To: Members of the Public Works Commission
From: Jason Hauser, Project Manager
Title
A Resolution Approving the Construction Contract Between the Town of Castle Rock and CMH Concrete and Pumping, for the Street Repairs and Safety Projects
Body
________________________________________________________________________________
Executive Summary
Staff is requesting approval of a resolution to enter into a construction contract between the Town of Castle Rock and CMH Concrete and Pumping for the Street Repairs and Safety Projects.
This annual project focuses on repairing sidewalks, upgrading non-compliant ADA ramps, installing chase drains and addressing safety concerns identified by the Town in the past year. Maintaining these critical assets enhances public safety, improves mobility, and extends the useful life of the Town’s infrastructure all while striving to minimize long-term costs.
Construction is anticipated to begin in early September, with completion of current quantities expected by the end of October Contract will remain in effect till April 30, 2026 to accommodate unforeseen safety and maintenance items.
The low bid for identified work is $886,600. Staff requests a contingency amount of $81,834 to address any unforeseen issues for a total encumbrance of $968,434. Staff is comfortable with the contingency and believes the identified work can be managed to comply with the plans and specifications.
Discussion
This year’s scope of work includes necessary repairs to sidewalk, curb & gutter, and concrete pavement in addition to installation of chase drains and safety improvements.
To maximize cost efficiency, the Town has combined concrete work from two departments into a single contract. The Public Works Department will support the Castle Rock Water Department by installing six (6) sidewalk chase drains as part of their yearly chase drain program.
As identified during internal inspections or reported by residents, the Public Works portion of the project includes the removal and replacement of damaged concrete pavement, sidewalk, curb, and gutter. Additionally, the scope includes replacement of noncompliant curb ramps to meet current Americans with Disabilities Act (ADA) standards in various areas throughout Town. Public Works has also identified six locations throughout town that meet criteria for safety improvements, see attached map (Attachment B). These safety improvements will enhance pedestrian and vehicle safety across Town with new pedestrian refuge medians that complement RRFB installations and replace curb ramps at key locations near schools. These project locations were determined through traffic safety analyses and resident requests.
Per the Invitation to Bid and the associated scope of work, this contract will remain in effect through April 30, 2026, allowing the Town to address safety-related repairs as they arise. While the primary scope is expected to be completed by the end of October, not all specific locations or repair needs are currently known. The extended term provides flexibility to respond to unforeseen conditions or additional work identified over time.
The April 30 end date was intentionally selected to align with early-season construction needs and to provide continuity between project years. Past years Misc. Concrete is awarded in July and ends in October, leaving us without a contractor under contract for the winter months and unable to make repairs and safety concerns that may arise. Having this contract extend through April allows us to have a quick response time to making needed repairs. This will be extremely useful in addressing trip hazards and not closing a section of sidewalk for months at a time. Without this we would have to wait until spring and make the repairs with one of the maintenance contractors, typically they begin work in mid to late April.
In the past the Street Repairs and Safety Project (formally known as Misc. Concrete) has been funded from any remaining unencumbered funds from that year’s budget. This contract allows staff to effectively plan and allocate unencumbered funds from both the 2025 and 2026 budgets. This contract will use current unencumbered funds plus any remaining funds from our maintenance contracts. It also provides the necessary time to prepare and publish a Request for Proposal (RFP) on BidNet in coordination with other spring projects, helping to maintain consistency and efficiency across multiple initiatives.
The Town will utilize the line items listed in Bid Schedule A to complete this work as needed throughout the contract period. Any future repairs will be funded through the 3140 Street Repair and Maintenance account.
The Fire Department has recently requested assistance from Public Works with a small project involving the modification of the median at the Well Springs building along Park Street. The purpose of this work is to improve emergency vehicle access by allowing fire trucks to safely exit the parking lot.
As this project falls within the scope of the current contract and is eligible under Bid Schedule A, Public Works will move forward with coordinating the necessary work.
Plans and specifications were posted on Rocky Mountain BidNet in July, 2025 to solicit competitive bids. Bids were opened on July 22nd. The low bid was checked for accuracy and references, and all documents were reviewed for contract compliance. Staff believes that the recommended contractor is qualified to perform the work associated with the respective maintenance contract.
Schedule
The project is scheduled for 40 working days with construction of current known quantities to begin in September and is anticipated to be completed by the end of October.
Budget Impact
The following expenses have been budgeted for the various components of the Street Repairs and Safety Projects. The total budget for the project is $968,434 and will be charged to their respective accounts:
Pavement Maintenance Program (PMP): Funds in account 120-3140-431-40-35 have been budgeted to support street repairs throughout the Town. Pending a forthcoming budget amendment, the account balance will be $1,662,000. Unencumbered funds after this contract will be used to increase the scope of other PMP projects.
ADA Ramps: Funds in account 120-3175-431-76-78 will fund ADA ramp improvements in various locations throughout the Town to ensure compliance and accessibility as part of the Town’s ADA transition plan. The current unencumbered account balance is $104,000, which will not allow for the typical 10% contingency within the contract for this work element.
Chase Drain Installations: Funds in account 212-4475-444-75-67 will fund installation of six (6) chase drains as part of the Castle Rock Water chase drain program. $40,000 in this account has been budgeted for chase drain installation.
Traffic Safety Improvements: Funds in account 120-3175-431-75-25 will fund traffic safety enhancements. The current unencumbered account balance is $350,000.
Right In and Out Access Median Park Street: Funds in account 120-3175-431-75-24 will fund the Right in and out Access Median at Park St.
Any remaining unencumbered funds may be used to expand the scope of work to fully utilize the available budget.
A summary of the bid results is provided in (Attachment A).
The below table shows contract amounts with contingency to their respective accounts:
Summary of Expenses:
|
Fund Description |
Account Number |
Amount |
|
2025 Pavement Maintenance |
120-3140-431-40-35 |
$451,171 |
|
Contingency |
|
$45,117 |
|
ADA Ramps |
120-3175-431-76-78 |
$101,221 |
|
Contingency |
|
$3,296 |
|
Chase Drain Installations |
212-4440-444-61-22 |
$8,170 |
|
Contingency |
|
$817 |
|
Traffic Safety Improvements |
120-3175-431-75-25 |
$314,040 |
|
Contingency |
|
$31,404 |
|
Right in and out Access Median Park St. |
120-3175-431-75-24 |
$11,998 |
|
Contingency |
|
$1,200 |
|
Subtotal |
|
$886,600 |
|
Total Contingency |
|
$81,834 |
|
Total Encumbrance Request |
|
$968,434 |
Staff Recommendation
Staff recommends Public Works Commission recommend Town Council approve the resolution as introduced by title.
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
Contract
Attachment A: Summary of Bid Results
Attachment B: Safety project map