To: Mayor and Members of Town Council
From: Jeff Brauer, Parks and Recreation Director
Title
Resolution Approving First Amendment to Service Agreement for (Cobblestone Ranch Neighborhood Park - Master Plan)
Body
_____________________________________________________________________
Executive Summary
The purpose of this agenda item is to seek Town Council approval for the Cobblestone Ranch Regional Park Master Plan and subsequent amended services agreement with Norris Design. The amendment is to complete the design of phase 1 improvements, bid documents and construction administration services in the amount of $221,800, which includes a 10% Town managed contingency.
The Town of Castle Rock distributed a request for proposals (RFP) for the master planning and first phase design for a new park in Cobblestone Ranch in spring 2019. Seven landscape architectural firms responded to the RFP, which requested a fee proposal for master planning and a separate fee for construction documents, bid specifications and construction administration for the first phase of park development. Norris Design provided the lowest cost proposal and were selected for the project because of their fee and proven track record of delivering high quality projects within budget. The results of the RFP for design services were as follows:
|
CONSULTANT NAME |
Master Plan |
Phase 1 construction and bid docs, construction admin. |
Total Design Cost |
|
Norris Design |
$80,500 |
$200,900 |
$281,400 |
|
DHM |
$102,679 |
$324,270 |
$426,494 |
|
Design Workshop |
$102,507 |
$285,235 |
$387,742 |
|
Design Concepts |
$104,080 |
$263,370 |
$367,450 |
|
The Architerra Group |
$101,055 |
$298,330 |
$399,385 |
|
BHA Design |
$102,507 |
$322,828 |
$425,335 |
|
Civitas |
$170,400 |
$323,130 |
$493,530 |
The master plan process for Cobblestone Ranch park is now complete. Over 100 residents attended the first open house and design charrette in August. Two concepts were provided at the meeting and were posted online along with a survey, which resulted in 136 responses.
Survey results and discussions during the neighborhood meeting revealed the following themes:
• Focus on trails and open space
• Focus on play and activities
• Keep parking on-site
• Water conservation
• Make sure the first phase serves the neighborhood
• Maintain sledding hill
• Provide buffer from residents/lighted fields along Castle Oaks Drive (away from houses)
• Remove camping from plan
• No vehicular access from Arabella Drive
The design team incorporated feedback into a single revised master plan draft, which can be viewed online at <https://www.crgov.com/3111/Cobblestone-Ranch-Park-Master-Plan> and is included in Attachment B. The master plan draft and supporting information was then placed on the Town of Castle Rock website with a survey running from October 29 through November 20. An additional 101 responses were gathered as of November 19, results can be reviewed in Attachment C. In addition, the design team held another open house to review the master plan draft on November 12 at Sage Canyon Elementary School, with approximately 70 residents in attendance. The revised master plan incorporated feedback from the first meeting in the following ways:
• Removed camping
• Included vehicular access from Castle Oaks Drive, with two potential emergency vehicle access points off of Arabella Drive
• Ensured the sledding hill was not altered and could be improved
• Added a large paved and unpaved network of trails
• Added play areas to the core of the design with potential water access if irrigation pond is constructed
• Included adequate onsite parking
• Accounted for the use of synthetic turf for athletic fields, irrigated turf for high traffic areas and native irrigation to create a water conserving design
• Accounted for full cutoff lighted fields located adjacent to Castle Oaks Drive away from homes
The design team completed final changes to the master plan draft related to feedback from the second meeting and online survey. The plan has flexibility to change based on future needs; however, the current draft helps to identify the types and locations for amenities that may not be included in the first phase. The design team will seek additional feedback from residents during the design of the first phase and any future phases will be subject to public process.
The Town contracted with Norris Design for master planning services in July 2019. Now that the master plan is complete, an amendment to the existing services agreement is required to authorize additional design services for the first phase of the project, which is to develop amenities to primarily serve the neighborhood. The timing for additional phases is not known at this time. The amended services agreement includes additional public process as well as construction documents, bid specifications and construction administration needed to construct the first phase.
The design team will begin work on first phase of design once the amended agreement is executed. Construction for phase 1 improvements is anticipated to begin in summer 2020 and be complete in fall 2021.
Budget Impact
The design team from Norris Design is ready to proceed with the second phase of the design project, necessitating appropriating and encumbering additional funds from account #130-5275-452.75-21, in the amount of $200,900, with a 10 percent design contingency of $20,900, for a cost of $221,800, and a total cost of $281,400 (including $80,500, in previously encumbered funds with regard to the Master Plan), in order to meet the Town’s financial obligations related to the Cobblestone Ranch Project. Appropriation is budgeted within the 2019 budget.
Proposed Motion
“I move to approve the resolution as introduced by title.”
Attachments
Attachment A: Resolution
Exhibit A: Amendment
Exhibit 1: Original Agreement
Exhibit 2: Fee Schedule
Attachment B: Master Plan Draft
Attachment C: Survey Results