COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

September 28, 2004

BOARD MEETING DATE:

October 19, 2004

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Advertising of Road Resurfacing Projects - County Wide

Recommendation

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

a.

preparing plans and specifications for projects appropriated in Fiscal Year 2004/05 which are maintenance type projects that

1)

do not have long lead times for design;

2)

are not considered controversial requiring specific property owner input; and

3)

do not require state or federal grant approvals or other extensive permit approvals from other regulatory agencies; and

b.

advertising for bids on maintenance type projects as defined above.

Previous Board Action

Adopted a similar resolution in 2003 to “streamline” the bidding process by authorizing the Director of Public Works to proceed with the preparation of plans and specifications and calling for bids for resurfacing projects appropriated in Fiscal Year 2003/04.

Key Facts

Authorizing the Director of Public Works to advertise for bids reduces the administrative staff time for these types of projects by reducing the number of staff reports that have to be prepared for each project.

This method was successfully used in Fiscal Year 2003/04.

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.

The “streamline” process that your Board approved last year for non-controversial projects, and which we are recommending to be used this year, authorizes the Director of Public Works to call for bids. The project is then brought to your Board for consideration and approval after bids are opened and the lowest responsible bidder is determined. This process reduces the number of staff reports by approximately one-half and also shortens the time that it takes to award a contract and commence the work.

As an example, we anticipate advertising five (5) maintenance type projects for construction during the summer of 2005. The “streamline” approach would reduce the number of Board reports and resolutions for these projects from ten (10) to six (6) - this report and one for each project.

Project List for Fiscal Year 2004/05

The attached table indicates the unincorporated areas where maintenance type projects are proposed and the types of proposed treatments. A listing of specific streets for treatment, grouped by area, is also attached. We will contact the utilities, if your Board approves a resolution authorizing us to use the “streamline” process, to notify the utilities of the proposed projects and to coordinate any work they need to do in the streets proposed for resurfacing.

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 bid 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 Road Fund, or the County’s allocation of AB2928 funds that we may receive.

There is no impact to the General Fund.

A form of resolution has been approved by County Counsel.