To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2250
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Authorization to Utilize Road Commissioner Contracting Authority for Roads Projects through Fiscal Year 2026-27
End
Recommended Action:
Recommended action
Adopt a Resolution authorizing the Director of the Public Infrastructure Department (SPI) to utilize Road Commissioner contracting authority for the construction, maintenance, and repair of county highways through Fiscal Year 2026-27.
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Executive Summary:
The Sonoma County Public Infrastructure Department (SPI) is recommending adoption of a Resolution authorizing Road Commissioner contracting authority for the construction, maintenance, and repair of county highways through Fiscal Year 2026-27.
Under the Uniform Public Construction Cost Accounting Act, awarding construction contracts above specified dollar thresholds is a function of the Board of Supervisors. However, for the construction, repair, or maintenance of county highways, the Uniform Public Construction Cost Accounting Act allows the Board to authorize the Director of SPI, as the County Road Commissioner, to utilize alternative contracting procedures for such work.
SPI requests authorization to utilize this authority for unspecified roads projects undertaken by SPI through Fiscal Year 2026-27 to streamline project delivery and ensure projects are completed on schedule. If adopted, the Resolution would enable the Director of SPI to approve project plans and specifications, award and execute construction contracts with the lowest responsive and responsible bidder and take other actions to administer the construction contracts in accordance with the procedures set forth in Sections 22031 and 20390 et seq. of the Public Contract Code.
Road commissioner authority is commonly used by counties for work on county-maintained roads. The authority requested does not include authorization for SPI to adjust total project spending authority as included in the adopted budget or to make changes in the funding sources.
Discussion:
Public Contract Code Section 22031(b)(1) and Sonoma County Code Section 2-357 allow the Director of SPI to utilize the Road Commissioner contracting procedures set forth in 20390 et seq. of the Public Contract Code, as an alternative to the procedures set forth in the Uniform Public Construction Cost Accounting Act, for the construction, repair, or maintenance of county highways.
SPI is requesting that the Board authorizes the Director of SPI to utilize these alternative procedures for unspecified roads projects undertaken by SPI through Fiscal Year 2026-27. SPI would use this authority for those projects that meeting the following criteria: (1) have been authorized by the Board; and (2) have sufficient funds allocated. This authorization will allow the Director of SPI to award the authorized construction contracts following bid opening instead of returning to the Board for award, which will result in a streamlined process allowing work upon county highways to commence between eight and twelve weeks earlier than normal.
If approved by the Board, the Director will have the authority to:
1. Prepare or direct preparation of surveys, profiles, cross-sections, plans, and specifications, as needed.
2. Notice and publicly open bids.
3. Award to the lowest responsive and responsible bidder and execute the contracts (including a contingency) in a form approved by County Counsel.
4. Reject all bids and advertise for new bids, as authorized.
5. Consider and accept or reject protests, if filed.
6. Execute change orders, as authorized, and
7. Take all other actions authorized under and in accordance with the procedures set forth in Sections 22031 and 20390 et seq. of the Public Contract Code.
In October 2022, your Board approved similar Director Contracting Authority for the remainder of the Fiscal Year 2022-23. SPI successfully delivered two projects under this authority: the 2023 Pavement Preservation Program and the Fire Damage Recovery Paving Project - Phase 2. SPI evaluated our project delivery efficiency over the past 8 months and found that projects were delivered two months sooner and no problems were identified. The request before you today is for a three-year period and allows a more efficient project delivery schedule.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Resilient Infrastructure
Goal: Goal 3: Continue to invest in critical road, bridge, bicycle, and pedestrian infrastructure.
Objective: Objective 1: Continue to maintain road segments, including designated turnouts where feasible, increase efforts on vegetation removal and drainage features, and improve pavement conditions in neighborhoods.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
10/18/22: Authorization to Utilize Road Commissioner Contracting Authority for Roads Projects During Fiscal Year 2022-23
8/30/22: Authorization to Utilize Road Commissioner Authority for Northwest County Fuels Reduction Grant Projects
8/9/22: Authorization to Utilize Road Commissioner Authority for Mark West Springs Road Sidewalk Improvements Project
7/12/22: Authorized contracting authorities to the Road Commissioner for the FEMA and FHWA flood disaster projects
3/22/22: Authorization to Utilize Road Commissioner Authority for Specified 2022 Paving Projects
Fiscal Summary
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FY 23-24 Adopted |
FY24-25 Projected |
FY 25-26 Projected |
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Fees/Other |
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Narrative Explanation of Fiscal Impacts:
There is no direct fiscal impact as a result of this Board Item. The terms outlined in this Board Item and the corresponding Resolution will require that all projects awarded under this delegated authority must have prior Board approval and clearly identified funding sources. Where possible appropriations for these projects (such as the annual Pavement Preservation Program) will be included in the annual Roads Recommended Budget.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Resolution
Related Items “On File” with the Clerk of the Board:
None.