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HomeMy WebLinkAbout06/07/2016 Pavement MarkingItem VIII. E.: MOTION TO ACCEPT BID FOR PAVEMENT MARKING IN AN AMOUNT NOT TO EXCEED $64,505 IN 2016 Department: Public Works Department Information: The proposed contract provides for pavement marking services on Village -owned or maintained streets. The Village's street maintenance program includes the re -painting of all crosswalks, centerlines, lane dividing lines, parking stalls and stop bars throughout the Village. Pavement markings fade thus compromising their reflectivity. Repainting and applying reflective glass beading every two years is essential to maintain driver safety and compliance with federal reflectivity standards. For the purposes of this contract, the Village is divided into north and south sections using Central Road as the dividing line. The sections are serviced every other year, except for the downtown area and parking lots, which are done annually. The pavement marking work to be completed in 2016 will be areas north of Central Road. Pavement marking work to be completed in 2017 is for areas south of Central Road. All pavement markings in the downtown business district will be refreshed in 2016 and again in 2017. In exploring different opportunities to accomplish this task, staff looked to utilize the Municipal Partnering Initiative (MPI). MPI has successfully completed a joint bid for pavement marking services in the past. However, the pricing received by MPI was at a minimum $20,000 higher than the Village's most recent pavement marking bid. Staff determined the difference between the two bids was the Village's decision to include a pay item for striping using a truck versus hand painted striping. The MPI bid does not include a pay item for truck performed striping. The cost difference between a truck painted line and a hand painted line is approximately $0.30 per lineal foot. The Village's current bid includes 72,000 lineal feet of truck painted lines, which equates to a $21,000 savings over the most recent MPI bid. As such, staff elected to seek competitive bids via an in-house letting. Detailed bid specifications were prepared to facilitate the work. A public bid notice was placed in a local newspaper and on the Village website pursuant to purchasing policy. The proposed contract is for a two (2) year term commencing in 2016 and concluding in 2017. The following five (5) bids were received and publicly opened on May 9, 2016 at 1:00pm: Bidder Name Year One Year Two Total Contract Price Preform Traffic $51,532.40 $51,532.40 $103,064.80 Control Systems, LTD. Maintenance Coatings $88,865.00 $95,465.80 $184,330.80 Company A.C. Pavement $98,522.80 $99,726.20 $198,249.00 Stripping Company Precision Pavement $103,527.10 $103,527.10 $207,054.20 Markings Marking Specialists $118,192.80 $121,593.90 $239,786.70 Co rp. T4... I.........{ ___4 f]...r....... T... -r -r:.. 1,.....4...I C....{........ 1 _rn _r CII. f___ \ 1:11--- IIIA..... �.. I IIU IUWCSL GUSL UIUUUI I5 I'ICI UI III I I d I IIG k -UI ILI UI JySLClllS, LI U. UI CIK l7IUVU V IIldyuI IIIII IU IS. Preform Traffic Control Systems has previously performed pavement marking services for the Village and performance was found to meet expectation. In addition, reference checks indicate they have successfully completed work of this scale and scope in an acceptable manner. Prices for pavement marking received as part this bid is approximately 20% lower than the Village's most recent pavement marking contract awarded in 2013. The funds sought for this project are for the 2016 budget year. Staff has determined that there are sufficient funds in the 2016 budget to allow for this work to be performed. In the current budget, $64,505 has been allocated for pavement marking. Because contract quantities are estimates, staff recommends authorizing to award up to the budget available in order to facilitate quantity variances. Expenditures in the second year of the contract will be limited to budgeted amounts allocated in the 2017 budget. Alternatives: 1. Accept bid for pavement marking services. 2. Discretion of the Village Board. Budget Impact: The proposed contract is for a two (2) - year term. It requires the expenditure of $64,505 in 2016. Expenditures in the second year of the contract will be limited to amounts authorized in the 2017 budget. Recommendation: Staff recommends that the Village Board accept the lowest cost bid for specified pavement marking services as submitted by Preform Traffic Control Systems, LTD. of Elk Grove Village, Illinois in an amount not to exceed $64,505 in 2016. Year two (2) expenditures will be in amounts not to exceed appropriations in the 2017 budget. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities ATTACHMENTS: Description Type Upload Date File Name to AUach me nLs kailables