To: Honorable Mayor and Members of Town Council
From: Fritz Sprague, Deputy Town Manager
Jeff Brauer, Director of Parks and Recreation
Brian Peterson, Parks Planning & Construction Manager
Title
Resolution Approving a Construction Contract between the Town of Castle Rock and Taylor Kohrs for the Central Service Center
Body
________________________________________________________________________________
Executive Summary
The Town of Castle Rock Service Center was constructed over twenty years ago and now accommodates Public Works and Parks Maintenance divisions operations. Since that time, the Town’s population and the number of parks, open space, trails, buildings and roadway lane miles have increased three to four times. Additional space is needed for the personnel and equipment necessary to support this, core growth-related infrastructure.
An extensive facility study was performed in 2014 and adopted by Council that developed options to meet existing needs and accommodate future growth including Public Works, Parks and Facilities operations divisions. Much progress has been made implementing phases of the facility study and construction of the Central Service Center is the next step in the plan. In summary, it was determined that the best option was to move Parks operations staff out of the Public Works Service Center and collocate with Facilities operations, which is currently working from a decommissioned fire station embedded within a residential neighborhood.
Several Town-owned property alternatives were evaluated, and the old wastewater treatment plant site, located at the end of Caprice Drive, was selected as the new location for the Parks and Facilities Central Service Center because of its size, compatibility with surrounding land uses, access, and central location.
HB&A, LLC designed the project and has worked with the Town through the competitive bid process. The bid process is complete, and the purpose of this memorandum is to present a construction contract to Town Council for approval.
Bid results included six pre-qualified bids for construction received on February 23, 2018. Taylor Kohrs provided the low responsive bid, in the amount of $3,673,340. This bid price, along with bid alternates of $332,969 bring the contract amount to $4,006,309. Staff is requesting Town Council approval of a $4,006,309 construction contract between the Town of Castle Rock and Taylor Kohrs for the Central Service Center Project, plus a ten percent Town-managed contingency of $400,631.
Additional project costs that are not a part of this proposed contract include $521,502 for permit/system development fees, materials testing, security and IT infrastructure, fixtures, moving expenses, furnishings and equipment. $253,629 was previously allocated for design, resulting in total overall project cost of $5,182,071.
As a result of the Council approved First Quarter Budget Amendment, funds are available within the Capital Improvement Program - Park & Facility Maintenance Building Fund. Project construction is scheduled to begin in April, with an early 2019 completion, pending Council approval.
Notification and Outreach Efforts
Park staff has gone door to door of the surrounding area to inform the local businesses of the upcoming construction project and has provided project contact information for questions.
History of Past Town Council, Boards & Commissions, or Other Discussions
The first step towards this process was completed on April 4, 2017, when Town Council approved Resolution #2017-036 for the Service Agreement with HB&A, LLC in the amount of $253,629 to develop construction plans for the new Central Service Center. Over the past year, HB&A has visited both the facilities maintenance and park departments’ existing facilities to determine the amount of space necessary in the new building; prepared different layout options; and provided cost estimates. With a design selected, they moved forward and completed the construction document set for bidding purposes.
The need for the project was also endorsed by the 2015-2017 Parks and Recreation Department Strategic Plan, “Strategic Theme #6: Complete maintenance facility space planning efforts and plan for relocation from the existing Service Center.”
The Parks and Recreation Commission made a unanimous recommendation to approve the construction contract with Taylor Kohrs on March 21, 2018.
Discussion
The 13,755 square foot Central Service Center, which will be located at 1400 Caprice Dr., was opened to bidders on January 31, 2018. Following bid opening, there was a mandatory pre-bid conference, which over twenty general contractors attended. The sealed bids were due on February 23, 2018, and six pre-qualified bids were received, opened and read aloud. Of the six bids received, Taylor Kohrs provided the low responsive bid for the project, with a base bid of $3,673,340.
The base bid results for the Central Service Center are listed below:
General Contractor:
Taylor Kohrs: $3,673,340
MW Golden: $3,822,000
GH Phipps: $3,942,000
W.E.O’Neil: $3,972,787
W.O. Danielson: $4,480,400
White Construction Group: $4,598,000
In addition to the base bid, nine alternates were also requested to be priced in order to provide flexibility to the Town to address the project budget. Of these alternates, four are recommended for acceptance, and are included in the Resolution. The selected alternates are listed below, along with the pricing provided by Taylor Kohrs.
Description of Selected Alternates:
Alternate #1 - Pave the Parking Area: $292,065
(base bid included prepared asphalt millings)
Alternate #5 - Install the Lean-To: $20,081
(a partially enclosed structure for the protection of equipment and supplies)
Alternate #6 - Install Carpet Tile (Included in the base bid) $-4,900
Alternate #9 - Add Snow Melt System: $25,723
(to protect employees and visitors from icing hazards along the north side entry)
TOTAL $332,969
The base bid ($3,673,340), the alternates ($332,969), total a contract price of $4,006,309, plus a ten percent Town-managed contingency ($400,631) results in a total of $4,406,940. (The Town managed contingency is not included in the contract with Taylor Kohrs).
In addition to the contract price ($4,006,309), the materials testing, permit/development fees, camera, dry utility installation, and other costs totaling $521,502 are required to complete the project, but are not a part of the construction contract with Taylor Kohrs (see breakdown below).
Additional Project Costs Outside of Taylor Kohrs Construction Contract
Materials Testing: $22,552
Town Permit & System Development Fees (Allowance): $200,000
Security Cabling: $18,950
Security Cameras: $90,000
Dry Utility Install (Allowance): $20,000
Furniture, Fixtures and Equipment (Allowance): $150,000
Moving (Allowance): $20,000
TOTAL: $521,502
Budget Impact
The overall costs are allocated for and will be funded through the Capital Improvement Program - Park & Facility Maintenance Building Fund. Construction and design costs available in 2017 totaled $3,752,910 for the Central Service Center, and unspent funds have been carried over into 2018 as part of the first quarter budget amendment of 2018, along with a supplemental budget request to appropriate funds for the actual cost of the project.
The additional project costs outside of Taylor Kohrs construction contract will also be funded from the same Capital Improvement Program - Park & Facility Maintenance Building Fund through separate individual purchase orders.
At this time, Council is being asked to approve the Resolution for the construction contract between the Town of Castle Rock and Taylor Kohrs for the construction of the Central Service Center in the amount of $4,006,309, plus a 10% Town managed contingency of $400,631.
Staff Recommendation
Staff recommends a resolution approving the construction contract between the Town of Castle Rock and Taylor Kohrs for the construction of the Central Service Center.
Proposed Motion
“I move to approve the resolution awarding the contract between the Town of Castle Rock and Taylor Kohrs for the construction of the Central Service Center.”
Attachments
Attachment A: Resolution
Exhibit 1: Contract