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Community Development Agency, Transportation Division, recommending the Board adopt and authorize the Chair to sign Resolution 078-2017 pertaining to the Ice House Road Pavement Rehabilitation Project - Phase 3 Project, wherein the County:
1) Authorizes the Community Development Agency Director, or designee, to execute a Reimbursable Agreement with the Federal Highway Administration for Federal Lands Access Program Funding for not more than $10,000 of non-federal funding for development of a scope, schedule, and budget for the Project, and to confirm the County's commitment to provide local matching funds and maintenance of the road for 20 years; and
2) Allocate Sacramento Municipal Utility District funds for the local match in the estimated amount of $1,125,971.
FUNDING: Sacramento Municipal Utility District Funds (12.47% - Local) and Federal Highway Administration’s Federal Lands Access Program Funds (87.53% - Federal).
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DEPARTMENT RECOMMENDATION
Community Development Agency (CDA), Transportation Division (Transportation), recommending the Board adopt Resolution 078-2017 pertaining to the Ice House Road Pavement Rehabilitation Project - Phase 3 Project (Project), wherein the County:
1) Authorizes the Community Development Agency Director, or designee, to execute a Reimbursable Agreement with the Federal Highway Administration (FHWA) for Federal Lands Access Program (FLAP) funding for not more than $10,000 of non-federal funding for development of a scope, schedule, and budget for the Project, and to confirm the County's commitment to provide local matching funds and maintenance of the road for 20 years; and
2) Allocate Sacramento Municipal Utility District (SMUD) funds for the local match in the estimated amount of $1,125,971.
Transportation recommends that the Board adopt this Resolution that authorizes delegating authority to the CDA Director, or designee, to execute the Reimbursable Agreement for FLAP funding, as required by the FHWA Central Federal Lands Highway Division (CFLHD) as a condition to complete the FLAP grant application to support the proposed Project.
Following Board approval, Transportation will attach the Resolution to the FLAP grant application.
DISCUSSION / BACKGROUND
Transportation is preparing a grant application to request federal grant funding from the FHWA CFLHD FLAP to support the proposed Project which will reconstruct Ice House Road between Mile Point 6.37 to 15.64. This 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. Part of the application process is to enter into a Reimbursable Agreement should the Project be selected by the California’s Programming Decisions Committee for the FLAP selection. The Agreement is required within 45 days of the project selection notification, costs up to an estimated amount of $10,000, and will provide a more accurate project scoping, schedule, and budget for the Project.
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. Transportation recommends adding 1% local match in addition to the minimum required of 11.47%. The additional 1% local match will increase the grant application scoring. In 2014, the CFLHD revised their grant application requirements to include resolutions committing to 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.
Ice House Road is currently a County maintained road and is managed by Transportation’s Maintenance and Operations Unit (Maintenance). Maintenance staff will continue to maintain this road. Transportation Engineering staff will provide Project oversight and construction management through completion of the Project. These costs are estimated at $70,000 for staff labor and is included in the SMUD matching funds.
The executed Resolution must be submitted by the grant application deadline of May 12, 2017.
ALTERNATIVES
Should the Board choose not to adopt the Resolution, Transportation will not be able to apply for FLAP funding or complete the proposed Project.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed and approved the Resolution.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The proposed grant and non-federal match are not currently budgeted in the adopted 2016 Capital Improvement Program (CIP). Transportation recommends the Board commit SMUD funds to the Project in the estimated amount of $1,195,971 for the following:
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) $1,025,677 in funding for the County’s non-federal match requirement of 11.47% for the proposed Project; and
c) $90,294 in funding for the additional 1% non-federal match to increase the grant application scoring; and
c) $70,000 for County staff oversight and construction management.
If the grant application is successful, the amount of $7,903,466 will be new funding from the FHWA’s FLAP grant program.
Transportation will include these costs in future CIP budgets, subject to award of the grant.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on the original Resolution.
2) The Clerk of the Board will forward one (1) copy of the executed Resolution to CDA Transportation, attention of Matt Smeltzer, Deputy Director of Engineering, Fairlane Engineering.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Bard R. Lower, Transportation Division Director
Community Development Agency