchange Recipients and provide oversight of the program funds. The EDCTC Board approved the allocation and payment of FY 2020/21 funds on June 3, 2021, the allocation and payment of FY 2021/22 funds on June 2, 2022, and the allocation and payment of FY 2022/23 funds on August 3, 2023. The expiration date of the funds is five (5) years from the date funds are allocated by the EDCTC.
X21-6157(073) - FY 2020/21:
On May 4, 2021 (Legistar file 21-0481), the Board approved Agreement X21-6157(073) between EDCTC and El Dorado County for FY 2020/21 STBGP Exchange Funds allocating a total of $580,670 for the County's use as shown in column two (2) of the table:
1- PROJECT/NO. 2- AGMT AMT 3- NET CHANGE 4- AMEND#1 AMT
Pedestrian Safety/36105061 $37,000.00 $0.00 $37,000.00
Site Safety/36105062 $32,425.00 $0.00 $32,425.00
Indian Creek Bridge/36105014 $255,622.50 ($65,429.97) $190,192.53
Mound Springs Creek Bridge/36105015 $255,622.50 ($226,065.24) $29,557.26
ADD:
Diamond Springs Parkway Ph1B/36105011 $0.00 $291,495.21 $291,495.21
TOTAL $580,670.00 $0.00 $580,670.00
The STBGP Agreement allows for an amended project list. The First Amendment to this Agreement will reallocate the funds that are not scheduled to be used prior to expiration, as shown in column three (3) of the table above, and add the Diamond Springs Parkway Phase 1B project 36105011 to the First Amendment. The remaining amounts listed in the First Amendment have already been spent for the Green Valley Road Bridge Projects 36105014 ($190,192.53) and 36105015 ($29,557.26) as noted in column four (4) of the table. There are no changes to the Intersection Safety/ Pedestrian Safety Improvements Project 36105061 and the Intersection Safety/ Site Safety Improvements Project 36105062.
X22-6157(078) - FY 2021/22:
On May 10, 2022 (Legistar file 22-0696), the Board approved Agreement X22-6157(078) between EDCTC and El Dorado County for FY 2021/22 STBGP Exchange Funds, allocating a total of $603,799.00 for the County's use as shown in column two (2) of the table:
1- PROJECT/NO. 2- AGMT AMT 3- NET CHANGE 4- AMEND#1 AMT
US50 Camino/36104015 $41,803.00 $0.00 $41,803.00
Pedestrian Safety/36105061 $121,324.00 ($30,050.55) $91,273.45
Site Safety/36105062 $136,199.00 $0.00 $136,199.00
Pleasant Valley Safety Imp./36105072 $304,473.00 ($298,672.62) $5,800.38
ADD:
Bucks Bar Rd Bridge Replacement/36105003 $0.00 $328,723.17 $328,723.17
TOTAL $603,799.00 $0.00 $603,799.00
The STBGP Agreement allows for an amended project list. The First Amendment to this Agreement will reallocate the unused funds as shown in column three (3) of the table above and add the Bucks Bar Road Bridge Replacement project 36105003 to the First Amendment. The remaining amounts listed in the First Amendment have already been spent for the Pedestrian Safety project 36105061 ($91,273.45) and Pleasant Valley Road Safety Improvements project 36105072 ($5,800.38) as noted in column four (4) of the table. There are no changes to the US50 Camino project 36104015 and the Intersection Safety/ Site Safety Improvements project 36105062.
X23-6157(081) - FY 2022/23:
On June 27, 2023 (Legistar file 23-1117), the Board approved Agreement X23-6157(081) between EDCTC and El Dorado County for FY 2022/23 STBGP Exchange Funds, allocating a total of $670,721.00 for the County's use. On December 12, 2023 (Legistar 23-2057), the Board approved Ammendment #1 to Agreement X23-6157(081) between EDCTC and El Dorado County which awarded an additional $90,600.00 to El Dorado County which was allocated to the Diamond Springs Parkway Ph1B project, bringing the Agreement X23-0481(081) total to $761,321.00 for the County's use as shown in column two (2) of the table:
1- PROJECT/NO. 2- AMEND#1 AMT 3- NET CHANGE 4- AMEND#2 AMT
US50 Camino/36104015 $29,000.00 ($13,917.61) $15,082.39
Diamond Springs Pkwy Ph1B/36105011 $569,321.00 $0.00 $569,321.00
Pedestrian Safety/36105061 $4,500.00 ($4,500.00) $0.00
Site Safety/36105062 $3,500.00 $0.00 $3,500.00
Pleasant Valley Safety Imp./36105072 $155,000.00 $0.00 $155,000.00
ADD:
Bucks Bar Rd Bridge Replacement/36105003 $0.00 $18,417.61 $18,417.61
TOTAL $761,321.00 $0.00 $761,321.00
The STBGP Agreement allows for an amended project list. The Second Amendment to this Agreement will reallocate the unused funds as shown in column three (3) of the table above and add the Bucks Bar Road Bridge Replacement project 36105003 to the Second Amendment. The remaining amounts listed in the Second Amendment have already been spent for the US50 Camino project 36104015 ($15,082.39) as noted in column four (4) of the table. There are no changes to the Diamond Springs Parkway Ph1B project 36105011, no changes to the Intersection Safety/ Site Safety Improvements project 36105062, and no changes to the Pleasant Valley Safety Improvements project 36105072.
ALTERNATIVES
The Board could choose not to approve these Amendments, and the project funding list would not change; however, by approving the revised project lists and allocations, the County is better able to leverage funding to assist with the delivery of various capital improvement projects.
PRIOR BOARD ACTION
See Discussion / Background Section above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
EDCTC and County Counsel have reviewed and approved all three Amendments.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to net County cost associated with this item. Approval of these Amendments will reallocate funding to the eligible projects, prevent $638,635.99 in advance funding from lapsing, and avoids the risk that the County would have to forfeit these funds.
For Agreement X21-6157(073), the Green Valley Road Bridge Projects 36105014 and 36105015 are planned for construction after the expiration date of this agreement, while the Diamond Springs Parkway Phase 1B project 36105011 is currently entering its construction phase, and will utilize the funds prior to their expiration; therefore, reallocating these funds will prevent their expiration and forfeiture.
The Green Valley Road Bridge Projects will be in line to receive the next allocation of STBGP Exchange Funds from EDCTC, allowing the timely use of these future funds when needed. The Intersection Safety/ Pedestrian Safety Improvements Project 72196 and Intersection Safety/ Site Safety Improvements Project 72197 are not affected by these amendments.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on two (2) originals of each of the three Amendments.
2) The Clerk of the Board will forward all four (6) partially executed Amendments to CAO Community Development Finance and Admin, attention Chase Hilbert, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation