Memorandum

City of Lawrence

Public Works

 

TO:

Chuck Soules

FROM:

Mark Thiel

CC:

Tom Orzulak, Steve Lashley

Date:

3/21/2011

RE:

PW1110, 2011 Crack Sealing Program (In-House)

 

Please include the following item on the City Commission agenda for consideration at the March 29, 2011 meeting:

 

Introduction

The City’s annual pavement maintenance program was reviewed and approved by the City Commission on December 14, 2010.  Of the various program projects, the 2011 Overlay Program Phase 1 was awarded March 15, 2011.  The 2011 Crack Seal Program (to be performed by City internal crews), 2011 Overlay Program Phase 2 (including Kasold Drive Sales Tax), KLINK Overlay & Geometric Improvements on 6th Street from Massachusetts Street to Iowa Street and Monterey Way to Folks Road, and the 2011 CIP Reconstruction of Bob Billings Parkway (westbound) from Crestline Drive to Kasold Drive are also planned for this construction season as presented at the December 14, 2010 City Commission Meeting.

 

Project Description

For the 2011 pavement maintenance program the Public Works Department has planned to perform its annual pavement crack-sealing utilizing a combination of in-house staff, contracted labor and rented equipment. We have estimated that the same amount of crack-sealing could be completed as in previous years at a lower cost. This would allow us to either use that savings for additional crack-sealing or for other types of maintenance work. The project would be supervised by the street division manager and senior maintenance staff. It would also receive the same level of inspection as in previous years. The project will be broken down as follows: contracted labor, equipment rental, and materials and will involve the filling of narrow joints and wide cracks.

 

Labor

We solicited informal bids from several labor companies and met with three. Two provided pricing and one was unable to provide the type labor needed due to their insurance restrictions. We have quoted the lowest labor rate bid ($15.71) in the total project cost. We have estimated that this project will take two months to complete with approximately 1,280 contracted labor hours. Cost for two months labor is approximately $20,108.00.

 

Equipment

We will rent the majority of the equipment needed to complete this work. The City of Lawrence does not currently own a large enough crack sealant machine or a poly patch melter to properly complete this project. We have determined that one company, Pavement Maintenance Supply, Inc. (PMSI) is the only company in this region that rents this type of equipment. Cost for two month rental is approximately $14,450.00.

 

Materials

We will utilize the same materials specified when this project is contracted. Two types of crack-sealing will be completed, narrow cracks and wide cracks. We have found that this process provides the most effective use of materials in meeting our specification on crack-sealing. The two types of crack-sealant would be provided by PMSI. They have a requirement that their products be used in their equipment. The PMSI products meet or exceed our specification requirements.

 

Project Cost

 

Labor

$20,108.00

Equipment

$14,450.00

Materials

$132,621.57

Total

$170,179.57

 

                   Traditionally, contracted costs have been:

2008

$226,500.00

2009

$244,000.00

2010

$248,000.00

 

Sole Source Request

We are requesting a sole source purchase of the rental of the application equipment and materials from PMSI to perform approximately 200,000 lbs. of joint sealing and 20,000 lbs. of wide crack sealing throughout the City of Lawrence as indicated on the 2011 crack-sealing location map.

 

Funding Source

The total cost requested is $170,179.57 and would be funded from motor fuels tax fund 214-3-3800-4508.

 

Action Request

Approve the sole source rental and purchase of PMSI rental equipment and materials in the amount of $147,071.57 and approve the use of contract labor in the amount of $20,108.00.

 

 

 

 

Attachments:  Map