To: Honorable Mayor and Members of Town Council
From: Aaron Monks, Project Manager
Title
Presentation: Award of Contracts for the 2017 Pavement Maintenance Program, 2017 Bridge Maintenance Program, and 2017 Capital Improvement Projects
Body
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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) 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. 2017 is the sixth year of the rotating Five Year Pavement Maintenance Program. Maintenance work will be performed at various locations within the South PMP regionalized area. Maintenance work is scheduled in the downtown area on Wilcox Street, between Fifth Street and Wolfensberger Road. Primary street maintenance is scheduled for Mikelson Boulevard, Black Feather Trail, and Valley Drive. Maintenance will also be performed on the Meadows Parkway bridges over Plum Creek. All maintenance activities are summarized on the 2017 PMP map (Attachment A).
The budget for the 2017 PMP is $4,840,000. The total of the low bid results for identified work is $4,518,795. Staff recommends adding contingencies for the various PMP projects for unforeseen conditions that total $246,030, or 5% 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 balance of $75,175 in the PMP budget.
The budget for the 2017 Bridge Maintenance Program is $685,000. The total of the low bid result for the identified work incorporated into a PMP contract is $123,178. This work is incorporated into a PMP contract to gain efficiencies and cost effectiveness. Staff believes contingency is not needed for this identified bridge maintenance work, and can manage the maintenance work to comply with the plans and specifications, and remain within budget. This leaves an unencumbered balance of $561,822 in the Bridge Maintenance Program account to cover the anticipated cost of additional bridge maintenance contracts. This maintenance work is expected to bid in late March, and be completed in 2017.
The total budget for the 2017 Capital Improvement Projects (CIP) that have been incorporated into the PMP contracts is $1,931,500. The total of the low bid results for the identified work incorporated into the PMP contracts is $1,851,785. This work is incorporated in to the PMP contracts to gain efficiencies and cost effectiveness. Staff recommends adding contingencies for the various CIP projects for unforeseen conditions that total $61,961, 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. This leaves a remaining balance of $17,754 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 2017 PMP contracts recommendations to the Public Works Commission at their March 6, 2017 meeting. Their recommendations will be presented to Council at the March 7, 2017 Council meeting.
Budget Impact
The 2017 budget for the PMP contracts is $4,840,000. The 2017 budget for the identified Bridge Maintenance Program work incorporated into the PMP contracts is $123,178, the 2017 budget for the identified CIP incorporated into the PMP contracts is $1,931,500. The total 2017 budget for the identified work is $6,894,678. The total amount of the combined contracts including contingency is $6,801,749, for a remaining balance of $92,929.
Staff Recommendation
Staff recommends approval of the low bids for all 2017 PMP contracts, 2017 Bridge Maintenance Program, and the CIP 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: 2017 PMP Map
Attachment B: PMP Bid Proposal Summary