DATE: October 22, 2024
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Agreement with the Del Rey Community Services District for the Fire Hydrant Replacement Project (CDBG 24151)
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute Agreement with the Del Rey Community Services District for the Del Rey Fire Hydrant Replacement Community Development Block Grant Project No. 24151, which consists of the replacement of existing obsolete and/or non-functioning municipal fire hydrants with new fire hydrants at various locations within the Del Rey Community Services District service area, effective upon execution through February 2, 2026, total Community Development Block Grant funding amount not to exceed $300,000.
2. Approve and authorize the Director of Public Works and Planning to evaluate and grant timeline extensions and scope modifications for completion of the Project as requested by the Del Rey Community Services District, in compliance with the Federal Community Development Block Grant Regulations, and so long as the modifications do not change the fundamental nature of the Project.
REPORT
Approval of the recommended action will provide Community Development Block Grant (CDBG) funding for the Del Rey Fire Hydrant Replacement (Project), included in the County’s 2024-25 Annual Action Plan approved by your Board on June 18, 2024. The Project cost is estimated at $300,000. If additional funding is necessary to complete the Project by February 2, 2026, Del Rey Community Services District (District) will provide a local financial contribution for Project costs in excess of the CDBG funds. This item pertains to locations in District 4.
ALTERNATIVE ACTION(S):
Your Board may reject the recommended action, and direct Department of Public Works and Planning (Department) staff to identify a different project from the 2024-25 Back-Up list for consideration. However, rejection of the recommended action may impact the County’s ability to meet its CDBG expenditure timelines set by the U.S. Department of Housing and Urban Development (HUD). Your Board may also elect not to approve action item 2, in which event any modifications to the timeline or scope would need to come to your Board for approval, resulting in delays to the Project. In such an event, the recommended agreement would need to be modified to delete those provisions.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended actions. The total estimated Project cost is $300,000 which includes construction, design and construction engineering, and contingency and permits. CDBG funds in the amount of $300,000 are included in the Department of Public Works and Planning - Community Development Block Grant Org 7205, FY 2024-25 Adopted Budget. CDBG funds are provided on a reimbursement basis. The District shall provide any and all funds in excess of $300,000 which may be necessary to complete the Project.
DISCUSSION:
On June 18, 2024, your Board approved the 2024-25 Unincorporated Area Projects list as part of the 2024-25 Annual Action Plan. The Project consists of the replacement of existing obsolete and/or non-functioning municipal fire hydrants with new fire hydrants at various locations within the Del Rey Community Services District service area.
In addition to providing local funds in excess of the CDBG funds, should it be necessary for the Project, the recommended agreement requires the District to prepare design plans and specifications that conform to Federal and State regulations governing Federally-assisted projects. The District will also be responsible for advertising and awarding of the Project to the lowest responsible bidder, and completion of the necessary construction engineering. The County agrees to review and approve the plans and specifications for compliance with Federal and State regulations prior to the District advertising the Project for bid. The District agrees to maintain the Project after project completion.
Environmental Review No. CD24151 was completed for the Project under the provisions of the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA) and includes all phases planned for the Project. Based on the environmental review, the Project is categorically exempt from the provisions of the CEQA Guidelines under Section 15301, Class 1 - Existing Facilities. Under Section 15301, a Class 1(b) exemption consists of the operation, repair, maintenance or minor alteration of existing public facilities involving negligible or no expansion of use for publicly-owned utilities used to provide electric power, natural gas, sewerage, or other public utility services. It has also been determined that the Project is exempt per Section 58.34 (a)(12) of the NEPA Guidelines, because the Project meets the requirements for a categorical exclusion under Section 58.35 (a)(1)-.
The Project is expected to be completed by February 2, 2026. In the event the District requires additional time to complete the Project for a reason beyond the control of either party to the agreement, your Board’s approval of the recommended agreement and action item two authorizes the Director of the Department of Public Works and Planning to grant such an extension. In the event the District requests to modify the scope of the Project, your Board’s approval of the agreement and recommended actions authorizes the Director of the Department to grant such a modification, so long as the modification complies with the Federal CDBG regulations and does not change the fundamental nature of the Project.
With your Board’s approval, the recommended CDBG allocation of $300,000 will be made to the District for the Project, which was included in the County’s 2024-25 Annual Action Plan.
REFERENCE MATERIAL:
BAI #8, June 18, 2024
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Map
On file with Clerk - Agreement with Del Rey Community Services District (CDBG 24151)
CAO ANALYST:
Salvador Espino