COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

February 8, 2010

BOARD MEETING DATE:

February 23, 2010

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

James C. Porter, Director of Public Works

SUBJECT:

Resurfacing of Various Streets in the Ladera, North Fair Oaks, District 4, Palomar Park, and San Mateo Highlands Areas, to be Funded through the Federal Economic Stimulus II Proposal

RECOMMENDATION:

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

1.

Preparing plans and specifications for a Project to Resurface Various Streets in the Ladera, North Fair Oaks, District 4, Palomar Park, and San Mateo Highlands Areas to be funded through the Federal Economic Stimulus II Proposal, referred to as the “Jobs For Main Street Act of 2010”; and

2.

Filing a Notice of Exemption for a California Environmental Quality Act (CEQA) Categorical Exemption in order to obtain National Environmental Policy Act (NEPA) approval; and

3.

Advertising for bids on the project, and reporting back to this Board with recommendations on awarding a contract.

BACKGROUND:

The Federal Economic Stimulus II Proposal, referred to as the “Jobs For Main Street Act of 2010” (Act), is being considered by the federal government, is expected to be enacted in mid-February, and will include funding for road projects. We understand that construction contracts for approved projects will need to be awarded within 90 days of the enactment of the Act, and will likely require award of construction contracts by May 11, 2010.

DISCUSSION:

The City/County Association of Governments (C/CAG) is coordinating the disbursement of the Act funds to various jurisdictions within San Mateo County. The Department of Public Works has submitted to C/CAG a resurfacing project in which we requested to receive funding through the Act. The estimated cost of the project is approximately $2,200,000. Only a select number of County roads that have been classified by the Federal Highway Administration (FHWA) as having specific functional classifications are eligible for funding. Additionally, roads that would involve lengthy permitting or extended coordination with other agencies were not considered for the project due to the extremely aggressive schedule for awarding the project. The tentative list of roads to resurface is attached as Exhibit ‘A’.

The Public Contract Code provides that projects over $125,000 must be formally advertised and then awarded by the governing body based on competitive bids. Typically, the formal bid process involves two separate actions by your Board: a resolution adopting plans and specifications and calling for sealed bids; and a resolution awarding a contract to the low bidder.

To meet the timelines that are included in the Act, we are requesting that the Board authorize the Director of Public Works to call for bids at this time. In a subsequent Board action, we will present plans and specifications for the Board’s adoption, at the same time we recommend awarding the project to the lowest responsible bidder. The Board has previously approved the use of this “streamlined” process, where it has been necessary to shorten the time it takes to award a contract and ensure compliance with the anticipated timing requirements of the Act.

Department staff has determined that this project qualifies for a Categorical Exemption pursuant to Section 15301(c) of the CEQA Guidelines for Implementation, which provides that repair and maintenance of existing streets and highways is exempt from review. Federal funding guidelines require that NEPA environmental approval be obtained prior to FHWA’s authorization to proceed with advertising and construction. We request your authorization to file a Notice of Exemption for a CEQA Categorical Exemption for this project at this time as documentation of environmental clearance will be a requirement for NEPA clearance and funding approval.

County Counsel has reviewed and approved the Resolution as to form.

Authorizing the Director of Public Works to proceed with developing plans and specifications, to file a CEQA Notice of Exemption, and to advertise for bids for Economic Stimulus funded projects contributes to the Shared Vision 2025 outcome of a Healthy Community by expediting the delivery of this project, which will provide the public with well maintained and drivable roadways.

FISCAL IMPACT:

The project is proposed to be financed through the Act, which is still being developed in Congress and is anticipated to be enacted in mid-February. The actual amount available to the County is uncertain at this time, but we estimate it to be at least $500,000 and up to approximately $2,500,000. Once the funding amount has been determined, the project can be scaled appropriately. The fiscal impact associated with this action includes Department staff time and costs involved in preparing the project plans and specifications.

There is no impact to the General Fund.

Attachment:

Exhibit “A”