To: Honorable Mayor and Members of Town Council
From: Aaron Monks, Project Manager
Title
Resolution Approving a Construction Contract for the 2017 Bridge Rehabilitation for Meadows Parkway Over UPRR and Plum Creek Parkway Over UPRR Project
Body
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Executive Summary
Maintaining the Town’s bridges is important for public safety, travel efficiency, and as a means to extend the useable life of the bridge structure. This overall project is the annual Bridge Maintenance Program for the Town’s bridges and is intended to preserve the Town’s bridge 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 budget’s for the Bridge Maintenance Program to perform needed maintenance to the Town’s bridges. Maintenance work generally consists of deck wearing course overlay, deck repairs, girder & abutment repairs, bridge rail repairs, and approach rail repairs. Maintenance work will be performed on the Meadows Parkway Bridge over Plum Creek and the Union Pacific Railroad (UPRR), as well as the Plum Creek Parkway Bridge over the UPRR. Maintenance locations activities are indicated on the 2017 Bridge Maintenance Program map (Attachment B).
The Council approved budget for the 2017 Bridge Maintenance Program is $835,000. The current unencumbered amount available is $711,822. $123,178 is encumbered to complete an overlay on the Meadows Parkway Bridge over the UPRR under the Pavement Maintenance Program (PMP). The low bid results for identified work is $700,116. Staff recommends adding a contingency to the 2017 Bridge Maintenance project for unforeseen conditions that total $11,706, or 1.6% of the contract amounts. Staff is comfortable with the contingency amount and believes the identified work can be managed to comply with the plans and specifications, and remain within budget. This leaves no unencumbered budget in the 2017 Bridge Maintenance account.
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) Town newsletters, 2) HOA mediums such as newsletters, 3) Town social media, 4) Press releases, 6) Town’s web site and others, and 7) Variable Message Signs. Residents and businesses will be notified of actual dates that work is to be performed, and traffic control plans will be developed and managed to ensure worker and public safety.
History of Past Town Council, Boards & Commissions, or Other Discussions
Staff presented the 2017 Bridge Rehabilitation for Meadows Parkway over UPRR, and Plum Creek Parkway over UPRR project to the Public Works Commission on May 1, 2017. Their recommendations will be presented to Council at the May 16, 2017 Council meeting.
Discussion
Castle Rock’s bridges that are at least twenty feet in length are inspected every two years through CDOT’s Off-System Bridge Inspection Program, in accordance with the requirements of the National Bridge Inspection Standards (NBIS). Stantec was contracted by CDOT for the 2014-2015 Bridge Inspection reporting on the bridges located within Castle Rock.
Staff has reviewed these documents prepared by Stantec in the selection of bridges to be considered for the 2017 Bridge Maintenance Program. Staff selected the Meadows Parkway Bridges over Plum Creek and the UPRR (CAS Meadows - 1, and CAS Meadows - 2) for bridge rail upgrade to meet current safety standards. Additionally, staff selected the Plum Creek Parkway Bridge over the UPRR (CAS PLMCKPW - .3) to repair bridge deck potholes, and areas of deterioration on girders and columns.
The Town contracted with Felsburg Holt & Ullevig (FHU) for engineering design services on the Meadows Parkway and Plum Creek Parkway bridges. Plans and specifications were posted on Bidnet March 20, 2017 to solicit competitive bids. The Town received four (4) bids ranging from the low bid of $700,116 to $895,765 on April 18, 2017.
The low 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 (Attachment C) shows the individual bids, and the contractors.
Pending approval, construction is expected to take place during August/September of 2017. The bridge rail material has a long lead time, approximately eleven (11) to fifteen (15) weeks to be fabricated. The contractor will use the time between Notice of Award and expected construction time to survey, develop shop drawings and fabricate the long lead materials. The contract was bid with the option of night work for the installation of railing on the Meadows Parkway Bridge. Day time installation is approved with restrictions on the time of lane closures. The Plum Creek Parkway Bridge was bid with the option of night work, day time work is approved with restrictions on lanes closures. Town Council approved the allowance for night work with Resolution 2017-028 on March 7, 2017.
Budget Impact
The 2017 unencumbered budget for the Bridge Maintenance Program is $711,822. This full amount is proposed to be encumbered to be utilized for completing the remaining bridge maintenance activities planned for this year under this contract. The following is a brief summary:
Fund Account Number Amount
Available budget 120-3140-431-40-42 $711,822
Meadows & Plum Creek Pkwy Maintenance 120-3140-431-40-42 ($711,822)
Remaining funds $0.00
Staff Recommendation
Staff recommends approval of the low bid for the 2017 Bridge Rehabilitation project, and approval of the agreement with Kraemer North America, LLC for the amount identified. The Public Works Commission’s formal recommendation will be presented at the Town Council meeting.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment A: Resolution
Attachment B: Map
Attachment C: Bid Summary