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Home My WebLink AboutPW Destruction - 09.11.25City of San Luis Obispo, Public Works, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7200, slocity.org DATE 09/11/2025 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: EA43CBF5-C731-4280-A212-41A716B127E0 Attachment A (Records Destruction List) Capital Improvement Plan Project Name and Spec # Current in YEAR Destroy OK DATE Records Eligible for Destruction City Hall Perimeter Drain Repair, spec. no. 91260 2017 08/03/2019 Pay estimate (not final), preliminary notice, transmittal cover sheet (for contract) Railroad Safety Trail Class I Connection – Laurel & Orcutt, spec. no. 91538 2016-2017 03/31/2019 Pay estimates (not final), transmittal cover sheet (for contract, bonds, & insurance), preliminary notices, pre-construction meeting sign-in sheet, printing order form, proof of publication Islay Hill Pathway Maintenance 2017, spec. no. 91437 2016-2017 05/04/2019 Pay estimates (not final), transmittal cover sheet (for contract, bonds, and insurance), preliminary notice, proof of publication, printing order form, non-awarded bids Transit Facility Classroom Remodel, spec. no. 91384 2015-2017 08/15/2019 Pay estimates (not final), preliminary notice, pre-construction meeting sign-in sheet, mandatory planholder information form, proof of publication, printing order form, non-awarded bids, building plan check reviews Corporation Yard Building B HVAC, spec. no. 91424 2016-2017 04/07/2019 Pre-construction meeting sign-in sheet, preliminary notice, non- awarded bids Mission Plaza Railing Upgrade, spec. no. 91524 2015-2017 10/25/2019 Pay estimates (not final), preliminary notices, pre-construction meeting sign-in sheet, transmittal cover sheet (for bonds & insurance), proof of publication, printing order form Laguna Lake ADA Trail, spec. no. 91388 2016-2017 10/17/2019 Proof of publications, pay estimates (not final), preliminary notices, transmittal cover sheet (for contract, bonds, and insurance), mandatory planholder information form, printing order form, non-awarded bids Sign Replacement Project, spec. no. 90943 2016-2017 05/04/2019 Pay estimates (not final), proof of publications, non-awarded bid Transportation On-Call Services, spec. no. 101.50500.7227.TE 2014-2017 10/02/2019 Non-awarded proposals, proof of publications, transmittal cover sheets (for contract) Uniform and Linen Services, spec. no. 90705 2007-2014 10/31/16 Proof of publications, draft RFP, non-awarded proposals, proposal evaluation sheets Railroad Trail Maintenance 2016, spec. no. 91422 2016 11/16/2018 Pay estimate (not final), non-awarded bids, transmittal cover sheet (for agreement), proof of publication, printing order form, preliminary notice Corporation Yard Building Painting, spec. no. 91423 2016 12/02/2018 Pay estimates (not final), preliminary notices, pre-construction meeting sign-in sheet, printing order form, proof of publication, non-awarded bids, resident engineer’s daily inspection reports, certified payroll Roadway Sealing 2016, spec. no. 91311 2016 10/20/2018 Pay estimates (not final), preliminary notices, pre-construction meeting sign-in sheet, printing order form, proofs of publication, non-awarded bids Laguna Lake Golf Course Restroom Replacement, spec. no. 91327 2015-2016 05/26/2018 Pay estimates (not final), transmittal cover sheet (for agreement, bonds, and insurance), preliminary notices, pre-construction meeting sign-in sheet, proof of publication, mandatory planholder information forms, non-awarded bids Meadow Park Lighting Replacement, spec. no. 91323 2016 12/21/2018 Pay estimates (not final), preliminary notices, pre-construction meeting sign-in sheet, transmittal cover sheet (for pre- construction conference documents), mandatory planholder information form, proof of publication, non-awarded bids, permit review routing sheet, building permit application, resident engineer’s daily inspection reports, certified payroll Docusign Envelope ID: EA43CBF5-C731-4280-A212-41A716B127E0 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: EA43CBF5-C731-4280-A212-41A716B127E0