FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #20
MEETING DATE: August 2, 2023
PREPARED FOR: Mayor and Town Council
PREPARED BY: Loren Umbertis, Public Works Director
SUBJECT: Award a bid and authorize Town Manager to execute a contract with RWR Construction, Inc in the amount of $406,588 and include a 10% contingency for a total project cost of $447,246 for the 145 Canyon Road Restabilization and Repaving project which is categorically exempt from review under CEQA Section 15301, Existing Facilities – Class I.
RECOMMENDATION
Authorize Town Manager to execute a contract with RWR Construction Inc in the amount of $406,588 and include a 10% contingency for a total project cost of $447,246 for the 145 Canyon Road Restabilization and Repaving project which is categorically exempt from review under CEQA Section 15301, Existing Facilities – Class I.
BACKGROUND
A retaining wall located at 145 Canyon Road adjacent to the roadway was identified as requiring replacement due to its failed condition to prevent further subsidence of the roadway and potential catastrophic failure that could cause the road to be closed at that location limiting access for the approximately 20 homes located on the road beyond the failing wall.
Staff recommends that the Town Council authorize the Town Manager to execute a contract with RWR Construction, Inc for the project to begin as soon as possible.
DISCUSSION
Staff observed the roadway surface exhibiting signs of subsidence near 145 Canyon Road. Upon further inspection, a retaining wall supporting the roadway was found to be in a failing condition causing the roadway to settle. The Town asked Miller Pacific Engineering Group, the Town’s Consulting Engineer, to develop plans and specifications for the replacement of the wall. Due to the proximity of the San Anselmo Creek, the Town engaged the services of Restoration Design Group (RDG) to manage the permitting process that is required by the Department of Fish and Wildlife when any work must take place in or adjacent to streams. Work within creeks and streams can only be performed during a period between June 15th and October 15. Upon completion of the permitting process and the design of the plans and specifications, staff issued a Request for Bids on June 13, 2023 and opened bids on July 25th 2023. The results of bids are as follows:
Contractor Bid
RWR Construction, Inc $406,588
Farallon Company $408,875
Westward Construction $424,398
Maggiora & Ghilotti $579,700
CF Contracting $680,680
2 Staff submitted a Joint Aquatic Resources Permit Application and has received authorization to proceed.
In addition, the California Water Resources Board has determined the project is categorically exempt from review under CEQA pursuant Section 15301, Existing Facilities – Class I.
The work is necessary to ensure the stability of the roadway and to prevent further damage from occurring. Inaction could result in complete failure of the wall and the collapse of the roadway resulting in limited access for over 20 homes beyond the site and increased costs if the project is an emergency, as opposed to a repair effort. The project is complicated due to the narrowness of the roadway at that location, and the intent is to maintain access for residents with minimal interruptions. Working within the creek bed also presents challenges to prevent pollution from entering the creek. A biological monitor will be required to review the work performed by the contractor to ensure that the site is maintained in the manner that the Department of Fish and Wildlife requires as part of the Town’s permit.
FISCAL IMPACT
There are funds available in the General Fund 51-816 to cover the $406,588 plus a 10% contingency for a total project amount not to exceed $447,246.
ATTACHMENTS
A. Resolution
B. Proposal from RWR Construction
1 RESOLUTION 23-__
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AWARDING THE BID AND AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH RWR CONSTRUCTION, INC IN THE AMOUNT OF $406,588 AND INCLUDE A 10% CONTINGENCY FOR A TOTAL PROJECT COST OF $447,246 FOR THE 145 CANYON ROAD RESTABILIZATION AND REPAVING PROJECT
WHEREAS, a retaining wall located at 145 Canyon Road adjacent to the roadway was identified as requiring replacement due to its failed condition; and WHEREAS, Staff issued a request for bids on June 13th and opened bids on July 25th, 2023; and
WHEREAS, staff received five (5) bids and that the results are as follows Contractor Bid
RWR Construction, Inc $406,588
Farallon Company $408,875
Westward Construction $424,398
Maggiora & Ghilotti $579,700
CF Contracting $680,680
and
WHEREAS, the work is necessary to ensure the stability of the roadway and maintain access for over 20 homes beyond the site; and
WHEREAS, the project is categorically exempt from review under CEQA pursuant Section 15301, Existing Facilities – Class I; and
WHEREAS, funds are available in general ledger account 51-813; and NOW, THEREFORE, BE IT RESOLVED:
1. RWR Construction, Inc is the lowest responsive and responsible bidder; and
2. The Town Council of the Town of Fairfax, California hereby awards the bid and authorizes the Town Manager to execute a contract with RWR Construction, Inc in the amount of $406588 and include a 10% contingency for a total project cost of $447,246 for the 145 Canyon Road Restabilization and Repaving project on the terms of its bid, which is incorporated herein by reference as if fully set forth herein. 2 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 2nd day of August 2023 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
________________________________
Chance Cutrano, Mayor
Attest: __________________________
Michele Gardner, Town Clerk