To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Megan Bednar, Signs & Markings Supervisor
Title
Resolution Approving the Second Renewal of the Town of Castle Rock Equipment and Services Agreement with Colorado Barricade Co., LLC, for the 2022 Pavement Marking Maintenance Project (2022 Pavement Marking Maintenance Program)
Body
________________________________________________________________________________
Executive Summary
The Town’s approach to maintaining pavement markings is the same as our approach to maintaining all of our transportation assets: To maximize value for the community with our available dollars. This value includes:
• High Safety
• Low Total Lifecycle Cost
• Reliability
• Low Downtime
• Low Environmental Impacts
As the pavement markings reach the end of their useful life, they are replaced to maintain the visibility of the lines for the safety of all users within the transportation network. We also strive to select the right materials that offer the lowest total lifecycle cost. The Pavement Marking Maintenance program meet the Town’s Vision Statement goals of:
• Providing outstanding community services including police, fire, emergency medical, parks, recreation, water and transportation.
• Ensure a Town government accountable for its vision, mission and values.
Maintenance work in this Agreement generally consists of re-application of markings, grinding, thermo plastic installation and the installation of new pavement markings. Pavement marking maintenance work will be performed at various locations around Town with a focus on long lines on collector and arterial roadways as well as stop bars, crosswalks and arrows at signalized intersections. There are two rounds of striping, with the first round occurring in the Spring and the second occurring in the Fall. The first round incorporates the re-application of markings to all long lines and markings at signalized intersections. It also includes the installation of durable markings at identified high safety locations, roundabouts and multi-lane (double and triple) turning lane locations. The second round allows for identified necessary re-applications at locations painted in the first round known to wear quickly and for locations that were put on hold during the first round due to other treatments being conducted on the roadway by the Pavement Maintenance Program or Capital Improvement Projects, so that they still receive their first application before their end life is reached. These two rounds of maintenance allow for responsible planning, coordination and budget management. Maintenance activities are summarized on the 2022 Pavement Marking Maintenance map (Attachment A). These maps do not include roads that are restriped under the Pavement Maintenance Program’s (PMP) contracts.
The purpose of this memo is to request a recommendation of approval for the second renewal of an agreement with Colorado Barricade, and the allocation of funds to maintain the Town’s pavement markings. Colorado Barricade provided the lowest bid overall in 2020. The original agreement allowed for two renewals, this is the second renewal of two allowed by the original agreement.
History of Past Town Council, Boards & Commissions, or Other Discussions
There will be a presentation on March 7, 2022 to the Public Works Commission to obtain the Commission’s recommendation of approval with Colorado Barricade for a Renewal Agreement for the 2022 Pavement Marking Maintenance Program. An update on that recommendation will be provided at the Town Council meeting.
Discussion
In November 2020, staff released a request for proposals to obtain a contractor to complete the Town’s pavement marking maintenance. Based on the proposals received, staff recommended an agreement for equipment and services for this work with Colorado Barricade for 2021. There was a possibility for two annual renewals in the original agreement, this is the second renewal of two allowed by the original agreement.
For 2022 staff is recommending to renew the agreement with Colorado Barricade for the long line striping and signalized intersection markings with their 2022 renewal rates. The estimated cost for the 2022 pavement marking maintenance with these rates from Colorado Barricade is $416,600. Costs have increased in 2022 by 15% across the pavement marking industry due to shortages associated with the 2020 Texas power outage where most US roadway marking paint is manufactured. This full cost is based on the contractor painting all long lines in Town once, plus a secondary round of long line painting in the Fall following the Public Work’s Asset Management Plan. In addition, the 2022 budget of $367,000 for pavement marking maintenance includes $77,000 for the installation of durable markings at high safety locations including roundabouts and multi-lane (double and triple) turning lanes at signalized intersections. This necessitates a total contract amount of $416,600 for the 2022 Pavement Marking Maintenance shown in Attachment A.
Due to the lack of material in 2021 the contractor was unable to complete all of the long line markings last year. Staff will be requesting a part of funds in the 2021 pavement marking maintenance account, in the amount of $79,600 of the $94,600 total, be rolled over to the 2022 budget as part of the first quarter budget amendment in April. These additional funds would enable us to complete the remaining installations from 2021, as well as make up the remainder of the budget shortfall due to price increases. By combining funds from the 2022 approved budget and the remaining roll-over funds from 2021 our total budget will be $456,600 for 2022.
Budget Impact
The 2022 Pavement Marking Maintenance Program budget (Acc. No. 120-3120-431.40-35) contains $377,000 for pavement marking maintenance and modifications. The total encumbrance amount tied to this account for the construction contract is $456,600. This includes $339,600 to complete long line marking maintenance, $77,000 to complete durbable marking modifications, and $40,000 in contingency for changes and additional safety marking projects (10%). An additional $79,600 needed for the agreement would be made available as part of the first quarter budget amendment in April. This amendment amount is covered by the referenced partial 2021 roll over amount.
The total encumbrance amount requested for the construction contract with Colorado Barricade in the attached Resolution is $416,600. An additional $79,600 needed for the agreement will be requested as part of the first quarter budget amendment in April. These were budgeted unspent funds in 2021 and this amendment amount would be part of the 2021 roll over amount.
Staff Recommendation
Staff recommends approval of the attached Resolution to renew the agreement with Colorado Barricade for the maintenance of the Town’s Pavement Marking Maintenance Program.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Resolution
Agreement
Attachment A: 2022 Pavement Marking Maintenance Map