Public Works recommends the bid for the Arterial Pavement Maintenance Requirements Contract – 2024 project be awarded to ICOS Management, LLC, for the initial term of $1,999,880, or two years, whichever occurs first, with two City optional renewals; to be accepted as the lowest responsive and responsible bid for the project, conditioned upon timely execution of all necessary documents. A total of 1,939 vendors were notified of the bid, seven (7) submitted a “No Bid” and ten (10) bids were submitted.

For each contract term, this project involves the repair of 15,000 square yards of arterial concrete street pavement, 12,500 square feet of sidewalk and 31 barrier free ramps, located in various locations throughout the City of Plano.

Public Works employs three options for different types of pavement repair needs. City staff typically handle smaller isolated repairs of significantly damaged street, sidewalk, and alley paving. Utilizing city crews for these areas is more cost-effective than a third party due to costs of mobilization and economy of scale. Next, larger areas of repair are bid as separate contracts such as neighborhood zone rehabilitation projects and arterial rehabilitation projects that cover several miles of infrastructure. Finally, requirements projects, such as this one, are location based work orders that address moderate sized areas of disrepair. Staff creates work orders for these areas with higher quantities of concrete repair and traffic control than city crews are able to address. Staff also inspects the third party construction activities to ensure the work is performed to city specifications.

Public Works staff continually evaluate both the effectiveness of our street projects and feasibility to do more work with Public Works staff. At this time, sufficient yard/storage space, staff space, and equipment is not available for city staff to perform larger pavement rehabilitation projects, such as this requirements project, and still address isolated areas for repair that cost the city more for private contractors to complete.

If this project is not awarded at Council, these areas will not be repaired, which will result in elevated maintenance and replacement costs in the future. In addition, existing ADA compliance issues will not be repaired, leaving pedestrian facilities in an unsafe condition.

Engineer’s estimate for this project is $2,600,000.

Funding for this item is available in the 2023-24 Capital Maintenance Fund and is planned for future years, as well.  Award of the Arterial Pavement Maintenance Requirements Contract - 2024 has an initial term of two (2) years or $1,999,880 and two (2) City optional renewals of the same term, for an estimated total amount of $5,999,640 if all renewal options are exercised.

Approval of this item will support the City's Strategic Plan Critical Success Factor of being an Excellent, Innovative, and Accountable City Government.