Agenda Date: 10/21/2025
Subject:
Title
Resolution 82-2025: Approving the fourth amendment to the Professional Services Agreement between the City of Littleton and HDR Engineering, Inc. for design services on the Santa Fe Drive and Mineral Avenue Intersection Improvement Project
Body
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From: |
James L. Becklenberg, City Manager |
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Prepared by: |
Brent Soderlin, Director of Public Works & Utilities |
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Brent Thompson, City Engineer |
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Kimberly Dall, Assistant City Engineer |
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Aaron Heumann, Transportation Engineering Manager |
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Presentations: |
N/A |
PURPOSE:
City council consideration of the fourth amendment to the Professional Services Agreement between the City of Littleton and HDR Engineering, Inc. for design services on the Santa Fe Drive and Mineral Avenue Intersection Improvement Project.
LONG-TERM OUTCOME(S) SERVED:
Safe Community; High-Quality Governance
DISCUSSION:
As the Santa Fe and Mineral Intersection Improvement Project transitions from design into construction, continuity and timely responses to address inquiries from the construction contractor will be critical to the progress and success of the project. HDR Engineering, Inc. has provided design services for the project as a partner with city staff over the past four years. While the design has been completed and approved, construction of the project will be complicated, requiring many phases to complete, necessitating coordination with the on-going Evergreen and Toll Brothers development projects, as well as the Douglas County Santa Fe Drive Widening project, and other city projects in the area.
The proposed Amendment #4 to the design contract will authorize HDR to provide expert design and other support services through the duration of the project’s construction. These services include:
• Utility coordination as private electric and communication utility providers relocate their infrastructure through and around the project site. This task is critical to coordinate private utility designs and construction to minimize potential conflicts and schedule impacts.
• Reviewing contractor submittals, requests for information, and any potential design revisions needed during construction due to unknown or changed conditions.
• Creation of a public outreach involvement plan in coordination with the project contractor. This task is critical to educate users of the Santa Fe Drive and Mineral Avenue corridors about the project, how to navigate changing conditions during construction, and ultimately the finished product.
• Develop signal timing and coordination plans that consider all new traffic patterns surrounding the area, the operations associated with the quadrant road, two modified signal systems, and the addition of two new signals along the Santa Fe Drive Corridor, as well as new traffic operations in Douglas County to the south.
BACKGROUND:
In 2019, the City of Littleton completed the Santa Fe & Mineral Intersection Study. This study analyzed existing and future traffic operations at the intersection and developed six potential at-grade and six potential grade-separated improvement alternatives. The quadrant roadway concept was selected as the preferred alternative from this study.
The purpose of the Santa Fe Drive & Mineral Avenue Improvements Project is to reduce congestion and improve safety for drivers, pedestrians, and bicyclists. Along with improvements to Santa Fe Drive and Mineral Avenue, a new quadrant roadway is being designed in the southwest parcel of the intersection.
In 2019, the City of Littleton submitted a grant application for operational improvements at the Santa Fe Drive and Mineral Avenue intersection. The city was successful in securing a grant of $9.152M at that time. Since, the City has secured an additional $8.59M in grant funds and CDOT contributions towards the project costs. Developer contributions will provide approximately $4M to the project. Total outside funding sources for this major transportation improvement project will be approximately $21.7M.
A Request for Qualifications (RFQ) for design services on the project was published on April 9, 2021. One proposal was received from HDR Engineering, Inc., who had previously completed the Santa Fe & Mineral Intersection Study (2019). A contract for conceptual and preliminary design services was executed in September 2021. Amendment #1 for final design services was executed in December 2022 for $665,475.28. Amendment #2 for design coordination with development projects and CDOT projects was executed in March 2024 for $266,764.68. Amendment #3 for additional right-of-way services, final design, and project management was executed in October 2024 for $35,282.27.
Prior Actions or Discussions
An IGA with CDOT for design and construction of the Santa Fe Drive and Mineral Avenue Intersection Improvement Project was approved by city council as Resolution 38-2020 on May 5, 2020 and amended as Resolution 13-2024 on February 6, 2024.
Amendment #2 to the HDR design contract was approved by City Council as Resolution 33-2024 on March 5, 2024.
FISCAL IMPACTS:
The original Professional Services Agreement contract for conceptual and preliminary design services was executed in September 2021 for $1,361,146.26. Amendment #1 for final design services was executed in December 2022 for $665,475.28. Amendment #2 for design coordination with development projects and CDOT projects was executed in March 2024 for $266,764.68. Amendment #3 for additional right-of-way services, final design, and project management was executed in October 2024 for $35,282.27.
The fee for the proposed Amendment #4 to the Professional Services Agreement for design and expert support in the transition to construction and to assist with public outreach services is $423,289.00, bringing the total design fee to $2,751,957.49.
This contract amendment will be funded from the 3A Capital Improvement Sales Tax Fund.
Pursuant to the City’s Procurement Policy, all contracts exceeding $500,000 in aggregate, and subsequent change orders must be approved by City Council.
STAFF RECOMMENDATION:
Staff recommends approval of resolution approving the amendment to the Professional Services Agreement.
ALTERNATIVES:
If this contract amendment is not approved, the city will not have the design support and expertise of the consultant team on the Santa Fe Drive and Mineral Avenue Intersection Improvement Project to address issues that arise during construction.
PROPOSED MOTION:
Proposed Motion
I move to approve Resolution 82-2025 approving the fourth amendment to the Professional Services Agreement between the City of Littleton and HDR Engineering, Inc. for design services on the Santa Fe Drive and Mineral Avenue Intersection Improvement Project.