Town of Castle Rock - File #: PWC 2024-025

• File #: PWC 2024-025
• Version: 2
• Type: Public Works Topic
• Status: New Agenda Topic
• File created: 6/24/2024
• In control: Public Works Commission
• On agenda: 7/1/2024
• Title: Resolution Approving an Intergovernmental Agreement with The Villages at Castle Rock Metropolitan District No. 4 for the Plum Creek Parkway Full Depth Reclamation (FDR) Project

To:                     Members of the Public Works Commission

From:                     Andrew Focht, Project Manager

Title

                     Resolution Approving an Intergovernmental Agreement with The Villages at Castle Rock Metropolitan District No. 4 for the Plum Creek Parkway Full Depth Reclamation (FDR) Project

Body

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Executive Summary

Staff is seeking a recommendation from the Public Works Commission for Town Council to approve an Intergovernmental Agreement (IGA) with The Villages at Castle Rock Metropolitan District No. 4 “the District” that would coordinate a District project with the Town’s pavement maintenance on Plum Creek Parkway. The provisions of the IGA require the District to perform pavement maintenance, while the Town provides an estimated $1.1M in funding for the reconstruction only.

The District plans to construct a sanitary sewer underneath west bound Plum Creek Parkway lanes between Eaton Street and Ridge Road in 2024. The Town would like to coordinate its scheduled maintenance of this section of pavement along Plum Creek Parkway as it has reached the end of its useful life and is currently slated to receive a Full Depth Reclamation (FDR) treatment in 2025.

Town and District staff recommend a partnership, through the proposed IGA, to have the Town’s FDR project included in the District’s Sanitary project. Upon approval of the IGA, The District would incorporate the Town’s FDR into their project by: combining construction bid documents, procuring a contractor, and performing construction which is anticipated to be complete the summer of 2025.  This approach will reduce traffic impacts that would otherwise be experienced by the community should the sanitary sewer be constructed separate from the FDR. The IGA also results in efficiencies (cost savings) for the Town in the order of $250k.

Notification and Outreach Efforts

During construction the community will be notified of construction activities and potential traffic disruptions utilizing a multitude of mechanisms, including:

•                     Message boards on either end of the project to communicate construction activities throughout construction

•                     Social media posts (facebook, twitter, nextdoor, etc) to communicate important updates

•                     Coordination with directly adjacent residents throughout construction

Discussion

Town’s FDR Project

The Town recently completed a roadway widening to add 2 lanes on Plum Creek Parkway between Eaton St. and Ridge Rd. The widening created new roadway for east bound lanes while the pre-existing road was left in place (left hand portion of road in the photo below).

The condition of the old west bound pavements have been regularly assessed by the Town’s Public Works Department and are programmed for restoration treatments in 2025. The Town’s restoration effort in this area is referred to as the Plum Creek Parkway Full Depth Reclamation (FDR) project, which area is highlighted in the image below.

The FDR project will generally consist of processing the underlying soil substructure, constructing new asphalt pavement, pavement markings, curb & gutter repairs and associated traffic control.

District’s Sanitary Project

The District has designed a major sanitary sewer outfall line to serve seven (7) properties and proposes to construct the sewer underneath the west bound lanes of Plum Creek Parkway starting in 2024.

The Sanitary project will generally consist of pavement cuts, pipe & manhole installation, street patching and traffic control.

Combined (IGA) Project

The Sanitary and FDR projects largely overlap so there are major advantages in performing the work at the same time. The advantages include:

•                     Reduced impact to the traveling public by reducing overall construction timeframes by up to a year.

•                     Cost savings of $250K through elimination of rework and gaining construction efficiencies

In order to perform the projects at the same time, the Town’s FDR project must be incorporated into the District’s Sanitary construction contract. The proposed IGA is the mechanism by which each parties’ interests, obligations and requirements are defined and enforced to partner on the “Combined Project”.

The Combined project will include all work elements of both the FDR project and the Sanitary project. Generally, the District will manage the project from contractor procurement (bidding) to construction completion while the Town fulfills a funding role to pay for the Town portions of the project. The Town will retain rights throughout the process moving forward that protect the interests of the community and maintains consistency with Town regulations, requirements and criteria. For example, the proposed IGA requires that the Town “approve” the selection of a contractor. There are also provisions in the IGA that allows the Town to take full control of construction if the District (or the contractor) is not performing per the agreement.

Construction Schedule

The Combined project is currently anticipated to commence in summer of 2024, and be complete by early 2025. There are planning, permitting and procurement milestones to reach prior to construction start including:

•                     May 2024 - District project plan and permit approvals

•                     August 2024 - advertise construction contract

•                     Q3 2024 - start construction

•                     Q2 2025 - complete construction

Project Values

This project aligns with Department and Community values of improving reliability and minimizing down time while maintaining the lowest lifecycle cost.

Minimizing Downtime - The agreement will reduce traffic impacts that would otherwise be experienced by the community should the sanitary sewer be constructed separate from the FDR.

Low Lifecycle Cost (cost savings) - The agreement will result in cost savings to the Town, and the District.

Budget Impact

The Town’s total estimated cost associated with the IGA is $1.1M. A breakdown of the costs is provided in Table 1 below.

The roadway reconstruction work that the Town will fund is estimated to cost around $1.0M. Staff is requesting that a 10% Town managed contingency be approved for the IGA. The contingency allows the Town, and future contractor, to resolve unforeseen issues that may require a change in the scope of work.

Funding the IGA will require advancing funds from the Transportation General Fund balance to encumber in escrow.  A budget amendment will formally account for this expenditure with the approval of this resolution. 

Staff Recommendation

It is recommended that Public Works Commission recommend Town Council approve the IGA.

Proposed Motion

“I move that the Public Works Commission recommend that Town Council approve the attached Resolution as introduced by title.”

Alternative motions:

“I move to recommend that Town Council approve the attached Resolution as introduced by title, with the following conditions: (list conditions)”

“I move to continue this item to the Public Works Commission meeting on (date) to allow additional time to (list information needed)”

Attachments

Resolution