FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #13
MEETING DATE March 6, 2024
PREPARED FOR Mayor and Town Council
PREPARED BY Loren Umbertis, Director of Public Works
SUBJECT Adopt a Resolution Authorizing the Town Manager to execute a contract with John Boylan Engineering for the Rockridge Storm Drain Improvement Project for $40,700 and include a contingency of 10% for a project total in an amount not to exceed $44,470
RECOMMENDATION
Authorize Town Manager to execute a contract with John Boylan Engineering for the Rockridge Storm Drain Improvement Project for $40,700 and include a contingency of 10% for a project total in an amount not to exceed $44,770.
BACKGROUND
On July 12, 2023, the Council authorized staff to initiate design contracts aimed at enhancing the Town’s stormwater system across various sites. One of the areas earmarked for improvement is located at the intersection of Rockridge and Iron Springs Road. The Town maintains a culvert at this location that has experienced recurrent instances of blockages caused by debris from stormwater flows originating from Bothin Creek. These obstructions often accumulate at a debris catcher within the culvert, leading to the creek overflowing and causing flooding along the adjacent banks and bridge. Subsequently, this flooding extends down Rockridge and onto Manor Drive. Notably, this site is regularly identified by staff as a critical ‘hot spot’ requiring inspection and cleaning during storm events.
DISCUSSION
CSW/ST2 has designed an overflow system to address potential blockages within the culvert.
In the event that staff is cannot promptly clear a blockage, this system will allow stormwater to re-enter the drainage system, thereby reducing the risk of street overflow. Such overflows have previously resulted in property damage and incurred substantial cleanup expenses following storms.
No work will be conducted within the creek bed itself, eliminating the need for any special permitting requirements for this maintenance project.
On January 29, 2024, staff issued a request for bids for this project and the bid opening was conducted on February 21, 2024. The Town received fourteen bids; the results are outlined below:
2 CONTRACTOR BASE BID
John Boylan Engineering $40,700
Michael Paul Co Inc $48,970
Coastside Concrete $55,000
Maggiora & Ghilotti $55,700
Hardiman Construction $56,100
Sandstone Engineering $60,250
Linscott Engineering $62,565.20
FJ&I Engineering $71,000
B+M Builders $72,325
A3 Pipeline $79,970
RWR Construction $82,046
North Bay Excavation $82,300
Aarensen Wildcat $91,200
LVI Engineering $95,950
After reviewing the bids, staff have concluded that John Boylan Engineering has submitted a bid that is both responsible and responsive. Staff recommend that the Town Council award a construction contract for the project to them. Additionally, staff recommend including a 10% contingency of $4,070 to account for any unforeseen conditions that may arise during the project.
FISCAL IMPACT
With the acceptance of the bid from John Boylan Engineering and a contingency fund of $4,070, the project’s fiscal allocation totals $44,770. These funds originate from the Storm Drain Improvement fund 51-827.
Staff recommends using American Rescue Plan Act (ARPA) funding, specifically described within fund 51-827. This project qualifies for ARPA funding under the water category.
ATTACHMENTS
Resolution
1 RESOLUTION 24-__
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH JOHN BOYLAN
ENGINEERING FOR THE ROCKRIDGE STORM DRAIN IMPROVEMENT PROJECT IN THE AMOUNT OF $40,700 AND INCLUDE A CONTINGENCY OF 10% FOR A PROJECT TOTAL NOT TO EXCEED $44,770
WHEREAS, the Town Council recognizing the necessity to enhance the storm water system, authorized staff to enter into design contracts for improvements at multiple locations, including Rockridge and Iron Springs Road; and
WHEREAS, following a competitive bidding process initiated on January 29, 2024, John Boylan Engineering submitted the lowest responsible and responsive bid of $40,700 for the Rockridge Storm Drain Improvement Project; and
WHEREAS, Staff have reviewed the bids and has determined that John Boylan Engineering has submitted the lowest responsible and responsive bid; and WHEREAS, the project's importance is underscored by the potential for property damage and significant cleanup costs resulting from stormwater overflows, should the culvert become blocked; and WHEREAS, to ensure the project's successful completion and allow for the management of unforeseen conditions, a contingency of 10% ($4,070) is recommended; and WHEREAS, Council authorizes use of the American Rescue Plan Act (ARPA) funding allocated in Town fund 51-827 for this water project; and
NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Fairfax, California hereby proclaims and authorizes the Town Manager to execute a contract with John Boylan Engineering for the Rockridge Storm Drain Improvement Project for $40,700 and include a contingency of 10% for a project total in an amount not to exceed $44,070.
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 6th of March 2024 by the following vote:
AYES:
NOES:
ABSENT:
_____________________________
Barbara Coler, Mayor
Attest:
___________________________
Christine Foster, Deputy Town Clerk