To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Daniel Sailer, P.E., Director of Public Works
Title
Resolution Approving a Construction Contract with Vance Brothers, Inc., for the 2023 Slurry Seal Project
Body
________________________________________________________________________________
Executive Summary
Maintaining the Town’s streets is important for public safety, travel efficiency, and as a means to extend the useable life of the streets. This overall project is the annual Pavement Maintenance Program (PMP) for the Town’s street system and is intended to preserve the Town’s street infrastructure. Preservation and rehabilitation treatments work to extend the lifespan of street segments at the lowest lifecycle cost. And, once street segments reach the end of their lifespan, reconstruction projects are identified. The PMP, and reconstruction projects meet the Town’s Vision Statement goals of:
• Providing outstanding community services including police, fire, emergency medical, parks, recreation, water and transportation
• Ensure a Town government accountable for its vision, mission and values
The Town of Castle Rock annually budgets for the PMP to perform needed maintenance to the Town’s street system. Maintenance work generally consists of asphalt patching, overlay, reconstruction, slurry seal, sidewalk, curb & gutter repair, concrete panel replacement, and other pavement preservation treatments. In 2011 Town Council approved the rotating Five Year Pavement Maintenance Program. The 2023 maintenance work will be performed at various locations within the East PMP regionalized area. Primary street maintenance is scheduled for Mikelson Blvd and Woodlands Blvd. All maintenance activities are summarized on the 2023 PMP map (Attachment A).
The budget for the 2023 PMP is $10,900,000 and the budget for 2023 reconstruction projects is $7,600,000 for a total 2023 Budget of $18,500,000. The total of the low bid results for identified work is $16,584,128. Staff recommends adding contingencies for the various PMP projects and reconstructions for unforeseen conditions that total $1,658,414, or 10% of the contract amounts, for a total authorization of $18,242,542. Staff is comfortable with the contingencies and believes the identified work can be managed to comply with the plans and specifications. Contingency amounts will only be used if needed during this period. Any remaining contingency may be used to further expand the scope of work.
Notification and Outreach Efforts
Staff has developed specific public coordination outreach to ensure that residences and businesses will understand construction impacts and how this may affect access to individual businesses and residences. Public outreach will occur in numerous forms such as; 1) the Public Outreach Open House, 2) Town newsletters, 3) HOA newsletters, 4) Town social media, 5) Door notifications, 6) Press releases, 7) the Town website, and others. Residents and businesses will be notified of actual dates that work is to be completed adjacent to their properties, and traffic control plans will be developed and managed to ensure worker and public safety.
Town staff will host an in-house Public Outreach Open House in March. This Public Outreach Open House will consist of detailed maps of the 2023 maintenance work to let concerned residents know which streets will receive treatments and how it may affect them. This year’s PMP Open House will be held at The Ridge House - Founder’s Village, 4501 Enderud Blvd. Staff plans to coordinate with neighborhood Home Owners Associations (HOA). Furthermore, press releases will be published before the start of PMP construction season to notify the public of work locations and dates.
History of Past Town Council, Boards & Commissions, or Other Discussions
The Public Works Commission at their October 3, 2011 meeting voted unanimously to recommend to Town Council to adopt the proposed Five Year Pavement Maintenance Program, and the Overall Condition Index (OCI) goal to be set at 75 for primary streets and 70 for residential streets. The OCI is an average rating of each street’s condition. This was done in an effort to minimize impacts of roadway maintenance to residents, and to reduce costs of work by concentrating in one area of Town. Town Council approved the Town’s rotating five year PMP regionalized area plan for residential streets at the November 1, 2011 Town Council meeting. The Town’s five-year regional plan divides the Town into five regionalized areas. Primary streets can be included in any year of the five-year program. The PMP program will then annually rotate around these five areas excluding primary streets and downtown Castle Rock such that every fifth year repairs to an area’s residential street system will occur. In addition to the regionalized Five Year Pavement Maintenance Program, the Public Works Department has developed the Strategic Asset Management Plan (SAMP) to maximize value from each asset for our stakeholders. Staff has begun making adjustments to the regionalized plan to better align with SAMP policies of working to obtain the lowest total lifecycle cost.
Discussion
The Town’s goal for the PMP is to preserve and extend the life of the Town’s streets by making the most cost effective annual improvements to selected street segments. These goals are met when proper street maintenance is administered to these segments.
Staff determines which streets require maintenance by evaluating street condition ratings in addition to a subjective analysis. A pavement maintenance management program, the Cartegraph Pavement Asset Module, establishes these condition ratings. This program establishes a condition rating based on staff field observations for the streets, and rates them from poor to excellent condition. Different types of street maintenance treatments, such as crack seal, slurry seal, mill & overlay, full depth reclamation, and reconstruction are identified based on the condition of each roadway.
Slurry Seal is a form of maintenance to keep newer streets in good condition. This type of seal is thin in nature and meant to keep water out of minor cracks and improve skid resistance. This year the Town will complete approximately 27 lane-miles of slurry seal, which is approximately 3% of the Town’s streets. A lane-mile is a single lane width by a mile long.
The invitation to bid for construction of this projects was advertised in December 2022. Bids were opened for the projects on January 19, 2023.
The Slurry Seal bid was checked for accuracy, references were checked, and all documents were reviewed for contract compliance. Staff believes that the recommended bidder is qualified to perform the work associated with the respective maintenance contract. A summary of the individual contract with bid amount plus contingency and the contractor is shown on the following table:
2023 PMP RECOMMENDED AWARD
PROJECT BID AMOUNT CONTRACTOR
PLUS
CONTINGENCY
2023 Slurry Seal Project $1,291,384 Vance Brothers Inc.
+ $129,138 (10%) Denver, CO
Contingency
TOTAL $1,420,522 120-3140-431.40-35
It is anticipated that the slurry seal placement will begin in early July. The asphalt repairs and crack seal portions will occur mid-June.
Budget Impact
The budget for the 2023 PMP is $10,900,000 and the budget for 2023 reconstruction projects is $7,600,000, for a total 2023 Budget of $18,500,000. The total of the low bid results for identified work is $16,584,128. Staff recommends adding contingencies for the various PMP projects and reconstructions for unforeseen conditions that total $1,658,414, or 10% of the contract amounts, for a total authorization of $18,242,542. The remaining budget of $257,458 has been identified for the annual miscellaneous concrete project, and other miscellaneous asphalt and concrete needs.
Recommendation
The Public Works Commission and Public Works staff recommend approval of the attached Resolution for the construction contract with Vance Brothers, Inc. for the 2023 Slurry Seal project.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternate Motion
“I move to approve the Construction Contract between the Town of Castle Rock and Vance Brothers Inc. for the 2023 Asphalt Overlay Project, with the following changes….”
Attachments
Resolution
Contract
Attachment A: 2023 PMP Project Map
Attachment B: 2023 PMP Project Bid Proposal Summary