To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Frank Main, Project Manager
Title
Resolution Approving the First Amendment to a Services Agreement with David Evans and Associates, Inc., for the Design of the Four Corners Intersection Improvement Project [Founders Parkway, State Highway 86, Fifth Street, and Ridge Road]
Body
________________________________________________________________________________
Executive Summary
The purpose of this agenda item is to seek Town Council approval of an amendment to the contract between the Town of Castle Rock and David Evans and Associates (DEA) for the design services for the Four Corners Intersection Improvement project. This amendment is necessary to add additional scope of work that resulted from input from CDOT to complete additional traffic analysis, public feedback during project open houses to review access improvements, additional land acquisition services, and support necessary to assist with construction implementation. The proposed resolution would add $355,096 to the project and extend the completion of service to December 31, 2023. The extension of the contract into 2023 will allow for consultant assistance in answering questions during the bidding and construction phases.
History of Past Town Council, Boards & Commissions, or Other Discussions
Town Council approved Resolution 2020-091 on September 15, 2020, for a service agreement contract between the Town of Castle Rock and David Evans and Associates (DEA) for the design services on the Four Corners Intersection Improvement project.
Two public virtual open house meetings were held for the project. The first open house meeting was held March 9, 2021 and the second was on July 27, 2021. The project has a page on the Town’s website that allows feedback and provides the meeting material at http://crgov.com/3291/Four-Corners. Most of the feedback from the two open houses supported the project and requested further evaluation of accesses within the project limits for convenience and safety.
The proposed First Amendment to the Service Agreement will be presented to the Public Works Commission on November 1, 2021. A formal recommendation from the Public Works Commission will be given to Council at Town Council November 2, 2021 meeting.
Discussion
The Four Corners Intersection Improvement project’s first task was to analyze and select the best intersection layout for traffic flow and safety while evaluating the cost. The Town, Douglas County, CDOT, and DEA were involved in the selection of the preferred intersection improvements. The preferred alternative is an improved signalized intersection. This is deemed the most effective for processing the higher volumes of traffic forecasted in the future. This concept is shown in the included (Attachment A). The width of the north/south roadway was increase by four additional lanes and the east/west by two additional lanes. Curb & gutter, bike lanes, and sidewalk also added to the required width of the new intersection layout.
The new footprint for the improved signalized intersection required several more right-of-way (ROW) actions than were anticipated in the original contract. The ROW process can take several months to complete depending on the response of affected property owners. The estimated additional time for the ROW process to be completed is 7 months.
CDOT further required additional analysis of the roundabout option during the intersection alternative selection process, affecting the original schedule. The Town requested additional analysis of access options into and out of Founders Marketplace, the environmental/water quality process, and the addition of the design of a retaining wall that will improve safety from an adjacent property access. The need for the design consultant to be available to address design issues during the construction phase is also included in the requested time extension.
The scope for the current contract has increased the services required and the expected time duration. The design is now targeted to be complete in January 2022 with utility clearances from CDOT in February 2022 and right-of-way clearances in June 2022. Construction will be advertised in July 2022 with bids opened in August 2022 and the construction contract awarded in September 2022. Per the DRCOG grant, construction must be initiated by September 30, 2022. For a more detailed explanation of the increase in time and cost requested see the (Exhibit 2) to Amendment Agreement - Additional Services in the (Exhibit 1) of the Resolution.
Budget Impact
Funds in account 135-3175-431.78-69 are $1,275,676 for this contract.
Original Council Authorized Contract Amount: $ 847,285
Original Council Authorized Town Managed Contingency $ 85,715
Original Encumbrance and Authorization for Payment $ 933,000
New Proposed Council Authorized Contract:
• (additional cost of $355,096 to original contract) $1,202,381
• (deduction of $12,420 to original contingency) $ 73,295
Proposed Encumbrance and Authorization for Payment $1,275,676
New Proposed Time Extension to Contract to December 31, 2023
Staff Recommendation
This Resolution is to be presented to the Public Works Commission on November 1, 2021. A formal recommendation from the Public Works Commission will be shared during the Town Council meeting.
Staff recommends Town Council approve the Resolution as introduced by title.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment A: Map
Attachment B: Resolution
Exhibit 1: Amended Service Agreement