AGENDA ITEM #3
TOWN OF FAIRFAX
STAFF REPORT
September 21, 2022
TO: Mayor and Town Council
FROM: Loren Umbertis, Director of Public Works
SUBJECT: Adopt a resolution awarding Contract to RWR Construction, Inc. for Roadway Stabilization of 78 Wreden Avenue and 378 Scenic Road in an amount not to exceed $344,956
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RECOMMENDATION
Adopt the resolution awarding the Contract to RWR Construction and authorizing the Town Manager to execute the Contract
DISCUSSION
With Resolution No. 21-27 adopted during the course of Council’s July 7, 2021 regular meeting, the Town approved the Capital Improvement Budget and appropriated funds for progress or completion of a number of streets and roads projects.
At that time, two projects for roadway stabilization were identified as necessary and were allocated funding in the budget. The first project was 78 Wreden Ave and the other 378 Scenic Road. At the time, the projects were separate. However, due to the proximity of the locations and the similarity of the work and the type of contractor that would perform the repairs, staff suggested that the projects be combined into a single Request for Proposal package. Combining the two projects could result in lower mobilization costs and reduced schedule to the contractor resulting in economic benefit to the Town.
On August 3
rd
, 2022, the Town Council adopted Resolutions 22-64 and 22-65 to solicit bids for the 78 Wreden Ave and the 378 Scenic Road projects respectively. Staff did combine both projects as discussed in the Town Council Meeting into a single Notice Inviting Bids.
The date of Bid Opening was originally scheduled for September 1, 2022 but was delayed by one week due to late questions from contractors necessitating a move to September 8, 2022. The Town received six bids for the work and the results are as follows:
RWR Construction $344,956
Massa Construction $354,175
Maggiora & Ghilotti $365,700
Kroeker $369,315
Valentine $419,369
Rehak $518,380
As the Bid Proposal was for both projects, individually, the cost of each individual project was $120,648 for the Scenic Road project and $224,308 for the Wreden Ave project for the total of $344,956. After review of the Bid Package from RWR Construction, their bid was deemed as responsive and responsible and the lowest bid. No Bid protests were received from any other contractors.
The Engineer’s Estimate for the combined projects was $400,000.
Based upon the bids received, Staff recommends that RWR Construction be awarded a contract for 78 Wreden Ave and 378 Scenic Road Stabilization Repairs.
FISCAL IMPACT
Under FY2022-23 Adopted Budget, 378 Scenic Road was allocated $200,000 for construction related costs; these funds are the result of Measure A Transportation funds. Under the same budget, 78 Wreden anticipated General Fund construction expenses in FY 2023-24 of $150,000. In order to complete both projects in current fiscal year, Staff respectfully requests that funds in the amount of $179,500 be reallocated from Fund 53-887 “Street Resurfacing and Repair”, that currently has a General Fund balance of $325,000, to current fiscal year 51-826 “78 Wreden” to cover the contract amount and provide for a 10% Contingency for both projects. As the Wreden Avenue project will be completed in the current fiscal year, the following year’s anticipated funds could be reallocated to the Street Resurfacing and Repair fund for next year’s projects if that is decided upon by Council decision. Ultimately, the request for funding equals $344,956 for construction costs for both the Wreden Ave and Scenic Rd. Projects, and include a contingency amount of 10% for a grand total of $379,451 but does not include construction administration by the Town’s consultant Miller Pacific Engineering, who will provide oversight and project management services under separate contract and for which funds are already available.
ATTACHMENT
Resolution
RESOLUTION 22-__
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AWARDING THE CONSTRUCTION CONTRACT FOR THE
ROADWAY STABILIZATION - 378 SCENIC ROAD AND 78 WREDEN AVE PROJECT WHEREAS, the California Public Contracts Code requires that a Town award a contract to the lowest responsive, responsible bidder or reject all bids; and WHEREAS, on September 8, 2022, at 2:00 p.m., the Town Clerk opened and examined the sealed bids for the Project; and
WHEREAS, based on information supplied by the bidder named below and the examination conducted by the Fairfax Public Works Director, the Town Council finds RWR Construction, Inc., to be the lowest responsive, responsible bidder;
NOW, THEREFORE, BE IT HEREBY RESOLVED, that the Town Council of the Town of Fairfax:
(a) Awards the construction contract for the Roadway Stabilization - 378 Scenic Road and 78 Wreden Avenue Project in the amount not to exceed $344,956 to RWR Construction, Inc., the lowest responsible bidder; and
(b) Allocates a project contingency reserve of $34,495 (approx. 10%) to be used by the Town Manager to cover unforeseen project costs; and
(c) Allocates an additional $179,500 from Fund 53-887 to 51-826 for the Project; and (d) Authorizes the Town Manager or designee to do everything necessary and appropriate to execute all agreements and expend funds.
The foregoing Resolution was duly introduced and adopted at a meeting of the Town Council of the Town of Fairfax held in said Town on the 21st day of September 2022, by the following vote, to wit:
AYES:
NOES:
ABSENT:
__________________________________
Stephanie Hellman, Mayor
Attest: __________________________
Michele Gardner, Town Clerk