Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Streamlined Advertisement/Award Process of Projects Resulting from the 2022-2023 Winter Storms
RECOMMENDATION:
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Adopt a resolution authorizing the Director of Public Works to proceed with:
A) Preparing plans and specifications for projects which resulted from the 2022-2023 winter storms, to be constructed during the 2023 and 2024 construction seasons; and
B) Advertising for bids on the projects as defined above.
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BACKGROUND:
During the 2022-2023 storm season, the County of San Mateo experienced an unprecedented amount of rain through the end of 2022 and into 2023. These storms resulted in roadway failures, slip-outs, flooding, damage to Parks Department facilities and the closure of certain County maintained roads. The President of the United States declared a major disaster for the State of California on January 14, 2023, resulting in a Federal Emergency Management Agency (FEMA) declared disaster FEMA-4683-DR-CA. The County of San Mateo has been included in the declared disaster and will be working to obtain federal assistance for the identified sites.
This Board has previously adopted resolutions authorizing the use of a “streamlined” process for projects to shorten the time required to award a contract to ensure compliance with specific funding or construction deadlines.
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.
2022-2023 Winter Storm Damage Project List for 2023 and 2024 Construction Seasons
A list of specific project sites is attached as Exhibit A to the resolution. The projects are generally roadway repair type projects intended to prevent further damage, and to repair and restore roadways to pre-disaster condition. These projects include sink hole repairs, culvert repairs, roadway repairs, and shoulder stabilization. Additional projects include culvert and trail repair at the Sawyer Camp Trail, replacement of a pedestrian bridge at the Fitzgerald Marine Reserve, and culvert repair work at the County maintained closed Half Moon Bay landfill.
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 projects (location, limits, and treatment) will be available to the public on the Department’s website.
The Department is working with the California Office of Emergency Services (Cal OES) and FEMA to obtain grant funding for the affected sites through the Public Assistance and Hazard Mitigation Grant Program. The Department understands the impacts to the local communities and streamlining the projects will allow for the fastest path forward to recovery.
County Attorney has reviewed and approved the resolution as to form.
FISCAL IMPACT:
The projects will be initially financed by Non-Departmental Services (General Fund) and the County will seek reimbursement from FEMA of 75 percent and Cal OES of 18.75 percent with the County being responsible for the remaining 6.25 percent.