To: Honorable Mayor and Members of Town Council
From: Aaron Monks, Public Works Project Manager
Title
Award of Contracts for the 2018 Pavement Maintenance Program, and 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 budget’s for the PMP to perform needed maintenance to the Town’s street system. Maintenance work generally consists of asphalt patching, overlay, reconstruction, slurry seal, sidewalk, curb & gutter repair, concrete panel replacement, and other pavement preservation treatments. In 2011 Town Council approved the rotating Five Year Pavement Maintenance Program. Maintenance work will be performed at various locations within the East PMP regionalized area. Maintenance work is scheduled in the downtown area on Wilcox Street, between Plum Creek Parkway and Wolfensberger Road. Primary street maintenance is scheduled for Woodlands Boulevard, Plum Creek Boulevard, Meadows Boulevard, and Prairie Hawk Drive. All maintenance activities are summarized on the 2018 PMP map (Attachment A).
The budget for the 2018 PMP is $6,982,060. The total of the low bid results for identified work is $5,975,259. Staff recommends adding contingencies for the various PMP projects for unforeseen conditions that total $602,328, or 10% 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. Contingency amounts will only be used if needed. This leaves a balance of $404,473 in the PMP budget.
In order to be confident that the bidders could satisfactorily complete the work for the 2018 Asphalt Overlay and Full Depth Reclamation project, staff required that bidders submit references for projects of similar size and nature that they had recently completed. Staff called the references listed by the two lowest bidders, Chavez Construction Inc., and PLM Asphalt & Concrete Inc. Staff also called other governmental agencies to find out if they have recently contracted with either of these companies. In accordance with the Town of Castle Rock’s Information and instructions to Bidders, section 18, ‘The Town of Castle Rock reserves the right to cancel this invitation to Bid, reject any Bid, in whole or in part, to adjust the quantity of work to be done as mandated by budgetary requirements, and to waive informalities or irregularities in the Bids received; when it is in the Town’s best interest to do so.’
From the information received during these reference checks and upon the Town’s past experience with each of these companies, staff recommends that the contract for the 2018 Asphalt Overlay and Full Depth Reclamation project be awarded to the second low bid submitted by PLM Asphalt & Concrete Inc. in the amount of their bid of $1,448,794. This is $89,357 more than the low bid from Chavez Construction Inc.
The Town of Castle Rock recently contracted with Chavez Construction Inc. for the 2017 Reconstruction project of Emerald Drive, Prestwick Way, and October Place. Chavez Construction was assessed 4 days of liquidated damages in the amount of $7,000 for not completing the scope of work within the allotted contract days. There were many days where only one or two Chavez Construction employees were on-site, even though the weather would have permitted work. One of the references checked made the comment, “Chavez didn’t seem to have enough people to do the projects they had contracts on.” This is also a complaint that Town staff had during the project.
A physical altercation between Chavez employees, resulting in bodily injury transpired during the project, and within the project limits. This created a hostile environment for the Town of Castle Rock’s residents that lived adjacent to the project, as several observed the confrontation. Town of Castle Rock employees working on the project also felt a perceived threat. This is behavior unbecoming to the professionalism of the Town of Castle Rock and is unacceptable. Town staff working on the project also reported a continuous issue with traffic control being setup incorrectly, and with notification of work being delivered and incorrectly dated.
PLM Asphalt & Concrete Inc. received favorable comments from each of the references called. The Town has worked with PLM in the past, and has been very satisfied with their work and performance. Town staff believes PLM is the lowest qualified bidder.
The budget for the 2018 Capital reconstruction projects that have been identified and incorporated into the PMP contracts is $3,120,768. The total of the low bid results for the identified work is $2,678,586. Portions of the Capital reconstructions projects have been incorporated in to the PMP contracts to gain efficiencies and cost effectiveness. Staff recommends adding contingencies for the various Capital projects for unforeseen conditions that total $267,861, or 10% 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. Contingency amounts will only be used if needed. This leaves a remaining balance of $174,321 in the Capital budget.
A summary of the individual contracts with low bid amounts plus contingency, and the contractors are shown under Staff Report. See Attachment B for Bid Proposal Summary for all bids that were submitted.
Staff is scheduled to present the 2018 PMP contracts recommendations to the Public Works Commission at their March 5, 2018 meeting. Their recommendations will be presented to Council at the March 6, 2018 Council meeting.
Budget Impact
The 2018 budget for the PMP contracts is $6,982,060. The 2018 budget for the identified Capital reconstruction projects incorporated into the PMP is $3,120,768. The total 2018 budget for the identified work is $10,102,828. The total amount of the combined contracts including contingency is $9,526,172, for a remaining balance of $576,656.
Staff Recommendation
Staff recommends approval of the bids for all 2018 PMP contracts, and the Capital projects as summarized, and approval of the construction contracts 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: 2018 PMP Map
Attachment B: 2018 PMP Bid Proposal Summary