Title
Department of Transportation recommending the Board:
1) Authorize Transportation to amend an application for a reimbursable grant through the Federal Emergency Management Association's Hazard Mitigation Grant Program to provide funding for removal of roadside vegetation to mitigate potential impacts from wildfires;
2) Approve and authorize the Chair to sign Resolution 022-2022 supporting the grant application amendment and endorsing that the County's non-federal matching funds, currently estimated at $685,107 ($380,000 from the Board action on March 23, 2021, $305,250 proposed with this item), will be available in Fiscal Year 2023-24, and that the County will fund the remainder of the Project with reimbursement from the Federal Emergency Management Agency.
FUNDING: Federal Emergency Management Agency’s Hazard Mitigation Grant Program Funds (75% Federal) and El Dorado County General Fund/Designated Reserves (25%).
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DISCUSSION / BACKGROUND
The United States Department of Homeland Security’s Federal Emergency Management Agency (FEMA) provides grant funding through its Hazard Mitigation Grant Program (HMGP) for projects that reduce the impacts from natural disasters, including wildfire. The State of California Governor’s Office of Emergency Services (CalOES) is California's administrator for FEMA’s HMGP funding.
On March 23, 2021, the Board authorized the Department of Transportation (Transportation) to apply for the HMGP grant from FEMA for funding to remove roadside vegetation from County right of way along County roads (Legistar 21-0465, item 31). With approval of the item on March 23, 2021, the Board also approved Resolution 017-2021, in which the Board committed to providing $380,000 in non-Federal matching funds should the HMGP grant application be approved. The roads covered by this original application from the March 2021 Board action included portions of Rock Creek Road, Mosquito Road, Pleasant Valley Road, Newtown Road, Snows Road, Starkes Grade, Fort Jim Road, Forebay Road, Blair Road, Carson Road, Sly Park Road, and Cedar Ravine Road.
In November 2021, Transportation contacted CalOES and FEMA to inquire if the County could amend the application to expand the scope of work to include additional roads. FEMA responded favorably, and Transportation developed a list of an additional 26 roads to add to the March 2021 application. The roads proposed to be added to the March 2021 application include portions of Davidson Road, Mother Lode Drive, El Dorado Road, Ringold Road, Zandonella Road, Oak Hill Road, Hanks Exchange Road, Fowler Lane, North Circle Drive, Union Ridge Road, Hassler Road, Happy Valley Road, Springer Road, Bucks Bar Road, Church Mine Road, Union Mine Road, Spanish Flat Road, Bayne Road, Wentworth Springs Road, Jurgens Road, Kanaka Valley Road, Forni Road, Wallace Road, Outingdale Road, Big Cut Road, and Black Oak Mine Road. These roads are currently in need of removal of roadside vegetation, and adding the work to the project would further mitigate potential impacts from wildfires.
Transportation estimates a total project cost of $2,740,429 for all of this work. Under the HMGP conditions, FEMA will reimburse 75 percent of the total project cost ($2,740,429), and the County will be required to provide a non-federal match equal to a minimum of 25 percent of the total project cost ($685,107). The total estimated project costs are broken down as follows:
Roads approved on March 26, 2021
Estimated cost: $1,519,429
FEMA reimbursement: $1,139,572
Local non-Federal match: $379,857
Roads proposed with this Board action
Estimated cost: $1,221,000
FEMA reimbursement: $915,750
Local non-Federal match: $305,250
Totals
Total project cost: $2,740,429
FEMA reimbursement: $2,055,322
Local non-Federal match: $685,107
Transportation is requesting Board approval to submit the amended HMGP grant application to CalOES for FEMA HMGP funding, including the attached resolution endorsing the availability of local matching funds for the work covered by this proposed Board action. Since the Board already approved a resolution covering the local matching funds for the original roads on March 23, 2021, this proposed resolution only addresses the non-Federal matching funds for the additional 26 roads identified above.
ALTERNATIVES
Should the Board not approve this item, Transportation will not be able to amend the application for FEMA HMGP funding.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed and approved the Resolution.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve the increase in the funding for this project from $380,000 to $685,250. If the Board approves the increased amount, it is also recommended that the additional funding be allocated from General Fund and set aside in the FEMA Designation in the FY 2022-23 Recommended Budget.
FINANCIAL IMPACT
This Board action requests a commitment of an additional $305,250 of non-Federal match. A 25% local match contribution is required for the FEMA HMGP in the amount of $685,107. In addition to the 25% match, the County will be required to front the $2,055,322 Federal share and obtain reimbursement from FEMA through CalOES after the project construction is complete. The County will also be required to fund all non-FEMA eligible expenses, including overhead costs.The 75% federal share contribution in the amount of $2,055,322 will be new funding from the FEMA HMGP. On March 23, 2021, the Board approved using the General Fund FEMA Designation from the 2017 winter storms to fund the initial non-Federal match request of $379,857. The Designation currently has $380,000 to be used for this purpose.
CalOES estimates the County will receive notification of the grant award in May 2023. If the County’s application is selected for the grant award, Transportation staff will return to the Board with a detailed proposal for funding the federal share of the total project cost, including a schedule for FEMA reimbursement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board will obtain the Chair's signature on the original Resolution.
2) Clerk of the Board will forward a copy of the executed Resolution to Transportation, John Kahling, Headington Engineering Unit.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation