To: Members of the Public Works Commission
From: Eric Seagren, Project Manager
Title
Resolution Approving a Services Agreement with Kimley-Horn and Associates, Inc., for the Design of the West Loop Road Roundabout Project
Body
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Executive Summary
Staff is seeking Town Council approval of a Resolution awarding a Service Agreement between the Town of Castle Rock (Town) and Kimley-Horn & Associates Inc. (Kimley) for the West Loop Road Roundabout project (project) at a total cost of $388,117.
The project is a key improvement for the intersection of Crystal Valley Parkway and West Loop Road as shown in the vicinity map (Attachment C). The project is designed to accommodate projected traffic growth associated with future development while enhancing overall safety. The design will include comprehensive traffic analysis, roadway and roundabout geometric design, a drainage report, installation of Rectangular Rapid Flashing Beacons (RRFBs), Temporary Erosion and Sediment Control (TESC) plans, utility coordination, and detailed construction phasing.
The information presented herein includes a description of the scope of work including notification and outreach efforts, and budget impacts.
Notification and Outreach Efforts
In conjunction with the Town’s Community Relations Division, a concentrated effort to identify the community relations requirements for the project will be undertaken by Kimley to seek public involvement in the design stages of the project.
The project team, along with Kimley, will perform the following community notification and outreach efforts related to the project:
• Project website creation, including regular schedule updates
• Minimum of one (1) public open house and one (1) town hall meeting during primary and final design to inform and collect feedback
• Create/update/monitor an email notification line for the project
• Provide project notification mailer as needed
• The primary goal related to community outreach for this project is twofold. First, these efforts will create a culture of trust among adjacent residents and project stakeholders. Secondly, they will facilitate stakeholder buy-in throughout the design process.
Discussion
Crystal Valley Parkway is a major arterial connecting local and regional travel between the Crystal Valley Development and the rest of the town. The future completion of the Crystal Valley Interchange is expected to influence new travel patterns and increase traffic volumes along Crystal Valley Parkway. Improvements to the intersections along Crystal Valley Parkway will ensure efficient road network connections for future development in the area and improve public safety for vehicle and pedestrian traffic.
This project has a preliminary schedule with the following milestones:
Project Design Kickoff Mid-April 2026
Traffic and Feasibility Analysis Mid-July 2026
ROW Acquisitions (If Needed) June 2026 - January 2027
30% Construction Plans and Estimate Mid-September 2026
90% Construction Plans and Estimate Mid-November 2026
Bid Package Complete January 2027
Construction 2027
This project aligns with elements valued by the community:
Improving Safety - The project includes the design of pedestrian facilities for the Crystal Valley Parkway crossing, with special attention given to traffic calming measures and geometric design to enhance pedestrian safety. The reduced vehicle speeds associated with a roundabout will decrease the number of conflict points and significantly reduce the severity of potential crashes at this intersection.
Improving Reliability - Roadway reliability will be enhanced through improved traffic flow and increased safety, resulting in fewer delays, reduced congestion, and more consistent travel times. Unlike signalized intersections, a roundabout operates without power and is not affected by power outages or signal equipment failures.
Achieving Low Life-Cycle Costs - By eliminating the need for traffic signal infrastructure, electrical service, and ongoing signal maintenance, a roundabout offers lower life-cycle costs and a longer service life compared to a traditional signalized intersection.
Focus on Low Environmental Impacts - To limit environmental impacts, construction for the project is anticipated to be confined to the existing Right-Of-Way (ROW), helping to protect water quality and drainage features. Additionally, the roundabout design reduces vehicle idling and fuel consumption by eliminating signalized stops and wait times, resulting in lower emissions.
An overview of the project area and proposed improvements to be evaluated/designed with this service agreement is depicted on Attachment C and D.
A formal Request for Proposals (RFP) was advertised publicly in accordance with Town of Castle Rock Purchasing Policy Number 1045. Four qualified engineering firms submitted proposals in conformance with the RFP requirements. A selection committee of four members from the Public Works Engineering Division evaluated the proposals and have made a formal recommendation to award the service agreement to Kimley.
Design Scope of Work
The design services included in this service agreement are outlined below.
• Traffic Analysis
• Geotechnical Investigation
• 30 %, 90%, and Final document sets
• Site Drainage and Hydrology Analysis
• Drainage Report
• Construction support services
Budget Impact
Pending approval of the revised Transportation Capital 5-year plan, the design and ROW budget is $450,000 within account 135-3175-431.79-16. The total requested encumbrance for the design service agreement is $388,117. The remaining unencumbered funds of $61,883 will be available for ROW acquisition, if needed.
Staff Recommendation
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
Attachment A: Resolution
Attachment B: Service Agreement
Attachment C: Vicinity Map
Attachment D: Conceptual Project Exhibit