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CONSIDERATION AND AWARDING OF BID 1718-38 FOR THE INSTALLATION OF PAVEMENT MARKINGS FOR THE TRAFFIC CONTROL DIVISION.
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BACKGROUND: The Traffic Control Division is responsible for the installation and maintenance of pavement markings on more than 200 miles of public roadways within the corporate limits of the City of Norman. Four primary types of materials are utilized for this purpose; waterborne paint, thermoplastic, multi-polymer, and raised pavement markers. City forces concentrate most of their efforts on the application of waterborne paint while private contractors do the majority of the thermoplastic and multi-polymer markings, and all of the raised pavement markers.
City staff and equipment are used each year to provide pavement markings on approximately 100 miles of rural roadways as well as numerous crosswalks and stop bars in the urban area, including painted curbs at many of the intersections in the vicinity of the University of Oklahoma Campus. This work is accomplished with an annual budget of $49,000 for materials (e.g., paint and glass beads), the salary and benefits of a four person crew and the equipment cost associated with the use of one striping truck and one support vehicle.
The City has also been successful in securing federal funds through the Association of Central Oklahoma Governments that pay for 100% of the cost to stripe urban roadways over the past seven years. The typical project cost has been approximately $200,000, and has included the application of center lines, edge lines, crosswalks, stop bars, arrows, and other markings on two to three miles of urban arterial roadways.
In addition, the City uses private striping contractors for the application of markings on most of the urban roadways and the higher volume rural streets. For instance, last year, private contractors applied approximately 40,000 lineal feet of four-inch wide stripe, 2,030 lineal feet of 8-inch wide stripe, 4,941 lineal feet of 24-inch wide stripe, one railroad crossing symbol, eighty two left turn arrows, two combination arrows and the removal of 65,395 lineal feet of 4-inch stripe, for a total cost of $88,221.50.
The total estimated value of the pavement markings that have been applied throughout the City exceeds $2 million. Depending on the material, applications can last anywhere between one and six years. The attached maps depict the roadways that are currently striped in the City.
In order to expedite and streamline the process involved in the application of markings by private contractors, staff developed specifications for an annual contract that gives the Public Works Department a dependable source for the installation of markings at guaranteed unit prices. This item asks Council to consider awarding a bid for the accomplishment of this work for the remainder of the fiscal year and the first half of next fiscal year.
DISCUSSION: The bid specifications have two distinct sections: Section I for the installation of thermoplastic and multi-polymer markings, and for the removal of existing pavement markings; and Section II for the installation of raised pavement markers. Bidders were asked to submit unit prices on individual items within each section based upon the estimated quantities that were provided.
Bid 1718-38 was opened on Thursday, January 18, 2018, and will provide contractor(s) that can be available to install thermoplastic and multi-polymer striping, and raised pavement markers to the City on an as-needed basis during the remainder of fiscal year 2017-2018 (FYE 2018) and the first half of FYE 2019. Bids were received from two of the four vendors who were sent bid packages. The lowest bidder for Section I, Plastic and Multi-polymer Pavement Markings and for Section II, Raised Pavement Markers, is Action Safety Supply Co., LLC (Oklahoma City, Oklahoma).
Staff will closely monitor expenditures for these items, and will adjust quantities as necessary to remain within the budgeted amount. Most of these contracted pavement markings will be installed at locations where markings no longer have night-time retro-reflectivity. Specific locations will be chosen based on the level of wear, winter time damage due to snow plowing operations, and the amount of supplemental funding secured through the Association of Central Oklahoma Governments (ACOG). All work will be completed during the months of May through October of 2018.
The following funds are currently available in FYE 2018 and anticipated in FYE 2019:
FYE 2018: $46,719.25 - General Fund, Pavement Marking (010-5023-429.42-35)
$50,000 - Capital Fund, Street Striping (050-9406-431.61-01; project TC-0270)
Proposed for FYE 2019:- $90,686.00 - General Fund, Pavement Marking (010-5023-429.42-35)
$50,000 in Capital Fund, Street Striping (050-9406-431.61-01; project TC-0270)
Other Departments and Divisions in the City use the services of the selected contractor to apply markings after a street overlay or a water line installation.
RECOMMENDATION: Staff recommends that Bid 1718-38 be awarded to Action Safety Supply Company, LLC as the overall lowest bidder meeting specifications