Inter-Departmental Correspondence

Department of Public Works



January 21, 2011


February 8, 2011







Honorable Board of Supervisors


James C. Porter, Director of Public Works


Advertising of Road Projects – County Wide



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



Preparing plans and specifications for projects to be constructed during the 2011 construction season, which are maintenance type projects that:



do not have long lead times for design;



are not considered controversial requiring specific property owner input; and



do not require state or federal grant approvals, which have not previously been approved by the Board, or extensive permit approvals from regulatory agencies; and



Advertising for bids on the maintenance type projects as defined above.


The Board has previously adopted resolutions authorizing the use of a “streamlined” process for maintenance type projects or to shorten the time required to award a contract in order to ensure compliance with specific funding or construction deadlines.


In November 2006, California voters passed Proposition 1B Transportation Bond Funds (Prop 1B), which authorized the distribution of bond monies to California agencies for the purpose of maintaining and improving the agencies’ road infrastructure.


The Board previously adopted work plans for the Prop 1B appropriations for Fiscal Year (FY) 2007-08, FY 2007-08 Supplemental, FY 2008-09, and FY 2009-10. The projects recommended for the streamlined approach were included in the Proposition 1B list of projects approved by the Board.


The Board approved Resolution No. 070993, which authorized the Director to submit an application to the Metropolitan Transportation Commission (MTC) for Congestion Mitigation and Air Quality Improvement Program Funding for the resurfacing of various streets in Ladera, North Fair Oaks, District 4, and Palomar Park Areas. We are recommending that this project follow the streamlined process.



Streamlined Advertisement/Award Process

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 for each project: a resolution adopting plans and specifications and calling for sealed bids; and a resolution awarding a contract to the low bidder. Authorizing the Director of Public Works to advertise for bids for multiple projects at one time reduces the administrative staff time for these types of projects. In a subsequent Board action, we will present plans and specifications for your Board’s adoption and recommend awarding each project to the lowest responsible bidder for each project.


Project List for 2011 Construction Season

A list of specific streets for treatment, grouped by area, is attached as Exhibit A to the Resolution. The streets listed were included in a Prop 1B list of projects previously approved by the Board, selected due to the proximity to the Prop 1B projects, or included in the application for funding submitted to MTC as approved by the Board. The projects are maintenance type projects intended to maintain and prolong the life of the roadways. These maintenance type projects include slurry seals, chip seals, and resurfacing projects.


We will contact the utilities, if your Board approves the Resolution authorizing the Department to use the “streamlined” process, to notify them of the proposed projects and to coordinate any work they need to complete in the roadways prior to commencement of our work.


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.


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


Approval of this action will contribute to the Shared Vision 2025 outcome of a Livable Community by streamlining the process to complete projects that will provide the public with well-maintained and drivable roadways.



The Prop 1B Funds or Congestion Mitigation and Air Quality Improvement Program Funding will finance the projects.


There is no impact to the General Fund.