To: Honorable Mayor and Members of Town Council
From: Fritz Sprague, Deputy Town Manager
Jeff Brauer, Parks and Recreation Director
Title
Resolution Approving the Town of Castle Rock Services Agreement with HB&A, LLC for Construction Document Preparation Services [For Parks and Facilities Maintenance Building]
Body
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Executive Summary
In 2014, the Town embarked upon a comprehensive, Townwide site and facility-planning process that resulted in a plan that Town Council formally accepted. The goal of the planning effort was to solve the Town’s growing space needs and maintain current service levels over the next 10 years.
Implementation of the plan to date has included construction of Castle Rock Water’s Operations and Maintenance Building and the Police Department basement office space, along with the Town Hall addition that is now underway.
Through the 2017 Budget process, Council laid the groundwork for the next step on the path of implementing the space study - construction of a Parks and Facilities maintenance facility. This would address space deficiencies within these two work groups as well as improve space conditions at the Service Center, from which Parks Maintenance currently operates.
The purpose of this item is to request Council approval of a Services Agreement with architecture firm HB&A to develop the construction documents for the planned maintenance facility at 1400 Caprice Drive so that construction of the facility can be placed out for bid.
Discussion
Staff during 2016 evaluated site options for the new maintenance facility, following the space study provision that building on Town-owned property is preferable when possible. Town-owned sites that were evaluated for this project included the Town’s material storage yard on Justice Way, the East Plum Creek Open Space, and the former Plum Creek Wastewater Treatment site at the end of Caprice Drive. Staff ultimately determined the latter of those options was preferred. Among the site’s advantages:
The Town owns the site and would not need to acquire additional land, potentially removing opportunities for private development on commercially available land.
The site is central in the Town and has excellent access to major roadways, including Interstate 25. The site also offers access to fueling stations, which Parks and Facilities need during the course of their daily work.
Construction of a municipal facility in this area could help spur the redevelopment of this area that is anticipated to occur in the coming years.
The move would allow Public Works full use of the Service Center, which is space constrained - especially when Parks Maintenance staff levels increase for the summer season.
The slash/mulch and winter snow storage functions for which the site currently is used can be maintained even if a new maintenance facility is constructed there. The plan also accommodates the future extension of Caprice Drive as identified in the Town’s Transportation Master Plan.
Placing the planned maintenance building on this site would not preclude additional future Town uses, such as regional stormwater detention, as a majority of the site would remain available for future use. Additional future uses could include park-like amenities and/or a trailhead for users to access the adjacent East Plum Creek Trail.
The planned building would be about 11,000 square feet and would include service areas including maintenance bays, storage areas, a vehicle wash, training rooms, offices, locker rooms and break rooms. Roughly 30 employees would work out of the building year-round, with more than double that number working from the facility during the peak season. Sufficient room exists at the site to ensure there is adequate yard space and parking, even during the peak season.
Staff this year issued a request for proposals for design services for this needed facility and received five responses. After interviewing four firms, staff selected HB&A as the preferred design team for the project. HB&A’s bid was the lowest; the firm also completed the 2014 space study and the design for the Town Hall addition and has a track record of success in working with the Town.
Following is a general schedule of how this project could proceed, with Council approval:
Spring/summer Develop construction plans
Summer Council approves construction plans; construction placed out for bid
Fall Construction contract awarded/construction begins
Summer/fall 2018 Construction complete
Cost and Financing
The 2017 Budget includes $3.5 million within the Municipal Facilities Capital Fund for this project. Staff would work with HB&A - and ultimately, the construction firm selected for the project - to ensure site development, construction and furnishings could be accomplished within the budgeted amount.
One item for which staff requests Council to authorize separate funding is this $253,629 contract with HB&A. Initial planning was for this building to be designed in 2016-2017 and constructed in 2017-2018. A budget amendment was planned for 2016 to fund design work, however, the environmental study and site selection process did allow design to get underway until 2017. As part of the budget amendment that is on Council’s agenda later this evening, staff is requesting Council authorization to provide a separate appropriation for the design costs so they do not impact the construction budget.
Staff Recommendation
Staff recommends entering into the services agreement with HB&A for design services for the Parks and Facilities maintenance building to continue the implementation of the Council-authorized Townwide space plan.
Proposed Motion
“I move approve a Resolution Approving a Services Agreement Between the Town of Castle Rock and HB&A, LLC for construction document preparation services.”
Attachments
Attachment A: Resolution
Attachment B: Services Agreement