To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Daniel Sailer, Director of Public Works
Frank Castillo, Project Manager
Title
Resolution Approving a Construction Contract with Chato’s Concrete, LLC, for the 2021 Miscellaneous Concrete Replacement Project
Body
________________________________________________________________________________
Executive Summary
The purpose of this memo is to obtain approval for the resolution approving the construction contract (Attachment A) with Chato’s Concrete, LLC, to complete the Town’s annual Miscellaneous Concrete Replacement Project.
The budget for this work is $579,000. The Town solicited proposals from qualified contractors for the 2021 Miscellaneous Concrete Project on August 5, 2021. The original bid opening date in August resulted in only one contractor submitting a bid. This bid turned out to be 47% above budget, so the decision was made to re-advertise the project. The second bid opening on August 20 once again had only one contractor submit a bid. However, this bid was acceptable, so the decision was made to proceed. Staff feels confident that the project will remain under budget utilizing unencumbered funds within the Pavement Maintenance Program (PMP) budget and from realized savings from other 2021 PMP projects.
The acceptable bid was $589,824. The Engineer’s cost estimate was $446,397. Since the bid exceeded the available budget, the Town determined to reduce a portion of the scope to match the available budget. The result of the bid proposal is attached (Exhibit 1).
Discussion
This year’s scope of work will see needed repairs to sidewalk, curb and gutter, concrete pavement along with updating American with Disability Act (ADA) requirements for the replacement of noncompliant curb ramps in various parts of town.
Castle Rock Stormwater will also have the project install 15 needed stormwater chase drains in various parts of town. Traffic Engineering reduced the scope of work from four (4) sites to three (3) so that the improvements would remain within their total budget of $163,000. The contractor bid amount was $201,864. By reducing the scope of work, they were able to remain within budget to the amount to $126,000.
Due to additional concrete damage, submitted by residents or other Town Departments, Staff felt it necessary to increase the contingency amount by 2.6%, from the standard 10% to 12.6%. This increase in contingency is necessary to cover the cost of the extra repairs. These areas were brought to our attention after the initial scope of work was out for competitive bids.
Staff is comfortable with the 12.6% contingency of $64,767, and believes the identified work can be managed to comply with the plans and specifications.
Schedule
The project is scheduled for 40 working days with construction beginning in September and is anticipated to be completed by the end of October, 2021 depending on weather. If this contract needs to be suspended due to a lack of warm weather in 2021, this work will be completed as early as possible in 2022.
Budget Impact
A summary of the bid results is attached (Exhibit 1). This expense has been budgeted and will be expensed to 2021 Pavement Maintenance Program (PMP) account 120-3140-431-40-35, Chase Drain Installation account 212-4440-444-61-22, and Traffic Safety Improvements account 120-3175-431-75-25. The requested encumbrance is $514,024 plus 12.6% Town managed contingency of $64,767 for a total encumbrance of $578,791. The following is a brief summary:
Staff Recommendation
Staff recommends approval of the bid for the 2021 Miscellaneous Concrete Replacement contract, as summarized, and approval of the construction agreements with the contractors for the amounts identified.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment A: Resolution
Attachment B: Construction Contract
Exhibit 1: Bid Proposals