To: Honorable Mayor and Members of Town Council
From: H. Keith Johnston, Project Manager
Title
Resolution Approving an Agreement between the Town of Castle Rock and PLM Asphalt and Concrete, Inc. for the Plum Creek Parkway Intersection Improvements Project
Body
________________________________________________________________________________
Executive Summary
The attached resolution (Attachment A) approves a construction contract with PLM Asphalt & Concrete, Inc. (PLM) to execute the entire work described in the contract. PLM was the lowest bidder on this project. The contract will include, in addition to the Plum Creek Parkway intersection improvements work, replacement of water valves within the construction area and Pavement Maintenance Program (PMP) work on Plum Creek Parkway between Wilcox Street and Douglas County Fairgrounds.
The Town of Castle Rock opened construction bids for the project on April 14th, 2016. The bid results are attached (Attachment B). PLM had the lowest bid of the two submitted bids. PLM has successfully completed projects of a similar scope and nature for cities and counties within the Denver metro area and statewide. In addition, PLM successfully completed a road improvement project for the Town of Castle Rock in 2015. Staff has received very good references from the City of Lone Tree, City of Littleton, and Jefferson County.
The combined budget items from the Capital Improvement Program, Pavement Maintenance Program, and Utilities Distribution System Upgrades for this project equal $3,556,861. Including all force accounts and minor contract revisions, the contractor’s low bid totals $3,432,654. A Town managed contingency of $124,207 (3.6%) is requested for unanticipated expenses. The combined expenses equal the combined budgets for the project. Design services were paid from the 2015 budget for the project.
The contract time for completion of this work is 70 calendar days from the date of the notice to proceed. The Town desires to complete construction of the intersection of Plum Creek Parkway and Wilcox Street in the least amount of time possible, therefore the Town has included an incentive/disincentive in the contract to further expedite construction. An incentive will be paid for each day the intersection is complete prior to 35 calendar days from the date intersection lane closures begin. A disincentive will be applied for each day the intersection work is completed past the 35 calendar days. Project completion is expected by the end of Summer 2016.
Staff is seeking Town Council approval of the attached Resolution to contract with PLM for constructing the Plum Creek Parkway Intersection Improvements
Notification and Outreach Efforts
The feedback from public outreach efforts (Public Works Commission, Crystal Valley Ranch HOA, one-on-one meetings with affected businesses) has been overwhelmingly positive for the overall project objectives. The construction effort will temporarily impact some of the businesses in the area, in addition to the travelling public utilizing these intersections on a daily basis. Once a contractor has been approved and construction phasing options developed, Public Works will host an open house on May 12th to receive public feedback and determine which construction phasing alternatives will be the most acceptable. The alternatives will be (1) least amount of construction duration with limited access, or (2) longer construction duration with more access. Downtown festivities will also be taken into consideration, such as the Douglas County Fair and Parade and the Elephant Rock Bicycle Race.
Regardless of the construction phasing alternative chosen, Public Works would like the contractor to complete the intersection improvements (in particular the Wilcox and Plum Creek Parkway intersection) in the shortest amount of time as possible. This would include working nights, weekends and holidays. At the Town Council’s May 17th meeting, Public Works will request Town Council’s direction for selecting a construction phasing plan based on feedback from the open house.
History of Past Town Council, Boards & Commissions, or Other Discussions
• August 3, 2015, Public Works Commission was provided a project update detailing the scope of the project.
• February 16, 2016 Town Council was provided a project update detailing the scope of the project.
• March 15, 2016 Town Council approved a temporary variance to the Town’s noise ordinance to enable night work on the project (RES 2016-028).
• May 2, 2016, Public Works Commission
Discussion
Plum Creek Parkway and Perry Street:
At this intersection, there is a shared lane serving southbound through and right turning traffic from southbound Perry Street to westbound Plum Creek Parkway. The proposed plan will provide a dedicated free right turn lane for the southbound to westbound traffic.
Plum Creek Parkway and Wilcox:
Presently, there is a severe dip in Plum Creek Parkway on the east side of the intersection with Wilcox Street. The crown of Wilcox Street is carried through the intersection, along with a continuous drainage gutter on the east side creating the dip. The proposed plan will extend the Town’s storm drain system to eliminate the need for a drainage gutter in the intersection and re-profile the street through the intersection to remove the dip. From an traffic operations standpoint, there are a high amount of left turn movements occurring at the intersection in the AM peak period from northbound Wilcox Street to westbound Plum Creek Parkway. The proposed plan will widen the south approach to accommodate an additional left turn lane. The proposed plan also includes a free right turn lane for eastbound to southbound Wilcox. In addition, the plan includes removal of the raised median on the west approach to provide additional left turn storage for eastbound and westbound left turn lanes.
Plum Creek Parkway and I-25:
At this intersection, there is a high amount of right turn volume from westbound Plum Creek Parkway to the northbound I-25 on-ramp. The heavy volume creates a backup along Plum Creek Parkway to the east creating additional operational problems at the Wilcox Street intersection, where the stacking traffic for the interchange access conflicts with right turning traffic from westbound Plum Creek Parkway to northbound Wilcox Street. The proposed plan will utilize an Active Traffic Management System (ATMS) to automatically assign the westbound through and right turn lanes so they can both be used as right turn lanes in the morning and through lanes at other times. These improvements are also necessary to accommodate the additional northbound left turn lane being added at the Wilcox intersection and provide the most efficient use of existing pavement and number of lanes.
CDOT and the Federal Highway Administration (FHWA) control the approval of improvements related to I-25. Public Works, through CDOT and FHWA, acquired approval of a Minor Interchange Modification Request (MIMR) and the proposed improvements within the I-25 interchange area.
The final design plans were developed and approved in March 2016 and received CDOT’s approval to advertise the project. Bids were opened on April 14, 2016.
Budget Impact
Two contractors submitted bids for this project:
Contractor Bid Amount
PLM Asphalt & Concrete, Inc. $3,432,654.35
Schmidt Construction Company $4,143,672.60
PLM is a reputable firm that has successfully completed projects of a similar scope and nature for cities and counties within the Denver metro area and statewide. In addition, PLM successfully completed a road improvement project for the Town of Castle Rock in 2015. Staff has received very good references from the City of Lone Tree, City of Littleton, and Jefferson County. PLM is a prequalified contractor with CDOT and is also a certified Small Business Enterprise with the City and County of Denver and the Regional Transportation District (RTD).
The following is how the project expenditures are broken down:
Item Amount
PLM Asphalt & Concrete, Inc. Bid $3,432,654.35
Contract Total & Town managed 3.6% contingency $3,556,861.00
Fund Account Number Amount
Plum Creek Pkwy Intersection Improvements 135-3175-431.78-17 $2,944,011.00
2016 Pavement Maintenance Program Budget 120-3140-431.40-35 $ 553,850.00
2016 Utilities Dept. - Distribution System Upgrades 210-4275-442.75-38 $ 59,000.00
Budget Total $3,556,861.00
The combined project expenses do not exceed the budgeted funds.
Incentive/Disincentive: The work within the intersection of Wilcox and Plum Creek Parkway will significantly impact traffic and business access. The Town will pay the contractor an incentive for each day the intersection is completed prior to 35 calendar days at $5,000 per day, not to exceed $50,000. A disincentive will be applied for each day of delay past the 35 calendar days. The funding for the incentive is included in the contract.
Staff Recommendation
Staff recommends Town Council approve the Resolution approving an Agreement between the Town of Castle Rock and PLM Asphalt and Concrete, Inc. for the Plum Creek Parkway Intersection Improvements Project.
Public Works Commission’s recommendation will be provided at the Town Council meeting
Proposed Motion
“I move to approve a Resolution Approving an Agreement between the Town of Castle Rock and PLM Asphalt and Concrete, Inc. for the Plum Creek Parkway Intersection Improvements Project”.
Attachments
Attachment A: Resolution
Attachment B: Bid Summary