Town of Castle Rock - File #: PWC 2025-031

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To: Members of the Public Works Commission

From: Aaron Monks, Engineering Manager

Title

Resolution Approving an Intergovernmental Agreement with The Castle View Metropolitan District 1 for the Plum Creek Parkway Reconstruction Project

Body

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Executive Summary

Staff is presenting a conceptual Intergovernmental Agreement (IGA) to the Public Works Commission for discussion and to seek a favorable recommendation that Town Council approve the agreement once final cost terms are agreed upon. The IGA would coordinate a utility project led by Castle View Metropolitan District No. 1 (the District) with the Town’s pavement reconstruction work on Plum Creek Parkway. Please, see the attached vicinity map (Attachment A). Under the proposed structure, the District would manage and construct the full pavement reconstruction within the project limits, while the Town would fund its portion of the work.

Although the Town’s not-to-exceed contribution is still being finalized with the District, the current estimate under consideration is $615,000, which is within the project’s budget.

If a final, agreeable cost has been reached prior to the Public Works Commission meeting, staff will provide that update during the meeting.

The District plans to construct a sanitary sewer underneath west bound Plum Creek Parkway lanes between Eaton Street and the entrance to the Oaks Filing 2 in 2025. 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 be reconstructed. Per existing standards, if the District were to proceed independently, they would only need to patch back their utility trenches. Combining the two needs saves disruption time to the public, and reduces costs for each party.

Town and District staff recommend a partnership, through the proposed IGA, to have the Town’s reconstruction project included in the District’s Sanitary project. Upon approval of the IGA, The District would incorporate the Town’s project into their scope by: combining construction bid documents, procuring a contractor, and performing construction. The proposed IGA requires the district to complete the project by October 4, 2025. This date was chosen based on the 5^th Street Improvements Project construction start date and limits construction on east/west corridors to one roadway. This approach will reduce traffic impacts that would otherwise be experienced by the community should the sanitary sewer be constructed separate from the Town’s project. While final costs are still in discussion, Town staff has evaluated the conceptual IGA and estimates cost savings of approximately $100,000 to the Town by avoiding duplicated work zones, traffic control, and median reconstruction.

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 completed a roadway widening in 2023 that added two lanes on Plum Creek Parkway between Eaton St. and Ridge Rd. The widening created new lanes for east bound traffic while the pre-existing lanes were left in place (left hand portion of road in the photo below).

The reason the original pavement on the existing lanes were not reconstructed at the time of the widening was due to the need for a development driven sanitary sewer line under this portion of Plum Creek Parkway. This coordination prevented the sanitary sewer project from damaging and reducing the remaining life of the pavement. The District has been coordinating timing of their project with the Town’s maintenance program to minimize traffic disruption.

Figure 2, illustrates the project limits of the Town’s project.

Figure 2: Town's FDR Project Limits (green)

The reconstruction 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 the Oaks Filing 2 neighborhood. There are currently two segments of sewer line which were installed with the Town’s Plum Creek Widening Project which the District will tie into. The existing sanitary sewer lines were installed in order to avoid excavation in a newly constructed roadway. Figure 3 shows the existing sanitary sewer and the proposed District sewer line.

Figure 3: District Sanitary Project (pink)

The Sanitary project will generally consist of pavement cuts, pipe & manhole installation, 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

• Cost savings of $100,000 to the Town. The savings to the Town will be realized in traffic control and not reconstructing medians for the lane shifts.

• Cost savings of $130,000 to the District. The savings to the District will be realized with the removal of asphalt pavement patching

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 party’s 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 responsibilities include:

• Incorporate Town improvements into its construction contract via a Change Order

• Manage and construct the combined projects

• Oversee permitting, and contractor coordination

• Pay all costs associated with the District project

In general, the Town’s responsibilities include:

• Provide funding via an escrow account

• Review and approve draw requests

• Provide inspections

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.

Construction Schedule

The Combined project is required to be started by the end of August, and complete by October 4, 2025. The District would incur penalty fees for every day thereafter.

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 reconstruction.

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

Budget Impact

The Town’s proposed not to exceed price total estimated cost associated with the IGA is $615,000. A breakdown of the budget is provided in Table 1 below.

Funding the IGA will utilize unencumbered funds from the forthcoming second quarter budget amendment. These funds were earmarked in 2024 to reconstruct this section of Plum Creek Parkway. Per the IGA, these funds will be placed into an escrow account which the District can draw down on pending Town approval of construction pay applications.

Staff Recommendation

Staff recommends Public Works Commission recommend Town Council approve the resolution as introduced by title contingent upon final agreement on the Town’s not-to-exceed cost.

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

Agreement

Attachment A: Vicinity Map