To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
Daniel Sailer, Director of Public Works
From: Aaron Monks, Project Manager
Title
Resolution Waiving Formal Written Bidding Requirements on the Basis of Sole Source, and Approving a Professional Service Agreement with Jacobs Engineering Group Inc. for Design Services During Construction of the Crystal Valley Interchange Package 2 Project
Body
________________________________________________________________________________
Executive Summary
Staff is seeking approval of a resolution to enter into a service agreement between the Town of Castle Rock and Jacobs Engineering Group (Jacobs) for Services During Construction on the Crystal Valley Interchange (CVI) Package 2 Project. The amount of the service agreement is $414,000.
The requested services will provide support for review of technical submittals such as shop drawings for the bridges and concrete box culverts associated with Package 2. Additionally, this will provide support for Requests for Information (RFI’s) and design modifications due to unforeseen conditions.
Because Jacobs was the project’s original design firm, they are uniquely qualified due to their comprehensive understanding of the project’s design requirements. A sole-source justification for Jacobs has been approved (Attachment A).
History of Past Town Council, Boards & Commissions, or Other Discussions
This project has been presented and adopted by Town Council in various forms within the last two Transportation Master Plans (TMP), which includes the 2017 TMP. The interchange was originally conceptualized in the late 1980’s when the Dawson Ridge subdivisions were approved. Initial FHWA documents were completed in 2004 with the approval of an Environmental Assessment (EA) and Finding of No Significant Impact (FONSI). The project stalled as a result of lack of development on the west side of I-25, and project funding prioritization changes.
In the spring of 2020, the Town applied for a BUILD grant for Design, ROW and Environmental Assessment funding. The Town received notice of award of the $5.4 million grant in late fall of 2020. The Intergovernmental Agreement (IGA) with CDOT was approved at the September 7, 2021 Town Council meeting. In the first quarter of 2023, the Town applied for a DRCOG grant. The Town received notice of award of the $8.5 million grant in July of 2023, and the IGA with CDOT for the grant was executed in December of 2023. The Town received notice that additional funding was awarded to the Town in the amount of $430K in October of 2024. The IGA amendment is in the process of being drafted by CDOT.
The design services agreement with Jacobs Engineering Group was presented and approved at the June 15, 2021 Town Council meeting. The Construction Management/General Contractor (CM/GC) service agreement with Kraemer was presented and approved at the March 15, 2022 Town Council meeting. The ICE service agreement with Stanton Constructability Services was presented to the Town Manager in May of 2022.
The construction contract for Package 1 was presented and approved by Town Council on June 20, 2023. The construction contract for Package 2 was presented and approved by Town Council on May 21, 2024.
Discussion
Design services during construction are a critical component of the overall project delivery process. They ensure that the design intent is realized, risks are minimized, and the final product meets the highest standards of quality. These services are essential to maintain the integrity of the design, ensure quality control, and facilitate the successful completion of the project in alignment with its original intent and contractual requirements.
A project of this scale and complexity represents a significant investment. Design services during construction help safeguard this investment by ensuring that the work performed adheres to the approved plans, reducing the risk of costly errors or delays By responding to RFIs and participating in construction meetings, Jacobs will address changes, challenges and questions quickly, minimizing delays and ensuring that contractor and design remain aligned throughout the project.
Schedule
The project is anticipated to be executed according to the following schedule:
• Package 1 construction started - February 2024
o Completion expected May 2025
• Package 2 construction started - May 2024
o Completion expected July 2025
• Dawson Trails Blvd (Town and Douglas County portions) started - Summer 2024
• Project Completion -
o Substantial Completion (opened to the public for use) - Second quarter 2027
o Project Acceptance - Third quarter 2027
Budget Impact
This service agreement requires the Town to encumber project funds in the amount of $414,000. As an on-call style of agreement, it is anticipated that this full amount will not be utilized.
The below charts summarize the total project expenditures and revenue. The “Under contract” expenditures consist of Design Services, Design Services During Construction, Construction Management Services, Construction Contracts and Intergovernmental Agreements with CDOT for oversight on construction and grants. The County’s revenue number includes services in kind (construction of Dawson Trails Blvd within the County).
*Includes $1,344,000 associated with BNSF Railroad Flagging
Staff Recommendation
The Public Works Commission heard a presentation from staff on February 3, 2025, they unanimously recommended that Town Council approve the Resolution as introduced by title.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternative motions:
“I move to approve the Resolution as introduced by title, with the following conditions: (list conditions)”
“I move to continue this item to a future Town Council meeting date to allow additional time to (list information needed)”
Attachments
Resolution
Service Agreement
Attachment A: Sole Source