FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #3
MEETING DATE: July 12, 2023
PREPARED FOR: Mayor and Town Council
PREPARED BY: Loren Umbertis, Public Works Director
SUBJECT: Adopt a Resolution Authorizing the Town Manager to Issue a Notice of Award and Execute a Contract with Ghilotti Bros for the 2022-23 Street Improvement Project for 1) the Base Bid Only or 2) The Base Bid with any of the Alternates 1-3; or Reject all Bids
RECOMMENDATION
Adopt a Resolution Authorizing the Town Manager to Issue a Notice of Award and Execute a Contract with Ghilotti Bros for the 2022-23 Street Improvement Project for 1) the Base Bid Only or 2) The Base Bid with any of the Alternates 1-3; or reject all bids.
BACKGROUND
At the Town Council meeting of March 1, 2023, Staff introduced Pavement Engineering Inc (PEI) and gave a presentation on the Pavement Condition Index (PCI) for the Town of Fairfax. At that meeting, Staff was given authorization to engage the services of PEI to prepare plans and specifications for a Streets and Roads Improvement project that would include Scenic Road from Azalea to Manor, Porteous Ave from Bolinas Rd to Wood Lane, and Claus from Sir Francis Drake to Burdette.
The Town issued a Request for Proposals with a Bid Date of June 27th, 2023. The apparent low bidder would be selected based upon the combined total of the Base Bid and all of the Alternates 1-3. The Base Bid included all of Scenic Road and Porteous Ave work, and the three Bid Alternates were for various portions of Claus Drive.
The Town received two Bids from Ghilotti Bros and Maggiora & Ghilotti and the results are listed in the table below:
Company Base Alt 1 Alt 2 Alt 3 Total
Ghilotti Bros $732,335 $73,808 $69,454 $80,279 $955,279 Maggiora &
Ghilotti
$945,104 $138,614 $110,700 $93,272 $1,287,700
DISCUSSION
At the Council meeting of March 1, 2023 Staff indicated that the PCI report only included estimated costs for the surface condition of the roads but did not include other factors such as adjacent curb and gutter and ADA curb ramp improvements or provide analysis of the subsurface conditions that may have contributed to the poor condition of the existing sidewalk. Staff suggested that the actual costs for the work could exceed the PCI report estimates by at least 100% when all other factors were included.
As part of PEI’s design work, they performed onsite inspections and completed deflection and structural summaries and identified areas of curb and gutter and curb ramp work that was also necessary to be completed in conjunction with the street improvement work. PEI generated detailed Bid Schedules that were included with the Request for Proposals detailing very specific quantities and scopes of work that would best meet the goal of constructing streets that will maintain their integrity over a long period of time.
The purpose of splitting up the Bids into a Base Bid plus Alternates was to ensure that the Town would have flexibility to award some or all of the work based upon available funding once actual bids were received. By selecting a contractor based upon the combination of both the Base Bid and the Alternates, this would ensure that contractors would analyze all aspects of the project and not maximize costs in one aspect in order to minimize costs in another aspect of their Bid. As noted, the Base Bid was for the entirety of the scope of work needed for Scenic Road and Porteous Avenue, including the paving, curb and gutter, curb ramps and in the case of Porteous, the poor drainage swale located adjacent to Wood Lane. The Alternates 1-3 for Claus Drive were for 1) the paving portion of the section from Sir Francis Drake to Taylor Drive, 2) the concrete work associated with the curb and gutter and curb ramps along the portion between Sir Francis Drake and Taylor Drive, and 3) the repaving and associated concrete work for the section of Claus between Taylor Drive and Burdette Lane.
Staff advertised this project on the Town’s Website, in the Marin IJ, and listed the project at the Marin County and Sonoma County Builder’s Exchanges, as well as made direct outreach to local contractors with whom we have worked in the past. The two contractors who did submit bids are well known in the community and both are qualified to perform the work and are familiar with Marin County standards and conditions.
While the amount of the actual bids received have exceeded expectations, staff still recommends proceeding due to the poor condition of roads in town. Staff’s recommendation is to proceed with the Base Bid of work to complete the Scenic Road and Porteous Avenue projects and defer the Claus Drive work to a future year. However, the Council may also direct Staff to accept any or all of the Alternates as well to complete the entire scope of Projected work for this year.
Alternatively, the Council may direct Staff to reject all Bids, and re-evaluate the scope of the projects and their design and re-issue Invitations to Bid at a future time. Based upon review of the estimates, there may be little benefit to deferring as costs of materials such as asphalt and concrete are expected to continue to rise in the future.
FISCAL IMPACT
As noted above in the table, Ghilotti Bros. was the apparent low bidder with a Total Bid of $955,279 with a Base Bid amount of $732,335 and Alternates 1-3 of $73,808, $69,454 and $80,279 respectively. Funding for the project would come from General Ledger Account Funds 51-810 (budgeted for $$20,000 in FY 23-24) and 53-887 (budgeted for $1,000,000 in FY 23-24).
If the Council decides to include any of the Alternates, it should be noted that if they include Alternate 1 then Alternate 2 should also be selected as Alt 2 includes necessary ADA work that must be performed when work such as this type is done. The Council may decide to include only Alternate 2 to improve the sidewalks and ramps and defer Alternate 1 paving to a future time. If the Council selects Alternate 3, that includes paving and associated concrete work such as curb and gutter and ramps.
ATTACHMENTS
A. Resolution
B. Ghilotti Bros. Bid Summary
RESOLUTION 23-__
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AUTHORIZING THE TOWN MANAGER TO ISSUE A NOTICE OF AWARD AND EXECUTE A CONTRACT WITH GHILOTTI BROS FOR THE 2022-2023 STREET IMPROVEMENT PROJECT FOR 1) THE BASE BID ONLY or 2) THE BASE BID WITH ANY OF THE ALTERNATES 1-3
WHEREAS, At the Town Council meeting of March 1, 2023, Staff introduced Pavement Engineering Inc (PEI) and gave a presentation on the Pavement Condition Index (PCI) for the Town of Fairfax; and
WHEREAS, at the March 1, 2023 meeting, Staff was given authorization to engage the services of PEI to prepare plans and specifications for a Streets and Roads Improvement project that would include Scenic Road from Azalea to Manor, Porteous Ave from Bolinas Rd to Wood Lane, and Claus from Sir Francis Drake to Burdette; and WHEREAS, the Town issued a Request for Proposals with a Bid Date of June 27, 2023 and that the apparent low bidder would be selected based upon the combined total of the Base Bid and all of the Alternates 1-3 and that the Base Bid included all of Scenic Road and Porteous Ave work, and the three Bid Alternates were for various portions of Claus Drive; and
WHEREAS, Staff advertised this project on the Town’s website, in the Marin IJ, and listed the project at the Marin County and Sonoma County Builder’s Exchanges, as well as made direct outreach to local contractors with whom we have worked in the past; and
WHEREAS, the Town received two bids for the project and the apparent low bidder with a Total Bid of $955,279 with a Base Bid amount of $732,335 and Alternates 1-3 of $73,808, $69,454 and $80,279 respectively; and
WHEREAS, the Base Bid includes all work on Scenic Road and Porteous Avenue, and Alternates 1-3 for Claus Drive were for 1) the paving portion of the section from Sir Francis Drake to Taylor Drive, 2) the concrete work associated with the curb and gutter and curb ramps along the portion between Sir Francis Drake and Taylor Drive, and 3) the repaving and associated concrete work for the section of Claus between Taylor Drive and Burdette Lane; and
WHEREAS, Staff’s recommendation is to proceed with the Base Bid of work to complete the Scenic Road and Porteous Avenue projects and defer the Claus Drive work to a future year or that the Council may also direct Staff to accept any or all of the Alternates as well to complete the entire scope of Projected work for this year; and
ATTACHMENT A
WHEREAS, alternatively, the Council may direct Staff to reject all Bids, and re-evaluate the scope of the projects and their design and re-issue Invitations to Bid at a future time; and
WHEREAS, funds are available in the CIP Street Resurfacing and Repair General Ledger fund 53-887 and Selected Streets Resurfacing and Repair fund 51-810; and NOW, THEREFORE, BE IT HEREBY RESOLVED, that the Town Council of Fairfax authorize the Town Manager to Issue a Notice of Award and Execute a Contract with Ghilotti Bros for the 2022-23 Street Improvement Project for 1) the Base Bid Only
or
2) The Base Bid with any of the Alternates 1-3.
The foregoing resolution was adopted at a regular meeting of the Town Council of the Town of Fairfax held in said Town on the 12th day of July 2023, by the following vote:
AYES:
NOES:
ABSENT:
______________________________
Chance Cutrano, Mayor
Attest:
__________________________
Michele Gardner, Town Clerk
The estimated quantities for Unit Price items are for purposes of comparing Bids only and the Town makes no representation that the actual quantities of work performed will not vary from the estimates. Final payment shall be determined by the Engineer from measured quantities of work performed based upon the Unit Price.
B. TOTAL BID PRICE:
BIDDER Ghilotti Bros., Inc.
TOTAL PRICE
BASE BID
IN FIGURES
TOTAL PRICE
IN WORDS
TOTAL PRICE
BID IN FIGURES
ALTERNATE 1 TOTAL PRICE
IN WORDS
BID TOTAL PRICE
ALTERNATE 2 TOTAL PRICE
IN WORDS
TOTAL PRICE
BID IN FIGURES
ALTERNATE 3 TOTAL PRICE
BID SUMMARY
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TOTAL: BASE BID+ BID ALTERNATES 1, 2, & 3 (IN FIGURES)
$Cff>'S\897. �
TOTAL: BASE BID+ BID ALTERNATES 1, 2, & 3 (IN WORDS)
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The basis of award for this project is the Base Bid, Bid Alternate 1, Bid Alternate 2, and Bid Alternate 3. The City reserves the right to delete Bid Alternate 1, Bid Alternate 2, and/or Bid Alternate 3 from the project at its own discretion. The amount of the bid for comparison purposes will be the total of Base Bid, Bid Alternate 1, Bid Alternate 2, and Bid Alternate 3. -26- 00 41 43 - BID FORMS
38072.00001\34443465.1
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ATTACHMENT B