FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #15
MEETING DATE September 6, 2023
PREPARED FOR Mayor and Town Council
PREPARED BY Loren Umbertis, Director of Public Works
SUBJECT Receive Status Update on the Fairfax bridge projects
RECOMMENDATION
Receive report on status of Fairfax Bridge projects.
DISCUSSION
The Town of Fairfax is currently working on multiple bridge projects of varied sizes and complexity. The projects include:
a. Meadow Way Bridge Replacement
b. Azalea Ave Bridge Replacement
c. Creek Road Seismic Retrofit and Repaving
d. Bridge Preventative Maintenance Program (BPMP) which includes the following bridges:
i. Canyon Road
ii. Marin Road
iii. Spruce Road
Town of Fairfax has worked with California Infrastructure Consultancy, Inc to assist in managing the projects and to coordinate the specific steps required by regulatory agencies and other groups in order to perform the needed maintenance and repair work that has been identified to ensure the on-going stability and functionality of Fairfax’s bridges.
Due to the locations of the bridges along waterways, a number of conditions must be met before subsequent steps may be addressed. These include among many other things, determination of parcel ownership and property acquisition or easements when required, consultation with Federal Agencies and Tribal Communities regarding potential cultural resources that may be present, coordinate work with Utility agencies including PG&E, MMWD, Ross Valley Sanitary District, telecommunications for the removal and relocation of their assets, and address National Environmental Protection Act (NEPA) and California Environmental Quality Act (CEQA) regulations and conditions.
Beneficially to the Town of Fairfax, the cost of the projects is being funded predominantly by Caltrans, however, this also requires the Town to meet all of the conditions as required by Caltrans and associated agencies, all of which requires a systematic, thorough, and timeconsuming process. 2 Attached is a table outlining the various stages of progress for all of the projects. Due to changes in requirements placed upon the Town by Caltrans and other agencies, changes in scope and allowable times of construction, unavoidable delays may result in extending schedules out an additional year or more.
FISCAL IMPACT
Caltrans has committed to paying substantial portions of funds for the projects, some 100% and others up to 88% of the total construction, consultancy, and design costs, which is described in the attached table. A rough order of magnitude of construction costs for all projects is currently anticipated to be approximately $10M in today’s dollars. The option of Fairfax to assume full responsibility for the projects in an attempt to accelerate schedule may not be possible or viable as regulatory requirements may still be necessary regardless of whether Caltrans or Town of Fairfax funds/manages the projects.
ATTACHMENT
Status of Fairfax Bridges Table
Status of Fairfax Bridges:
Three Bridges (one
project) on:
- Marin Road
- Canyon Road
- Spruce Road
Bridge Preventive
Maintenance
Program (BPMP)
88.53% 88.53%
NEPA & CEQA
Documents
Imminent (review
and approval by
regulatory agencies
expected within 6
mos.)
Summer 2025
(potential to
stagger projects
for construction
management
efficiencies)
1. Finalizing most recent site cultural investigations & study to complete NEPA/CEQA requirements
2. Launch into ROW and utility phase after NEPA & CEQA
certifications
3. Submit updated request for design dollars.
June 21, 2021 24/25
June 14, 2021
September 18, 2019
Funds Availability for
Federal FY (Beginning
September 1 ea. Year)
U/K - Caltrans has not
responded for date of
Funding; Addtl requests
for Meetings have been
issued
23/24
Summer 2026 23/24
1. Finalizing most recent site cultural resource
investigations & study to complete NEPA/CEQA
requirements
2. Launch into ROW and utility phase after NEPA & CEQA
certifications
3. ROW Coordination between Town & two Homeowners
4. Submit updated request for design dollars.
Azalea Ave Br. Replacement 100% 100%
NEPA & CEQA
Proceeding. Based
upon resident
concerns, working
through details of
scope of work
2026
Creek Rd Br. Seismic Retrofit 100% 100%
NEPA & CEQA
Documents
Imminent (review
and approval by
regulatory agencies
expected within 6
mos.)
1. Town & CIC to meet with two new Homeowners at
project site
2. Town and CIC to meet again with two other
homeowners previously met with
3. Submit updated request for design dollars.
4. Town to host first design phase workshop &
neighborhood meeting
Fairfax Project Bridge Project
Type
Environmental
Status
Anticipated Year
of Construction
Meadow Way Br. Replacement 88.53% 100%
NEPA & CEQA
Cleared already.
Update the project's
Area of Potential
Effect (APE) map
Upcoming Tasks HBP Funding
Level - Design
HBP Funding
Level - ROW &
Construction
Summer 2025
1. Begin negotiations with five Home-owners and approve easement agreements
2. Begin the Eminent Domain process for two
nonresidential properties
3. Prepare Agreements for five Utility Owners
4. Submit updated request for ROW and design dollars to Caltrans
5. Give the last design phase workshop & neighborhood
meeting
Date of Initial Request
Submitted to Caltrans for
Additional Dollars
August 3, 2022