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Department of Transportation recommending the Board:
1) Authorize the Department of Transportation Director to approve and sign Reimbursable Agreement DTFH68-15-E-00034, Modification 006, with the Federal Highway Administration, Central Federal Lands Highway Division to reduce the funding provided by the County by $50,000 for a new agreement amount of $3,740,820 and no change to the performance period ending December 31, 2026, for the Ice House Road Pavement Rehabilitation, Phase 2 Project, Capital Improvement Program number 72191/36105023; and 2) Authorize the Department of Transportation Director, or designee, to amend Reimbursable Agreement DTFH68-15-E-00034, Modification 006, for minor modifications that do not increase the agreement amount, contingent upon approval by County Counsel and Risk Management. (District 4)
FUNDING: Sacramento Municipal Utility District funds (16%) and Federal Highway Administration Federal Lands Access Program funds (84%). (Federal and Local Funds)
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DISCUSSION / BACKGROUND
On May 9, 2017, Legistar file 17-0374, the Board of Supervisors allocated $10,000 for the preparation of a Scoping report, agreement, and delivery plan for Federal Lands Access Program (FLAP) Funding grant application and adopted Resolution 078-2017 confirming the County’s commitment to provide local matching funds and maintenance of Ice House Road for 20 years for the proposed Phase 3 project. The Federal Highway Administration (FHWA), Central Federal Lands Highway Division (CFLHD) FLAP provides funds for work on public highways, roads, bridges, trails, and transit systems that are located on, are adjacent to, or provide access to Federal Lands. These facilities must be owned or maintained by a state, county, town, township, tribe, municipal, or local government. This program is created under Moving Ahead for Progress in the 21st Century. This program places emphasis on projects that provide access to high-use recreation sites or federal economic generators. This is the County’s third FLAP grant awarded for the rehabilitation of Ice House Road. Ice House Road Rehabilitation Phase 1 repaired 7.1 miles from Wentworth Springs Road near MP 23.94 to Loon Lake near MP 31.06 and was completed in October 2016.
Upon Board approval, the Department of Transportation (Transportation) submitted two California Access Program grant application packages to fund pavement rehabilitation of Forest Highway 136 - Ice House Road from MP 6.37 at Peavine Ridge Road to MP 23.94. Transportation has already been awarded program funds for the two grant applications. On August 9, 2017, the California Program Decision Committee (PDC) selected Ice House Road for this program. For efficiency in overall design and construction costs, CFLHD and the County, with PDC concurrence, have combined the two (2) grant phases into one (1) Project totaling 17.57 miles in length, Phase 2.
The CFLHD Scoping report was completed in June 2017 and detailed the Ice House Road Rehabilitation Project - Phase 2 (Project) to include Preliminary Engineering (PE), Construction Contract (CN), and Construction Management (CM) for the Project from Peavine Ridge Road to the northern section of Wentworth Springs Road, for a distance of 17.57 miles under Agreement DTFH68-15-E-00034 (Agreement). The Project is to reconstruct the existing pavement to a width of 24 feet. FHWA CFLHD opened construction bids in November 2023, and the Project was awarded to Martin Brothers Construction, with construction beginning in May 2024. The general scope of improvements included milling and pulverization of existing pavement, new asphalt surface with 11-foot lanes and 1-foot shoulders, minor drainage structure improvements, minor embankment stabilization in select areas, clearing, grubbing, signing, pavement markings, delineation, and other safety-related features necessary to meet current design practice. The existing corridor is maintained by the County under the permission granted by the Forest via a Special Use Permit. Program costs, and therefore, the matching amounts from the County, are based on the actual costs to design, permit, environmentally clear, and construct the Project. In addition, all Right-of-Way, utility relocation costs, staff time, and public outreach are the responsibility of the County.
Construction of the Project continued through the 2024 season, was shut down for winter 2024/2025, and resumed in May 2025. Construction has been completed, and punch list items will be continued throughout the remainder of 2026. Modification #006 will reduce the funding by $50,000 provided by the County to cover the costs of replacing the sign panels. Transportation has agreed to replace the sign panels within the Project limits on Ice House Road according to its preferred improved specifications. This will reduce the construction work necessary by Martin Brothers Construction, FHWA to continue Agreement closeout, and allow Transportation to replace the sign panels following punch list completion.
ALTERNATIVES
The Board could choose not to authorize the Director to sign Agreement Modification 006; however, the Project may not be closed out and reimbursement payments completed.
PRIOR BOARD ACTION
On April 3, 2018, Legistar file 18-0353, the Board approved Modification 002 for the Agreement.
On June 21, 2022, Legistar file 22-0757, the Board approved Modification 003 for the Agreement.
On October 24, 2023, Legistar file 22-0048, the Board accepted the Highway Easement Deed for the Project.
On January 23, 2024, Legistar file 24-0058, the Board approved Modification 004 for the Agreement.
On December 2, 2025, Legistar file 25-1843, the Board approved Modification 005 for the Agreement.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed and approved the Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The total funding for this Project includes FLAP grant funding in the amount of $21,662,180 and $3,996,447 in SMUD Funds for the County match, including budget for Transportation staff oversight. Funding for the Agreement is included in Transportation’s 2025 CIP, which the Board approved on July 15, 2025, Legistar file 25-0504.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
TRANSPORTATION FOLLOW UP ACTIONS
1) The Director, or designee, will sign one (1) original of the Agreement.
2) Transportation will forward the partially executed original of the Agreement to CFLHD.
3) Upon receipt, Transportation will forward one (1) fully executed original to the Clerk of the Board for its files.
STRATEGIC PLAN COMPONENT
Priority: N/A
Action Item: N/A
CONTACT
Rafael Martinez, Director
Department of Transportation