To: Members of the Public Works Commission
From: Jason Hauser, Project Manager
Title
Resolution Approving a Construction Contract with Brannan Sand & Gravel Company, LLC, for the 2026 Town Facility Parking Lot Improvement Project
Body
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Executive Summary
Staff is seeking approval of a resolution to enter into a construction contract between the Town of Castle Rock and Brannan Sand and Gravel for the Town Facility Parking Lot Improvement (program) project. Total project cost is $912,327.
Maintaining the Town’s parking lots is important for public safety, travel efficiency, and as a means to extend the useable life of the pavements with the goal of maintaining each asset to the lowest total cost. These are goals that the community values in the Town’s Transportation infrastructure. This project is intended to preserve the Town’s parking lots. This program meets the Community’s values of:
• Low Environmental Impact
• High Safety
• Low Downtime
• Low Lifecycle cost
• Reliability
The Town of Castle Rock annually budgets for this program to perform needed maintenance to the Town parking lots. This year’s maintenance work generally consists of maintenance work at Red Hawk Golf Course, Metzler Ranch Park (Lower Lot), Founders Park (Asphalt Lot), Paint Brush Park and Cantril School (Middle Lot) as shown on the attached maps (Attachment C).
Discussion
The Town’s goal for these improvements is to preserve and extend the life of the Town’s facilities parking lots by making annual improvements to selected parking lots. Staff has established a five-year plan that addresses maintenance for Town facility parking lots by evaluating the parking lot pavement condition with onsite inspections.
Different types of maintenance treatments, such as asphalt mill and overlay, asphalt patching, seal coat, and concrete pavement panel replacement are identified based on the condition of the pavement.
The invitation to bid for construction of this project was advertised on Rocky Mountain BidNet in December 2025. Bids were opened for the project on January 13, 2026. A summary of the bid results is attached (Attachment D). The bid was checked for accuracy, references were contacted, and contract compliance was met. Staff believes that the low bidder is qualified to perform the work associated with the respective maintenance contract.
It is anticipated that work will begin in early July, and the project is expected to be completed by the end of September. The reason for the mid-summer start is to have repairs to Metzler Park, Paint Brush Park and Founders Park parking lots completed before fall sports begin.
The low bid results for identified work is $539,797. The staff requests a contingency amount of 10%, or $53,979 to address any unforeseen issues for a total encumbrance of $593,776.
Per language included in the Invitation to Bid, the low bid results reflect the known scope of work at the time of bid and allow Staff to add additional work using an alternate bid schedule after bids are submitted and prior to the project being presented to Town Council. With better-than-expected bid prices, staff is proposing to add Paint Brush Park to the contract utilizing cost savings within the budget and a forthcoming budget amendment request. As a result, the revised amount for the identified work is $829,388, with a Town managed 10% contingency of $82,939, for a total authorization of $912,327. If additional needs for pavement work on Town facilities are identified, then the work can be completed with the remaining budget.
Staff is comfortable with the contingency and believes the identified work can be managed to comply with the plans and specifications. Contingency amount will only be used if needed during the project. Any remaining contingency may be used to further expand the scope of work.
Budget Impact
There is sufficient budget in the two accounts from which funds would be allocated for this year’s facilities work. In account 136-1820-418-40-31, $831,000 will be available, which includes $50,000 in the forthcoming Budget Amendment request. This amount covers the requested encumbrance of $755,429, plus a Town-managed 10% contingency of $75,543, for a total of $830,972.
In account 214-5375-453.70-10, a total budget of $105,000 is available to cover the requested encumbrance of $73,959, plus a Town-managed 10% contingency of $7,396, for a total of $81,355.
A summary of the individual contract, including the bid amount, contingency, and
contractor, is provided in the table below.
Recommendation
Staff recommends Public Works Commission recommend Town Council approve the resolutions 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
Attachment A: Resolution
Attachment B: Construction Contract
Attachment C: Project Site Maps
Attachment D: Project Bid Summary