To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Daniel Sailer, P.E., Director of Public Works
Andrew Focht, Project Manager
Title
Resolution Approving a Service Agreement Contract Between the Town of Castle Rock and Stanley Consultants, Inc. for the Fifth Street Improvements Project
Body
________________________________________________________________________________
Executive Summary
Staff is seeking Town Council approval of a Resolution (Attachment A) approving a Service Agreement between the Town of Castle Rock and Stanley Consultants, Inc. for the Fifth Street
Improvements Project.
Fifth Street is a major arterial connecting local and regional travel between the easterly portions of Town and I-25. Roadway and pedestrian improvements for Fifth Street have been identified within the 2017 Transportation Master Plan (TMP) that will maintain adequate capacity, enhance multimodal travel experiences, improve safety, and ensure efficient road network connections for future development. The improvements will include additional vehicle travel lanes, intersection improvements, bike lanes, and sidewalks along the corridor.
The amount of the service agreement is $1,399,935 plus an 8% staff managed contingency in the amount of $112,265 for a total authorization of $1,512,200. The information presented herein includes: notification and outreach efforts; history of past Town Council, Boards & Commissions and other discussions; discussion of improvement scope; and budget impacts.
Notification and Outreach Efforts
A concentrated effort to identify the community relations requirements for the project was undertaken with the Community Relations department resulting in a project Communications Plan.
The project team, along with Stanley Consultants, Inc., will perform the following community notification and outreach efforts related to the project:
• Project website creation, including regularly schedule updates
• Provide project article(s) to be included in the “Outlook Magazine”
• Two (2) public open houses during primary and final design to inform and collect feedback
• Create/update/monitor an email notification line for the project
• Provide project article(s) to be included in Castle Rock Water Mailer as needed
The primary goal related to community outreach for this project is twofold. Firstly, these efforts will create a culture of trust among adjacent residents and project stakeholders. Secondly, they will facilitate stakeholder buy-in throughout the design process.
History of Past Town Council, Boards & Commissions, or Other Discussions
This project has been presented and adopted by Town Council in various forms within the last four years. First within the 2017 Transportation Master Plan (TMP) Town staff identified the need for additional lanes, new pedestrian facilities, and intersection improvements. This plan was approved and adopted by Town Council in 2017. The last discussion surrounding the proposed project with Town Council was in 2020 during approval of the “2021 Operating and Capital Improvement Budget”. Within this document the Fifth Street Improvements project was presented on a programming level to set aside $1.5 Million in 2021 to begin design of the needed improvements.
The proposed service agreement is also being presented to Public Works Commission on June 7th, 2021 to receive formal recommendation for Town Council award. The results of the Commission recommendation will be presented to Council during the Town Council meeting.
Discussion
Fifth Street is a major arterial connecting local and regional travel between the easterly portions of Town and I-25. Roadway and pedestrian improvements for Fifth Street have been identified within the 2017 Transportation Master Plan (TMP) that will maintain adequate capacity, enhance multimodal travel experiences, improve safety, and ensure efficient road network connections for future development.
The Fifth Street Improvements project will complete all design elements for implementation of the full build-out transportation network from South Gilbert Street to Ridge Road as identified in the TMP. The transportation network improvements identified in the TMP are as follows:
• 4-lane major arterial configuration from Woodlands Blvd. to Ridge Road
• Implementation of on-street bike lane/shoulder from South Gilbert Street to Ridge Road
• Addition of sidewalks from South Gilbert Street. to Ridge Road
• Intersection improvements to Fifth St./Woodlands Blvd.
• Intersection improvements to Fifth St./Valley Dr.
The current approved “2021-2025 Capital Improvement Program” designates construction of these improvements to take place in three phases; with pedestrian improvements taking place in 2023, East bound widening in 2025 and West bound widening outside the 5-year window.
During 2021, the Town was awarded a $3.5 Million grant from the Denver Regional Council of Governments (DRCOG) to supplement Town funds for the construction of the pedestrian improvements and East bound widening. Conditions of the awarded grant require that the construction of the improvements originally planned for 2023 and 2025 be combined and constructed in 2023. In consideration of the awarded grant funds and future revenue projections, staff will be recommending the advancement of the East bound widening construction to 2023 a part of the 2022 budget process, as it will not negatively impact the recommended timeframes of other projects listed within the current 5-year CIP.
The proposed construction phasing is as follows:
Phase 1 Construction - 2023
• Continue second eastbound through lane from Woodlands Blvd. to Ridge Rd.
• Construct sidewalk on South side of Fifth Street from Gilbert St. to Ridge Rd.
• Implement on-street bike-lanes
• Water quality improvements
• Fifth & Woodlands intersection improvements
• Fifth & Valley intersection improvements
Phase 2 Construction - Evaluating 5-year CIP update as a part of the 2022 budget process
• Construct second West-bound through lane from Ridge Rd. to Woodlands Blvd.
This project aligns with the Department’s Strategic Asset Management Plan’s (SAMP) policies of maximizing safety and reliability while evaluating improvements that have low total lifecycle cost and low environmental impacts.
Improving Safety - This project includes the design of pedestrian facilities to be implemented on/adjacent to Fifth Street. Currently no pedestrian facilities exist along this portion of roadway, thus to enhance the multimodal experience and improve safety, sidewalk will be designed and on-street bike lanes added. Also, intersection improvements that increase safety at both the Fifth/Woodlands and Fifth/Valley intersections will be evaluated and designed with this project.
Improving Reliability - The design of this project will include traffic assessments to determine appropriate intersection layouts that will decrease traffic delays resulting from forecasted development in the area. This project will also incorporate final design elements of the Founders/SH-86/Ridge Road intersection improvement project “Four-Corners Project” currently under design for a seamless transition between projects.
Achieving Low Life-Cycle Costs - The proposed services with this contract include geotechnical and pavement analysis that will evaluate existing conditions along the project area and make recommendations for pavement design that will achieve the desired life span of roadway pavements with forecasted traffic volumes. Analysis of current pavement conditions will also be performed to determine potential long-term cost savings by preserving/treating existing pavements if possible.
Focus on Low Environmental Impacts - In order to minimize environmental impacts of the Fifth Street Improvement project, the proposed service agreement with Stanley Consultants, Inc. for design includes environmental assessment and engineering including; migratory bird survey, wetland survey, endangered species survey, storm drainage and water quality improvements. There are also provisions to assess the use of recycled materials in pavement design and the use of energy efficient LED lighting for street lights and traffic signals.
An overview of the project area and proposed improvements to be evaluated/designed with this service agreement is depicted on Attachment B.
A formal Request for Proposals (RFP) was advertised publicly in accordance with Town of Castle Rock Purchasing Policy Number 1045. Four qualified engineering firms submitted proposals in conformance with the RFP requirements. A selection committee of seven members including representation from Public Works - Traffic Engineering, Development Services, Public Works - Capital Improvement Division and Castle Rock Water - Storm Water Division, evaluated the proposals and have made a formal recommendation to award the service agreement to Stanley Consultants, Inc.
Budget Impact
The total estimated cost for the Fifth Street Improvements design is $1,512,200.
As this project has been planned and approved with the approval of the “2021 Operating and Capital Improvement Budget”, reservations have been made to fund this service agreement. The proposed agreement cost aligns with staff cost estimates previously made. Since the scope of work for design includes sanitary relocation services as well as a traffic study, three accounts will be utilized to fund the agreement. The proposed funding split is as follows:
|
TABLE 1: FUNDING ACCOUNT ASSIGNMENTS |
|
Account Number |
Account Name |
Contract Amount |
Contingency |
Total |
|
135-3175-431.78-85 |
Fifth Street Improvements |
$1,381,477.50 |
$110,522.50 |
$1,492,000 |
|
213.4575.445.75-62 |
Sewer Line Rehabilitation |
$6,540 |
$660 |
$7,200 |
|
120-3175-431.75-24 |
Miscellaneous Project & Studies |
$11,917.50 |
$1,082.50 |
$13,000 |
|
|
|
$1,399,935 |
$112,265 |
$1,512,200 |
The accounts utilized to fund the contract have sufficient funds as shown in Table 2 below.
|
TABLE 2: FUNDING ACCOUNT BALANCES |
|
Account Number |
Account Name |
PO Encumbrance |
Account Balance |
Difference |
|
135-3175-431.78-85 |
Fifth Street Improvements |
$1,492,000 |
$1,500,000 |
$8,000 |
|
213.4575.445.75-62* |
Sewer Line Rehabilitation* |
$7,200 |
$2,278,000* |
$2,270,800* |
|
120-3175-431.75-24* |
Miscellaneous Project & Studies* |
$13,000 |
$110,000* |
$97,000* |
|
|
|
$1,512,200 |
$3,888,000* |
$2,375,800* |
* Accounts are not exclusive to this project (fund multiple projects)
Staff Recommendation
Staff recommends Town Council approve the resolution as introduced by title. The Public Works Commission recommendation will be provided at the Council meeting.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment A: Resolution
Exhibit 1: Agreement
Attachment B: Project Area