COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

July 11, 2002

BOARD MEETING DATE:

July 23, 2002

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Resurfacing of Sand Hill Road from Highway 280 to Portola Road, Federal Project Number STPL-5935 (016) 04-SM-0-CR

Recommendation

Adopt a resolution adopting plans and specifications, determining prevailing wage scales, and calling for sealed proposals for the resurfacing of portions of Sand Hill Road between Highway 280 and Portola Road.

Previous Board Action

1.

Authorized an application for Federal Surface Transportation Program (STP) funds to partially finance this resurfacing project.

2.

Authorized the Director of Public Works to execute agreements with public agencies, utility companies and special districts for utility type work less than $50,000 proposed to be done in conjunction with County road projects.

Key Facts

1.

The proposed project is part of our overall program to preserve the County maintained road system.

2.

We applied and qualified for a grant available through the Federal Surface Transportation Program to partially finance the project. However, Caltrans, which administers the Program, has informed us that grant funds will not be available until 2003.

Discussion

The proposed project consists of grinding the existing pavement, pavement repair, resurfacing the road with asphalt concrete, and installing new pavement markings and markers, all within the above-described limits.

The San Mateo County Planning Department has determined that this project is exempt from the requirements for preparation of an EIR under Section 15301 (C) Class 1, of the California Environmental Quality Act and we have filed a Notice of Exemption with the County Clerk.

CalTrans, which administers the federal funding for city and county projects, has informed us that Federal grant authority is over appropriated for this fiscal year and that currently they cannot obligate a grant for this project. We have requested an "Advance Construction Authorization" (Authorization) from Caltrans in order that we may proceed with the paving work during this construction season and still qualify for future federal funding.

Caltrans is reasonably confident, although it is not a 100% guarantee, that we will receive a reimbursement of the original approved amount when the federal government releases funds next year, if Caltrans approves the Authorization. Caltrans also has the authority to disqualify projects from grant funding if the project proceeds without their authorization.

We believe the road needs to be resurfaced and that we should proceed with the work. However, we will request that advertising for bids be delayed if we do not receive Caltrans' approval by the time this item is to be considered by your Board.

Vision Alignment

We believe our recommendation is consistent with the Shared Commitment to "ensure basic health and safety for all" and Goal Number 7, "maintain and enhance public safety of all residents and visitors," as it will improve the conditions of the road surface for benefit of the public.

Fiscal Impact

The total estimated cost of construction is $640,000 and is proposed to be financed with Road Funds that have been appropriated for this work. We are hopeful that the Road Fund will be reimbursed with $161,000 in Federal STP funds during the Federal 2003 Fiscal Year. Pacific Bell will reimburse the Road Fund $3,000 for work on their facilities that is proposed to be done as part of the work.

The utility type work is described in an agreement that has been executed by the Director as authorized by your Board.

A form of resolution has been approved by County Counsel.

There is no impact to the General Fund.