To: Honorable Mayor and Members of Town Council
From: Aaron Monks, Project Manager
Title
Overview of Award of Contracts for the 2019 Pavement Maintenance Program, and Capital 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. Preservation and rehabilitation treatments work to extend the lifespan of street segments at the lowest lifecycle cost. Once street segments reach the end of their lifespan, reconstruction projects are identified. The PMP, and reconstruction projects meet the Town’s 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 West PMP regionalized area. Maintenance work is scheduled in the downtown area on the Alley between Wilcox Street, and Jerry Street, south of 5th Street. Primary street maintenance is scheduled for Front Street, Plum Creek Boulevard, Meadows Boulevard, Wolfensberger Road, and Enderud Boulevard. All maintenance activities are summarized on the 2019 PMP map (Attachment A).
The budget for the 2019 PMP is $8,190,000. The total of the low bid results for identified work is $9,067,739. Staff recommends adding contingencies for the various PMP projects for unforeseen conditions that total $453,390, 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. Contingency amounts will only be used if needed. Two of the PMP projects received low bids that were greater than the estimated costs for the projects. Staff evaluated the competitive bid pricing to the estimated costs, and found unit prices for asphalt pavement work, particularly the asphalt overlay and asphalt patching saw a substantial increase over 2018 prices. This for the most part is due to increase labor cost and material cost. Staff is requesting a first quarter budget amendment to fully fund the identified maintenance work from realized project saving in 2018 in the amount of $1,335,000. The Finance Department has been advised, and supports staff’s recommendation.
The budget for the 2019 reconstruction projects is $5,953,000. The total of the low bid results for the identified work is $4,198,733. Staff recommends adding contingencies for the various reconstruction projects for unforeseen conditions that total $209,938, 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. Contingency amounts will only be used if needed. This leaves a remaining balance of $1,544,329 in the budget for two reconstruction projects that will advertise for bids at a later date.
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 2019 PMP, and Capital contracts recommendations to the Public Works Commission at their March 4, 2019 meeting. Their recommendations will be presented to Council at the March 5, 2019 Council meeting.
Budget Impact
The 2019 budget for the PMP contracts is $8,190,000, fund balance to cover the award of these contract will be utilized, and a forthcoming budget amendment will reflect an increase of $1,335,000 for a total PMP budget of $9,525,000. The Finance Department has been advised, and supports staff’s recommendation. The 2019 budget for the identified Capital reconstruction projects incorporated into the PMP is $5,953,000. The total 2019 budget for the identified work is $15,478,000. The total amount of the combined contracts including contingency is $13,929,801, for a remaining balance of $1,548,199.
Staff Recommendation
Staff recommends approval of the bids for all 2019 PMP contracts, and the reconstruction projects as summarized, and approval of the construction 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: 2019 PMP Map
Attachment B: 2019 PMP Bid Proposal Summary