FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #8
MEETING DATE June 5, 2024
PREPARED FOR Mayor and Town Council
PREPARED BY Loren Umbertis, Director of Public Works
SUBJECT Authorize Town Manager to Execute a Contract in the Amount of $41,250 with Maggiora & Ghilotti for Emergency Road Repair Work Along Sir Francis Drake
RECOMMENDATION
Staff recommends that the Town Council authorize the Town Manager to execute a contract with Maggiora & Ghilotti in the amount of $41,250 for emergency road repairs to address hazardous conditions on Sir Francis Drake.
BACKGROUND
Certain sections of Sir Francis Drake in the Town of Fairfax are in poor condition, resulting in significant road degradation and potholes. While comprehensive repairs are currently unaffordable, emergency patching is necessary to address the most critical issues.
DISCUSSION
The Public Works Department regularly uses cold patch asphalt for minor potholes, but larger sections require more extensive repairs using a process called “mill and fill”, which involves grinding out the roadway to a depth of two inches and replacing it with hot mix asphalt. This work requires heavy equipment and traffic control.
Staff solicited estimates from four local contractors and received two responses:
CONTRACTOR BASE ESTIMATE
Maggiora & Ghilotti $37,500
Nerviani Paving $69,600
Farallon Construction Did not submit
Ghilotti Bros Did not submit
The project will patch approximately 4,000 square feet of roadway, mainly between Marin Road and June Court. Based on the bids, staff determined that Maggiora & Ghilotti provided the most responsible and responsive bid. Staff recommends that the Town Council award a construction contract for the project. Staff recommends including a 10% contingency of $3,750 to address unforeseen conditions that may arise during the project. Due to the cost of the project exceeding the Town Manager’s $25,000 authority, staff requests Town Council provide authorization to the Town Manager to award a contract to Maggiora & Ghilotti to perform the work. 2 FISCAL IMPACT
The estimate from Maggiora & Ghilotti is in the amount not to exceed $37,500 except in the event of discovery of unforeseen issues or changes to original scope. Staff recommends that a project contingency of $3,750 be added for a project total of $41,250. Funds are available in the Streets and Roads Resurfacing fund 53-887.
ATTACHMENTS
A. Resolution
B. Estimate from Maggiora & Ghilotti
1 RESOLUTION 24-__
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH MAGGIORA & GHILOTTI FOR
EMERGENCY ROAD REPAIR WORK ALONG SIR FRANCIS DRAKE BOULEVARD IN THE AMOUNT OF $37,500
WHEREAS, certain sections of Sir Francis Drake in the Town of Fairfax are in a poor condition, where the road has degraded and potholes have formed; and
WHEREAS, comprehensive repairs are currently unaffordable, necessitating immediate emergency patching; and
WHEREAS, the Department of Public Works routinely uses “cold patch” for minor potholes, but larger sections require “mill and fill” repairs; and
WHEREAS, the proposed work will patch approximately 4,000 square feet of roadway between Marin Road and June Court; and
WHEREAS, Staff solicited estimates for this emergency work from four companies; and WHEREAS, Staff have reviewed the estimates and has determined that Maggiora & Ghilotti has submitted a responsible and responsive estimate in the amount of $37,500; and WHEREAS, the total project cost, including a 10% contingency of $3,750 for unforeseen conditions, is $41,250, with funds available in the Streets and Roads Resurfacing fund (53-887).
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 Maggiora & Ghilotti for emergency road repairs on Sir Francis Drake Boulevard, not to exceed $41,250.
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 June 2024 by the following vote:
AYES:
NOES:
ABSENT:
ATTEST:
_________________________________ ______________________________ Barbara Coler, Mayor Christine Foster, Deputy Town Clerk
ATTACHMENT A
03/20/2024 8:59
2024025SG Fairfax - SFD Patches
*** Scott Ghilotti BID TOTALS
Biditem Description Quantity Units Unit Price Bid Total 1 1 Mob and Traffic Control 1.000 LS 9,500.00 9,500.00
2 2" Digout & Pave 4,000.000 SF 7.00 28,000.00
Bid Total ========> $37,500.00
ATTACHMENT B
SFD @ Oak Manor
4 x 180 - Long Patch in Westbound Lane
30 x 25 - Intersection Patch (review and discuss with Town prior to start) 100 ft
N
➤
Image © 2024 Airbus
Image © 2024 Airbus
SFD Westbound
8 x 30 - Just Past 711
4 x 95 - Bus Stop Area
200 ft
N
➤
Image © 2024 Airbus
Image © 2024 Airbus
SFD Eastbound
4 x 36 - East of (E) Patch @ Creekside Apartments
4 x 100 - West of (E) Patch @ Lanai Apartments
4 x 40 - West of SSMH Between Lanai and Drake Manor Apartments 4 x 90 - Bus Stop at Drake Manor Apartment
200 ft
N
➤
Image © 2024 Airbus
Image © 2024 Airbus
SFD @ Marin Road
8' x 55'
200 ft
N
➤
Image © 2024 Airbus
Image © 2024 Airbus