To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Jeff Brauer, Director of Parks and Recreation
Title
Resolution Waiving the Formal Written Bidding Requirement on the Basis of Sole Source and Approving a Construction Contract with Timberline TrailCraft LLC for the Lost Canyon Ranch Open Space Trail Construction
Body
________________________________________________________________________________
Executive Summary
The Parks and Recreation Department seeks Town Council approval of a Resolution Waiving Formal Written Bidding Requirement on the Basis of Sole Source and Approving Construction Contract with Timberline TrailCraft LLC for Lost Canyon Ranch Open Space Trail Construction. This project addresses community-identified goals for improved access, safety, and environmental stewardship while preserving the natural character of the site. The agreement will authorize project cost of $781,787.48, with a 10% Town-managed contingency ($78,178), bringing the total project budget to $859,965.48. Once approved, Timberline will initiate work as soon as possible to commence trail construction with anticipated completion in 2026.
Discussion
The Master Plan and Management Plan for Lost Canyon Ranch Open Space establish the framework for future public access and resource stewardship. A central feature of the first phase of improvements is the development of a thoughtfully designed soft-surface trail system that reflects the community’s strong interest in hiking access while protecting the site’s sensitive ecological and cultural resources. To implement this priority, Parks and Recreation staff are presenting a contract with Timberline TrailCraft for trail construction services.
Timberline TrailCraft was selected and sole sourced for this project due to its extensive experience in sustainable trail design and construction throughout Colorado and its current contractual relationship with the Town through an existing on-call services agreement for soft surface trail maintenance and construction. Their familiarity with the Town’s trail standards, environmental considerations, and best practices ensures continuity and compatibility across Castle Rock’s trail network. Utilizing Timberline TrailCraft for this stand-alone project allows the Town to leverage their expertise while maintaining consistency in quality and sustainable design.
The proposed scope includes construction of approximately 15 miles of easy, moderate, and difficult hiking trails; installation of native stone steps, a rock-armored stream crossing in place of a bridge, and a boulder staircase to access the mesa top; and development of accessible trail segments such as the Pronghorn Path ADA route. Additional elements include hand-built trail segments, culverts, armoring, and mobilization. Timberline’s approach emphasizes low-impact techniques, naturalized materials, and design elements that minimize erosion and habitat fragmentation while providing a safe and enjoyable user experience.
The total proposed cost of the contract is $781,787.48, which falls within the $2 million budget allocated for first-phase improvements at Lost Canyon Ranch Open Space. This contract represents the largest single component of initial implementation and will establish the foundation of the property’s public trail system. Road improvements, parking lot enhancements, signage, and other infrastructure elements will be brought forward under separate contracts as design and bid processes are completed.
Awarding this contract to Timberline TrailCraft will allow the Town to begin trail construction in 2025, ensuring that the trail network is in place to support the planned opening of the property in 2026. This work reflects both the priorities identified in the Master Plan and Management Plan and the community’s strong interest in trail access, while honoring the conservation easement requirements that protect the site’s unique ecological and cultural values.
Notification and Outreach Efforts
Public notification and outreach related to the Lost Canyon Ranch Open Space trail system were incorporated into the broader Master Plan and Management Plan process. Through neighborhood meetings, public open houses, and community surveys, residents consistently expressed strong support for the development of a sustainable trail network as the highest priority for recreational access. The proposed contract with Timberline TrailCraft directly reflects this community feedback by implementing the initial trail alignments identified in the approved Master Plan. No separate outreach process was conducted for this construction contract, as it is a direct implementation of the previously vetted and publicly supported planning framework.
History of Past Town Council, Boards & Commissions, or Other Discussions
Town Council has been engaged with Lost Canyon Ranch Open Space project since its inception, beginning with approval of the 2023 resolution supporting the Great Outdoors Colorado (GOCO) Centennial Grant application, which ultimately secured $3 million toward the property’s acquisition. In April 2024, Council approved both the Intergovernmental Agreement with Douglas County and the Purchase and Sale Agreement with The Conservation Fund, finalizing the acquisition of the 681-acre property. More recently, Council and the community have been involved in shaping the Master Plan through public engagement opportunities, culminating in the Douglas Land Conservancy’s formal approval of the Management Plan in August 2025. Tonight’s consideration of the Timberline TrailCraft contract follows directly after Council’s review of the Master Plan and Management Plan, ensuring that trail construction aligns with the adopted framework and conservation easement requirements. This phased approach underscores Council’s continued commitment to balancing community access with long-term stewardship of one of Castle Rock’s most significant open space acquisitions.
Budget Impact
This purchase has been sole sourced as the services will allow for standardization with existing Town facilities, providing exceptional value. The total contract amount with Timberline TrailCraft is $781,787.48. Staff recommends including a 10-percent contingency of $78,178 to address unforeseen field conditions or minor scope adjustments during construction. This brings the total project authorization to $859,965.48. This contract will be funded through the Lost Canyon Ranch Site Improvements Account 110-5275-452.70-10.
Staff Recommendation
Staff recommend approving the resolution as introduced by title.
Proposed Motion
“I move to approve the resolution as introduced by title.”
Alternate Motions
“I move to approve the resolution, with the following conditions:” (list conditions)
“I move to continue this item to the Town Council meeting on [date], at [time].”
Attachments
Attachment A – Resolution
Attachment B – Sole Source Justification Form
Attachment C – Contract
Attachment D – Project Map