Road Maintenance Introduction and Overview

Unpaved Roads

Unpaved roads require constant and recurring treatment to retain their shape and surfacing characteristics. This is mainly due to tire action which pushes gravel toward the outside edge of the road, and in doing so, separates larger gravel from the remainder. There are two commonly used approaches to maintenance of gravel roads.

1. Construct the road with gravel road base, and then maintain it by watering, blading, compacting and adding more gravel. Depending on traffic, this may need to be done several times a year. OR:
2. Blade and compact the surface, then use a surface additive (liquid) to hold everything in place. This reduces the need for repeated blading, although the additive must be replaced once a year.

The two approaches are similar in cost, although surface additives may provide better dust suppression. As a good steward of public resources, the County uses both of these approaches; in each instance choosing the most preferable and advantageous approach for a specific location.

Paved Roads

Maintenance of paved roads is addressed with a life cycle maintenance plan prepared by Engineering Department staff at the time of District formation. Such a plan estimates all of the expenses normally incurred during the life of the pavement (about 20 years), including everything from routine preventive maintenance treatments through eventual reconstruction of the pavement surface. The life cycle plan takes into account the condition of the road system at the start of the PID-funded maintenance activities.

County staff may prepare contract documents for regular maintenance activities on paved streets maintained by PIDs under a single contract for the entire county. There are several reasons for a single contract:

• Numerous specifications are required to obtain quality asphalt products
• Products required are similar for all asphalt work
• Higher bid quantities can help achieve economies of scale
• Administrative efficiency

Getting Typical Work Completed in the Public Right of Way

The typical process for work completed in the public right of way by a contractor is outlined below. The type of process used is dependent on the estimated cost of the services. The estimated cost should reflect the total cost of services to one vendor in a calendar year. If the services are recurring, then the cumulative total cost should be used to determine which process to utilize. These processes comply with Larimer County Purchasing policies.

For services or work estimated to cost less than $10,000 for one vendor in one calendar year:

• The Advisory Board may initiate the process by choosing a vendor, obtaining a cost estimate that describes the work or services to be performed, and requesting a certificate of insurance.
• Then contact the County Business Operations Manager who will verify that the work is consistent with the maintenance plan and budget for the PID and that necessary insurance information has been provided.
• The Advisory Board may then independently get the work completed.
• To be paid, invoices must be submitted to the County Business Operations Manager with evidence of approval by an Advisory Board member. Invoices must also clearly identify the date(s) of service, type of service (including an itemization of quantities), and location(s) of service.

For services or work estimated to cost between $10,000 and $150,000 for one vendor in one calendar year:

• Contact the County Business Operations Manager who will identify necessary requirements and will work cooperatively with the Advisory Board to develop a scope of services.
• The Advisory Board must then obtain three quotes from potential vendors. Each quote should be in a written format (hard copy, email, or fax), and reflect the cost for the same proposed work as the other quotes. A vendor that declines to bid can count as a quote.
• The Advisory Board forwards the quotes with a recommendation of a vendor choice to the County. The County will issue a Purchase Order for the work once the chosen vendor has provided a certificate of insurance.
• In most cases, the work is overseen by PID Advisory Boards.
• To be paid, invoices must be submitted to the County Business Operations Manager with evidence of approval by an Advisory Board member. Invoices must also clearly identify the date(s) of service, type of service (including an itemization of quantities), and location(s) of service.

For services or work estimated to cost more than $150,000 for one vendor during one calendar year, it must be formally bid.

• Bid documents are normally created by Engineering Department staff members and will typically include plans, specifications, a bid form, and a form of contract.
• Interested contractors bid on the work by submitting a form and the bids are opened at a specified time and place.
• The work is then awarded to the lowest bidder whom the County considers to be reputable and responsible (in some special cases the work may not be awarded).
• A contract that references the prices to be paid for the work, and the specifications for performance of the work is then signed by the County.
• After the contractor provides a certificate of insurance, a purchase order is provided by the Purchasing Department.
• Construction of contract work with specifications is normally overseen by Engineering Department inspectors who may conduct quality control work such as laboratory testing of materials used.
• To be paid, invoices must be submitted to the County Business Operations Manager with evidence of approval by an Advisory Board member. Invoices must also clearly identify the date(s) of service, type of service (including an itemization of quantities), and location(s) of service.

Note: Advisory Boards may initiate individual maintenance activities listed in a bid after a contract is signed by the Board of County Commissioners and an overall purchase order is issued.

Any exceptions and/or deviations to the above processes must be approved by the County Engineer.

If several Districts require similar work, the County may bid a project that uses a common contractor for several Districts. This allows greater leverage of PID public funds due to economies of scale and administrative efficiency.

Miscellaneous Supplies and Expenses

Miscellaneous expenses and/or supplies under $10,000 are permitted without a prior purchase order. Contact the County Business Operations Manager prior to purchase for verification that the expense is within the budget for the PID.

Snow Removal

Costs for snow removal and ice control work can be processed through the PID. Typically, this work is handled by a yearly on-call contract with a vendor. The County Business Operations Manager can provide a sample standard contract with specifications for this type of work. The contract is established through the same process as outlined above. Based on typical cost, this is usually done via quotes.

Emergency Work

In the event emergency work is needed, completion of work should be authorized by a majority of the Advisory Board, and the County Business Operations Manager must be notified as soon as possible.

Need for Access or Right of Way Construction Permits

An access permit must be obtained for any new access (such as a driveway) to a public roadway except in areas where there is curb and gutter. (In areas with curb and gutter, no access permit is needed.) Chapter 10 of the Larimer County Rural Area Road Standards (available on-line at www.larimer.gov/engineering) details these requirements.

A right of way construction permit (RCP) must be obtained for any work that requires excavation in the right of way. This means the work only on the ‘surface’ such as placing gravel, blading, cleaning culverts, snow plowing or mowing grass does NOT require a RCP. Work that involves trenching or digging will require an RCP.

Permits can be obtained by contacting Larimer County Engineering at 970-498-5700 or visiting the website at www.larimer.gov/engineering .

Legal Requirements:

For PIDs

Counties in Colorado may only do what they are authorized to do by statute. Colorado Statutes at Chapter 30, Article 20, Part 501, et seq. contains laws relating to formation and operation of PIDs. This law, together with restrictions enacted by amendment to the Colorado Constitution requires an election for the new mill levy at the time of formation and an election to approve any indebtedness.

For meetings

In Colorado, meetings of public entities including PID Advisory Boards are subject to the Sunshine Law. Notice of any meeting of an Advisory Board must be given ahead of time, and the meeting must be open to anyone who wishes to attend. Your PID bylaws contain more specific information on meeting requirements.

For information & records

Information and records relating to Advisory Board activity must be available to the public.

Public Meeting Information

Advisory Boards may meet as often as they choose. Most boards typically meet on a quarterly basis.

In addition, the County asks each Advisory Board to hold an annual meeting with all of the District property owners. Notification must be provided to property owners in the District in advance of the meeting. Detailed requirements are included in your bylaws. Minutes of the meeting need to be taken and the written documentation submitted to the County Business Operations Manager. Providing documentation is most easily handled by e-mail if that service is available. The County will post the meeting minutes on the web.

Conflict of Interest Policy

Larimer County’s conflict of interest policy as listed in the Policies and Procedures for all Larimer County Boards, Commissions, Councils and Committees. A copy off the entire document is included in Appendix B, with the portion on conflict of interest reprinted below:

XIX. CONFLICT OF INTEREST:

1. A conflict of interest occurs when a person’s private, personal relationships or interests diverge so that an independent observer may reasonably question whether the person’s actions or decisions are determined by personal benefit, gain, or advantage.
2. Members of boards, commissions or task forces shall not use their membership for private gain and shall act impartially and not give preferential treatment to any private organization or individual.
3. A member of any board, commission or task force who has a personal or private interest in a matter proposed or pending shall disclose such interest to the board, commission, or task force, shall not vote on the item and shall not attempt to influence the decisions of other members voting on the matter.