HomeMy WebLinkAboutPW Sourthern Heights-Courtright-Pearce Retaining Walls Project____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: August 21, 2023
Disposition: Authorized the City Manager to award and execute the agreement
Agenda Item No: 4.g
Meeting Date: August 21, 2023
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: April Miller, Public Works Director
Philip Buckley, Senior Engineer
City Manager Approval: ______________
File No.: 16.01.292
TOPIC: SOUTHERN HEIGHTS/COURTRIGHT/PEARCE RETAINING WALLS
PROJECT
SUBJECT: AWARD THE CONSTRUCTION AGREEMENT FOR THE SOUTHERN HEIGHTS/COURTRIGHT/PEARCE RETAINING WALLS PROJECT TO VALENTINE CORPORATION IN THE AMOUNT OF $993,369
RECOMMENDATION:
1.Award the construction agreement for the Southern Heights/Courtright/Pearce Retaining Walls
Project, to Valentine Corporation in the amount of $993,369.
2.Authorize the City Manager to execute the construction agreement.
3.Appropriate $1,150,000 for the agreement, including contingency funds of $156,631.
BACKGROUND:
This project consists of two retaining wall sites located approximately one-quarter of a mile apart. The
first location is between the northwest corner of 78 Southern Heights Boulevard and the intersection of
Southern Heights Boulevard and Courtright Road. The second location is adjacent to 155 Pearce Road,
160 feet southeast from the intersection of Pearce Road and Southern Heights Boulevard.
A portion of Southern Heights Boulevard, just uphill from the private driveway known as Courtright Road,
has experienced lateral soil creep and settlement as evidenced by cracking of the roadway surface. The
steep slope between Southern Heights Boulevard and Courtright Road has experienced erosion and
minor sloughing, most likely because of surface runoff from Southern Heights Boulevard. In addition,
during the 2023 winter storms, a tree fell along this slope, which expedited the settlement on a portion of
the slope where the wall was proposed.
On November 18, 2019, the City Council awarded the professional services agreement for the Southern
Heights retaining wall design to Mark Thomas and Company.
On January 12, 2023, City maintenance crews noticed roadway distress and a possible wall failure along
the eastern edge of Pearce Road. The geotechnical engineering firm, Miller Pacific Engineering Group,
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
evaluated slope stability and determined that due to the narrow width of the roadway, the road needed
to remain closed until a new retaining structure could be built to stabilize the failure area.
The two retaining walls will provide slope stability for the roadways. Additionally, the project will include
roadway resurfacing, drainage improvements, tree removal, erosion and sediment control, and
pedestrian safety railing.
ANALYSIS:
On July 7, 2023, the project was advertised in accordance with San Rafael’s Municipal Code. On July
28, 2023, the following bids were received and read aloud:
NAME OF BIDDER AMOUNT
Maggiora & Ghilotti, Inc. $1,117,117
Valentine Corporation $993,369
The construction bids were reviewed by City staff. The low bid of $993,369 from Valentine Corporation
was found to be responsive and responsible.
FISCAL IMPACT:
Staff recommends appropriating $1,150,000, consisting of the Valentine Corporation base bid of
$993,369 and an additional 15% contingency of $156,631 for City Project No. 11361.
The City has set aside $1,225,000 in the Capital Improvement Program (CIP) using a combination of
Fund 605 (Liability Fund) and Fund 206 (Gas Tax).
Fund 605 (Liability) will be used for the Southern Heights/Courtright portion of the project. In January
2021, the City entered into a Settlement Agreement with respect to the action Stewart Miller, et al. v. City
of San Rafael, et al., Marin County Superior Court case no. CIV 1703948. Under the terms of the
settlement agreement, the plaintiffs waive all claims against the City if the City constructs a retaining wall
system and drainage improvements. Fund 206 (Gas Tax) will be used for the Pearce Road Portion of the
project. Availability of funding within the Liability Fund to support this appropriation is contingent on a
proposed FY22-23 year-end transfer from the General Fund, as referenced in the budget adoption staff
report dated June 5, 2023, and scheduled for Council action at the meeting of September 18th.
OPTIONS:
1. Award the contract as recommended.
2. Do not award the contract and direct staff to rebid the project. If this option is chosen, rebidding
will delay construction.
3. Do not award the contract and provide direction to staff.
RECOMMENDED ACTION:
1. Award the construction agreement for the Southern Heights/Courtright/Pearce Retaining Walls
Project, to Valentine Corporation in the amount of $993,369.
2. Authorize the City Manager to execute the construction agreement.
3. Appropriate $1,150,000 for the agreement, including contingency funds of $156,631.