To: Honorable Mayor and Members of Town Council
From: Frank N. Main, Project Manager
Title
Resolution Authorizing Additional Funding for Railroad Flagging Services Related to the North Meadows Drive Extension Project
Body
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Executive Summary
This item is requesting Town Council’s approval of the attached Resolution (Attachment A) authorizing additional funding for railroad flagging services related to the North Meadows Drive Extension Project.
Key elements of the Agreement, originally approved under Resolution 2014-56, between the Town of Castle Rock and the Union Pacific Railroad (UPRR) as it relates to expenses include compensation for their easement, plan review, inspection and furnishing a railroad flagger as outlined in the Agreement. The fee for these services was not to exceed $513,600 of which $491,400 is for railroad flagging. Per the approved agreement, railroad flagging is an estimate and actual costs will be based on actual flagging hours utilized during construction. The Town has relied on the UPRR to provide additional flagging hours throughout the duration of the project. Events that have resulted in additional flagger hours include:
• Kraemer North America has extended their work into the nights and weekends to meet schedules and lane restrictions as required by Colorado Department of Transportation (CDOT). Examples include the construction of Tributary B drainage structure which required full closure of US 85 both day and night throughout a weekend. Flaggers needed at night for the installation of bridge girders, deck panels, and deck concrete placement. Weather conditions was another reason why additional flagging was required.
• In the contract with the UPRR, the Town projected 390 flagger days to oversee the construction of contract Amendment #3 (construction of the bridge over the Plum Creek) and Amendment #5 (construction of the US 85 Interchange portion) at the same time, however, this did not occur. Amendment #3 Notice to Proceed was issued April 2, 2014, Amendment #5 was issued August 20, 2014, resulting in a 140 day start gap between the two projects.
As such, the current amount of funds available for the flagging hours has been consumed and Town staff has estimated an additional total of 62 days are needed to complete the required work adjacent to the railroad. The additional 62 days equate to $78,120 which will be paid from the existing project account (135-3175-431.75-31) for the NME project. The funding of the NME project is paid from account 135-3175-431.75-31. This account is the Guaranteed Maximum Price (GMP) that has been authorized for the construction of the NME. Within this umbrella are numerous contracts that make up the total project cost. Some of the contracts are being completed below approved limits while some, like this, have increased. However the overall GMP remains unchanged.
Staff will present this item at the Public Works Commission on May 2nd, 2016 requesting their recommendation to Town Council for approval. Staff will update Town Council with the Commission’s recommendation at its May 3rd meeting.
Staff recommends Town Council approve the Resolution Authorizing Additional Funding for Railroad Flagging Services Related to the North Meadows Drive Extension Project.
History of Past Town Council, Boards & Commissions, or Other Discussions
On July 19, 2013 - Town of Castle Rock filed application with the Colorado Public Utilities Commission (PUC) seeking authority to construct a new grade separated crossing over the UPRR railroad tracks for the North Meadows Extension project. On September 19, 2013, the PUC granted application allowing the Town of Castle Rock to enter into an agreement with the UPRR.
On July 7, 2014 - Public Works Commission, at their regular meeting recommended that the Town Council approve the Resolution and Highway Overpass Crossing Agreement.
On July 22, 2014 - Town Council approved Resolution No. 2014-56: A Resolution Approving a Public Highway Overpass Crossing Agreement Between the Union Pacific Railroad Company and the Town of Castle Rock Covering the North Meadows Drive Extension.
Discussion
Town Council authorization is required to approve the resolution to compensate the UPRR for their related expenses for additional flagging, as required by the Agreement. Cost estimate for additional flagger days for UPRR’s expenses is summarized below:
Cost for additional 62 days of flagging at $1,260 / Day $ 78,120
Budget Impact
The fee for these services is not to exceed $78,120 and will be paid from the existing NME project account (135-3175-431.75-31). No additional funding above what has been budgeted will be required.
The Town of Castle Rock’s Finance Department has certified that the Town has sufficient unencumbered funds available for this additional funding request (Attachment B).
Staff Recommendation
Staff recommends Town Council approve the Resolution Authorizing Additional Funding for Railroad Flagging Services Related to the North Meadows Drive Extension. The Public Work’s Commission recommendation will be provided at the meeting
Proposed Motion
“I move to approve a Resolution Authorizing Additional Funding for Railroad Flagging Services Related to the North Meadows Drive Extension Project.”
Attachments
Attachment A: Resolution
Attachment B: Unencumbered Funds Certification Letter