To: Honorable Mayor and Members of Town Council
From: Ryan Germeroth, Transportation Planning and Traffic Engineering Manager
Title
Resolution Approving Change Order No. 1 to the Construction Contract between the Town of Castle Rock and W.L. Contractors, Inc. [Traffic Signal Installation Founders Parkway/Copper Cloud Drive, Founders Parkway/Black Pine Drive and Ridge Road / King Soopers Intersections]
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 a change order to the agreement between WL Contractors and the Town to complete the traffic signal installation projects this year.
Two intersections located in the southeast portion of Castle Rock were planned to begin construction of a new traffic signal in the Spring of 2016. They are:
• Founders Parkway (Hwy 86) at Black Pine Drive / Copper Cloud Drive
• Ridge Road at King Soopers
The original agreement with WL Contractors to complete the construction of these traffic signals was approved under Resolution 2016-044 on May 3, 2016. The total encumbrance amount approved in Resolution 2016-044 was $387,407. This included a contingency amount of $15,000.
Since that date, the construction of the Ridge Road signal has been completed as planned. The location at Hwy 86 and Black Pine Drive has encountered an unexpected utility conflict with the overhead IREA electric lines that was identified by IREA after the initial coordination with them and approval of the original contract award. This conflict involves the height of the signal pole at the proposed location on the northeast corner being closer to the existing overhead lines. This conflict required that the original design be changed to address this conflict which has resulted in the need for additional material and labor.
The purpose of this memo is to request approval for the change order to allocate the funds needed to complete the signalization of the intersection on Founders Parkway. The additional funds needed per the change order are $57,500. Funding for the completion of the installations can be accommodated with project savings from the signal system upgrade project which are also included within the Traffic Signal Capital Improvement budget (Acc. No. 120-3175-431.75-26). The new estimated completion for this work is expected to be in early November.
Notification and Outreach Efforts
Staff has worked with Community Relations in order to provide public outreach to citizens on status updates for the project with regard to the completion of the Founders Parkway and Black Pine Drive / Copper Cloud, and Ridge Road at King Soopers intersections. Public outreach occurred in the form of updates at HOA meetings and postcard mailers. The last postcard mailer went out to the residents in the area in March 2016. In August, staff provided an update regarding the delays incurred at the Founders Parkway that went out electronically to the HOAs in the immediate vicinity of the intersection.
History of Past Town Council, Boards & Commissions, or Other Discussions
On May 2nd, 2016 there was a presentation to the Public Works Commission to obtain the Commission’s recommendation to Town Council for the installation of a traffic signal at Founders Parkway (HWY 86) and Black Pine Drive / Copper Cloud Drive, and Founders Parkway (HWY 86) and Ridge Road.
On May 3rd, 2016 Resolution 2016-044 was approved by Town Council under the consent agenda to contract with WL Contractors to complete the work.
On October 3rd, 2016 a presentation will be made to the Public Works Commission to obtain the Commission’s recommendation to Council regarding the change order. The Commission’s recommendation will be provided to Town Council as part of the presentation materials.
Discussion
During the design process in early 2016, Town staff, with assistance from a consultant, designed the traffic signals at both intersection identified for signalization according to national standards for the distance between the traffic signal and the IREA high-voltage, overhead power line. However, once onsite for construction at the Founders Parkway and Copper Cloud / Black Pine intersection, concerns were raised by IREA and CDOT regarding the clearance needed between the traffic signal and power line to account for a worst-case scenario in which snow and wind impact the signal’s clearance with the overhead line. Town staff agreed and immediately began to work with IREA and CDOT on a solution. Staff has now accounted for the clearance required by IREA with an updated design to safeguard against electrical sparks between the overhead power line during inclement weather. The solution will locate the proposed signal pole for the northbound approach in the center median on Founders Parkway. A change order of $57,500 is needed to complete the work identified in the modified plan set.
Budget Impact
The following shows the breakdown of the costs associated with the project to date for clarity and illustration purposes.
2016 Project Budget for Traffic Signal Projects: $480,000
Resolution 2016-044 (Contract w/ WL Contractors): $372,407
Resolution 2016-044 (Contingency on contract): $15,000
Signal Pole Purchases: $88,203
Total Project Costs: $475,610
As can be seen, there is only approximately $4,400 remaining in the original project budget. However, the additional funds needed to cover the cost of the change order can be taken from the project savings realized from the Phase 1 traffic signal system upgrade project that was completed in June 2016. The original budget for the Phase 1 system upgrade project had allotted $700,000 to complete the upgrade of the signal system’s communication network, central management software and intersection control equipment. With that project closed out, there is approximately $166,000 worth of project savings that can be used to fund the requested $57,500 change order to the construction contract. The majority of these project savings were realized from the central software and intersection controller purchases given that the pricing obtained was much better than originally expected based on cost estimates from the 2013 Traffic Signal System Level study. These savings are in the same account (Acc. No. 120-3175-431.75-26) as the funds used to complete the traffic signal construction projects. The total encumbrance amount requested in the attached Resolution (Attachment A) is now $444,907. This total includes a contingency amount of $15,000. As stated, the full recommended encumbrance is available within the overall budget of the traffic signal capital program.
Staff Recommendation
Staff recommends approval of the attached resolution for a change order to the contract with WL Contractors Incorporated for the completion of the 2016 traffic signal construction projects. The Public Works Commission’s recommendation will also be provided in the presentation materials.
Proposed Motion
“I move to approve a Resolution Approving Change Order No. 1 to the Construction Contract between the Town of Castle Rock and W.L. Contractors, Inc.
Attachments
Attachment A: Resolution