TO: Mayor and Commissioners
FROM: Susan Geobel-Canning, Public Works Director
THROUGH: Mark R. Lauzier, City Manager
DATE: September 6, 2018
Title
APPROVAL OF RESOLUTION NO. 111-18 TO AWARD AN AGREEMENT WITH M & M ASPHALT MAINTENANCE, INC. D/B/A ALL COUNTY PAVING FOR GENERAL ROADWAY AND MISCELLANEOUS CONSTRUCTION SERVICES UTILIZING THE CITY OF WEST PALM BEACH SOLICITATION NO. ITB 14-15-134, AND TO AUTHORIZE THE CITY MANAGER TO APPROVE AND EXECUTE AGREEMENT RENEWAL OPTIONS IN A NOT-TO-EXCEED AMOUNT OF $300,000.
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Recommended Action:
Recommendation
Motion to approve Resolution No. 111-18 to award an agreement with M & M Asphalt Maintenance, Inc. d/b/a All County Paving (ACP) for General Roadway and Miscellaneous Construction Services for a total agreement value not-to-exceed $300,000 through October 15, 2018, utilizing the City of West Palm Beach Solicitation No. ITB 14-15-134. The City of West Palm Beach Annual Contract expires on October 15, 2018.
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Background:
On October 22, 2015 the City of West Palm Beach issued a contract with ACP for General Roadway and Miscellaneous Construction Services (Solicitation No. 14-15-134). The contract is valid through October 15, 2018.
The City of Delray Beach (City) performs routine roadway milling and repaving of City roads on a rotating basis based on their Overall Condition Index Rating (OCI). Roadways which exhibit an OCI rating between 50 - 70 typically only require milling and repaving to bring their OCI rating up to 100. Furthermore, it is estimated that the repaved roadways will have a new life expectancy of approximately 10-15 years. This piggyback agreement will allow the Public Works Department to conduct milling and repaving construction services of approximately two miles of City roadways (typically 20 feet wide).
Newly repaved roadways ensure the longevity, cleanliness, proper drainage requirements, and optimum safety for residents driving on City streets. Public Works identified 14 City streets for milling and repaving which meet the OCI criteria located in the neighborhoods in the northwest area of the City, except for SE 10th between Swinton and SE 2nd Ave. (attached).
The roadway construction project will include the following criteria:
1) Maintenance of Traffic (MOT)
2) Milling roadways
3) Paving roadways
4) Installation of required stripping (Thermoplastic)
5) Installation of required reflective pavement markers
Public Works is requesting a not-to-exceed contract amount of $300,000 to perform the detailed roadway work. Additionally, Public Works will be soliciting an RFP to perform annual repaving services based on available funding. Staff anticipates scheduling the roadway construction within the next month and be completed by October 15, 2018.
This motion is in accordance with the Code of Ordinances 21-17; Chapter 36, Commission Approval Required and Purchasing Policies, Accessing Contracts from Other Government Agencies and Not-for-Profit Organizations.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding in the amount of $180,000 is available from the City Managers Contingency Account for expenditures during FY 17/18. Funding for roadway improvements in the FY 18/19 budget has been requested at $2.5 million, which is sufficient to fund the remainder of this contract approval.
Timing of Request:
This action is very time sensitive in order to meet the short deadline of October 15, 2018 to repair the listed roadways.