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File #: RES 2020-043    Version: 1 Name:
Type: Resolution Status: Passed
File created: 3/23/2020 In control: Town Council
On agenda: 4/7/2020 Final action: 4/7/2020
Title: Resolution Approving a Contract Amendment to the Task Order between the Town of Castle Rock and Kimley-Horn & Associates for Construction Administration and Inspection Services for the SH 86 Founders Parkway and Crowfoot Valley Road Intersection Improvement Project and for Prior Unbudgeted 2018 Expenses
Attachments: 1. Attachment A: Resolution, 2. Hwy86/Crowfoot Staff Info Email

To:                     Honorable Mayor and Members of Town Council

 

From:                     Dan Sailer, Public Works Director

                     Aaron Monks, Project Manager

 

Title

Resolution Approving a Contract Amendment to the Task Order between the Town of Castle Rock and Kimley-Horn & Associates for Construction Administration and Inspection Services for the SH 86 Founders Parkway and Crowfoot Valley Road Intersection Improvement Project and for Prior Unbudgeted 2018 Expenses

Body

________________________________________________________________________________

 

Executive Summary

 

Staff is seeking approval of Town Council for a Resolution (Attachment A) awarding a task order amendment to the Town’s On-Call Engineering firm, Kimley-Horn & Associates, to provide additional construction administration and inspection services for the SH 86 Founders Parkway and Crowfoot Valley Road Intersection Improvement Project per the original task order. The amount of the task order amendment is $82,580 plus a 10% staff managed contingency in the amount of $8,258 for a total authorization of $90,838.

 

The proposed scope of work within this recommended task order amendment includes full time construction inspection and part time project management support. The utilization of these services will help ensure construction of SH 86 Founders Parkway and Crowfoot Valley Road Intersection Improvement Project is in accordance with contract documents, and will in turn be crucial for the delivery of this new asset to Town of Castle Rock residents, the Colorado Department of Transportation, and numerous stakeholders.

 

Additionally, staff is seeking an adjustment to the project for prior unbudgeted 2018 expenses for Construction Services related to work on the Crowfoot Pond Improvements of $24,760 and for Equipment and Services for Tree Transplanting and Maintenance on the Crowfoot project of $37,635. These two expenses created a net deficit to the project account of $45,605.

 

Together with the amendment for additional construction administration and inspection services of $90,838, and the requested project adjustment for prior unbudgeted 2018 expenses of $45,605, staff requests approval of total project costs in the amount of $136,443.

 

Discussion

 

The Task Order amendment for construction services will provide an additional 55 days of construction management, and quality assurance material testing for the Town for completion of the construction of the SH 86 Founders Parkway and Crowfoot Valley Road Intersection Improvement project. The original contract provided for 200 days of inspections, but due to unforeseen conditions due to roadway subgrade deficiencies, CDOT utility lines, and early inclement weather, the project was extended an additional 55 days.

 

The project has CDOT funding, which requires extensive construction documentation. Under this service agreement Kimley - Horn will provide services in accordance with CDOT’s Local Agency project requirements for CDOT FASTER Safety Mitigation program.

 

As part of the contract the contractor is to provide quality control material testing, as part of the CDOT funding the Town is to provide quality assurance material testing. Under this service agreement Kumar & Associates will provide quality assurance material testing as a subcontractor to Kimley - Horn.

 

The additional $45,605 adjustment to the project is for prior unbudgeted 2018 expenses for Construction Services related work on the Crowfoot Pond Improvements of $24,760 and for Equipment and Services for Tree Transplanting and Maintenance on the Crowfoot project of $37,635, totaling $62,395. The available budget in the account is $16,790, so with the additional $62,395 request, the net deficit comes to the $45,605 unbudgeted expense.

 

Budget Impact

 

Due to the contract amendment for construction services and the project adjustment for prior unbudgeted expenses, the funds required for the SH 86 Founders Parkway and Crowfoot Valley Road Intersection Improvement Project will be expensed as follows:

 

                     Account Number 135-3175-431.78-39 (Development Fees) Improvements Hwy 86 & Crowfoot in the amount of $82,580 plus a 10% staff managed contingency in the amount of $8,258 for a total cost of $90,838; and,

                     Account number 135-3175-431.78-39 (Development Fees) Improvements Hwy 86 & Crowfoot in the amount of $45,605

 

Total encumbrance of funds proposed to execute the task order and resolution is $136,443. The Finance Department has confirmed that sufficient funding is available within the Transportation Capital Fund to cover these expenses.

 

Staff Recommendation

 

Staff recommends Town Council approve the Resolution as introduced by title. This item is being discussed with the Public Works Commission at their April meeting and their formal recommendation will be provided at the Town Council meeting.

 

Proposed Motion

 

“I move to approve the Resolution as introduced by title.”

 

Attachments

 

Attachment A: Resolution