To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Megan Bednar, Traffic Maintenance Superintendent
Title
Resolution Approving the First Amendment to the Services Agreement Between the Town of Castle Rock and Barricade Holdings LLC
Body
________________________________________________________________________________
Executive Summary
The purpose of this memo is to request approval of 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 the Fifth St and Woodlands signalized intersection, and durable markings as identified in Table 2. Completion of all of these elements will enable the Town to stay on track to achieve the lowest lifecycle cost for pavement marking.
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 they have 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 was approved by Town Council on March 5th with other PMP nighttime work exemption approvals.
The marking contractor also assists with high volume intersections and maintenance of durable markings where complicated traffic control and a larger team are 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. This full cost would occur 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, the PMP contract covers restriping on all roads that are improved within the PMP area where striping is removed. This partnership reduces the cost for maintenance striping which is estimated not to exceed $434,158.
Budget Impact
Staff is recommending that all long line markings be maintained at least once this year at a cost of $356,500 and durable marking replacement work be completed at a cost of $77,658 for a total work program cot of $434,158. Increased cost in materials and labor, higher inflation, as well as less PMP work on primary roads have outpaced the approved budget. The approved budget for the 2024 Pavement Marking Maintenance Program is $377,000. In order to maintain level of service and meet the lowest lifecycle pavement marking maintenance cost, a budget transfer in the amount of $57,158 is necessary to fund the total cost. Staff are recommending transferring funds from the Transportation Safety Improvement account (120-3175-431.75-25), which has a current balance of approximately $412,000, to meet the needs of the pavement marking contract amount. The marking work associated with this service contract is of a higher priority for these funds. Staff will continue to work with the Finance Department to seek additional funds through the Budget Carryforward and Amendment process to complete as many safety projects with the funds available.
History of Past Town Council, Boards and Commissions
At the April 1st, 2024 Public Works Commission meeting, staff will present the pavement marking maintenance program work plan for 2024, and seek a recommendation for approval. An update of their recommendation and discussion will be provided at the Town Council meeting.
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 administrative approval of a budget transfer from the Traffic Safety Improvement account.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternative motions:
“I move to approve the Resolution as introduce by title, 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
Contract
Attachment A: 2024 Pavement Marking Maintenance Map