COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

November 19, 2002

BOARD MEETING DATE:

December 3, 2002

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Financing of Road Resurfacing Projects - County Wide

Recommendation

Adopt a resolution authorizing the Director of Public Works to proceed with:

1.

preparing plans and specifications for projects to be constructed during the summer of 2003, which have been identified as maintenance type projects which do not have long lead times for design, are not considered controversial requiring specific property owner input, do not require state or federal grant approvals or other extensive permit approvals from other regulatory agencies; and

2.

advertising for bids for maintenance type projects as defined above.

Previous Board Action

Adopted a resolution authorizing the Director of Public Works to proceed with the preparation of plans and specifications for resurfacing projects to be constructed during the summer of 2002.

Key Facts

Authorizing the Director of Public Works to advertise for bids for a project can reduce staff time and the costs associated with maintenance type projects.

Discussion

Streamlined Advertisement/Award Process

The Public Contract Code provides that projects over $100,000 must be formally advertised and then awarded by the governing body based on competitive bids. Projects under $100,000 can follow the informal bid process as provided by the Public Contract Code. Historically, the formal bid process for advertisement and award has required two separate actions by your Board:

1.

a resolution adopting plans and specifications and calling for sealed bids; and

2.

a resolution awarding a contract to the low bidder.

This process requires that we prepare and agendize for your Board's consideration two separate staff reports and resolutions. This involves additional staff work and lengthens the time that it takes to award a contract and commence the work.

We are proposing to "streamline" the advertisement/award process for maintenance type projects while complying with all necessary legal requirements. Your Board, under the revised process, would adopt a resolution authorizing the Director of Public Works to complete plans and advertise for competitive bids for maintenance type projects - slurry seals, chip seals, cape seals and resurfacing projects - and then we would bring individual projects to your Board with a recommendation to adopt the plans and specifications as required by the Public Contract Code, and award a contract to the low bidder after bids are opened and the low bidder determined.

This revised process would require one Board report and resolution instead of two Board reports and resolutions to award a contract for each defined maintenance project. As an example, we anticipate advertising 10 maintenance type projects for construction during the summer of 2003. The "streamline" approach would reduce the number of Board reports and resolutions for these projects from 20 to 10.

Project List for Fiscal Year 2002-03

The attached table indicates the unincorporated areas where maintenance type projects are proposed and the types of proposed projects (Attachment A). The listing of specific streets for projects, grouped by area, is also attached (Attachment B). We will contact the utilities to coordinate any work they need to do in the street proposed for treatment and to notify them of the necessity to complete the projects in the required time frame, if your Board approves a resolution authorizing us to move forward.

Reconstruction projects or other projects requiring significant public input, federal or state grant approvals or multiple regulatory approvals will be brought to your Board at both the call for bids phase as well as the award of contract phase.

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 the proposed list of projects and revised bid process will improve the condition of the road surface and improve the efficiency of the bidding process for the benefit of the public

Fiscal Impact

The proposed projects will be financed by the County's allocation of AB2928 Funds and Road Funds.

There is no impact to the General Fund.

A form of resolution has been approved by County Counsel.