To: Members of the Public Works Commission
From: Megan Bednar, Traffic Maintenance Superintendent
Title
A Resolution Approving a Service Agreement Between the Town of Castle Rock and Colorado Barricade for 2023 Pavement Marking Maintenance
Body
________________________________________________________________________________
Executive Summary
The purpose of this memo is to request a recommendation of approval for the Resolution for the Service Agreement with Colorado Barricade, and the allocation of funds to maintain the Town’s pavement markings.
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 lifespan, 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 meets 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 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. The second round allows for to all long lines and markings at signalized intersections. The second round allows for identified necessary secondary applications, and for locations that were not marked in the 1st round due to other surface maintenance as a part of the Pavement Maintenance Program or Capital Improvement Projects. These two rounds of maintenance allow for responsible planning, coordination and budget management.
All maintenance activities are summarized on the 2023 Pavement Marking Maintenance map (Attachment A). These maps do not include roads that are restriped under the Pavement Maintenance Program’s (PMP) contracts.
A formal RFP process was followed with three respondents. Colorado Barricade provided the lowest bid in 2023, and has competently provided these services in the past.
Discussion
In January 2023, staff released a request for proposals to obtain a new contractor to complete the Town’s pavement marking maintenance. Three responses were received from qualified contractors. The following provides a summary of the pricing received in each contractor’s proposal.
Based on the proposals received, staff is recommending a service agreement for equipment and services between the Town and Colorado Barricade. This service agreement with Colorado Barricade has a “not to exceed” price of $377,000 per year. There is a possibility for two additional annual renewals under the agreement.
The overall bid total from Colorado Barricade is $530,000.00 which is the cost if the contractor paints 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. Through partnership with the PMP, their contract covers restriping on all roads that are improved within the PMP year where striping is removed. Therefore, this allows for necessary marking work to be completed across Town within the service agreement with Colorado Barricade with a “not to exceed” price of $377,000 per year. There is a possibility for two additional annual renewals under the agreement.
The bid amounts shown are based on this service contract conducting all marking operations included within the Town’s PMP work. Since the budgeted account for this service contract is $377,000 the marking work associated with the PMP operations will be covered by those respective accounts. All marking efforts recommended in our AMP will be addressed by these two efforts.
Budget Impact
Funds from the 2023 budget to pay for services rendered under this service agreement would be paid from the Pavement Striping Street Repair & Maintenance - (Account No. 120-3120-431.40-35). The 2023 budget in this account is $377,000, and can fully support this service agreement amount of $377,000. No contingency will be included with this contract.
Staff Recommendation
Staff recommends that the Public Works Commission forward a recommendation of approval to Town Council for approving the Resolution for the service agreement with Colorado Barricade for the maintenance of the Town’s Pavement Marking Maintenance Program.
Proposed Motion
“I move that the Public Works Commission recommend that Town Council approve the attached Resolution as introduced by title.”
Alternative motions:
“I move to recommend that Town Council approve the attached Resolution as introduced by title, with the following conditions: (list conditions)”
“I move to continue this item to the Public Works Commission meeting on (date) to allow additional time to (list information needed)”
Attachments
Contract
Attachment A: 2023 Pavement Marking Maintenance Map