Agenda Date: 09/2/2025
Subject:
Title
Resolution 71-2025: Approving Change Order #1 to the Work Order with Hallmark, Inc. for the Main Street, Alamo Avenue, and Prince Street Bridge Fence Repairs Project, City Project No. 20-18
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: |
Brent Soderlin, Director of Public Works & Utilities |
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Kimberly Dall, Assistant City Engineer |
PURPOSE:
City Council consideration of Change Order #1 to the Work Order with Hallmark, Inc. for the Main Street, Alamo Avenue, and Prince Street Bridge Fence Repairs Project, City Project No. 20-18.
LONG-TERM OUTCOME(S) SERVED:
Safe Community; High-Quality Governance
DISCUSSION:
The City of Littleton awarded a work order to Hallmark, Inc. for the Main Street, Alamo Avenue, and Prince Street bridge fence repairs project on February 4, 2025. A change order is being requested to address increased costs of steel and construction materials, increased steel for the curvature of the bridges, erosion control measures, and to install mountain stencil art on the bridge fences for Main Street and Alamo Avenue.
The cost of materials in 2025 has fluctuated more than in recent years. Proposed tariffs have affected the demand and supply of construction materials, including steel and copper. The contractor began providing shop detail drawings for review and approval in February, prior to ordering materials for the project. The details have been approved by staff; pricing from the electrical and steel suppliers has increased between January and August by $30,868.00. The contractor has committed that the material price is firm and will not increase for the duration of the project.
The bridge fence has restrictions on the maximum opening size of the fence mesh and all areas of the fence to prevent debris from falling to the train tracks below. The bridge fence design did not account for a slight curvature along the length of the bridge. Steel filler plates are needed at the base of the fence panels to meet the maximum opening size restrictions; the cost of the additional steel is $18,450.00.
Erosion control measures are necessary to complete construction and were not included in the Work Order; $1,200.00 will provide erosion control measures and concrete washout.
Public Works staff presented the proposed bridge fence rendering to the Littleton Downtown Development Authority (LDDA) on March 19, 2025, at their board meeting. The Board expressed an interest to enhance the gateway into Littleton with bridge fence art on Main Street and Alamo Avenue. No enhancements are proposed for the Prince Street bridge.
Staff worked with the LDDA and the Arts and Culture Board representatives, as well as the design and construction teams, to identify potential options for bridge fence art. The options included various lengths of mountain and river stencil cutouts, as well as the iconic flag stencils of the Littleton logo, similar to those located on the monument sign at the intersection of Prince Street and Santa Fe Drive. The art options, as well as costs, are attached to this memo.
- For the flag stencils, sheet 1 identifies two alternatives for each bridge; one alternative with a single flag centered on the fence, and a second alternative with three flags spaced across the length of the fence.
- For the Alamo Avenue bridge, sheets 2 and 3 identify four alternatives for either mountain or wave stencils; alternatives A, B, C, and D are shown for either mountain or wave stencils.
- For the Main Street bridge, sheets 4 and 5 identify three alternatives for either mountain or wave stencils; alternatives A, B, and C are shown for either mountain or wave stencils.
A table of the costs are shown below:
|
Bridge |
Stencil Option |
Price |
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Alamo Avenue |
Flag Option A |
$8,350 |
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Alamo Avenue |
Flag Option B |
$25,050 |
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Alamo Avenue |
Mountain Option A |
$24,475 |
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Alamo Avenue |
Mountain Option B |
$63,825 |
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Alamo Avenue |
Mountain Option C |
$43,800 |
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Alamo Avenue |
Mountain Option D |
$63,825 |
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Alamo Avenue |
Wave Option A |
$26,100 |
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Alamo Avenue |
Wave Option B |
$60,125 |
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Alamo Avenue |
Wave Option C |
$35,500 |
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Alamo Avenue |
Wave Option D |
$60,125 |
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Main Street |
Flag Option A |
$8,350 |
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Main Street |
Flag Option B |
$25,050 |
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Main Street |
Mountain Option A |
$24,475 |
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Main Street |
Mountain Option B |
$43,800 |
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Main Street |
Mountain Option C |
$43,800 |
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Main Street |
Wave Option A |
$26,100 |
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Main Street |
Wave Option B |
$26,100 |
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Main Steet |
Wave Option C |
$41,400 |
The aesthetic options were provided to the LDDA to identify their preferred option. The majority of the board responded in favor of the singular mountain image; this is shown as option MC for both Alamo Avenue and Main Street. The cost to install the art on the two bridges is $137,700.00.
The additional steel, material cost increases, and erosion control measures were not included in the original scope or fee for the project, therefore an amendment to the work order is required to complete the project. Staff is seeking Council’s feedback and direction on whether to proceed with adding aesthetic enhancements to the bridge fences, and if so, which option(s) to proceed with.
The additional costs must be within the value of the overall maximum $1,500,000 on-call contract with Hallmark, Inc., to meet the city’s procurement policy for use of the on-call contract.
The combined change order amount, including the preferred art option, is $188,218.00. If approved, the Work Order would total $1,495,479.00.
BACKGROUND:
The City of Littleton advertised and awarded several contracts for on-call professional and construction services in 2024. Construction service contracts expenditures were capped at $1,500,000. The Work Order Issuance Process establishes the procedure for using the on-call contracts. For projects estimated to cost $500,000 or more, Public Works requests bids from all contractors in the on-call pool, and City Council approval of the contract is also required.
Littleton’s Public Works Department requested the on-call contractors selected to perform structural services, provide a bid to complete the Main Street, Alamo Avenue, and Prince Street Bridge Fence Repairs Project, City Project No. 20-18 on November 27, 2024. Hallmark, Inc. was the lowest qualified bidder, and Council approved the work order on February 4, 2025 for $1,307,261.00.
The City of Littleton regularly works in partnership with community organizations. The Littleton Downtown Development Authority is a community organization that supports the business within downtown Littleton. Public Works staff presented a rendering of the approved bridge fence project at the LDDA’s monthly meeting in March, at which they expressed an interest to enhance the gateway into Littleton with bridge fence art.
The LDDA did not exist when the fences were originally designed. the original design and color were selected by a cross-departmental staff committee. The creation of the LDDA and evolution of the vision for downtown Littleton over recent years established the opportunity to provide feedback on the design and enhance the Main Street and Alamo Avenue gateway.
Staff worked with a representative from the LDDA and the Arts and Culture Board, as well as the design and construction teams, to identify potential options for bridge fence art. The options included various lengths of mountain and river stencil cutouts, as well as flag stencils based on the city logo.
The various options were provided to the LDDA to select their preferred option. The options are like an a la carte menu in that each price is specific to each fence design and may be selected independently of each other. The art options, as well as costs are attached to this memo. The majority of the board responded in favor of the singular mountain image; this is shown as option MC for both Alamo Avenue and Main Street.
The Board also discussed the proposed color of the bridge. The proposed color, beige, was not well-received; however, a consensus on an alternative color was not achieved. Staff considered the proposals of black, forest green, blue green, red, and yellow, along with beige. Darker colors are not desirable as they fade more quickly. Beige is a lighter color and was the color that was bid for the project, staff recommends keeping the color as originally proposed.
The additional steel, material cost increases, and erosion control measures were not included in the original scope or fee for the project, therefore an amendment to the work order is required to complete the project. Staff is seeking Council’s feedback and direction on whether to proceed with adding aesthetic enhancements to the bridge fences, and if so, which option(s) to proceed with.
The additional costs must be within the value of the overall maximum $1,500,000 on-call contract with Hallmark, Inc., to meet the city’s procurement policy.
The combined change order amount, including the preferred art option, is $188,218.00. The cost without the preferred art option is $50,518.00.
Prior Actions or Discussions
This original work order for this project was approved by Council as Resolution 11-2025 on February 4, 2025.
FISCAL IMPACTS:
The proposed resolution would approve Change Order #1 to the Work Order, authorizing additional expenditures up to $188,218.00 for selected art on the Main Street and Alamo Avenue bridge fences. This cost was not included in the Capital Improvement Plan. The project will be funded from the 3A Sales Tax Capital Improvement Fund.
STAFF RECOMMENDATION:
Staff recommends approval of the material increases, increased steel, and erosion control measures, as well as considering the value of the aesthetic modifications and the preferences of the Littleton Downtown Development Authority when determining if the art stencils should be incorporated. Staff is seeking Council’s feedback and direction on whether to proceed with adding aesthetic enhancements to the bridge fences, and if so, which option(s) to proceed with.
ALTERNATIVES:
Option 1: Council may opt to forego any aesthetic enhancements and proceed with the project as currently designed.
Option 2: Council may choose to add art stencils to the project. The options are like an a la carte menu in that each price is specific to each fence design and may be selected independently of each other. However, if the total cost of these additions exceeds $192,739, the on-call contract would need to be amended to allow for the contract to exceed $1.5M.
PROPOSED MOTION:
Proposed Motion
I move to approve Resolution 71-2025 approving Change Order #1 to the Work Order with Hallmark, Inc. for the Main Street, Alamo Avenue, and Prince Street Bridge Fence Repairs Project, City Project No. 20-18.