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Home My WebLink AboutPW Destruction - 06.16.25City of San Luis Obispo, Public Works, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7200, slocity.org DATE 06/16/2025 TO: Aaron Floyd, Interim Public Works Director City Attorney City Clerk FROM: CIP Engineering Records Custodian, Brian Nelson, Deputy Director/City Engineer SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy for preservation, protection, and legal disposition of the City’s Records (Resolution No. 9174, 2001 Series), along with a Records Retention policy and schedule update process. In accordance with the currently published policy and schedule, certain records have been identified as eligible for destruction (Attachment A). Also attached are the relevant sections from the currently published records retention schedule (Attachment B). The method of destruction disposal will be via recycling or secure destruction. Please sign below indicating your approval for the destruction of the attached listing of records. (Legal Analyst Review _________) Department Head City Attorney City Clerk CERTIFICATE OF DESTRUCTION I, _____________________do hereby certify that the records listed on the attached were properly disposed of on ____________. Attachments: A.List of records to be destroyed B.Relevant sections of the records retention schedule Signature of Record Custodian Destruction Date Initials Docusign Envelope ID: 8640C4C7-61C6-4DEC-A2A7-AEB9753F4593 Attachment A (Records Destruction List) Capital Improvement Plan Project Name and Spec # Current in YEAR Destroy OK DATE Records Eligible for Destruction Railroad Safety Trail Taft to Pepper Project, spec. no. 91375 2020-2022 10/26/2024 Non-awarded bids, preliminary notices, bid opening worksheet, proof of publication, transmittal cover sheet (for performance & payment bonds) Tank Farm and Orcutt Roundabout Off-Site Mitigation Planting, spec. no. 1000164-A 2022-2023 05/10/2025 Proof of publication, pre-construction meeting sign-in sheet Parks and Recreation Office Rehabilitation, spec. no. 91562 2019-2023 05/12/2025 Certified payroll, bid opening worksheet, preliminary notices, non-awarded bids, pre-construction meeting sign-in sheet, proof of publications Verde/Luneta/Ramona/Bro ad Sewer Replacement, spec. no. 1000091 2022-2023 05/18/2025 Certified payroll, non-awarded bids, preliminary notices, pre- construction meeting sign-in sheet, proof of publication Calle Joaquin Park and Ride, spec. no. 91288 2015-2018 05/16/2021 Non-awarded bids, pay estimates (not final), transmittal cover sheets (for proposals; agreement, bonds, & insurance), preliminary notices, pre-construction meeting sign-in sheet, mandatory planholder information forms, printing order forms, proof of publications, general correspondence, consultant evaluation forms, non-selected proposals On-Call Architectural Design Services, spec. no. 50410.2016.AD 2016-2019 12/09/2021 Proposal evaluation forms, mandatory planholder information form, proof of publication, non-selected proposals, transmittal cover sheet (for agreement and proposals) On-Call Land Surveying Services, spec. no. 50410.2016.LS 2016-2019 12/09/2021 Proof of publication, proposal evaluation forms, non-selected proposals, transmittal cover sheets (for agreements), 2016 fee schedule (North Coast Engineering, Inc.) On-Call Civil Engineering Design Services, spec. no. 50410.2016.CE 2016-2019 12/09/2021 Proof of publication, proposal evaluation forms, non-selected proposals, transmittal cover sheets (for proposals and agreements), fee schedule (North Coast Engineering, Inc.) On-Call Right-of-Way and Property Acquisition Services, spec. no. 50410.2016.ROW 2016-2019 12/09/2021 Proof of publication, transmittal cover sheets (for statements of qualifications and agreements), non-selected statements of qualifications, proposal evaluation forms Environmental Services, spec. no. 50410.2015ENV 2015-2018 08/16/2020 Non-selected proposals, consultant evaluation forms, cover letters (for proposals), proof of publication Landscape Architectural Services, spec. no. 50410.2015LA 2015-2018 08/14/2020 Non-selected proposals, consultant evaluation forms, cover letters (for proposals and agreements) Construction Management Services, spec. no. 50410.2015CM 2015-2018 08/14/2020 Non-selected proposals, consultant evaluation forms, cover letters (for proposals and agreements), proof of publication, insurance certificate for non-selected firm Docusign Envelope ID: 8640C4C7-61C6-4DEC-A2A7-AEB9753F4593 Rev. 04-14-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 11 of 17 TOTAL OFFICE RESPONSIBLE FOR RECORD TITLE PERIOD RETENTION AND CODE SECTION REMARKS (and/or notes pertaining to retention time establishment) DISPOSITION OF RECORD 800 PUBLIC WORKS 801 ENGINEERING Contractor Bids (not awarded) CL+2 Public Works GC34090 Exception : Federally funded: 3 year retention period or as required by the funding authority (see Federal Acauisition Regulation 4. 7031 Engineering Standards p Public Works GC34090 Job Files: Certified payroll ; pay estimates; original bid documents; legal ads; CL+2 Public Works GC34090 Federally funded or as req 'd by the federal authority preliminary notices/liens; engineer's daily logs or inspector's diaries; DAS13 Project Files: Original specials w/autocad drawings , photos/video tapes for historic value; agreements; CMR/CAR; change orders; env docs; final pay est. w/attach ; notice completion ; haz waste manifests/transp docs; ins certs; perform p Public Works GC34090 / CCP337 bonds; proposals; spec reports (haz mat, bio, soils), submtls (malls, draw), warranty, as-built plans, bids/plans/specs 802 STREET ADDRESS FILES File cateaorv eliminated 2025 as all files listed here are cooies. 803 MASS TRANSPORTATION Local-SLO Municioal Bus Svstem -Studies CY+10 Public Works GC34090 Americans with Disabilities Act (Title 6 policy and ADA complaints and requests CY+4 Public Works GC34090 for accommodations) Taxicabs, Transoortation Network Comoanies CY+S Public Works GC34090 Unmet Transit Needs (SLOCOG report on future development of FTIP) CY+10 Public Works GC34090 Federal Transit Grants A/E + 3 Public Works CFR 49, After Federal Transit Administration Triennial Review. State Transit Grants oer contract Public Works GC34090 804 PARKING Parkina Aooeals CY+S Public Works GC34090 Parking Citations CY+S Public Works GC34090 Parking Policies S+S Public Works GC34090 Parking Structure Video Monitoring CY+1 Public Works GC34090 .6(a) 806 DISTRICTS I Benefit Districts I CL+1ol Public Works/Clerk I GC34090 Note: original documentation in City Clerk's Office Underaround Utilities T+10 Public Works GC34090 807 SURVEYING General Information (survey notes, vertical benchmarks, horizontal datum calibration , etc., does not include project application materials submitted prior to CY+2 Public Works GC34090 approval ) (County holds permanent record for real property) 808 MAPPING ! Aerial Photos (pre-1990 physical pictures) (otherwise see 901 Data Backups, GIS related files) I pl IT I GC34090 (determined to be of historic value) AE=Afler Expiration AU=Audit CL=Closed/Completed CY=Current Year E=Afler Election P=Permanent S=Superseded T=Termination Docusign Envelope ID: 8640C4C7-61C6-4DEC-A2A7-AEB9753F4593