AGENDA ITEM #9
TOWN OF FAIRFAX
STAFF REPORT
April 5, 2023
TO: Mayor and Town Council
FROM: Loren Umbertis, Public Works Director
SUBJECT: Adopt a Resolution Authorizing Town Manager to execute a contract with Trenchless Titan in an amount not to exceed $65,725 for the replacement of Town Hall Sanitary Sewer Line
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RECOMMENDATION
Adopt a Resolution Authorizing Town Manager to execute a contract with Trenchless Titan in an amount not to exceed $65,725 for the replacement of Town Hall Sanitary Sewer Line
BACKGROUND
Fairfax Town Hall has experienced numerous and regular sewer backups in the Staff area restroom that negatively impact the working environment and are costly to clear and clean over time. The acknowledged reason for the issues are old pipes and a currently long distance that sewage must travel before reaching the sanitary sewer main. Staff reached out to three contractors to obtain quotes and received two quotes while a third declined to submit.
DISCUSSION
Fairfax Town Hall’s construction dates to the 1970’s and has undergone a variety of modifications since original construction including a re-routing of the plumbing lines in 2006. The restroom that is located within the Staff area of Town Hall regularly backs up due to the long distance that sewage must travel at a very minimal slope of the pipe. As a result of this condition, the restroom regularly backs up creating a negative and unhealthy work environment for staff and requiring a third-party plumbing company to clear the lines and then necessitating staff to perform cleanup. In the last six months, the line has backed up at least three times and the issue has been on-going for some time prior.
Staff reached out to three contractors to solicit quotes. We received two quotes and the third declined. The results are as follows:
• Trenchless Titan - $59,750
• Linscott Engineering - $96,240
• Maggiora & Ghilotti – Declined to submit a bid
Scope of work will include a new line from a different side of the building resulting in a shorter flow distance and increased slope of pipe. The work will also repair a sag in the sanitary line that connects to the Pavilion by connecting the separate services into a single line. The new line will 2 exit the east (Bolinas Road) side of the building and connect to the sewer main in Bolinas Road.
The necessary excavation will go through the grass area between the building and the closest trees and Staff will consult with Urban Forestry about the installation scope to mitigate negative impacts upon roots of adjacent trees.
FISCAL IMPACT
Cost to install a new sanitary line and connect the Pavilion sanitary line lowest bid is $59,750 and Staff recommends that a 10% contingency be added for a total of $65,725 encumbered funds to address any unforeseen issues or complications. Funds are available in the general ledger account 05-905-821 Town Facility Improvement Fund.
ATTACHMENT
Resolution
1 RESOLUTION 23-__
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH
TRENCHLESS TITAN FOR THE REPLACEMENT OF TOWN HALL SANITARY SEWER LINE IN AN AMOUNT NOT TO EXCEED $65,725
WHEREAS, Fairfax Town Hall has experienced numerous and regular sewer backups in the Staff area restroom that negatively impact the working environment and are costly to clear and clean over time; and
WHEREAS, the acknowledged reason for the issues are old pipes and currently long distance that sewage must travel before reaching the sanitary sewer main; and WHEREAS, as a result of this condition, the restroom regularly backs up creating a negative and unhealthy work environment for staff and requires a third-party plumbing company to clear the lines and also necessitates staff to perform cleanup and within the last six months, the line has backed up at least three times and the issue has been on-going for some years; and WHEREAS, Staff solicited quotes from qualified contractors and Trenchless Titan submitted the lowest quote of $59,750, Linscott Engineering submitted a bid of $96,240, and Maggiora & Ghilotti declined to submit a bid; and
WHEREAS, work shall include a new sanitary sewer line for Town Hall and will also repair a sag in the sanitary line of the Pavilion; and
WHEREAS, Staff recommends that the Council include a 10% contingency to address any unforeseen conditions;
NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Fairfax, California hereby authorizes the Town Manager to execute a contract with Trenchless Titan for $59,750 and include a 10% contingency in the amount of $5,975 for a total not-to-exceed cost of $65,725.
The foregoing resolution was duly passed and adopted by the Town Council of the Town of Fairfax at a duly noticed meeting held in said Town on the 5th day of April 2023 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
___________________________
Chance Cutrano, Mayor
Attest: ___________________________
Michele Gardner, Town Clerk