Agenda Date: 05/06/2025
Subject:
Title
Resolution 42-2025: Approving a construction contract with Chavez Construction, Inc. for the 2025 Mill & Overlay Project, City Project No. 25-03
Body
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From: |
James L. Becklenberg, City Manager |
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Prepared by: |
Brent Soderlin, Director of Public Works & Utilities |
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Brent Thompson, City Engineer |
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Kimberly Dall, Assistant City Engineer |
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Presentations: |
N/A |
PURPOSE:
Does council support approval of a construction contract with Chavez Construction, Inc. for the 2025 Mill & Overlay Project, City Project No. 25-03.
LONG-TERM OUTCOME(S) SERVED:
Safe Community; High-Quality Governance
DISCUSSION:
City of Littleton’s Public Works Department advertised the 2025 Mill & Overlay City Project No. 25-03 in March 2025. The project includes various local streets in the Howarth Farm, Hamlet, and Bow Mar South neighborhoods.
The project was bid with a base bid, shown as Bid Tab A, and add alternate #1, shown as Bid Tab B. The base bid (Bid Tab A) includes milling and full depth reclamation in all three neighborhoods as well as patching and paving in the Bow Mar South neighborhood north of Bowles Avenue. Patching and paving in the Howarth Farm and Hamlet neighborhoods south of Bowles Avenue are included with the add alternate (Bid Tab B). The scope of work identified in Bid Tab B is planned to be completed by in-house staff in the Public Works’ Street Division. However, if staffing resources unexpectedly change over the summer, Bid Tab B could be amended to the contract.
Staff reviewed the submitted bids for fairness and accuracy and selected Chavez Construction, Inc. as the lowest and most qualified bidder for both Bid Tabs A & B.
Approval of a construction contract with Chavez Construction, Inc. would authorize only Bid Tab A to be completed this summer, with an anticipated construction timeline of early June through early September.
BACKGROUND:
The City of Littleton has approximately 360 lane miles of streets within the community’s transportation network. Littleton’s Public Works Department is responsible for the preservation and maintenance of the roads and streets throughout the community.
The Engineering Division of Public Works uses condition ratings and specific preservation and mitigation practices to preserve the condition of Littleton’s roadways and extend the useful life of the pavement. Engineering staff assesses the condition of each roadway segment and assigns a Pavement Condition Index (PCI) rating based on the pavement condition, ranging from 0 to 100. A PCI of 100 corresponds to a new road, a PCI rating of 0 means the pavement has completely failed. The PCI rating drops over time; the rate of degradation begins slowly and increases rapidly after a few years.
The Engineering Division manages the Pavement Preservation Program; the goal of the program is to keep Littleton’s roads at a PCI of 75 or higher. The strategy is to identify the correct preservation treatment, and apply it at the right time, to extend the life of the pavement.
Common pavement preservation treatments are described below:
Surface sealing streets in good condition protects the wearing surface and prevents degradation of the street structure over time. Pavements with seals that have aged to no longer provide preservation, or streets that have not been adequately sealed and preserved require more intensive activities and repairs to bring the roadway back to a good condition.
Patching work repairs failed pavement areas across the community. The work is focused on street segments identified by Public Works, and typically is in advance of other pavement preservation treatments.
Milling is the removal of the top typically two inches of a roadway to remove asphalt that is no longer providing a smooth wearing surface. An overlay replaces the spent layer removed, providing a new traveling surface. Localized areas of pavement failure may be encountered after milling. These areas will be patched prior to paving the surface.
Street reconstruction involves pulverizing the upper layers of the roadway into the subgrade, removing excess material, and recompacting the subgrade for the roadway. The street is then paved with specified thicknesses for the full street pavement section.
Streets that do not have a viable base or have a fully degraded surface must be reconstructed. Preservation techniques must consider the pavement distresses present to be effective; for example, a surface seal will not improve the condition of a roadway that has a failing base layer.
The holistic program approach of “right treatment, right street, right time” effectively preserves the pavement network thorough leveraging low-cost preservation techniques to limit future reconstructions and provides the most value from the funding available for pavement preservation.
The 2025 Mill & Overlay project includes various local streets in the Howarth Farm, Hamlet, and Bow Mar South neighborhoods. The adjacent map shows the treatments for 2025, color-coded by treatment type. The outer blue line represents the city limits; purple lines indicate full roadway reconstruction; the red lines are designated for mill and overlay. The remaining streets not highlighted in the Bow Mar South neighborhood are planned for surface sealing in 2026.
Over five centerline-miles of residential streets are slated for repair and a new top layer of asphalt this summer as part of the 2025 Mill & Overlay pavement preservation program.
Prior Actions or Discussions
N/A
FISCAL IMPACTS:
The proposal submitted by Chavez Construction for the 2025 Mill & Overlay Bid Tab A has a cost of $1,194,494.95; Bid Tab B (add alternate #1) has a cost of $631,919.50. The contract presented with this resolution includes only Bid Tab A. The scope of work identified in Bid Tab B is planned to be completed by in-house staff in the Public Works’ Street Division. Should the city desire to award Bid Tab B, an amendment to the contract would be brought to City Council for approval at a future date. The project will be funded from the Capital Projects Fund.
STAFF RECOMMENDATION:
Staff recommends approval of the Construction Contract.
ALTERNATIVES:
If the contract is not approved, services for full depth reclamation, milling, and hauling would need to be procured to support the city street crews in their street preservation activities. It is possible that not all streets identified for reconstruction or overlay would receive treatment in 2025.
PROPOSED MOTION:
Proposed Motion
I move to approve Resolution 42-2025 approving a construction contract with Chavez Construction, Inc. for the 2025 Mill & Overlay Project, City Project No. 25-03.