COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

June 24, 2005

BOARD MEETING DATE:

July 12, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

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 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 for maintenance type projects as defined above.

Vision Alignment

Commitment: Ensure the basic health and safety for all.

Goal 7: Maintain and enhance the public safety of all residents and visitors.

Authorizing the Director of Public Works to proceed with developing plans and advertising for bids for maintenance type projects will improve the efficiency of the bidding process and expedite the delivery of the these type projects which benefit the public.

Background

Previous Board Action

Adopted similar resolutions for the past three fiscal years.

History

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 for non-controversial projects 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.

Discussion

Attached is a list of roads by unincorporated area, that are proposed to be surfaced in Fiscal Year 2005/06. We will contact the utilities, if your Board approves a resolution authorizing us to use the “streamline” process, to notify them 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.

We will develop a list of projects in subsequent fiscal years and notify your Board by memo of the projects that will be advertised by the Director of Public Works.

A resolution has been approved as to form by County Counsel.

Fiscal Impact

The projects this year are proposed to be financed by the Road Fund. Projects in subsequent fiscal years will be financed by the Road Fund, Half Cent Transportation Fund or Roadway Improvement Fund as appropriate.

There is no impact to the General Fund.