FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #4
MEETING DATE August 6, 2025
PREPARED FOR Mayor and Town Council
PREPARED BY Kristin Arnold, PE - Public Works Director
SUBJECT Adopt a Resolution Authorizing the Town Manager to Execute an Amendment to the Professional Services Agreement with CSW/ST2 for the Park Road Rehabilitation and Improvement Project
RECOMMENDATION
Adopt a Resolution authorizing the Town Manager to execute an Amendment to the Professional Services Agreement with CSW/ST2 for the Park Road Rehabilitation and Improvement.
BACKGROUND
On July 12, 2023, the Fairfax Town Council authorized the Town Manager to execute a contract with CSW/ST2, a civil engineering firm, to design improvements to the stormwater system along Park Road between Spruce Road and School Street. Additionally, on March 6, 2024, the Council authorized the Town Manager to execute an amendment to address and improve the roadway surface along the entire length between Spruce Road and Bolinas Road, as well as to upgrade the sidewalk to meet current ADA accessibility requirements.
The construction contract was awarded in November 2024, with the goal of starting construction in the fall of 2025. Currently, Marin Water is replacing a water main located on Park Road, after which the sewer and gas utilities must also be replaced to avoid conflicts with the new stormwater system.
DISCUSSION
The Park Road Rehabilitation and Improvement project will enhance the stormwater system by adding new 24-inch storm drains in Park Road and School Street, installing a large trash capture device, and constructing a small bioretention system. Additionally, it will rehabilitate the roadway and improve sidewalk accessibility along Park Road. Each of these components requires engineering support such as reviewing submittals, responding to requests for information (RFIs), conducting site inspections, and promptly resolving unforeseen field issues to avoid delays or cost overruns. Careful review and oversight are critical to ensure the project is constructed per the specifications, which can be difficult with limited staff availability.
CSW/ST2 developed the design drawings and specifications for this project and is well-suited and qualified to support the construction phase. Their continued involvement will provide essential oversight to ensure the contractor adheres to design specifications and local standards. This helps protect the Town’s investment by maintaining quality, minimizing the risk of future maintenance issues, and supporting long-term performance and compliance. Engineering support during construction is not only a best practice but also critical to the success of the project. CSW/ST2 has submitted a proposed amendment to provide these services: attendance at the preconstruction meeting, review and response to submittals, review and response to twelve RFIs, four site visits, preparation of one punch list, drafting of final record drawings, and project management, for an amount not to exceed $17,850. 2 NEXT STEPS
Staff is currently working to finalize the construction schedule. Several utilities along Park Road, including water, sewer, gas, and electrical lines, require replacement. The water and electrical utility work has been completed, and staff is now coordinating with the sewer and gas providers to replace their utilities.
Ross Valley Sanitary has indicated they can likely to begin in October. Additional coordination with PG&E is needed to confirm the schedule for the gas line work. Because the existing gas lines conflict with the new storm drain alignment, they must be relocated before the storm drain can be installed. The Town’s construction phase will move forward either in coordination with the sewer and gas work this fall or be deferred to spring 2026. The spending deadline for the American Rescue Plan Act (ARPA) funding is December 2026. In addition, staff is working with the Town’s consultant arborist to ensure the redwood tree roots are being protected during construction.
FISCAL IMPACT
CSW/ST2’s original contract to improve stormwater conveyance was $29,750. The first amendment, for the design of plans and specifications for the rehabilitation of the full length of Park Road, including sidewalks and curb ramps, was $32,280. This second amendment, covering engineering support during construction, is for $17,850, bringing the total commitment for CSW/ST2 to $79,880. Funds are available in the Storm Water Improvements project (51-827) which is funded by the Federal Stimulus Fund (25-715) from ARPA.
ATTACHMENTS
A. CSW/ST2 Proposal
B. Resolution
Adaptive Solutions for Resilient Designs
504 Redwood Boulevard, Suite 310
Novato, CA 94947
415.883.9850
www.cswst2.com
Berkeley | Novato | Petaluma | Pleasanton | Redwood City | Richmond Date: July 5, 2025
Revised: July 14,2025
File: 2300142
Kristin Arnold, Public Works Director via email only
Town of Fairfax [email protected]
142 Bolinas Road
Fairfax, CA 94930
RE: Additional Service Request No. 2
Park Road Rehabilitation Project - Construction Administration Services Dear Kristin,
CSWST2 appreciates the opportunity to support the construction phase associated with the Town’s roadway and storm drainage project along Park Road. We understand CEAU Company was the apparent low bidder with a base bid of $1,763,279. Additionally, we understand the project duration is 90 calendar days following the Notice to Proceed. Construction commencement is anticipated in Fall 2025. Listed below is our scope of services associated with construction support services.
ATTACHMENT A
July 5, 2025
P:\Shared\Projects\2023\2300142 Fairfax SD Park Road\DOC\100 Administration\101 Proposal\AS-02\AS-02 2025-07-05 Park Road Construstion Admin Proposal - CSW.doc
SCOPE OF SERVICES
1. Preconstruction Meeting: CSW|ST2 will be available to attend one (1) preconstruction meeting with the successful construction contractor.
2. Review Submittals: CSW|ST2 will review contractor submittals as necessary per the civil related documents.
3. Respond to RFI's: CSW|ST2 will respond to civil related contractor Requests for Information (RFI's). An allowance for up to twelve (12) responses has been provided.
4. Site Visits: CSW|ST2 will provide periodic on-site field observations to review the progress of construction and conformance to plans as directed by the Executive Architect. An allowance for four (4) visits has been provided.
5. Punch List: CSW|ST2 will take part in one (1) pre-punch list observation and prepare a punch list of civil related items. Following substantial completion of the punch list, we will perform a final punch list walk and coordinate with Town staff for final project close-out.
6. Record Drawings: CSW|ST2 will prepare one (1) set of record drawings of the civil related site improvements, to be drafted from field mark-ups provided by the General Contractor at project completion.
7. Project Management: CSW|ST2 provided an allowance for up to 8-hours for unforeseen requests by Town Staff. This line item will only be utilized if authorized in writing by Town Staff.
FEES
CSW|ST2 agrees to provide the services described above for the following fixed fees, based upon our current Hourly Rates and Billing Policy (enclosed). Services will be billed monthly as percent complete.
Construction Administration
1. Preconstruction Meeting` $ 800
2. Review Submittals $ 3,600
3. Respond to RFIs $ 4,000
4. Site Visits $ 3,200
5. Punch List $ 2,200
6. Record Drawings $ 1,800
7. Project Management $ 2,000
8. Reimbursable $ 250
Construction Administration $ 17,850
Very truly yours,
Richard J. Souza, R.C.E. #67892
Enclosures
Deliverables:
• 24x36 Record Drawing Set
• Response to RFI’s and Submittals
• Punch List
CSWST2.com
Adaptive Solutions. Resilient Designs. Engineering ∙ Urban Planning ∙ Land Surveying ∙ Landscape Architecture CSWST2 BILLING RATE SCHEDULE
Effective January 1, 2025 – December 31, 2025
ENGINEERING SERVICES HOURLY RATES
SURVEYING SERVICES HOURLY RATES
OTHER PROFESSIONAL SERVICES HOURLY RATES
Principal $ 277.00
Associate Principal $ 252.00
Senior Project Manager $ 247.00
Project Manager $ 233.00
Sr. Landscape Architect $ 177.00
Landscape Architect $ 161.00
Construction Manager $ 242.00
Resident Engineer $ 233.00
Field Engineer $ 200.00
Technical Writer $ 142.00
Graphic Illustrator $ 135.00
Project Assistant $ 104.00
All expenses for transportation (mileage, bridge fare, etc.) will be charged at the Internal Revenue Service rate plus 10%.
Filing fees, checking fees, prints, and other outside costs (such as agency submittal/permit fees etc.) will be charged at cost, plus service charges at the rate of 10%.
Billing will be monthly net 30 days.
Senior Engineer $ 207.00
Engineer I, II, III $ 148.00 - $ 180.00 - $ 200.00
Engineer Technician $ 135.00
Engineer Assistant $ 104.00
Senior Surveyor $ 207.00
Surveyor I, II, III $ 148.00 - $ 180.00 - $ 200.00
Survey Technician $ 135.00
Survey Assistant $ 104.00
Two-Person Survey Party $ 350.00
Survey Party Chief $ 227.00
Survey Chainman $ 124.00
Survey Apprentice $ 115.00
Aerial Drone Surveyor $ 224.00
1 ATTACHMENT B
RESOLUTION 25-
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AUTHORIZING THE TOWN MANAGER TO EXECUTE AN AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH CSW/ST2 FOR THE PARK ROAD REHABILITATION AND
IMPROVEMENT PROJECT
WHEREAS, On July 12, 2023, the Fairfax Town Council Authorized the Town Manager to execute a contract with CSW/ST2, a civil engineering firm, to design improvements to the stormwater system along Park Road ($29,750); and
WHEREAS, On March 6, 2024, the Fairfax Town Council Authorized the Town Manager to execute a first amendment to the contract with CSW/ST2, a civil engineering firm, to design improvements to the stormwater system along Park Road ($32,280); and
WHEREAS, Careful review and oversight are critical to ensuring the project is constructed per the specifications; and
WHEREAS, CSW/ST2 developed the design drawings and specifications for this project, making them well-suited and qualified to support the construction phase; and WHEREAS, CSW/ST2 has submitted a proposed amendment to provide these services: attendance at the preconstruction meeting, review and response to submittals, review and response to twelve RFIs, four site visits, preparation of one punch list, drafting of final record drawings, and project management, for an amount not to exceed $17,850 (for a total contract amount of $79,880).
NOW, THEREFORE, BE IT RESOLVED that
1. The Town Council of the Town of Fairfax hereby authorizes the Town Manager to sign the Second Amendment to the Professional Services Agreement with CSW/ST2 as described in the staff report and attached exhibits.
2. The Town Manager is directed to execute the amendment to carry out this resolution.
3. This resolution shall become effective immediately, as determined by law or policy.
PASSED, APPROVED, AND ADOPTED by the Town Council of the Town of Fairfax on this [6th day of August 2025], by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
___________________________________
LISEL BLASH
MAYOR
ATTEST:
____________________________________
CHRISTINE FOSTER
DEPUTY TOWN CLERK