SR-07-14-2015-3G - 205-003/506-003-01ID
AOM City Council Report
City of
Santa Monica'
City Council Regular Meeting: July 14, 2015
Agenda Item: 3 -C-4
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Street & Fleet Services
Subject: Award Contract for Crosswalk Renewal Program
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4200 to Superior Pavement Markings, Inc., a California -based
company, for crosswalk striping services.
2. Authorize the City Manager to negotiate and execute a contractual service
agreement with Superior Pavement Markings, Inc. for crosswalk striping
services in an amount not to exceed $297,000.
3. Approve a change order to purchase order #367308 in the amount of $53,000
with Flint Trading, Inc., a North Carolina -based company, for the purchase and
delivery of pre- formed thermoplastic material. This would result in a revised
purchase order total not to exceed $180,853 over three years.
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 for drivers
and pedestrians. The Crosswalk Renewal Program works to upgrade all city crosswalks
in poor condition to a safe and uniform standard. Staff recommends a contract with
Superior Pavement Markings, Inc. to provide crosswalk striping services in FY 2015 -16
in an amount not to exceed $297,000. Additionally, 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 $53,000 in FY 2015 -16, for a three -year
amended total not to exceed $180,853. The purchase orders issued to Flint Trading in
FY 2013 -14 and FY 2014 -15 were under the amount requiring Council authority.
Discussion
The Crosswalk Renewal Program is entering its fourth phase of a five -year program,
with 163 crosswalk segments planned for restriping in FY 2015 -16. Crosswalks are a
key element of the City's Pedestrian Circulation Plan. Periodic restriping of crosswalks
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is necessary to ensure the crosswalk markings are delineated and visible for drivers,
cyclists 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. 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 April 2015, the City published Notices Inviting Bids to furnish and deliver crosswalk
striping services as required by the Street and Fleet Services Division responsible for
the maintenance and repair of public right -of -ways. 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. A total of 180 vendors
were notified; 22 vendors downloaded the bid. Four bids were received and publicly
opened on May 13, 2015 per Attachment A. Bids were evaluated based on the criteria
in SMMC 2.24.072, including price, previous experience, capacity and skill, ability to
deliver and provide future maintenance or service, and compliance with City scope of
work. Superior Pavement Markings was the lowest bidder according to initial project
estimates for planned intersections and meets the qualifications desired by Street &
Fleet Services.
Staff contacted references for crosswalk striping and removal projects at the Cities of
Murrieta, Ontario and Costa Mesa. Reference agencies reported that Superior
Pavement Markings has been the primary contractor for general maintenance and
installation of the city lane lines, legends, crosswalk and Premark installation. Reference
agencies reported that they were satisfied with Superior Pavement Markings' quality of
work and that projects were completed in a timely and cost - efficient manner.
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Additionally, Superior Pavement Markings was a subcontractor for green bike lane
installations in the City. Civil Engineering staff reported that they were satisfied with the
company. Staff also verified with the Contractors State License Board that Superior
Pavement Markings' license is current, active and in good standing. Based on these
criteria, Superior Pavement Markings, Inc., the lowest bidder is recommended as the
best bidder for the crosswalk removal and installation of crosswalks in an amount not to
exceed $297,000 in accordance with City scope of work.
Vendor Selection - Materials
Staff recommends that City Council approve a change order to purchase order #367308
in the amount of $53,000 with Flint Trading Inc. to furnish and deliver pre- formed
thermoplastic for a total purchase order of $180,853. During FY 2012 -13, a sole source
request was submitted for Flint Trading, Inc. for the selection of pre- formed
thermoplastic material. This selection meets the provisions of SMMC 2.24.080 (d),
exceptions to competitive bidding, as Flint Trading Inc. is the sole manufacturer of Flint
PreMark® thermoplastic, the only pre- formed thermoplastic product on the Caltrans pre -
qualified and tested materials list that does not require pre- heating of concrete surface
prior to application. Pre - formed thermoplastic material has proven to last longer than
conventional thermoplastic at comparable concrete intersections. Staff plans to use
PreMark® material to restripe nine intersections during FY 2015 -16.
Additionally, this selection meets the provisions of SMMC 2.24.080 (b), exceptions to
competitive bidding, as competitive bid procedures have already been utilized. 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 use 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.
Financial Impacts & Budget Actions
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The contract to be awarded to Superior Pavement Markings, Inc. is for an amount not to
exceed $297,000 for one year. Funds are available in the FY 2015 -16 Capital
Improvement Program budget in account M047070.589000.
The purchase order modification to be awarded to Flint Trading, Inc. is $53,000 for one
year. Funds are available in the FY 2015 -16 Capital Improvement Program budget in
account M047070.589000.
Prepared By: Kori Jones, Administrative Analyst
Approved Forwarded to Council
Martin Pastucha, Director 7/2/2015
Attachments:
Elaine M Polachek, Asst. City Manager 7/6/2015
A. Bid #4200 Results - Crosswalk Striping (XLSX)
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Reference:
Agreement No. 10094
(CCS)