Title
Resolution to Approve a Construction Contract with P.K. Contracting, LLC for Pavement Marking Maintenance - FY25 ($505,187.50, RFP No. 24-45)
Memorandum
Attached for your review and consideration for approval, please find a resolution to approve a unit price contract with P.K. Contracting, LLC in the amount of $505,187.50 which will be used for the maintenance of existing pavement markings throughout the City. Available funds and needed replacements are the basis of the contract amount related to this work.
Scope and Schedule
Pavement marking maintenance includes the citywide replacement of various types of markings utilizing a variety of materials on both the Major and Local Street networks. Operationally, these pavement marking improvements will benefit the safety of all users on the City’s motorized and non-motorized transportation systems.
Staff expects the contract work to begin in the spring of 2025 and be complete by June 30, 2025. There is an option to extend this contract for a one-year period to allow for pavement marking maintenance activities in FY26. This extension is subject to the availability of funding, the same contract terms and unit prices as the original contract, and the approval of City Council.
Solicitation of Proposals
Engineering staff supervised the creation of contract documents and solicited proposals for construction of the project through the City’s Procurement Unit. On September 11, 2024, one proposal from P.K. Contracting, LLC was received for this work. A selection committee comprised of Public Services staff reviewed the proposal and determined the respondent was the best value based on the following criteria (as laid out in ORD-21-41, adopted by Council on January 3, 2022):
• Qualifications, Experience & Accountability (20%)
• Workplace Safety (20%)
• Workforce Development (20%)
• Social Equity & Sustainability (20%)
• Schedule of Pricing/Cost (20%)
Staff anticipated that only a single proposal would be received for this work, as P.K. Contracting, LLC is typically the only company in the area that provides these services. Consequently, staff recommends awarding the contract for this work to P.K. Contracting, LLC.
P.K. Contracting, LLC complies with the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: The total available budget for the work is $506,045.00. While this Resolution will authorize spending up to the bid amount of $505,187.50, spending on the contract (once staff time is taken into account) will be limited to an amount that fits within this available budget. If additional funding becomes available, additional work may be completed up to the approved amount.
Funding for the pavement marking maintenance work is available in the approved FY 2025 Public Services Area, Major Street, Local Street, and Alternative Transportation Funds Operation and Maintenance Budgets. The various contract revenue sources and amount of each are listed below.
|
Revenue Source |
Amount |
|
FY 2025 Major Street Fund |
$377,831.00 |
|
FY 2025 Local Street Fund |
$81,864.00 |
|
FY 2025 Alternative Transportation Fund |
$46,350.00 |
|
Total |
$506,045.00 |
Staff
Prepared by: Nicholas Hutchinson, P.E., City Engineer
Reviewed by: Sue F. McCormick, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, It is appropriate to replace pavement markings throughout the City to help maintain a safe environment for all users of the City’s roadways;
Whereas, One proposal was received by the City’s Procurement Office from P.K. Contracting, LLC, and after review by the selection committee, staff recommends awarding the contract to P.K. Contracting, LLC;
Whereas, The contract proposal sets forth the services to be performed by said company, and the payments to be made by the City therefore, along with other terms and conditions, all of which are agreeable to the City;
Whereas, Funding is available in the approved FY 25 Public Services Area, Major Streets, Local Streets, and Alternative Transportation Funds Operations and Maintenance Budgets.
Whereas, the contract will include an option to be extended for a one-year period to allow for pavement marking maintenance activities in FY26, subject to available funding and approval by City Council; and
Whereas, P.K. Contracting, LLC complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances;
RESOLVED, That City Council approves a construction contract with P.K. Contracting, LLC in the amount of $505,187.50 for the maintenance of pavement markings throughout the City (RFP No. 24-45);
RESOLVED, That a contract contingency in the amount of $50,000.00 be established, and that the City Administrator be authorized to approve additional change orders/contract modifications to the pavement marking contract with P.K. Contracting, LLC, not to exceed $50,000.00 in order to satisfactorily complete the project;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said contract after approval as to form by the City Attorney, and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution including approval of extensions, renewals, needed Traffic Control Orders, night work authorizations, and other similar administrative approvals to allow the work of the project to proceed without delay.