To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Jeff Brauer, Director of Parks and Recreation
Title
Resolution Approving a Construction Contract with American Civil Constructors, LLC, for the Butterfield Park Renovation Project
Body
________________________________________________________________________________
Executive Summary
Parks and Recreation is seeking Town Council approval of a Resolution awarding a construction contract (Exhibit 1) to American Civil Constructors, Inc. for the Butterfield Park Renovation Project.
The Parks and Recreation Department’s 2019-2024 Capital Improvement Plan identifies the need to complete renovation work at Butterfield Park to improve accessibility, address life-cycle replacements and enhance user experience.
Throughout 2020-2021, landscape architect firm Design Concepts was contracted to engage staff and residents in the park’s renovation planning process. After obtaining feedback, Design Concepts created a renovation concept plan (Attachment A), followed by corresponding construction drawings and bid documents. The design and review process was then completed and the project competitively bid earlier this year.
Staff now recommend the selection of American Civil Constructors (ACC) for the award as they provided the lowest responsive bid and have the necessary experience and qualifications to successfully complete the project. Once approved, construction will begin in 2022 and be complete in 2023.
Notification and Outreach Efforts
The vision of the department is to make the public a partner while working to meet the increased demand of parks and recreation services within Castle Rock as its population continues to grow.
To plan improvements, Design Concepts conducted internal interviews with staff and led a public outreach process to obtain input to create the renovation concept plan. Several surveys were completed, including a renovation planning survey and an inclusive playground survey (Attachment B). For individuals interested in staying up-to-date on project details, an email notification option has also been available through the Town’s website at CRgov.com/notifyme.
Throughout the design process, public feedback identified a strong community need for the addition of an inclusive playground at Butterfield Park. This site is ideal given its size, existing infrastructure and location. Public and private partners such as the Castle Rock Parks and Trails Foundation and The Meadows Metropolitan District One also expressed interest in supporting the project through an inclusive playground. The Castle Rock Parks and Trails Foundation is currently fundraising and intends to make a significant contribution to the Town to support this effort.
History of Past Town Council, Boards & Commissions, or Other Discussions
Town Council and the Parks and Recreation Commission were presented the Butterfield Park Renovation Concept Plan for review in March and April 2021, respectively. The plan was then incorporated into construction documents for the competitive bid process.
Budget Impact
The Town solicited construction bids through the Rocky Mountain E-Purchasing System and four responses were received:
|
Contractor |
Bid Price |
|
American Civil Constructors |
$4,785,213 |
|
ECI Site Construction Management |
$5,009,383 |
|
AD Miller Construction Services |
$5,155,182 |
|
GoodLand Construction |
$5,703,915 |
While ACC will procure and install a portion of the park’s new playground, in an effort to reduce project costs, the Town will purchase the remaining equipment directly from the playground manufacturer, which will be installed through a separate contractor to obtain this discount.
In addition, staff received a grant award so the bathroom can be upgraded into a four-season, ADA-accessible facility. While this facility is part of the park’s renovation plan, it will also be upgraded through a separate contract to maximize cost savings.
In addition to the base bid of $4,785,213 project costs will also include:
|
ACC Construction Contract |
Conservation Trust Fund |
$4,785,213 |
|
Town-managed contingency 7% (outside contract) |
Conservation Trust Fund |
$334,965 |
|
Project Allowance 3% (for items outside contract) |
Conservation Trust Fund |
$143,556 |
|
Materials testing (estimate/separate contract) |
Conservation Trust Fund |
$45,000 |
|
System permit and development fees (estimate/outside contract) |
Conservation Trust Fund |
$50,000 |
|
Portion of playground equipment (purchase and installation for cost savings) |
Conservation Trust Fund |
$219,394 |
|
LED Lights |
Lodging Tax |
$56,955 |
|
Security Cameras |
General Long Term Planning Fund |
$25,000 |
|
Restroom Upgrade |
CDBG Grant |
$150,106 |
|
Total project cost |
|
$5,810,189 |
Conservation Trust Fund monies are generated through Douglas County Shareback/sales and use tax for open space, Colorado Lottery funds and recreation licenses. The Conservation Trust Fund monies can only be used for the purposes of park renovation, maintenance and open space acquisition. Any contributions made by the Castle Rock Parks and Trails Foundation will replenish this fund, increasing availability for use in other department projects.
Staff Recommendation
Staff recommend the approval of the resolution as introduced by title.
Proposed Motion
“I move to approve the resolution as introduced by title.”
Alterative motions:
“I move to approve the resolution as introduced by title, with the following conditions: (list conditions).
“I move to continue this item to the Town Council meeting on _____ date to allow additional time to (list information needed).”
Attachments
Resolution
Exhibit 1: Construction Contract
Attachment A: Butterfield Park Renovation Concept Plan
Attachment B: Survey Results