To: Honorable Mayor and Members of Town Council
From: Mark Marlowe, PE, Director of Castle Rock Water
Tim Friday, Assistant Director
Title
Resolution Approving a Services Agreement between the Town of Castle Rock and HB&A Inc. to Design the Castle Rock Water Administration and Customer Service Building [175 Kellogg Ct., Castle Rock]
Body
________________________________________________________________________________
Executive Summary
Castle Rock Water staff request approval of a Resolution (see Attachment A) approving a Services Agreement (see Exhibit 1) with HB&A, Inc., a professional architecture and planning firm, for designing Castle Rock Water’s Administration and Customer Service Building.
A competitive request for proposal process was used to obtain proposals from qualified consulting firms. Each proposal was evaluated from a qualitative standpoint and then proposed fees were reviewed. Fees ranged from $319,840 to $417,103 for design services, contractor selection assistance and construction-related support services. Four proposals were received and three firms were chosen to interview. Based on the interviews, a qualitative review of proposals, positive feedback from references and in consideration of proposed design fees, HB&A was selected as the recommended firm for designing the CRW Administration and Customer Service Building.
HB&A’s design services fee is $251,057 and will include developing the design, preparing bid documents, and assisting with contractor selection. The scope of services to be completed by HB&A is detailed in an attachment to the agreement (Exhibit 1). HB&A’s rate and fee schedule also is included as an attachment to the agreement (Exhibit 2). Construction-related support services will not be awarded at this time, but will be re-evaluated at the time the project goes to bid in early 2020.
HB&A shall undertake the work upon execution of the agreement and shall complete the work within approximately 40 weeks thereafter. Funding for this project was included in the 2019 budget line item “Admin/Cust. Svc Building” and split proportionally among Castle Rock Water’s four enterprise funds. The resulting product will be bidding and construction documents to be used for publicly bidding the construction work in early 2020 and then building the facility. Construction is expected to be completed by the end of 2020. This project has been coordinated with town-wide facilities space planning and is part of the overall site development planned for the Castle Rock Water Campus.
History of Past Town Council, Boards & Commissions, or Other Discussions
On March 27, 2019, the Castle Rock Water Commission recommended Council approval of the design services agreement for the Castle Rock Water Administrative and Customer Service Building.
Discussion
Castle Rock Water was created as a separate department from Public Works in 2002 and purchased the property at 175 Kellogg Court in August 2002 to establish a headquarters and home for this new department. The 9.8-acre property was formerly used as a lumber yard and included a showroom building and a metal warehouse for storing lumber. These buildings were constructed in 1998/99. The existing showroom building was modified in 2002/2003 to accommodate Customer Service and Administrative staff, and several modular buildings were installed to temporarily accommodate Operations and Engineering staff. Since 2002, the department has grown from 44 full time equivalents (FTEs) to a current staff of 89 FTEs, and with continued growth in the Town, it is expected that the Department will employ approximately 100 to 110 FTEs.
A facilities site assessment was conducted in early 2013 to evaluate options to accommodate existing staff as well as plan for future staff. The conclusion and recommendation of that assessment pointed toward developing the Kellogg property as the permanent home for Castle Rock Water. In addition, space deficiencies were identified for each division within the department. The Operations and Maintenance division had the largest space deficiency and, subsequently, the Operations and Maintenance Building was designed in 2014 and built in 2015. This 20,000 square foot facility is sized to accommodate 44 personnel and includes two service bays, an employee break room, one small conference room and a meeting room sized to accommodate 120 people.
The Administration and Customer Service Division has the next largest space deficiency and a new building has been planned to provide adequate space such that all staff can be housed in permanent buildings. The facilities site assessment completed in 2013 recommended the following:
• Relocate Modular Buildings #1 and #2 temporarily to provide space for a new Administration and Customer Service building.
• Build a new, more inviting, and accessible Administration and Customer Service building north of the existing Administration facility or as an addition to the facility with ground level access for visitors.
• Move the Engineering, Water Resources and Stormwater Divisions into the existing Administration facility and remove all the modular buildings.
• Make appropriate site improvements to accommodate customer access and parking, and employee parking.
In 2018, Castle Rock Water retained HB&A to develop the concept for a new Administration and Customer Service Building. The result of that work yielded an overall site plan, conceptual floor plans and architectural renderings (Attachment B). Given the need for a public meeting space that would be accessible to the public, a large meeting room is proposed for the second floor. This would allow public meetings to be held without compromising the security of Castle Rock Water’s campus. This meeting space also would be available to other Town departments for public meetings.
For design of the new Administration and Customer Service Building, a competitive Request for Proposal (RFP) process was used to obtain proposals from four qualified consulting firms through the Rocky Mountain E-Purchasing System. Each proposal was evaluated from a qualitative standpoint and then proposed fees were reviewed. Fees ranged from $319,840 to $417,103 for complete design services. Construction-related support services will be contracted separately prior to construction. Three firms were chosen from the four to interview with the selection committee. These firms were Powers Brown Architects, HB&A and Intergroup Architects. Based on the interviews, it was narrowed down to HB&A and Powers Brown. Both of these firms presented competent design teams with relevant experience. With quality and competency being relatively equal between these two teams, Castle Rock Water recommends HB&A because of their quality of services and the value to our ratepayers. The contract amount will be $251,057 and staff requests a 5% Town-managed contingency of $12,553 for a total authorization request of $263,610.
Budget Impact
Funding for this project was budgeted in the 2019 budget and split among the four enterprise funds as detailed below.
|
Project |
Account Number |
2019 Budget Amount |
This Contract |
Contingency |
Remaining Balance |
|
Admin/Cust. Svc Building |
210-4275-442.77-57 |
$140,364 |
$107,977 |
$5,399 |
$26,989 |
|
Admin/Cust. Svc Building |
211-4375-443.77-57 |
62,794 |
48,305 |
2,415 |
12,074 |
|
Admin/Cust. Svc Building |
212-4475-444.77-57 |
64,372 |
49,519 |
2,476 |
12,377 |
|
Admin/Cust. Svc Building |
213-4577-445.77-57 |
58,831 |
45,256 |
2,263 |
11,312 |
|
|
TOTAL |
$326,361 |
$251,057 |
$12,553 |
$62,751 |
Staff Recommendation
Staff recommends approval of the agreement between the Town of Castle Rock and HB&A for $251,057 plus a Town-managed contingency of $12,553 for a total cost not to exceed $263,610 for design of Castle Rock Water’s Administration and Customer Service Building.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment A: Resolution
Exhibit 1: Agreement
Attachment B: Overall Site Plan, Conceptual Floor Plans and Architectural Renderings