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 Approving an Intergovernmental Agreement with the Colorado Department of Transportation for Oversight of Construction Related to the Crystal Valley Interchange Project
Body
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Executive Summary
A new interchange will be constructed on I-25 with the Crystal Valley Interchange (CVI) project. As managers for interchanges on Federal and State roadways within Colorado, the Colorado Department of Transportation (CDOT) requires contracts to be entered into that outline local agency and CDOT responsibilities for the construction oversight that CDOT staff will perform. The purpose of this item is to request Town Council approve the Intergovernmental Agreement (IGA) with CDOT (Attachment). CDOT is requiring that this contract be executed prior to construction clearance for the two construction packages.
The following summarizes the primary responsibilities of each agency under this contract:
• Town Responsibilities
o Reimburse CDOT for staffing costs required for CDOT to provide construction oversight (Not to exceed $500,000).
o Provide construction management of the project.
• CDOT Responsibilities
o Provide construction oversight to verify CDOT standards are complied with.
This IGA will require the encumbrance of $500,000 from the approved 2023 project budget.
History of Past Town Council, Boards & Commissions, or Other Discussions
CVI has been presented and adopted by Town Council in various forms within several Transportation Master Plans (TMP) updates which includes the 2017 TMP. CVI is currently the Town’s number one priority Transportation Project. Town Council approved the design service agreement with Jacobs Engineering in June of 2021, and the Construction Manager/General Contractor (CM/GC) service agreement with Kraemer North America in March of 2022. A construction administration and inspection services service agreement with Alfred Benesch & Company was approved by Town Council at the February 6, 2023 meeting.
A construction contract was approved by Town Council on June 20, 2023 with Kraemer North America for CVI construction package 1.
Discussion
Prior to providing construction clearance for the interchanges, CDOT requires that a IGA that further outlines each agency’s responsibility for construction oversight be entered into. The Town shall be responsible for all construction aspects of the work, including construction, and construction administration. In performing the construction aspects of the work, the Town shall comply, and shall ensure that any consultant it hires to perform any part of the construction aspects of the Work, shall comply with: 1) all applicable Federal and State Law and Regulations; and, 2) all applicable CDOT Manuals and Standards (including, e.g., the State's Roadway and Bridge Design Manuals and Standard Specifications for Road and Bridge Construction). The State will perform a final project inspection prior to work acceptance as a Quality Control/Assurance activity. When all work has been completed in accordance with the plans and specifications, as certified through CDOT’s oversight and inspections, the State will accept the project.
The final form of this contract was received from CDOT on November 9, 2023. The Town must execute this IGA with CDOT before construction clearance from their office can be obtained for the work on the interchange. Additional clearances that are required: 1) Execution of an Operations & Maintenance (O&M) IGA that outlines each agency’s O&M responsibilities as required by CDOT 1601 Policy Directive. This IGA will be submitted for Town review now that the State’s Transportation Commission has approved the project, 2) Right-of-Way Clearance on the recent, and on-going property acquisition on the east and west side of I-25, 3) BNSF Construction and Maintenance agreement. This agreement is being developed and is anticipated to be presented to Town Council in January, 2024. 4) CDOT and FHWA approval of the Environmental Assessment Reevaluation. Anticipating approval in January, 2024, and 5) CDOT access permit for I-25 required by the State access code for State Highways.
Construction is tentatively scheduled to start in the first quarter of 2024, and is anticipated to be complete and fully opened by third quarter of 2026.
Budget Impact
The IGA requires the Town to encumber project funds in the amount of $500,000. This expense has been budgeted and will be expensed to account 135-3175-431.78-41.
Staff Recommendation
Staff is recommending that Town Council approve the attached Resolution as introduced by title. The Public Works Commission has reviewed this item at the Monday, December 4th commission meeting. If other than favorable results staff will provide Council the Commission’s recommendation.
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 changes ______”
“I move to continue this item to a future Town Council meeting date”
Attachments
Resolution
CDOT Contract