To: Members of the Castle Rock Water Commission
From: Mark Marlowe, P.E., Director of Castle Rock Water
Roy Gallea, P.E., Engineering Manager
Erin Evans, P.E., Project Manager
Title
Resolution Approving a Second Amendment to the Service Agreement with Dewberry Engineers Inc. for the Young American Infrastructure Improvements, Bell Mountain Raw Pipeline, and Bell Mountain Flow Meter Vault Upgrade Projects [Young American neighborhood and Bell Mountain Ranch]
Town Council Agenda Date: November 5, 2024
Body
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Executive Summary
Castle Rock Water (CRW) is seeking Town Council approval of a resolution approving a Second Amendment to the Service Agreement (Attachment A) with Dewberry Engineers, Inc. (Dewberry) for design of the Young American Infrastructure Improvements, Bell Mountain Raw Pipeline, and Bell Mountain Flow Meter Vault Upgrade Project. In an effort to reduce administrative and contracting costs, gain economies of scale and generate more competitive engineering bids, CRW staff initially combined three separate but smaller design projects into one request for proposals. Location maps of the three project areas are included in Attachments B and C.
The current authorization for this Service Agreement includes Dewberry's project cost for design in the amount of $623,784, with a contingency of $31,189, for a total authorization of $654,973. Previously, a first amendment to the service agreement was approved to add contract time only to continue with further development of the designs for each of the projects through December 31, 2024. Additional scope and fee is needed to complete the Young American Infrastructure Improvements design. The total added fee for Dewberry under Amendment 2 is $138,653. This project will encumber the remaining project contingency of $31,189 and staff requests approval of an additional $107,464 for a total revised authorization amount of $762,437 for Dewberry’s services. The scope of services to be completed by Dewberry is detailed in an attachment to the agreement (Exhibit 1). CRW staff have reviewed the scope and cost and believe the fee proposed by Dewberry to be reasonable.
Dewberry shall undertake the work upon execution of the agreement and shall complete the work by December 31, 2025.
Notification and Outreach Efforts
The project information will be posted on the Town's Development Activity map as Water Projects. CRW is working with the contractors to provide public notice as needed for the Bell Mountain and Young American projects as they approach the construction phase.
History of Past Town Council, Boards & Commissions, or Other Discussions
The design services agreement was approved through Resolution No. 23-103 by Town Council on August 15, 2023 in the amount of $623,784, plus a Town owned contingency in the amount of $31,189.
On May 28, 2024 the First Amendment was approved by the Town Manager which extended the schedule for completion to December 31, 2024.
Discussion
The Young American Infrastructure Improvement design phase includes water distribution and sanitary collection systems replacement and/or rehabilitation planning for this neighborhood. This project has been designed in a phased approach for constructability and budgeting considerations, initially separating the Waterline Replacements into three phases and one phase for the Sanitary Sewer Rehabilitation. Through the design process, it was determined that the proposed scope for phase 1 of the waterline replacement would exceed the 2025 allocated budget.
Dewberry was then tasked with re-phasing the entire project into more phases to more closely align with budgeting through completion of the project. Public Works was also brought into the design process of the Young American waterline improvements project to allow collaboration with their Pavement Management Program (PMP) to minimize impacts to the neighborhood with multiple projects. CRW staff identified two more locations that needed critical upgrades, which were added to Dewberry’s scope; Hillside Drive and Overlook Road. Additional potholing for phases 2 and 3 will also be included in the scope of the waterline replacement design in the second amendment. Including the rephasing efforts and Public Works PMP coordination will also require an extension of the service agreement to December 31, 2025.
The Sanitary Sewer Rehabilitation and Bell Mountain Flow Meter Vault Upgrade design has been completed and both projects are currently under construction.
The Bell Mountain Raw Pipeline Project design is progressing on schedule. An alignment has been determined, which has narrowed down the locations where easements are required to execute the project. Easement legal descriptions were not included in the initial scope for this project, so they are also included in this second amendment.
The existing pipes in the Young American neighborhood are 4-inch and 6-inch cast iron pipe, which need to be upsized to 8-inch to meet the Town's current standards for water mains. The majority of the waterline replacements in this project include upsizing the existing mains to 8-inch. South Street will be upsized to 12-inch in order to improve system capacity and distribution in this area as shown in the phasing map in Attachment B. As part of the additional scope in Amendment 2 both sanitary sewer and waterline replacements for Overlook Road have been added to the project. Even though the street, sanitary sewer and water main on Overlook Road are currently privately owned, CRW has frequently been called out to perform maintenance and repairs on these aging utilities by the local property owners. As part of this project, it was determined that CRW would take over operations and maintenance of these lines, perform the replacements and obtain an access easement on the private road to provide a better service for the property owners in the area. Waterline replacements for Hillside Drive were also added to the scope of this project as this area historically has had issues with failing valves and maintenance concerns. Phases 2 and 3 of waterline replacements will also require additional potholing due to the congested utility corridors and an increase in number of utility crossings by the new 8-inch waterline identified in the initial stages of design.
As part of the design process, staff tasked Dewberry with providing milestone Engineer’s Opinion of Probable Construction Cost (EOPCC) estimates. The 100% design milestone estimate for the waterline replacement was approximately $2,000,000. Using this estimate, it was determined that the proposed scope for phase 1 of the Young American Waterline Replacements project would exceed the $1,000,000 allocated in the 2025 budget for this project. Dewberry was then tasked with re-phasing the project into smaller phases to more closely align with annual budgeting through completion of the entire project. Public Works was also brought in during design to initiate collaboration between their PMP projects and this CRW project as their upgrades in this location are planned for 2027. In the interest of limiting impacts to the residents in the neighborhood, CRW has partnered with Public Works to identify overlap between their PMP and this project and create a plan to execute both projects at the same time starting in 2025 by providing an interfund loan to Public Works to front the costs of street reconstruction until 2027 when this work is budgeted.
Castle Rock Water recently acquired the Bell Mountain water system, including the two Denver Basin Wells. Castle Rock Water also has partial water rights on three other Denver Basin Wells in the Bell Mountain Ranch area that currently discharge to East Plum Creek. A raw water pipeline is needed between the two well sites (Arapahoe well and Dawson well on one site and Denver well on the other site) to direct this water supply to the Bell Mountain Water Treatment Plant for use within our service area. The alignment (shown in Attachment C) has been determined for this pipeline and several easement locations have been identified that will need to be acquired. Legal descriptions for permanent and temporary easements have been added to Dewberry’s scope in Amendment 2 as well.
Incorporating the Public Works improvements into the overall Young American project scope as well as performing more robust potholing and rephasing of this project will require additional time for Dewberry to complete. The agreement completion date will need to be extended to December 31, 2025.
Budget Impact
The Dewberry proposal fee for Amendment 2 is $138,653. This project will encumber the remaining project contingency of $31,189. Staff requests approval of an additional $107,464 for a total contract amount of $762,437. The project will be funded from the remaining contingency in the accounts shown below:
|
Project |
Account |
Amount |
|
Water Rehab |
210-4275-442.75-35 |
$8,909 |
|
Sewer Rehab |
213-4575-445.75-62 |
$8,909 |
|
BMR Pipeline Connection & BMR Well Vault |
210-4275-442.75-39 |
$13,373 |
|
Total |
|
$31,189 |
The remaining cost for this amendment will be funded from the account shown below:
|
Project |
Account |
Amount |
|
Amdmt 2 Services - Yng American Rehab |
210-4275-442.79-26 |
$107,464 |
Staff Recommendation
Staff recommends Town Council approval of the resolution approving the Second Amendment to the Services Agreement between the Town of Castle Rock and Dewberry for the design of the Young American Infrastructure Improvements, Bell Mountain Raw Pipeline, and Bell Mountain Flow Meter Vault Upgrades Projects in amount of an additional $138,653 for a total budget of $762,437.
Proposed Motion
“I move to recommend to Town Council approval of the Resolution as presented”
Attachments
Attachment A: Resolution (Not Attached)
Exhibit 1: Agreement (Not Attached)
Attachment B: Location Map for Young American Waterline Replacements
Attachment C: Location Map for Bell Mountain Raw Water Pipeline