To: Honorable Mayor and Members of Town Council
From: Mark Marlowe, P.E.,Utilities Director
Title
Resolution: Approving the State of Colorado Department of Transportation Agreement with the Town of Castle Rock for the Plum Creek Pkwy @ Sellers Gulch Bro M185-005 Project
Body
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Executive Summary
The purpose of this memo is to request Town Council approval of a Resolution approving the State of Colorado Department of Transportation (CDOT) Agreement Plum Creek Pkwy at Sellers Gulch Bridge Rehabilitation Project; Project # BRO M185-005 (19732) (Attachment A). The value of this contract agreement is $680,000, including $544,000 in Federal Funding to be reimbursed and a Town local match of $136,000. This project was identified under the bi-annual bridge inspection program and is required to prevent damage and ultimately catastrophic failure to Plum Creek Parkway at Sellers Gulch. The project is anticipated to extend through spring of 2017.
Key Terms
Under this agreement, the Town will be reimbursed by CDOT at 80% of the value of the work completed up to the contract amount. The Town is required to provide 20% matching funds and administer the project in accordance with state and federal guidelines. The Town is also responsible for covering the cost of all CDOT oversight on the project.
History of Past Town Council, Boards & Commissions, or Other Discussions
On October 28, 2015, the Utilities Commission recommended approval of the agreement as presented.
This grant project is to repair culverts which are stormwater infrastructure.
There are no long-term obligations or cost implications for entering into this agreement. Some minor costs will be incurred to administer this grant project under more stringent guidelines and reporting requirements through the CDOT Intergovernmental Agreement (IGA) process; however, this will be offset by the significant capital replacement cost savings through the grant.
Discussion
This bridge is located on Plum Creek Parkway between Holmby Court and S. Gilbert Street
(Attachment B). The bridge consists of six (6) metal culvert pipes; one being 13-feet wide x 11-feet high elliptical steel plate pipe and the remaining five (5), each being 90-inch diameter corrugated metal pipes (CMPs). Each end of the bridge (culverts) includes a concrete headwall and wing walls. The bridge was constructed in 1987.
This bridge is inspected every two years under the CDOT Off-system Bridge Inspection Program. The bridge structure sufficiency rating in the 2015 Castle Rock Off-System Bridge Inspection Report, prepared by Stantec, was 12.7 out of a maximum possible rating of 100. This is compared to the bridge structure sufficiency rating of 21.1 in 2011. The bridge inspection report identified two primary deficiencies requiring correction.
• Two of the five 90-inch diameter corrugated metal pipes were observed to have spot deformities along the length of pipe. The side of the pipe has buckled and top of pipe has dropped ten to twenty inches. It is recommended that spot repair be performed at the observed deformity and then the entire length of pipe be slip-lined to prevent further collapse and/or failure of the existing CMP.
• All five CMP pipes were each observed to have rusted pipe inverts along the length of pipe. It is recommended that concrete inverts be constructed along the entire length of each pipe to mitigate the observed rust.
It is anticipated that the spot repairs on the two corrugated metal pipes will require excavation from the surface to expose the deformed section of pipe. Reconstruction of those areas will be required. The slip-lining and concrete invert construction can then be performed from the surface above the end of the pipe so that impacts to the channel and wetland are minimized. The pipe slip-liner can be lowered from above and pulled through the pipe by mechanical means. The concrete inverts can be installed using pump trucks staged at the surface above the pipes.
Each year CDOT makes 80-20 matching funds available for eligible bridge projects to repair or replace bridges that are determined to be deficient. Bridges determined to be deficient are included on CDOT's "Select List". Generally, any bridge with a sufficiency rating of 50.0 or less is on the Select List. Bridges must be rated as structurally deficient or functionally obsolete to qualify for funding. As a part of the grant program, CDOT will set a Disadvantaged Business Enterprise (DBE) goal for design and construction as well as require wage rates that follow the Davis-Bacon Act.
The agreement is a reimbursable type contract. CDOT processes reimbursement following the Town's expenditure of allowable costs for completion of the scope of work. CDOT's total commitment is the grant amount. If the project cost exceeds the grant amount, the additional cost is borne by the Town (there is an estimate for design costs and construction costs for the project. This will be used as the guideline through the project). All consultant selection / design / bidding / construction shall meet and comply with CDOT guidelines and requirements per the "CDOT Local Agency Manual". CDOT staff is helpful about working with local agencies on this detail.
It is anticipated that the life expectancy of the structure following these repairs will be 20 years +/- with normal maintenance. Improvements are also expected to provide additional capacity needed to convey the 100-year flood event without roadway overtopping to reduce long-term flood risk. Currently, the 100-year flood event cannot be conveyed.
The Town intends to advertise, and select, an engineering firm to assist in performance of the project design, assist with bidding and provide partial construction phase services. Selection of the engineering firm is required to be a qualification based selection with a negotiated scope and fee following selection as required by CDOT. All federally-funded projects are administered according to CDOT and federal procedures, including review and oversight of the consulting engineer selection process, bridge design, and construction oversight.
The project is planned as a design/bid/build project. The construction work will be a publically bid project, with the successful contractor required to be on CDOT's prequalified list at the time of bid receipt. It is anticipated construction will commence early in 2017 so that work is completed before spring runoff occurs.
Budget Impact
The Town, as the local agency, will administer the bridge rehabilitation project in accordance with CDOT's procedures, rules and regulations outlined in the Agreement. Funding for this project totals $680,000 with $544,000 in Federal Funding (80% of the budgeted participating costs) and a Town local match of $136,000. The $680,000 budget was determined based on a cost estimate by staff at the time of the grant application. If the costs exceed $680,000, the Town is responsible for those additional costs.
Federal funds are reimbursed to the Local Agency pursuant to CDOT's stewardship agreement with the Federal Highway Administration (FWHA). CDOT sponsors this grant funding program through the FHWA to provide assistance to local agencies addressing aging bridge infrastructure, thus allowing local agencies to fund other ongoing transportation / stormwater improvements without significant budget implications. These funds help offset capital replacement costs for the Town’s bridge and culvert network.
The Town has established a revenue account in the Utilities Fund to disburse payments and receive State/Federal funding for this Agreement. Expenditures for this service agreement will be drawn from the Utilities Fund as shown below with a 2015 budget of $680,000. This project is budgeted in 2015 and funds will be carried over to 2016 at year end.
|
Project |
Account Number |
Amount |
|
Expenditure Account - Bridge Improvements Program |
212-4475-444.76-43 |
$680,000 |
|
Revenue Reimbursement Account - Capital Grants |
212-4475-331.20-00 |
$544,000 |
Staff Recommendation
Staff recommends approval of the resolution approving the Agreement between the Town and the State of Colorado Department of Transportation for the Plum Creek Parkway at Sellers Gulch Bridge Rehabilitation Project at a total value of $680,000 including $544,000 in Federal funds and $136,000 in local funding.
Proposed Motion
I move to approve the Resolution: Approving the State of Colorado Department of Transportation Agreement with the Town of Castle Rock for the Plum Creek Pkwy @ Sellers Gulch Bro M185-005 Project.
Attachments
Attachment A: Resolution
Exhibit 1: Agreement
Attachment B: Location Map