To: Members of the Public Works Commission
From: Megan Bednar, Traffic Maintenance Superintendent
Title
A Resolution Approving the First Renewal of the Service Agreement Between the Town of Castle Rock and Colorado Barricade for 2024 Pavement Marking Maintenance
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Executive Summary
The purpose of this memo is to request a recommendation of approval for the Resolution for the First Renewal of 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 generally 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 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. For 2024, there will be only one round of striping incorporating the re-application of all long line markings, markings at Fifth St and Woodlands signalized intersection, and durable markings as identified in Table 2.
All maintenance activities are summarized on the 2024 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 in 2023 with three respondents. Colorado Barricade provided the lowest bid, and has competently provided these services in the past. The recommendation is to complete the first of two renewals of their contract for 2024.
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. Colorado Barricade’s bid was 19% lower than the next lowest bid and has competently served the Town in the past. The following provides a summary of the pricing received from Colorado Barricade for 2024. Contractor unit prices have increased by about 6% this year, while other industry material costs have risen almost 30%. The Pavement Marking Maintenance Program contract amount and night time painting exemption require Town Council approval. The nighttime painting exemption is reviewed with other PMP nighttime work exemption approvals.
The marking contractor also assists with high volume intersections and maintenance of durbable markings where complicated traffic control and a larger team is necessary. The durable marking work planned for 2024 is summarized in Table 2 below. The estimated cost for maintaining the level of service for durable marking work for 2024 totals $77,658.
For 2024 staff is recommending to renew the agreement with Colorado Barricade for the long line striping and signalized intersection markings with their 2024 renewal rates. The estimated overall cost for the 2024 pavement marking maintenance with the provided renewal rates from Colorado Barricade is $559,630.00 This full cost is if the contractor paints all long lines in Town once, paints signalized intersections, performs durable marking maintenance, grinding and 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 agreement for maintenance striping is estimated to not exceed $434,158.
Budget Impact
The approved budget for the 2024 Pavement Marking Maintenance Program is $377,000. The total estimated cost for re-marking all the long lines in the Town one time in 2024 is $356,500. Staff is proposing that all long line markings be maintained at least once this year at a cost of $356,500. The Pavement Marking Maintenance account (120-3120-431.40-35) contains an approved 2024 budget of $377,000. The remaining unused funds from 2023 and a budget amendment could be used to complete other prioritized marking maintenance. The durable marking work total of $77,658 exceeds the available budget without any contingency. Increased cost in materials and labor, higher inflation, as well as less PMP work on primary roads has outpaced the approved budget. A 1st quarter budget amendment of $57,158 is recommended to maintain the level of service of these assets per our Marking Asset Management Plan.
Staff Recommendation
Staff is recommending approval of the first renewal of the marking maintenance contract with Colorado Barricade for $434,158. This would include recommending and seeking approval for a 1st quarter budget amendment in this account.
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 approval for the Service Contract with Colorado Barricade as requested, with the following conditions: (list conditions)”
“I move to continue this item to the Town Council meeting on (date) to allow additional time to (list information needed)”
Attachments
Resolution
Attachment A: 2024 Pavement Marking Maintenance Map