To: Honorable Mayor and Members of Town Council
From: Jeff Brauer, Director of Parks and Recreation
Title
Resolution Approving the First Amendment to Town of Castle Rock Services Agreement Between the Town of Castle Rock and HB&A LLC for the Design of the Parks and Facility Operations and Maintenance Center (Central Service Center) [additional funds in the amount of $19,735]
Body
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Executive Summary
The purpose of this agenda item is to obtain approval of the First Amendment to the Service Agreement between the Town of Castle Rock and HB&A, LLC (HB&A) for additional design work required for the construction of the Castle Rock Central Service Center.
In 2014, the Town embarked upon a comprehensive facility study, which resulted in a plan formally accepted by Town Council. The goal of the effort was to address the growing need for space and maintain current service levels over the next 10 years. Implementation of the plan to date has included the construction of Castle Rock Water’s Operations and Maintenance building, the Police Department’s basement office space and the Town Hall addition. In 2017, staff began to implement the next project identified by the facility study - the construction of a new building to host the Parks Maintenance and Facilities divisions.
The 13,000-square-foot facility - located at the end of Caprice Drive near the former wastewater treatment plant - includes five maintenance bays, indoor storage, a training facility, office space, a break room and a storage yard for equipment and material. In 2018, Council approved a contract with general contractor Taylor Kohrs for the construction of the Central Service Center, and staff anticipate an occupancy date of late February 2019.
The attached scope of services (Exhibit A) outlines the additional services needed through the Agreement with HB&A; the amendment will accommodate the funding required for:
- Irrigation design - $2,500
o Performed by HB&A’s sub-consultant DHM Design Corporation
- Civil engineering - $9,385
o Performed by HB&A’s sub-consultant Kiowa Engineering Corporation
- Land surveying - $7,850
o Performed by Kiowa Engineering Corporation’s sub-consultant Aztec Consultants, Inc.
History of Past Town Council, Boards & Commissions, or Other Discussions
In 2017, Town Council approved a services agreement with HB&A, LLC for construction document preparation services for the maintenance building for the Parks Maintenance and Facilities divisions.
Discussion
The overall value of the existing Service Agreement with HB&A is $253,629, which did not include contingency. Several changes to the design documents were identified as necessary during construction, which are listed below. The most significant impacts resulted from portions of the site requiring design and surveying modifications, which were necessary to reconstruct the access road to the Town/County slash mulch program and accommodate the future Liggett Road extension. In addition, landscape and irrigation design plans were modified to reduce water consumption and solve utility conflict issues.
Design and survey changes can be broken down into three main areas:
Irrigation design
Additional irrigation design services included:
- Removal of landscaping and permanent irrigation to reduce annual water usage.
Civil engineering
Additional civil engineering services included:
- Offsite drainage analysis of the flows tributary to the existing drainage ditch, including a site visit with Town Staff to review the flow paths through the existing upstream development.
- Coordination on the work/requirements of the Habitat Conservation Zone (HCZ) to add necessary and applicable HCZ information to the drawings.
- Modifications to the storm sewer from the original design.
- Revisions to the layout and design of the north parking lot.
- Adjustments to the plans to accommodate site bid alternates.
- Alterations to the design/grading of the temporary road around the old waste water treatment plant (WWTP). Once it was determined the WWTP would be removed and filled, the design of the temporary road was modified to align with the future Liggett Road extension.
- Modification to the access drive design to minimize the removal and replacement of material.
- Revision of the storm sewer design to be placed over new fire service lines, which were installed too shallow. The general contractor has been back charged for these services.
- Update site calculations using new data provided by surveyors after the asphalt pile was relocated by Public Works to construct the access road.
Land surveying
Additional land surveying included:
- After the design was completed, several tons of asphalt millings were moved from the construction site to the slash/mulch site to the north to construct the service road. A topographical survey was needed to accurately represent the site. While the surveyors were present, additional survey points were taken to provide design information for the future Liggett Road alignment.
- With Intermountain Rural Electric Association (IREA) providing the electrical service, they required an easement for the underground electrical lines feeding the building.
- A final plat survey was completed.
Budget Impact
The Town approved the original Service Agreement between the Town of Castle Rock and HB&A on April 4, 2017 in the amount of $253,629, which did not include design contingency. The changes represent a 7.8 percent increase in design cost, which falls within the 10 percent design contingency typically included in Town contracts.
This amendment is requesting a total additional funds amount of $19,735 ($2,500 for DHM Design, $9,385 for Kiowa Engineering and $7,850 for Aztec Consultants) for a revised Service Agreement total amount with HB&A of $273,364. Sufficient funds are available within the project budget account 131-1875-418.78-88. Please see below for the detailed breakdown:
Item Amount:
HB&A Original Service Agreement Amount $253,629
First Amendment Amount $ 19,735
HB&A Revised Service Agreement Amount $273,364
Staff Recommendation
Staff recommends approving the first amendment to the agreement with HB&A for the additional design, engineering and surveying work required for the construction of the Castle Rock Central Service Center.
Proposed Motion
“I move to approve the resolution as introduced by title.”
Attachments
Attachment A: Resolution
Exhibit 1: Amendment
Exhibit A: Scope of Services