To: Honorable Mayor and Members of Town Council
From: Mark Marlowe, P. E., Director of Castle Rock Water
Bob Goebel, P.E., Director of Public Works
Title
Resolution Approving a Construction Contract with Pro-West Contracting, LLC for the Meadows Filing 16 Subsurface Edge Drain Project [South of Foothills Drive and West of Coachline Road]
Body
________________________________________________________________________________
Executive Summary
Castle Rock Water and the Public Works Department are seeking Town Council approval of a Resolution (Attachment A) awarding a Construction Contract (Exhibit 1) to Pro-West Contracting, LLC for the Meadows Filing 16 Subsurface Edge Drain Project. The contract amount is $648,930, plus staff requests a 1.7 percent Town-managed contingency in the amount of $11,070, for a total project authorization of $660,000. This project will be funded through the Stormwater Fund and the Transportation Fund, and is located in the Meadows Filing 16 subdivision, south of Foothills Drive and west of Coachline Road. A location map is provided (Attachment B). This subdivision has experienced ongoing wet conditions within the pavement subgrade and over sidewalks beyond normal precipitation events. This project will prolong the life of public streets and reduce the maintenance burden for residents clearing sidewalks. Improvements generally include the addition of a subsurface edge drain system and surface drain inlets, replacement of existing asphalt pavement and concrete sidewalk, and curb and gutter on selected streets within Meadows Filing 16. The project is scheduled to be completed by July 2019.
Notification and Outreach Efforts
All improvements will be constructed within the street and Town right-of-way. Property owners located on streets impacted by the proposed improvements will be notified in advance of expected temporary disruptions of vehicular access to their driveways. These disruptions are anticipated to last approximately seven days at a time. Accommodations for special needs and circumstances will be arranged as needed.
History of Past Town Council, Boards & Commissions, or Other Discussions
This item was presented to the Castle Rock Water Commission at their April 24, 2019 meeting. The Commission voted unanimously to recommend approval to Town Council.
Discussion
Since this residential subdivisions’ construction less than fifteen years ago, street pavement has deteriorated in many locations due to saturated subsurface conditions requiring accelerated replacement and maintenance. The Overall Condition Index (OCI) for these streets is currently 66, as compared to an expected OCI of 81 for pavement of this age. As a result, the Public Works Department expects to spend an additional $885,000 for pavement maintenance this year, with an overall increase in maintenance costs of $2,900,000 over the life cycle of these streets. Additionally, there have been persistent complaints with nuisance water flows across sidewalks resulting in an unfeasible burden on residents responsible for keeping sidewalks and gutters clear. This project seeks to remedy these problems by installing a subsurface edge drain system that accomplishes two goals: providing a means to remove groundwater from beneath the streets and convey it to the storm sewer system, thereby stabilizing the subgrade and protecting the original pavement lifespan; and intercepting surfacing groundwater flows from sump pumps and lawn irrigation by means of surface drains behind the sidewalk connected to the underdrain system. Installation of these improvements requires removal and replacement of a three foot wide section of pavement in front of the existing gutter pan, and removal and replacement of a section of curb and gutter/sidewalk at each residential property line to install the surface drains. Approximately two-thirds of the streets in this subdivision will be directly impacted by the construction, typically on one side of the street only.
The Town solicited construction bids via Rocky Mountain BidNet. Bids were received from one (1) contractor, shown below:
Contractor Bid Price
Pro-West Contracting, LLC $648,930
Engineer’s Estimate $665,000
Pro-West is the confirmed lowest (only) bidder, having also met the qualification requirements under the contract. They previously constructed two similar projects for the Town in 2017 and 2018, and have extensive knowledge of the installation procedures for this type of work. Construction is anticipated to begin in May 2019 and be complete by July 2019, weather permitting. With the Public Works Department performing pavement maintenance in The Meadows in 2019, it is imperative to perform this work in advance to avoid any potential damage to the newly surfaced streets, and also minimize disruption to the neighborhood.
Budget Impact
This project will be jointly funded by Castle Rock Water and the Public Works Department. Total project costs, including contingency, are $660,000 and will be distributed as follows:
|
Fund |
Account Number |
Amount |
Cont. |
Total |
|
Stormwater - Chase Drain Installations |
212-4475-444.75-67 |
$ 324,465 |
$ 5,535 |
$ 330,000 |
|
Public Works - |
120-3175-431.79-12 |
$ 324,465 |
$ 5,535 |
$ 330,000 |
|
|
Total: |
$ 648,930 |
$ 11,070 |
$ 660,000 |
This is an unbudgeted project and funds will be provided through capital reserve. A future budget amendment in the amount of $330,000 is scheduled in the stormwater fund to fund this project.
Staff Recommendation
Staff recommends Town Council approval of a Resolution awarding a Construction Contract to Pro-West Contracting, LLC for the Meadows Filing 16 Subsurface Edge Drain Project, in the amount of $648,930, plus staff requests a 1.7 percent Town-managed contingency in the amount of $11,070, for a total project authorization of $660,000.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment A: Resolution
Exhibit 1: Contract
Attachment B: Map