The URL can be used to link to this page

Home My WebLink AboutPW Destruction - 09.26.25-1City of San Luis Obispo, Public Works, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7200, slocity.org DATE 09/26/2025 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: CDF1178A-199E-4F2C-8A77-5D4B2F7BB588Docusign Envelope ID: 12B88B96-49B7-453D-A462-F1FB14031BA3 10/9/2025 | 4:21 PM PDT Attachment A (Records Destruction List) Capital Improvement Plan Project Name and Spec # Current in YEAR Destroy OK DATE Records Eligible for Destruction Jack House Elevator Removal, spec. no. 91393 2015-2016 04/08/2018 Pay estimates (not final), non-awarded bid, building plan transmittal form, building permit application, plan review letter, resident engineer’s daily inspection reports Transportation Monitoring 2016, spec. no. 91420 2015-2016 12/31/2018 Transmittal cover sheet (for agreement and insurance), non- awarded proposals, proof of publications Broad and Buchon Curb Ramp, spec. no. 91501 2016 12/21/2018 Pay estimate (not final), preliminary notice, transmittal cover sheet (for agreement), certified payroll, meeting notes Job Order Contract for Streets and Sidewalk Maintenance 2019, spec. no. 1000043 2019-2021 05/20/2023 Preliminary notices Sidewalk Cleaning Services, spec. no. 50300- 2012 2012-2016 06/30/2018 Non-awarded proposals, proposal opening summary sheet, proposal review sheet Fire Station 2 Remodel, spec. no. 91258 2016 09/19/2018 Pay estimates (not final), non-awarded bids, proof of publications, mandatory planholder information form, pre- construction meeting sign-in sheet, printing order form Trench Repair and Minor Concrete Job Order Contract 2013, spec. no. 91196 2013-2016 07/12/2018 Preliminary notices, proof of publication, non-awarded bids, pre- construction meeting sign-in sheet, pre-bid conference sign-in sheet Sinsheimer Park Pool Replaster and Retile, spec. no. 91208 2015-2016 02/03/2018 Pay estimates (not final), non-awarded bids, certified payroll, preliminary notices, proof of publications, transmittal cover sheet (for contract), pre-construction meeting sign-in sheet, printing order form, mandatory planholder information form, draft of special provisions, pre-proposal walkthrough sign-in sheet, plan check routing sheet, draft of plans Mission Plaza Railing Upgrade, spec. no. 91247A 2013-2014 ~August 2016 Certified payroll, daily logs Sidewalk Repair: Various Locations, spec. no. 91531 2016 12/23/2018 Draft of RFP, hauling ticket non-hazardous concrete, pre- construction meeting sign-in sheet, non-awarded proposals, preliminary notices, transmittal sheet (for bonds & insurance) South and Parker Traffic Safety Project: Median, spec. no. 91379 2014-2016 05/13/2018 Proof of publication, certified payroll, non-awarded bids, transmittal cover sheet (for bonds & insurance), pre-construction meeting sign-in sheet, preliminary notice Docusign Envelope ID: CDF1178A-199E-4F2C-8A77-5D4B2F7BB588Docusign Envelope ID: 12B88B96-49B7-453D-A462-F1FB14031BA3 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: CDF1178A-199E-4F2C-8A77-5D4B2F7BB588Docusign Envelope ID: 12B88B96-49B7-453D-A462-F1FB14031BA3