To: Members of the Public Works Commission
From: Jason Hauser, Project Manager Transportation
Title
Resolution Approving Service Agreements Between the Town of Castle Rock, CMH Concrete, Sabell’s Civil and Landscape and KRM Concrete for Minor Miscellaneous Pavement and Sidewalk On-call Repairs
Body
________________________________________________________________________________
Executive Summary
Staff is requesting approval of the resolution authorizing Service Agreements between the Town of Castle Rock, CMH Concrete, Sabell’s Civil and Landscape, and KRM Concrete for Minor Miscellaneous Pavement and Sidewalk On-call Repairs.
This annual program addresses a variety of small-scale, safety-related infrastructure needs throughout the Town that are not included in standard pavement maintenance contracts. Typical work includes sidewalk repairs, American with Disability Act (ADA) ramp upgrades, chase drain installation, asphalt & concrete pavement repairs and other miscellaneous improvements identified during the year.
These improvements support safe, accessible, and reliable infrastructure, enhance mobility for all users including pedestrians, bicyclists, and motorists and improve overall traffic operations by addressing localized hazards and deficiencies. Upgrades such as ADA ramps and sidewalk repairs improve pedestrian connectivity and accessibility, while drainage improvements help maintain roadway integrity and reduce potential impacts to vehicular travel. Collectively, these efforts extend the lifespan of Town assets while minimizing long-term maintenance costs.
The agreements will be for one-year terms, with up to four (4) one year optional renewals. The initial term will become effective upon execution and continue through May 31, 2027. For each renewal term, unit prices may be adjusted to reflect changes in the Producer Price Index (PPI). Any adjustments will be based on the most recently published PPI for the applicable industry classification, as issued by the U.S. Bureau of Labor Statistics. Staff selected three (3) contractors through a competitive bidding process. A total of three bids were received, staff is comfortable with the unit prices, and has had favorable past experience with all three contractors.
The 2026 allocated budget for this work is approximately $1,500,000 across multiple funds for these on-call services. Funding will support a range of small-scale, on-demand projects, including sidewalk and concrete repairs, ADA ramp upgrades, drainage improvements, and other safety-related enhancements.
Each agreement will indicate that two (2) other parties will be utilizing a communal budget amount of $1,500,000. Work under each agreement will be assigned on a task-order basis among the selected contractors. The lowest responsive bidder will be prioritized for the majority of work assignments to maintain cost efficiency, while the remaining contractors will be utilized as necessary to accommodate workload demands, ensure timely project delivery, and provide operational flexibility in addressing urgent or concurrent work needs. The total expenditure of all contracts will not exceed the budgeted amount that totals approximately $1,500,000.
Funding is provided by multiple Public Works divisions and Town departments, including Fire, Police, and Castle Rock Water. This shared funding approach enables the Town to efficiently deliver improvements that support pedestrian accessibility, roadway safety, emergency response access, and stormwater management, while maximizing the effective use of available resources across departments.
Discussion
The Minor Miscellaneous Pavement and Sidewalk Repair program is a key component of the Town’s infrastructure maintenance strategy, focusing on smaller, targeted improvements not included in larger pavement maintenance contracts. Typical work includes sidewalk repairs, upgrades to non-compliant ADA curb ramps, installation of chase drains to improve drainage, and other safety related repairs and projects identified through inspections, citizen requests, and ongoing condition assessments.
While small in scale, these improvements are critical to maintaining a safe, functional, and accessible transportation network. Timely repairs reduce trip hazards, enhance pedestrian mobility, ensure compliance with federal accessibility requirements, isolated pavement failures and address localized drainage issues that can accelerate pavement deterioration. Proactive maintenance also helps extend the useful life of infrastructure and reduces the need for more costly repairs in the future.
The use of an on-call service agreement with multiple contractors provides a level of flexibility and responsiveness that cannot be achieved through a single fixed scope contract. Selecting three contractors based on the lowest responsible bids promotes competitive pricing while ensuring adequate capacity to manage multiple work orders and respond to urgent safety needs. Work will be assigned on a task order basis, allowing staff to prioritize projects and align delivery with available funding.
To ensure a competitive procurement process, the project was advertised on BidNet on April 16, 2026, to solicit bids from qualified contractors. Attachment A provides a summary of bids received.
Schedule
• April 16, 2026 - Project advertised on BidNet to solicit competitive bids
• May 2026 - Bid review and contractor selection
• June 2, 2026 - Town Council consideration and approval of Service Agreement
• June 3, 2026 - Contract term begins
• June 2026 - May 2027 - Work performed on an on-call, task-order basis as needed
• May 31, 2027 - Initial contract term ends (with option for up to four one-year renewals)
Budget Impact
Funding for the Minor Miscellaneous Pavement and Sidewalk Repair program is included in the approved annual budget. Total anticipated annual expenditures are estimated between $1.25 million and $1.5 million, with approximately $750,000 to $1 million funded through the Pavement Maintenance Program (PMP) and an additional $500,000 funded by the Transportation Planning and Traffic Engineering Division for traffic safety improvements throughout Town. Additionally, $90,000 of scope has historically been performed for other Town departments, including Fire, Police and Castle Rock Water.
Annual Budget Allocation (Estimated)
|
Funding Source |
Estimated Amount |
|
Pavement Maintenance Program |
$750,000-$1,000,000 |
|
Traffic Safety (Traffic Division) |
$500,000 |
|
Other Town Departments |
$90,000 |
|
|
|
|
Total Estimated Annual Expenditures |
$1,500,000 |
Proposed Motion
“I move that the Public Works Commission recommend that Town Council approve the attached Resolution as introduced by title.”
Alternative motions:
“I move to recommend that Town Council approve the attached Resolution as introduced by title, with the following conditions: (list conditions)”
“I move to continue this item to the Public Works Commission meeting on (date) to allow additional time to (list information needed)”
Attachments
Resolution
Attachment A: Summary of Bid Results
Attachment B: CMH Concrete Pumping, Inc. Agreement
Attachment C: KRM Concrete LLC Agreement
Attachment D: SaBell’s Civil and Landscape LLC Agreement