Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Director of Public Works
Subject: 2018 Streamlined Advertisement/Award Process of Road Projects - County Wide
RECOMMENDATION:
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Adopt a resolution authorizing the Director of Public Works to proceed with:
A) Preparing plans and specifications for projects to be constructed during the 2018 construction season, which are maintenance type projects that:
1. Do not have long lead times for design; and
2. Are not considered controversial requiring specific property owner input; and
3. Do not require state or federal grant approvals, which have not previously been approved by the Board, and do not require extensive permit approvals from regulatory agencies; and
B) Advertising for bids on the maintenance type projects as defined above.
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BACKGROUND:
Your Board has previously adopted resolutions authorizing the use of a “streamlined” process for maintenance-type projects to shorten the time required to award a contract in order to ensure compliance with specific funding or construction deadlines.
DISCUSSION:
Streamlined Advertisement/Award Process
The Public Contract Code provides that projects over $175,000 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 overall project delivery schedules and reduces 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 2018 Construction Season
A list of specific streets for treatment, grouped by area, is attached as Exhibit A to the resolution. The projects are maintenance type projects intended to maintain and prolong the life of the roadways. These maintenance type projects include slurry seals, cape seals, chip seals, and resurfacing or rehabilitation projects.
The Department will notify utility owners of the proposed projects, and coordinate any work they need to complete in the roadways, prior to commencement of our work. Additionally, a map of the 2018 road projects (location, limits, and treatment) will be available to the public on the Department’s website in a GIS map format.
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.
FISCAL IMPACT:
The projects will be financed by the Road Fund and the Senate Bill 1 Road Maintenance and Rehabilitation Account funds. There is no impact to the General Fund.