To: Honorable Mayor and Members of Town Council
From: Aaron Monks, Project Manager
Title
Resolution Approving a Construction Contract with PLM Asphalt & Concrete, LLC for the 2019 Town Facility Parking Lot Improvement Project
Body
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Executive Summary
The purpose of this memorandum is to request approval of Town Council to enter into a construction contract (Attachment A) with PLM Asphalt & Concrete, LLC to perform parking lot maintenance activities.
Maintaining the Town’s Facility parking lots is important for public safety, and a means to preserve and extend the useable life of the pavement. The 2019 Town Facility Parking Lot Improvement Project will address the parking lots at Red Hawk Club House, Founders Park Parking Lot, Crystal Valley Tank 15, and Coachline Tank 17 as shown on the attached maps (Attachment B).
Discussion
The Town’s goal for these improvements is to preserve and extend the life of the Town’s facilities parking lots by making annual improvements to selected parking lots. These goals are met when proper parking lot maintenance is provided.
Staff has established a five-year plan that will address maintenance for Town facility parking lots by evaluating the parking lot condition with onsite inspections. Different types of maintenance treatments, such as asphalt mill and overlay, asphalt patching, seal coat, and concrete pavement panel replacement are identified based on the condition of the pavement.
The invitation to bid for construction of the project was advertised in December 2018. Bids were opened for the project on January 24, 2019. A summary of the bid results is attached (Attachment C). The low bid was checked for accuracy, references were contacted, and contract compliance was met. Staff believes that the low bidder is qualified to perform the work associated with the respective maintenance contract. It is anticipated that construction for the 2019 Town Facility Parking Lot Improvement Project will begin in late August with completion by late September 2019. The reason for the late summer start is school will be back in session, this translates to less usage of the parking lots during the work week.
Budget Impact
The budget from the General Long Term Planning Fund, account 136-1875-418-40-31 for the Red Hawk Club House, and the Founders Park is $175,000. Castle Rock Water’s budget from the Facilities Paving Program, account 210-4275-442-78-01 for Crystal Valley Tank 15, and Coachline Tank 17 is $50,000. Castle Rock Water will request a first quarter budget amendment to fully fund this maintenance treatment for their account. The remaining funds will come from Castle Rocks Water’s Electric Tank Valves account 210-4275-442-77-90, which has a fund balance of $75,000. The low bid for all identified work is $247,956, plus a 10% contingency of $25,044 for unforeseen conditions for a total recommended encumbrance to complete the contract of $273,000.
Staff Recommendation
Staff recommends approval of the low bid for the 2019 Town Facility Parking Lot Improvement Project, and approval of the agreement with PLM Asphalt & Concrete, LLC for the amount identified. The Public Works Commission’s formal recommendation will be presented at the Town Council meeting.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment A: Resolution
Attachment B: Project Site Maps
Attachment C: Project Bid Summary