Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: 2023 Streamlined Advertisement/Award Process of Road Projects - County Wide
RECOMMENDATION:
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Adopt a resolution:
A) Authorizing the Director of Public Works to proceed with preparing plans and specifications for projects to be constructed during the 2023 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 that have not previously been approved by this 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:
This 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.
On January 8, 2013 this Board adopted Resolution No. 072326, which approved a Complete Streets Policy (Policy) for unincorporated San Mateo County.
On February 9, 2021, this Board adopted Resolution No. 077986, which approved the
Unincorporated San Mateo County Active Transportation Plan.
DISCUSSION:
Streamlined Advertisement/Award Process
The Public Contract Code provides that projects over $200,000 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 this 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, the Department of Public Works (Department) will present plans and specifications for this Board’s adoption and recommend awarding each project to the lowest responsible bidder for each project.
Project List for 2023 Construction Season
A list of specific streets for treatment, grouped by area, is attached as Exhibit A to the resolution. The projects are generally maintenance type projects intended to maintain and prolong the life of the roadways. These maintenance type projects include accessible ramp installation, slurry seals, microsurfacing seals, cape seals, chip seals, and resurfacing or rehabilitation projects.
The Department will notify utility owners of the proposed projects and coordinate any work needed to be completed in the roadways, prior to commencement of the Department’s work. Additionally, a map of the 2023 road projects (location, limits, and treatment) will be available to the public on the Department’s website in a geographic information system (GIS) map format.
As part of the Policy the Department will provide a list of projects to the Unincorporated San Mateo County Bicycle and Pedestrian Advisory Committee (County BPAC) at the April 20, 2023 meeting for their review and input relative to bicycle and pedestrian improvements included in the projects.
The Department will review the Unincorporated San Mateo County Active Transportation Plan (County ATP) for the roads listed in Exhibit A. The County ATP recommendations will be constructed where feasible, when they do not require significant public outreach, or are not cost prohibitive. Any recommendations not implemented will be presented to the County BPAC and tracked for future implementation opportunities.
County Attorney has reviewed and approved the resolution as to form.
FISCAL IMPACT:
The projects will be financed by the Road Fund, the Senate Bill 1 Road Maintenance and Rehabilitation Account Funds, and Half Cent Measure A Transportation Funds. There is no impact to the General Fund.
Attachment: Exhibit A - List of Treatment Types by Street