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Home My WebLink About05/15/2018 Bid Result for Pavement Marking5/31/2018 BoardDocs® Pro Agenda Item Details Meeting May 15, 2018 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Subject 5.3 Motion to accept bid for pavement marking in an amount not to exceed $73,500. Type Action (Consent) Preferred Date May 15, 2018 Absolute Date May 15, 2018 Fiscal Impact Yes Dollar Amount 73,500.00 Budgeted Yes Budget Source Motor Fuel Tax Fund Recommended Action Accept the lowest cost, responsive bid as submitted by Preform Traffic Control Systems, LTD. of Elk Grove Village, Illinois to install pavement markings in 2018 and 2019 at a cost not to exceed $73,500 each year. Expenditures in 2019 will be limited to funds allocated for this purpose in the 2019 budget. Staff also recommends that the Village Board authorize up to two (2) one (1) -year extensions provided work is satisfactory and the contractor agrees to hold Year 2 prices. 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 over time due to wear and exposure to weather elements 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 2018 will be areas north of Central Road. Pavement marking work to be completed in 2019 includes areas south of Central Road. All pavement markings in the downtown business district will be refreshed in 2018 and again in 2019. 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 stipulated by the MPI contract. 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. The proposed contract is for a two (2) year term commencing in 2018 and concluding in 2019. The https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 1/2 5/31/2018 BoardDocs® Pro proposed contract also includes two (2) one (1) year extensions should the Village and contractor agree to the extensions. The following two (2) bids were publicly opened on April 30, 2018 at 1:00 P.M. in the Village of Mount Prospect Village Hall, 50 South Emerson Street Mount Prospect, Illinois 60056. Bidder Name Year One Year Two Total Contract Price Preform Traffic $51,532.40 $51,532.40 $103,064.80 Control Systems Marking Specialists $118,192.90 $118,192.90 $239,786.70 Corp. The lowest cost bidder is Preform Traffic Control Systems, LTD. of Elk Grove Village, Illinois. Preform Traffic Control Systems has previously performed pavement marking services for the Village. Their performance met expectations. In addition, reference checks indicate they have successfully completed work of this scale and scope in an acceptable manner. Prices for pavement parking received as part of this bid are identical to the prices received with the Village's most recent pavement marking contract awarded in 2016. In the current budget, $73,500 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 2019 budget. Alternatives 1. Accept bid for pavement marking services. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the lowest cost, responsive bid as submitted by Preform Traffic Control Systems, LTD. of Elk Grove Village, Illinois to install pavement markings in 2018 and 2019 at a cost not to exceed $73,500 each year. Expenditures in 2019 will be limited to funds allocated for this purpose in the 2019 budget. Staff also recommends that the Village Board authorize up to two (2) one (1) -year extensions provided work is satisfactory and the contractor agrees to hold Year 2 prices. All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will be no separate discussion of those items unless a Board member or member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Motion & Voting Accept the monthly financial report for April 2018. Motion by Paul Hoefert, second by Richard Rogers. Final Resolution: Motion Carries Yea: William Grossi, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 2/2