HomeMy WebLinkAboutItem 2k: Contract for Street Striping and Pavement Marking Services with J & S Striping • FAR
A
A S, INS
4.aat v STAFF REPORT
Public Works Services Department
DATE: December 7, 2010
FROM: Tom Tait, Public Works Services Director
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A ONE (1) YEAR
CONTRACT FOR STREET STRIPING AND PAVEMENT MARKING
SERVICES WITH J & S STRIPING IN THE AMOUNT OF $85,092 AND
APPROPRIATE $11,622 FROM THE GENERAL FUND
Recommendation: Approve
SUMMARY
On October 19, 2010, the City Council rejected the bids submitted for street striping and
pavement marking services because the bids received exceeded the approved budget
and directed staff to re -bid the contract. As a result, the Public Works Services
Department conducted another formal bidding process to award an annual contract for
street striping and pavement marking services.
The City Clerk opened sealed bids on November 16, 2010 and received three (3) bids.
However, the bids received once again exceeded the approved budget even though
staff had revised the quantities from the initial bid schedule and reduced it to be more in
line with previous years' street striping and pavement markings work.
Based on the bid results, staff recommends that the City Council authorize the City
Manager to execute a one (1) year contract to J & S Striping for street striping and
pavement marking services in the amount of $85,092 and appropriate $11,622 from the
General Fund.
DISCUSSION
The existing street striping and pavement marking program includes annual striping on
all major arterial streets. Collector streets are painted once every two (2) years and
commercial streets once every three (3) years. Additionally, all yellow school markings
will continue to be painted in August before school begins. Miscellaneous striping,
service request and Traffic Advisory Committee (TAC) striping requests will be handled
on an as- needed basis.
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Mayor and City Council
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December 7, 2010
The last time street stripping and pavement marking services contract was bided out
was in 2003. Since then cost for labor, paint and gas has gone up. It is also important
to note that as a result of mid -year budget cuts in fiscal year 2009/10 this line item
budget was cut by seven percent (7 %) or $5,500 from its original contract cost.
On October 19, 2010, the City Council rejected the three (3) bids submitted to the City
Clerk on September 30, 2010 because they all exceeded the approved budget amount
of $73,470 for annual street striping and marking services. As a result, staff reviewed
the bid schedule and concluded that the quantities for striping and pavement markings
in the bid exceeded what was actually being done in previous years. Accordingly, staff
reduced the quantities for striping and pavement markings to match this year's schedule
of work. This includes anticipated work requests from the Traffic Advisory Committee
(TAC).
Subsequently, the Public Works Services Department conducted a formal bidding
process for street striping and pavement marking services and notice inviting bids was
published in the adjudicated paper. On November 16, 2010, the City Clerk received
four (4) bids with the following results:
Bidder Location Amount
J & S Striping Ontario, CA $85,091.76
Traffic Operations Inc. Pomona, CA $88,634.50
Superior Pavement Markings La Mirada, CA $99,616.00
Sterndahl Enterprises Sun Valley CA $190,157.00
Staff has reviewed the bid documents for content and has investigated the contractor's
background and determined that J & S Striping is the lowest responsible bidder and is
able to perform the work required. However, the lowest bid still exceeds the approved
2010 -11 budget amount of $73,470 for these services.
To ensure that the work scheduled in this years annual Operating Budget for street
striping and pavement markings is completed on all major arterial streets, around
schools, in addition to ensuring that requests from the Traffic Advisory Committee (TAC)
are completed, staff feels that an additional appropriation of $11,622 is warranted.
Therefore, based on the bid results submitted, staff recommends that the City Council
authorize the City Manager to execute a one (1) year contract for street striping and
pavement marking services with J & S Striping in the amount of $85,092 and
appropriate $11,622 from the General Fund.
FISCAL IMPACT
$73,470 has been budgeted in the 2010 - 11 Operating Budget for street striping and
pavement marking services. An additional $11,622 is being requested for appropriation
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Mayor and City Council
December 7, 2010 -
from the General Fund to cover the contract cost necessary to perform the annual street
striping and marking services.
RECOMMENDATION
1. Authorize the City Council to award a one (1) year contract for street
striping and pavement marking services with J & S Striping in the amount
of $85,092.
2. Authorize the appropriation of $11,622 from the General Fund.
3. Waive any informality in the bid or bidding process.
Approved by: De 4-4Q
Donald Penman, City Manager
TT:DM:
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