Staff recommends that City Council approve the purchase of glass beads from Potters at a unit price of $0.678 per pound for an initial one-year term, with the option to extend purchases for up to two additional one-year terms upon mutual agreement between the City and Potters.

Council is requested to approve the purchase of reflective glass beads from Potters at a cost of $0.678 per pound for an initial one-year term, with the option to extend for two additional one-year terms at $0.724 and $0.778 per pound, respectively, upon mutual agreement. Glass beads are used in the City's pavement marking program to improve nighttime visibility and roadway safety by reflecting vehicle headlights back toward drivers. Although Potters was the only bidder, staff considers the pricing fair and reasonable based on historical purchase costs, with the first-year price representing an increase of approximately 4.3% over the previous contract. Sufficient funding is available in the approved FY27 Street and Traffic budget to support the purchase.

The approved FY27 Street and Traffic budget includes funding for the purchase of reflective glass beads used as part of the City's annual pavement marking program. The Public Works Department applies glass beads to freshly painted pavement markings on City streets to improve visibility and enhance roadway safety, particularly during nighttime and low-light conditions.

Glass beads are an essential component of durable and effective pavement markings. When embedded in pavement marking paint, the beads reflect light from vehicle headlights back toward drivers, a process known as retroreflection. This improves the visibility of lane lines, centerlines, crosswalks, and other roadway markings, helping motorists navigate safely at night and during adverse weather conditions. The beads also contribute to the durability of pavement markings by providing some protection against traffic wear, helping extend the useful life of the markings and reducing the frequency of repainting.

Maintaining clear and visible pavement markings is an important part of the City's ongoing traffic safety and roadway maintenance efforts. A reliable supply of reflective glass beads allows Street and Traffic crews to complete annual pavement marking activities efficiently and maintain consistent marking quality throughout the City.

The City solicited competitive bids for the purchase of glass beads, with advertisements published in the Yellowstone County News and on the City's website on September 18 and September 25, 2026. Bids were opened on October 6, 2026, and one bid was received from Potters at a unit price of $0.678 per pound.

The following bid was received:
 

Vendor	Price per ton each Year
Potters	$0.678 per pound Year 1
Potters	$0.724 per pound Year 2
Potters	$0.778 per pound Year 3

Although Potters was the only bidder, staff considers the proposed pricing to be fair and reasonable based on historical purchase costs and previous competitive pricing. Potters has consistently offered the lowest pricing in prior solicitations, and the Year 1 bid price of $0.678 per pound represents an increase of approximately 4.3% over the $0.650 per pound paid under the City's previous contract. The proposed pricing for Years 2 and 3 provides predictable costs should the City elect to extend the agreement.

Funding for reflective glass beads is included in the approved FY27 Street and Traffic budget. Sufficient funds are available to support the anticipated purchases, and no additional appropriation is necessary.

City Council may:

• Approve the award for the purchase of glass beads; or
• Not approve the purchase.  If the purchase is not approved Public Works Department will not be able to apply beads which will diminish safety on the roadways for both pedestrians and vehicular travelers lowering service levels and increasing complaints.