Report to Mayor and City Council
Tuesday, November 07, 2023
Consent
SUBJECT:
Title
CONSIDER AWARDING A PURCHASE AGREEMENT TO ROADLINE PRODUCTS TO PROVIDE PAINT, PAINT SUPPLIES, SIGN EQUIPMENT AND RELATED SUPPLIES ON AN AS-NEEDED BASIS FOR THE PUBLIC WORKS DEPARTMENT (CITY COUNCIL)
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I. SUMMARY
An Invitation for Bid, IFB No. 23-10, was released on August 31, 2023, to solicit proposals from qualified vendors to provide paint, paint supplies, sign equipment and related supplies. In response to IFB 23-10, staff received two bids (Exhibit No. 1). Roadline Products Inc., U.S.A. (“Roadline”) was determined to be the lowest responsive and responsible bidder. The proposal included a menu of items available for purchase by the City and staff intends to purchase items on an as-needed basis. The City Council is asked to award a purchase agreement for a not-to-exceed amount of $600,000 to Roadline for a three-year term with two one-year extension options.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD and APPROVE the proposed purchase agreement with Roadline Products Inc., U.S.A. to provide paint, paint supplies, sign equipment and related supplies for the City’s Public Works Department for an amount not-to-exceed $600,000 for a three-year term with two one-year extension options. (Exhibit 2)
2. AUTHORIZE Mayor to execute the Agreement following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate consistent with the requirements of law.
IV. BACKGROUND
Public Works Maintenance, specifically the Signs and Street Markings Crew, is responsible for the care, upkeep, and maintenance of pavement markings such as crosswalks, lane dividers, legends as well as painted curbs. In addition, they replace damaged signs and install new signs citywide. Over the past two years, the Public Works Department has invested in additional equipment including a new stencil paint truck and digital traffic jet printer to apply various paint markings and fabricate a variety of signs.
Volumes of paint as well as several sign materials are needed to maintain the 100,000 linear feet of red curbs, 5,000 linear feet of blue curbs, 477 speed bumps, parking lots, crosswalks and stop bars at all City facilities. To continue the constant upkeep of these safety features for motorists throughout the City, staff’s annual budget for line striping paint and sign materials is $230,000.
An invitation for Bids was released via Planet Bids and the Daily Journal on August 31, 2023, to solicit vendors to provide paint, paint supplies, sign equipment and related supplies. On September 14, 2023, two (2) bids were received as follows:
• Roadline Products for an aggregate unit price of $12,040.50
• The Line-Master for an aggregate unit price of $24,039.00
Thereafter, staff conducted an initial review of the submissions, and it was determined that Roadline is the lowest responsive and responsible bidder under Carson Municipal Code (“CMC”) Section 2610 of the City’s Purchasing Ordinance. A notice of intent to award the purchasing agreement to Roadline Products was issued on 10/11/2023. The proposal included a menu of items available for purchase by the City and staff intends to purchase items on an as-needed basis.
The City Council is now asked to approve a purchasing agreement with Roadline to provide paint, paint supplies, sign equipment and related supplies to the City on an as-needed basis for $200,000 per year for a three-year term at a total not-to-exceed cost of $600,000.
V. FISCAL IMPACT
None. Funds for these supplies were included in the FY 23/24 budget in the Signs Maintenance Account 101-80-840-280-6009.
VI. EXHIBITS
1. Bid Register (pgs. 3 - 12)
2. Draft Roadline Products Purchase Agreement (pgs. 13 - 22)
Prepared by: Arlington Rodgers, Director of Public Works and Raymond Velasco, P.E., Public Works Operations Manager