FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #18
MEETING DATE November 6, 2024
PREPARED FOR Mayor and Town Council
PREPARED BY Loren Umbertis, Director of Public Works, Town of Fairfax SUBJECT Authorize Town Manager to Execute and Pay for a Contract with CEAU dba Castillon Company for the Storm Drainage and Repaving Project on Park Road in an Amount Not to Exceed $1,939,558.00; and Approve Appropriating American Rescue Plan Act (ARPA) Funds for the Project
RECOMMENDATION
Staff recommend that the Town Council:
1. Authorize the Town Manager to execute a contract with CEAU dba Castillon Company for the Storm Drainage and Repaving Project on Park Road in an amount not to exceed $1,763,279.00
2. Approve a 10% contingency of $176,279 for potential unforeseen conditions, for a total project amount not to exceed $1,939,558.00
3. Approve the appropriation of $1,799,422 ARPA funds for the project.
BACKGROUND
Park Road, located between Bolinas and Spruce Road, is an essential route connecting residents to Peri Park, Fire and Police services, the Women’s Club, and Town Hall. The road currently suffers from insufficient storm drainage, leading to regular flooding, sediment buildup, and accelerated road degradation. This impacts the safety and usability of the roadway and adjacent sidewalks.
In 2020, the Town received $1,799,422 in American Rescue Plan Act (ARPA) funds to enhance stormwater infrastructure. The Town Council directed staff to focus these funds on improvements like the Park Road project improvements. The project will include capturing and treating stormwater before it enters Fairfax Creek, meeting stormwater permitting requirements, and repaving the road for better access, including compliance with the Americans with Disabilities Act (ADA) standards.
The Town issued a Request for Bids on September 25, 2024, and received responses by October 29, 2024. After review, staff have determined that CEAU dba Castillon Company submitted the most responsible and responsive bid.
DISCUSSION
The Storm Drainage and Repaving Project on Park Road will achieve multiple objectives:
• Storm Drainage: Capture and treat stormwater runoff, reducing flooding and sediment on Park Road.
• Road Improvements: Resurface the road and improve sidewalk conditions, facilitating safer access for pedestrians, including ADA-compliant curb ramps. • Compliance: Meet stormwater management requirements and ARPA funding obligations 2 As mentioned, the Town issued a Request for Bids on September 25, 2024 and opened bids on October 29, 2024 and the results are as follows:
CONTRACTOR BASE BID
CEAU dba Castillon Company $1,763,279.00
Maggiora & Ghilotti $1,789,275.00
Ghilotti Bros. $1,830,959.50
Ground Control Inc $2,380,000.00
Awarding the contract to CEAU dba Castillon Company will enable the project to proceed as planned, utilizing ARPA funds before the federal deadlines of obligating funds by December 31, 2024, and spending them by December 31, 2026. A 10% contingency of $176,327 is recommended to accommodate any unforeseen issues or scope changes during construction.
Staff have reviewed the bids and determined that CEAU dba Castillon Company has submitted a responsible and responsive bid and recommends that the Town Council award a construction contract for the project. Staff noted that the total $1,763,279 written on the bid is $2,700 less than the sum of the individual bid items, and staff has requested confirmation from Castillon Company that it will honor the not to exceed amount of $1,763,279. Staff recommends including a 10% contingency of $176,327 to address unforeseen conditions that may arise during the project. Due to the cost of the project exceeding the authority of the Town Manager to authorize, staff seeks approval from the Town Council to authorize the Town Manager to award and pay for a contract with CEAU dba Castillon Company to perform the work.
FISCAL IMPACT
The contract amount with CEAU dba Castillon Company will not exceed $1,763,279.00, with a 10% contingency of $176,327, bringing the total project cost to $1,939,558.00.
Funding will be sourced from $1,799,422 in ARPA funds allocated for stormwater infrastructure improvements and Streets and Roads Improvement funding, with the remaining $140,166 covered by unused funds in the Capital Improvement Projects (51 Fund).
ATTACHMENTS
A. Bid from CEAU dba Castillon Company dated October 29, 2024 B. Resolution
ATTACHMENT A
1 ATTACHMENT B
RESOLUTION NO. 24-
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AUTHORIZING THE TOWN MANAGER TO EXECUTE AND PAY FOR A CONTRACT WITH CEAU dba CASTILLON COMPANY FOR THE STORM DRAINAGE AND REPAVING PROJECT ON PARK ROAD IN AN AMOUNT NOT TO EXCEED $1,763,279.00, APPROVING A 10% PROJECT CONTINGENCY OF $176,327, AND APPROPRIATING ALL AVAILABLE
AMERICAN RESCUE PLAN ACT (ARPA) FUNDS FOR THE PROJECT
WHEREAS, the Town of Fairfax has identified the need for storm drainage improvements and repaving of Park Road, a critical route connecting residents to Peri Park, Town Hall, the Women’s Club, the Fire Station, and downtown Fairfax; and
WHEREAS, Park Road currently experiences inadequate storm drainage, resulting in flooding, sediment buildup, and road degradation, which affect the safety, accessibility, and usability of the roadway and adjacent sidewalks; and
WHEREAS, the Town received $1,799,422 American Rescue Plan Act (ARPA) funds in 2020, specifically allocated for stormwater infrastructure improvements, including stormwater management and road repaving; and
WHEREAS, the Town Council directed staff to utilize these ARPA funds to enhance stormwater infrastructure, which includes capturing and treating stormwater runoff, reducing flooding, sediment buildup, and improving road and pedestrian accessibility, including compliance with the Americans with Disabilities Act (ADA) standards; and
WHEREAS, the Town issued a Request for Bids on September 25, 2024, for the Storm Drainage and Repaving Project on Park Road and, with CEAU dba Castillon Company submitting the most responsible and responsive bid; and
WHEREAS, awarding the contract to CEAU dba Castillon Company will allow the project to be completed in compliance with ARPA funding requirements, including obligating funds by December 31, 2024, and expending them by December 31, 2026; and WHEREAS, the total project cost, including a 10% contingency for unforeseen conditions, will not exceed $1,939,558.00 with funding from ARPA and the Capital Improvement Projects (51 Fund).
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Fairfax as follows:
1. The Town Manager is authorized to execute a contract with CEAU dba Castillon Company for the Storm Drainage and Repaving Project on Park Road, for a contract amount not to exceed $1,763,279.
2. A 10% contingency, totaling $176,327, is approved to address unforeseen conditions or project scope adjustments, bringing the total project authorization to $1,939,558.
3. The allocation of all remaining ARPA funds to finance the Storm Drainage and Repaving Project on Park Road is approved, in accordance with stormwater infrastructure improvement objectives and enhanced roadway safety and accessibility. 2 PASSED AND ADOPTED by the Town Council of the Town of Fairfax on this 6th day of November, 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST
____________________________ ________________________________
BARABARA COLER CHRISTINE FOSTER
MAYOR DEPUTY TOWN CLERK