To: Honorable Mayor and Members of Town Council
From: Aaron Monks, Project Manager
Title
Resolution Approving a Construction Contract Between the Town of Castle Rock and Villalobos Concrete Inc. for the 2017 Coachline Concrete Pavement Restoration Project
Body
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Executive Summary
With the deferment of the Meadows Parkway Reconstruction project to 2018, the Coachline Road Concrete Pavement Restoration project between Meadows Boulevard and Wolfensberger Road (Attachment B) is being advanced for construction this year. The Coachline Road Concrete Pavement Restoration project is anticipated to be complete by fall of 2017. Coachline Road will be a detour for the Meadows Parkway Reconstruction project in 2018. This allows Coachline Road to be in good condition before the Town undertakes the major reconstruction on Meadows Parkway.
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 project is part of the annual Pavement Maintenance Program (PMP) for the Town’s street system and is intended to preserve the Town’s street infrastructure. This project along with the PMP 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 budget for the 2017 Coachline Road Concrete Pavement Restoration project is $1,337,105. The low bid for identified work is $1,105,759.40. Staff recommends adding a contingency amount of $165,864.60, or 15% of the contract amount, for unforeseen conditions. These unforeseen conditions relate to staff’s experience with concrete pavement panels adjacent to panels being removed developing longitudinal and transverse cracks. These newly formed cracks will lead to accelerated deterioration if not addressed. Additionally, the condition of the subgrade under the existing concrete pavement is unknown until the pavement is removed. There may be saturated and unstable conditions prevalent, and will need to be addressed and stabilized prior to placement of the new concrete. Staff is comfortable with the contingency and believes the identified work can be managed to comply with the plans and specifications, and remain within budget. This leaves an unencumbered balance of $65,481 in the PMP account.
Notification and Outreach Efforts
Staff has developed specific public coordination outreach to ensure that residents and will understand construction impacts and how this may affect access to residence. 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, 5) Town’s website and others. Residents will be notified of actual dates that work is to be completed adjacent to their properties, 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
Town Council approved the deferment of the Meadows Parkway Reconstruction project at the March 28, 2017 Town Council meeting. Additionally, Town Council approved the advancement of the Coachline Road Concrete Pavement Restoration project to this year.
Discussion
The Town’s goal for the PMP is to preserve and extend the life of the Town’s streets by making the most cost effective annual improvements to selected street segments. These goals are met when proper street maintenance is administered to these segments.
Staff determines which streets require maintenance by evaluating the street’s condition rating in addition to a subjective analysis. A pavement management program, Cartegraph’s Pavement Asset Module, establishes these condition ratings. This program establishes a condition rating based on staff’s field observation for the streets. Different types of street maintenance treatments, such as crack seal, slurry seal, mill & overlay, full depth reclamation, concrete pavement restoration, and reconstruction are identified based on the condition of the roadway.
Concrete restoration is performed on concrete pavement streets. Concrete pavement streets that are determined to have adequate remaining design life receive concrete panel replacement, diamond grinding, and resealing of the joints. Panel replacement focuses on removing and replacing damaged panels and restoring the structural integrity of the concrete pavement. Diamond grinding is performed after the panel replacement to improve the ride quality. Diamond grinding improves the smoothness of the pavement, which reduces the tire thumping noise, and improves safety by providing a skid resistant surface.
The invitation to bid for construction of the 2017 Coachline Road Concrete Pavement Restoration project was advertised in April 2017. Bids were opened on May 4, 2017. A list showing the bid results is attached (Attachment C).
The low bid from Villalobos Concrete Inc. was checked for accuracy, references were checked, and all documents were reviewed for contract compliance. Staff believes the recommended bidder is qualified to perform the work associated with the Coachline Road Concrete Pavement Restoration project. It is anticipated that concrete repairs will start in mid-June and the project will be complete by early fall.
Budget Impact
The 2017 unencumbered budget for the Coachline Road Concrete Pavement Restoration project is $1,337,105. Staff is recommending a total project encumbrance amount of $1,271,624. This includes the contract price plus a contingency amount. The following is a brief summary:
Fund Account Number Amount
Unencumbered Budget 120-3140-431-40-35 $1,337,105
Coachline Concrete Pavement Restoration 120-3140-431-40-35 ( 1,271,624)
Remaining Funds $ 65,481
Staff Recommendation
The Public Works Commission will review this item at their June 5, 2017 meeting. Their formal recommendation will be provided at the Town Council meeting. Staff recommends approval of the low bid for the 2017 Coachline Concrete Pavement Restoration project, and approval of the agreement with Villalobos Concrete Inc.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment A: Resolution
Attachment B: Map
Attachment C: Bid Summary