To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Mark Marlowe, P.E., Director of Castle Rock Water
Title
Resolution Authorizing a Change Order to the Construction Contract Between the Town of Castle Rock and T. Lowell Construction, Inc., for the Glovers Water Rehabilitation Project
Body
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Executive Summary
Castle Rock Water (CRW) is seeking Town Council approval of a Resolution (Attachment A) approving Construction Contract Change Order No. 2 (Exhibit 1) to T. Lowell Construction, Inc. (T. Lowell) for the Glovers Water Rehabilitation Project. The change order will cover the replacement of sewer service laterals within the roadway to 89 residences in the project area. The change order also will cover the cost to reconstruct the affected roadways instead of patching. The total cost for the change order is $1,250,700 and a 10% Town-managed contingency of $125,070 also is requested with this change order to address any unforeseen issues. Work will be incorporated into the current project and will extend the schedule by 100 days, which extends project completion to December 2021.
Notification and Outreach Efforts
Project details and updates will be provided on CRgov.com throughout the duration of the project. Additionally, residents will be notified at least 48 hours in advance of expected water and sanitary sewer service disruptions via mailings and/or door hangers. Staff will prepare an outreach letter to the neighborhood advising them of the additional sewer work, the need to reconstruct roads, the additional time involved, and to advise that an open-house will be held to answer public questions/concerns. The project information will also be updated on the CRW website to reflect the change in scope and time. Staff will work with community relations on the open house.
History of Past Town Council, Boards & Commissions, or Other Discussions
Castle Rock Water staff presented the original construction contract to the Castle Rock Water Commission at their meeting held on March 24, 2021 at which time the Commission voted unanimously recommend Town Council support the project. The contract award was approved to T. Lowell Construction by Town Council at the May 4th, 2021 town council meeting.
Discussion
This project is located in the Glover’s subdivision east of Gilbert Street, west of Valley Drive (see Attachment B). The original scope of the work was to replace the aging and undersized water mains and water service lines in the area, with patching back of the asphalt pavement. However, the original pavement is less than 3 inches thick in most areas, and appears to be original pavement. The existing pavement is not holding up well to the street cuts and heavy equipment and is no longer a candidate for patching back. The area is scheduled for reconstruction under the Pavement Maintenance Program (PMP) managed by Public Works (PW) in 2027. CRW was planning a follow-on project in 2025 to replace aging sewer service laterals in advance of the future road reconstruction by PW. However, with the pavement scope expanded to require full replacement now in the Phase 1 project area, CRW would like to expedite the replacement of the sewer service laterals and include them in the project scope of work for completion now, in advance of repaving at completion of the project. This would avoid having a patched roadway network if the sewer service laterals are delayed to a future year.
The original scope of Phase 1 included replacement of 5,490 linear feet of old 6-inch cast iron water line pipe in the area and replacement of water service lines to 89 homes. The added scope of work per this contract amendment will replace approximately 2,000 linear feet of old sewer service lines to those same 89 homes, and relocate two manholes to accommodate adjustments to sewer laterals that currently daylight directly to manholes, a condition not allowed by our current criteria. Then, instead of patching, the roads will be reconstructed from curb to curb.
The sewer mains in the Glovers neighborhood have been rehabilitated with Cured in Place Pipe (CIPP lining) that was completed in 2013. That sewer rehabilitation project sealed cracks, fractures and offset joints to minimize root intrusion and groundwater infiltration, and has extended the life of the sewer mains another 40 to 50 years. The added scope of work per this contract amendment will replace residential sewer service laterals from the rehabilitated sewer mains up to the edge of the paved road. This will help minimize future street cuts by residents that need to replace their failing sewer lateral in the street. As noted in Town Code, service lines from the sewer main for the individual user are owned and maintained by the property owner. In accordance with Town Code, “the Town reserves the right, at the discretion of the Director of Castle Rock Water and at the Town's expense, to make repairs or modifications to any portion of the sewer service line located in public property or the public right-of-way when such repairs or modifications serve the operational efficiency of the public sewer system or enhances the capital replacement or rehabilitation of the sewer system infrastructure or the public road infrastructure.” In this case since the pavement needs to be replaced now with this project, CRW is recommending that the sewer service lines in the road right of way be replaced now at CRW’s expense as part of the project to avoid future road cuts in the new pavement by individual homeowners as their sewer service lines fail.
The pavement related portions of the requested change order total $662,700 (after a credit of $429,900 for the original patching scope), and the sewer service related costs are $588,000, for a total change order request of $1,250,700. CRW has reviewed the pavement related portions of the requested change order with Public Works and determined that the proposed costs are reasonable. Likewise, CRW has reviewed the proposed costs for the sewer service laterals and finds those costs to be reasonable as well.
The original contract amount is $1,707,000, plus a 10% Town-managed contingency in the amount of $170,700, for a total current project authorization of $1,877,700. This Change Order No. 2 request is for an additional $1,250,700 to cover the cost to reconstruct the roads and to replace sewer service laterals within the roadway, and an additional 10% contingency in project authorization ($125,070). The current contract amount, which includes CO No. 1, is $1,729,679.75. With approval of this CO No. 2, the contract amount would be $2,980,379.75. With approval of the additional contingency, the total project authorization would be $3,253,470. With the additional work, the Contractor is requesting 100 additional work days be added to the contract time.
Budget Impact
The additional scope of work for CO No. 2 will be funded by the Sewer Rehab Program with reimbursement of $662,700 for the new pavement from Public Works in 2022. Total additional project costs, including a 10% contingency, are $1,375,770 and will be funded as follows:
Staff Recommendation
Staff recommends Town Council approval of a Resolution awarding a Construction Contract CO No. 2 to T. Lowell for the Glovers Water Rehabilitation Project in the amount of $1,250,700, for a total contract authorization of $2,980,379.75, and approval of 100 work days added to the contract time. Staff requests an additional 10% Town-managed contingency in the amount of $125,070, for a total project authorization of $3,253,470.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment A: Resolution
Exhibit 1: Construction Contract CO No. 2
Attachment B: Site Map