SR-01-13-2015-3H - 506-003-04-01City Council Meeting: January 13, 2015
Agenda Item: ,3-H
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Crosswalk Striping Materials and Installation
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4171 to provide crosswalk striping services to PCI, a California -
based company, in an amount not to exceed $280,000.
2. Authorize the City Manager to negotiate and execute a contract with PCI, a
California -based company, in an amount not to exceed $280,000 for crosswalk
striping services in FY 2014 -15.
3. Approve a change order to purchase order #367308 in the amount of $22,310
with Flint Trading, Inc., a North Carolina -based company, for the purchase of pre-
formed thermoplastic materials in FY2014 -15. This would result in a revised
purchase order total not to exceed $215,310 over a three -year period.
Executive Summary
Crosswalks are a key element of the City's Pedestrian Circulation Plan. Periodic
restriping of crosswalks is necessary to ensure the traffic markings are visible. The
Crosswalk Renewal Program works to upgrade all city crosswalks in poor condition to a
safe and uniform standard. Staff recommends a contract with PCI to provide crosswalk
striping services in FY 2014 -15 in an amount not to exceed $280,000; and a change
order to purchase order #367308 to Flint Trading, Inc., to provide pre- formed
thermoplastic crosswalk materials in an amount not to exceed $22,310 in FY 2014 -15,
for a three -year amended total not to exceed $215,310.
Background
The Crosswalk Renewal Program is entering its third phase of a five -year program, with
152 crosswalk segments planned for restriping in FY 2014 -15. Materials used include
conventional thermoplastic to restripe asphalt crosswalks, while concrete crosswalks
are restriped with pre- formed thermoplastic. Pre - formed thermoplastic is a relatively
new material that has been proven to last longer than conventional thermoplastic at
comparable concrete intersections. Flint Trading, Inc. has been the City's sole- source
1
provider of Premark Pre - formed Thermoplastic since 2011 utilizing pricing from City of
Los Angeles Contract No. 59334.
Discussion
Crosswalks are a key element of the City's Pedestrian Circulation plan. Periodic
restriping of crosswalk is necessary to ensure the crosswalk markings are delineated
and visible for drivers and pedestrians. Periodic maintenance extends the life of a
crosswalk, but excessive wear and tear requires a complete renovation of the
crosswalk. This work involves the shutdown or alteration of traffic patterns at busy
intersections, as well as the grinding and removal of remaining markings, surface
preparation, and the installation of new striping materials. The Crosswalk Renewal
Program requires a vendor that can provide such services at 152 crosswalk locations.
Due to traffic management needs, some of this work must be conducted outside of
normal operating hours and with a potentially larger and more specialized staff.
Residents and business owners are given advance notice via mail and posted signage
as well as weekly communication on the City's "Know Before You Go" (aka KBUG)
website.
Contractor Selection
In November 2014, the City published Notices Inviting Bids to provide crosswalk striping
services. The bid was posted on the City's on -line bidding site and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. Five bids were received and publicly opened on
December 1, 2014. Bids were evaluated on price, references, experience, and quality
of services. PCI was the lowest bidder according to project estimates for planned
intersections. PCI has provided striping application services to the City at the
intersection of 4t" St. and Colorado Ave with positive results. External references
recommend PCI for their ability to complete work within contracted timeframes and for
their professional service. Staff verified with the Contractors State License Board that
PCI's license is current, active, and in good standing. Based upon these criteria, PCI is
2
recommended as the best bidder to provide crosswalk removal and restriping services
in accordance with City specifications.
Vendor Selection — Materials
On September 10 2013, Council awarded a sole source purchase order for the
purchase of pre- formed thermoplastic materials to Flint Trading, Inc. in the amount of
$105,600, resulting in a two -year purchase order amount not to exceed $193,000. Pre-
formed thermoplastic material has proven to last longer than conventional thermoplastic
at comparable concrete intersections. In FY 2012 -13 and FY 2013 -14, the City issued
Flint Trading, Inc. purchase orders in the amount of $87,400 and $105,600,
respectively, for pre- formed thermoplastic materials. In FY2014 -15, there are only six
concrete intersections that would be restriped with pre- formed thermoplastic material,
which is the reason less product would be purchased than in prior years. This purchase
meets the provisions of SMMC 2.24.080, exceptions to competitive bidding, as Flint
Trading, Inc. is the sole manufacturer of Flint PreMare thermoplastic, which is the only
pre- formed thermoplastic product on the Caltrans prequalified and tested materials list
that does not require pre- heating the concrete surface prior to application. Additionally,
the City of Los Angeles competitively bid and awarded Contract No. 59334 in December
2011 to Flint Trading, Inc., to supply pre- formed thermoplastic markings.
This contract allows other government entities to utilize the same price, terms, and
conditions of the contract, resulting in a 50% savings from current list price. Flint
Trading, Inc. would provide the material to the City at the same cost provided in the City
of Los Angeles Contract No. 59334. Staff recommends a change order to purchase
order #367308 with Flint Trading, Inc., to provide pre- formed thermoplastic crosswalk
materials in an amount not to exceed $22,310 in FY2014 -15, for a three -year amended
total not to exceed $215,310.
3
Financial Impacts & Budget Actions
The contract to be awarded to PCI is for an amount not to exceed $280,000. Funds are
available in the FY 2014 -15 Capital Improvement Program budget in account
M047070.589000.
The purchase order modification to be awarded to Flint Trading, Inc. is for an amount
not to exceed $22,310, for an amended purchase order total not to exceed $215,310.
Funds are available in the FY 2014 -15 Capital Improvement Program budget in account
M047070.589000.
Prepared by: Kori Jones, Administrative Analyst
Approved:
2a Pas ucha
Director of Public Works
Attachment: A — Bid Summary
Forwarded to Council:
Rod Gould
City Manager
t
R
w
E
\E
}�\
E
\
!
§
!]{\)f
!! ;I!!!
El El
/2
}
7
7
\
\
a
E
E
{E
a !
}
\)
/ \
§(
[ )
§)
®
(j
§)/
/
!
}
-
_
_
:��ur:,
:;
§}
)§
%)\
\ \
}(
\
22�
°2
/
\](
`°
\
§`
/
§§
!:
«22,8
\)§
"
!^
!!_
§§
.
\(
\\(((
\} \\
)(
/(
\ \ }))()
§\\
\)