Item No. 10.
| MEETING DATE: September 21, 2020 |
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| TO: | HONORABLE MAYOR AND COUNCILMEMBERS |
| FROM: | JIM SADRO, CITY MANAGER By: Elias Saykali, Public Works Director |
| SUBJECT: | APPROVE AWARD OF CONTRACT TO PCI FOR THE ANNUAL CITYWIDE TRAFFIC STRIPING PROGRAM FISCAL YEAR 2020-2021 THROUGH FISCAL YEAR 2024-2025 |
RECOMMENDATION:
That the City Council approve to:
A. Award a contract for the Annual Citywide Traffic Striping Program Fiscal Year 2020-2021 through Fiscal Year 2024-2025 to PCI of Azusa, California, and approve a contract amount of $73,315.30 for the Fiscal Year 2020-2021 striping project, and reject all other bids;
B. Appropriate an additional $30,646.83 from the Gas Tax Fund for this contract award; and
C. Authorize the City Manager to execute an Agreement with PCI and issue a purchase order to PCI in the amount of $80,646.83 for the Fiscal Year 2020-2021 project, which includes a 10 percent contingency.
A. Award a contract for the Annual Citywide Traffic Striping Program Fiscal Year 2020-2021 through Fiscal Year 2024-2025 to PCI of Azusa, California, and approve a contract amount of $73,315.30 for the Fiscal Year 2020-2021 striping project, and reject all other bids;
B. Appropriate an additional $30,646.83 from the Gas Tax Fund for this contract award; and
C. Authorize the City Manager to execute an Agreement with PCI and issue a purchase order to PCI in the amount of $80,646.83 for the Fiscal Year 2020-2021 project, which includes a 10 percent contingency.
DISCUSSION:
The City’s five-year contract for the Annual Citywide Traffic Striping Program with Pacific Striping, Inc., of Whittier, California, expired on June 30, 2019.
On June 15, 2020, the City Council approved the Annual Citywide Traffic Striping Program as part of the Capital Improvement Program and authorized staff to advertise and solicit bids.
On July 1, 2020, staff sent out a request for proposals (RFP) to seven firms who specialize in striping projects. Of the seven firms contacted three submitted proposals and four did not respond, including Pacific Striping, Inc. who had previously been the striping contractor for the City of La Habra.
On July 23, 2020 bids were received from two bidders for the five-year contract and pricing for the Fiscal Year 2020-2021 project year, with the following results:
Interstate Striping & Signs, Inc. was the apparent low bidder at the time of the bid opening, but due to their submittal being a materially unbalanced bid since their proposal indicated that only one coat of paint would be applied for re-striping when it is clearly requested in the RFP that two coats of paint be applied, the next low bidder, PCI, was selected.
A third bid was received on July 27, 2020 from Sterndahl, but was rejected due to the bid arriving after the bid opening deadline and the bid was returned to the applicant.
PCI submitted the most qualified bid in the amount of $77,174.00. Staff was able to negotiate a five percent price reduction with PCI, which reduced their base bid for the FY2020-21 project to $73,315.30. Staff has reviewed work references provided by PCI and found that similar striping projects they have completed for other agencies have been satisfactory. If approved by Council, this contract will provide the City with street striping services from FY2020/21 through FY2024/2025, with the ability to extend this contract, on an annual basis, for an additional five years at the City's discretion.
On June 15, 2020, the City Council approved the Annual Citywide Traffic Striping Program as part of the Capital Improvement Program and authorized staff to advertise and solicit bids.
On July 1, 2020, staff sent out a request for proposals (RFP) to seven firms who specialize in striping projects. Of the seven firms contacted three submitted proposals and four did not respond, including Pacific Striping, Inc. who had previously been the striping contractor for the City of La Habra.
On July 23, 2020 bids were received from two bidders for the five-year contract and pricing for the Fiscal Year 2020-2021 project year, with the following results:
| No. | Contractor | Total Bid Price |
| 1 | PCI | $77,174.00 |
| 2 | Interstate Striping & Signs, Inc. | $70,885.00 |
Interstate Striping & Signs, Inc. was the apparent low bidder at the time of the bid opening, but due to their submittal being a materially unbalanced bid since their proposal indicated that only one coat of paint would be applied for re-striping when it is clearly requested in the RFP that two coats of paint be applied, the next low bidder, PCI, was selected.
A third bid was received on July 27, 2020 from Sterndahl, but was rejected due to the bid arriving after the bid opening deadline and the bid was returned to the applicant.
PCI submitted the most qualified bid in the amount of $77,174.00. Staff was able to negotiate a five percent price reduction with PCI, which reduced their base bid for the FY2020-21 project to $73,315.30. Staff has reviewed work references provided by PCI and found that similar striping projects they have completed for other agencies have been satisfactory. If approved by Council, this contract will provide the City with street striping services from FY2020/21 through FY2024/2025, with the ability to extend this contract, on an annual basis, for an additional five years at the City's discretion.
FISCAL IMPACT/SOURCE OF FUNDING:
This project is included in the City's FY2020-21 Capital Improvement Program (CIP) with an approved budget of $50,000 per year funded by Gas Tax Fund. The total bid for the FY2020-21 project year is $80,646.83 per year, which includes a 10 percent contingency, therefore, an additional appropriation of $30,646.83 from Gas Tax Fund is also requested to fully fund the cost of this contract. Annually, the City budgets $50,000 per year for street striping; however, this amount can fluctuate each year depending on the actual amount of work necessary to be completed in each fiscal year.
GENERAL PLAN RELEVANCE:
RN 1.1 Regional Transportation Plan
RN 1.6 Regional Transportation System Improvements
RN 1.7 Street System Improvements
RN 1.8 Safe Street Design
RN 1.14 Agency Cooperation
RN 1.6 Regional Transportation System Improvements
RN 1.7 Street System Improvements
RN 1.8 Safe Street Design
RN 1.14 Agency Cooperation