DATE: January 7, 2025
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Amendment I to Agreement with Biola Community Services District (CDBG 21032)
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute Amendment I to Agreement No. 23-641 with Biola Community Services District for the Biola Groundwater Recharge, Community Development Block Grant Project No. 21032, effective upon execution with no change in term through August 19, 2025, increasing the maximum Community Development Block Grant funds provided by $75,000, due to increased construction costs, to a total Community Development Block Grant funding amount not to exceed $375,000.
REPORT
Approval of the recommended action will provide additional Community Development Block Grant (CDBG) funding for the Groundwater Recharge (Project). These additional funds are necessary due to construction costs which have increased after the Project was initially developed and scoped in 2020. The total Project cost is now estimated at $375,000; if additional funding is necessary to complete the Project by August 19, 2025, Biola Community Services District (District) will provide a local financial contribution for Project costs in excess of the CDBG funds. This item pertains to a location in District 1.
ALTERNATIVE ACTION(S):
Your Board may choose not to approve the recommended amendment, requiring the District to provide local financial contributions to cover Project costs that exceed the current $300,000 CDBG funding provided in the Agreement, or reducing the amount of excavation and corresponding capacity of the groundwater recharge basin.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. The recommended amendment will increase CDBG funding for the Project by $75,000; from $300,000 to $375,000. The additional CDBG funds 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.
DISCUSSION:
On November 28, 2023, the Board approved Agreement No. 23-641 (Agreement) for the Project, then estimated at $300,000. The Agreement provided $300,000 in CDBG funds to the District, on a reimbursement basis, for a three-acre expansion of an existing two-acre storm drainage basin for a five-acre total groundwater recharge basin, and installation of a six-foot chain link fence around the enlarged drainage basin. The existing drainage basin will be improved and expanded to accommodate additional water storage and infiltration. The Project is located south of the Gettysburg Avenue alignment, approximately between the 3rd Avenue and 4th Avenue alignments, on property owned by the District.
The District has completed the Project design, and the Project has been put out to bid. The award of the Project by the District is expected in January 2025, following your Board’s decision on the recommended action. The estimated cost to develop the groundwater recharge basin to its full designed capacity is currently approximately $598,900, the majority of which is excavation. The District does not intend to contribute local resources at this time, and will develop the basin to whatever capacity the CDBG funding allows, with additional development if additional funding becomes available, or in additional phase(s) of construction in the future. All required hardware and infrastructure to operate the basin will be constructed; any work deferred to future phase(s) should be limited to excavation to increase the pond’s holding capacity up to its design limit.
Amendment I is before your Board for approval. If approved, Amendment I will increase the total CDBG funds allocated to this Project from $300,000 to $375,000. All remaining provisions of the Agreement will remain in full force and effect.
Pursuant to the authority previously delegated to him under Section VII of the Agreement, the Director of the Department approved an extension to the completion date of the Project in recognition of Project barriers outside of the District’s control, which extended the completion date to August 19, 2025. The District anticipates that no additional extensions will be necessary.
OTHER REVIEWING AGENCIES:
Amendment I to Agreement No. 23-641 has been reviewed and approved by the Biola Community Services District. On October 16, 2024, the Housing and Community Development Citizens Advisory Committee reviewed and approved the request for the additional $75,000 in CDBG funds.
REFERENCE MATERIAL:
BAI #73, November 28, 2023
BAI #8, May 11, 2021
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Map
On file with Clerk - Amendment I to Agreement with Biola Community Services District
CAO ANALYST:
Salvador Espino