To: Honorable Mayor and Members of Town Council
From: Aaron Monks, Project Manager
Title
Presentation: Award of Contracts for the 2016 Pavement Maintenance Program
Body
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Executive Summary
Maintaining the Town’s streets in 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) of the street system and is intended to preserve the Town’s street infrastructure. This program meets the Town’s 2020 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, asphalt overlay, slurry seal, reconstruction, concrete pavement panel replacement, sidewalk, curb & gutter repairs, and other pavement preservation treatments. 2016 is the fifth year of the rotating Five Year Pavement Maintenance Program. Maintenance work will be performed at various locations within the North PMP regionalized area. Additional maintenance is scheduled in the downtown area on Perry Street, Mikelson Boulevard, Fifth Street, Park Street, and Topeka Way. Maintenance work will also be performed on Plum Creek Parkway in conjunction with the Plum Creek Parkway Intersection Improvement project. All maintenance activities are summarized on the 2016 PMP Pavement Maintenance map (Attachment A).
The budget for the 2016 PMP is $6,965,000. The total for 2016 PMP low bid results for identified work is $6,221,081. Staff recommends adding contingencies for the various PMP projects for unforeseen conditions that total $189,659, or 3% of the contract amounts. Staff is comfortable with the contingencies and believes the identified work can be managed to comply with the plans and specifications, and remain within budget. Staff has accounted for an unencumbered budget amount of $553,850 from the PMP budget to cover the anticipated cost of maintenance work on Plum Creek Parkway. This maintenance work will be bid with the Plum Creek Parkway Intersection Improvement project, which has an anticipated bid opening date in mid-March. This leaves a balance of $410 in the PMP budget.
The budget for the 2016 Capital Improvement Projects (CIP) that have been incorporated into the PMP contracts is $762,556. The total for the low bid results for the 2016 CIP incorporated into the PMP contracts is $616,379. Staff recommends adding contingencies for the various CIP projects for unforeseen conditions that total $54,909, or 9% of the contract amounts. Staff is comfortable with the contingencies and believes the identified work can be managed to comply with the plans and specifications, and remain within budget. This leaves a remaining balance of $91,268 in the CIP budget for other identified work not included in the PMP contracts.
A summary of the individual contracts with low bid amounts plus contingency, and the contractors are shown under Staff Report.
Staff is scheduled to present the 2016 PMP contracts recommendations to the Public Works Commission at their March 7, 2016 meeting. Their recommendations will be presented to Council at the March 15, 2016 Council meeting.
Budget Impact
The approved 2016 budget for the PMP contracts is $6,965,000. The approved 2016 budget for the identified CIP incorporated into the PMP contracts is $762,379, for a total approved 2016 budget of $7,727,556. The total amount of the combined contracts including contingency is $7,082,028, and an unencumbered amount of $553,850 for Plum Creek Parkway maintenance, totaling $7,635,878.
Staff Recommendation
Staff recommends approval of the low bids for all 2016 PMP projects as summarized, and approval of agreements with each of the contractors for the amounts identified.
NOTE: The individual Resolutions will follow as the next items on the agenda.
Attachments
Staff Report
Attachment A: 2016 PMP Pavement Maintenance Map
Attachment B: 2016 PMP Bid Proposal Summary