To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Jeff Brauer, Director of Parks and Recreation
Title
Resolution Approving the Fourth Amendment to the Town of Castle Rock Services Agreement with SaBell’s Civil and Landscape, LLC, for Concrete Removal and Placement Services [Centennial Park Court Replacement Project]
Body
________________________________________________________________________________
Executive Summary
The purpose of this Resolution is to seek Town Council approval of the Fourth Amendment to the Town of Castle Rock Services Agreement with SaBell’s Civil and Landscape, LLC, for on-call concrete services. Approval is requested to increase the annual on-call contract for 2024 to assist with the demolition and renovation of the Centennial Park Court Replacement Project, as well as renew the existing annual agreement through the end of 2025.
Discussion
The Parks and Recreation Department’s utilization of an annual on-call services agreement with Sabell's Civil and Landscape has proven crucial for maintaining the quality and efficiency of operations. By contracting with a specialized company, the department ensures it has immediate access to expert civil and landscape services for various projects and maintenance needs, ranging from park improvements to landscaping repairs, allowing for faster response times, reducing delays in project completion and ensuring public spaces remain safe, functional, and visually appealing year-round. Overall, on-call agreements can help ensure cost-effective resource allocation and enhance operational flexibility and service quality.
The Town and SaBell’s are currently parties to the Amendatory Agreement for on-call services (Exhibit A-4) and both parties wish to increase the total payment amount for the 2024 term due to the Centennial Park Court Replacement Project and extend the agreement through December 31, 2025. While Renner Sports Surfaces will complete the installation of the new tennis and basketball courts, SaBell’s will provide the additional services of site demolition, material removal, geotechnical testing, erosion control, irrigation modifications, retaining wall placement, concrete work, landscaping installation and parking lot mill and overlay to maximize available Parks and Recreation Department funding mechanisms/budgets. SaBell’s will also add a new seat wall and two shade shelters with benches and trash receptacles for the tennis courts.
Budget Impact
This is an on-call contract based on unit cost provided by the Contractor as shown on the proposal (Exhibit B-4) within the Fourth Amendment to the Services Agreement.
Total expenses for 2024 shall not exceed $1,144,275 unless authorized in writing by the Town. The request increase in 2024 is for the Centennial Park Court Replacement Project. SaBell’s amended agreement will include:
|
Centennial Park Court Replacement Base Bid |
$585,705 |
|
10% Town-managed Contingency |
$58,570 |
|
Total Centennial Park Project with SaBell’s |
$644,275 |
|
2024 Current On-Call |
$500,000 |
|
2024 Budget Subtotal |
$1,144,275 |
Expenses for 2024 Centennial Park Court Replacement project have been budgeted and will be expensed to Various P&R Improvements line item 122-5475-454.75-18 within the Conservation Trust Fund in the amount of $585,705 plus a 10% Town-managed contingency.
Expenses for 2025 on-call services have been budgeted and will be expensed from multiple funds including the General Fund, Conservation Trust Fund and Lodging Tax Fund based on the type of services completed and projects that they relate to for a total not to exceed $500,000 unless authorized in writing by the Town. The Parks and Recreation Department manages the cumulative annual contract billings through an internal tracking log to ensure that costs do not exceed the annual amount.
Staff Recommendation
Staff recommends approving the resolution as introduced by title.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternate Motions
“I move to approve the Resolution as introduced by title with the following changes ______”
“I move to continue this item to a future Town Council agenda on _____date to allow additional time to (list information needed).”
Attachments
Resolution
Fourth Amendment to the Services Agreement