Title
An Ordinance approving the award of bid for Project No. 81132472 for the 2024 pavement marking services for a one-year term with up to four one-year renewals to Heartland Traffic Services, and authorizing the City Manager to execute an agreement for the same. (PWC 3/11/24)
Body
Issue/Request:
An Ordinance approving the award of bid for Project No. 81132472 for the 2024 pavement marking services for a one-year term with up to four one-year renewals to Heartland Traffic Services, and authorizing the City Manager to execute an agreement for the same.
Key Issues:
• Visible pavement stripes and symbols are essential for traffic safety. Minimum visibility standards for pavement stripes and symbols (retroreflectivity) are required by the Manual on Uniform Traffic Control Devices, a federally legislated standard applicable to all states and governments as adopted by the State of Missouri and City of Lee's Summit by law.
• The City’s Capital Improvement Plan adopted by Council authorizes annual funding from the permanent Transportation Sales Tax fund to maintain pavement markings.
• Public Works department issued the bid for Project No. 81132472 Pavement Marking Services on February 9, 2024 on the City’s website and at Quest Construction Data Network.
• One bid was received by the February 29, 2024 bid opening date.
• The Pavement Marking Services contract was competitively bid in accordance with the City’s procurement policy, and Heartland Traffic Services was evaluated to be the lowest and best bidder.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance approving the award of bid for Project No. 81132472 for the 2024 pavement marking services for a one-year term with up to four one-year renewals to Heartland Traffic Services, and authorizing the City Manager to execute an agreement for the same.
SECOND MOTION: I move for adoption of an Ordinance approving the award of bid for Project No. 81132472 for the 2024 pavement marking services for a one-year term with up to four one-year renewals to Heartland Traffic Services, and authorizing the City Manager to execute an agreement for the same.
Background
Proper traffic markings are essential to the public safety of roadway users. Markings must be visible both day and night. General wear and tear from traffic, snow removal, salt, and weather degrades the visibility of markings over time. Generally, paint stripes lose their effective visibility after one to two years, and thermoplastic symbols lose their effective visibility after four to five years. Therefore, an on-going maintenance program is necessary to promote safe roadways maintained by the City and comply with national standards for pavement marking visibility.
The City’s current maintenance program is funded by the Transportation Sales Tax as shown in the Capital Improvement Plan adopted annually by Council. The use of contracted services for pavement striping and symbol work remains a more cost effective and viable alternative to "in-house" maintenance. Pavement marking contractors own and maintain the specialized equipment, have trained crews, and can meet the annual volume of work necessary to keep the pavement markings in compliance with the MUTCD.
All longitudinal striping (e.g. lane lines) on thoroughfares will be repainted in the City annually. An annual striping program ensures marking visibility, quality and compliance with MUTCD for the particular material used (a high-build paint). Lane lines on residential streets are repainted once every two years. A two year cycle for these lines is acceptable considering less wear and longer life of lower volume residential streets compared to other marked roadways. All symbols (e.g. crosswalks, stop lines, diagonals, arrows, etc.) will be replaced on a four year cycle by replacing one fourth of the City annually. These markings are on a four year cycle in consideration of the more durable material (thermoplastic) that has a much longer lifespan than paint. This is the same pavement marking maintenance program approach successfully used the last 16 years. This approach is consistent with the expected material life of high-build paint and thermoplastic markings. It also more equally spreads costs of services annually in the program budget.
With this contract, City staff will authorize four service request work orders per year for the maintenance of existing markings. Maintenance work for a service request work order will be authorized for an entire section of the City at one time. Modifications to existing pavement marking placement may also be included in a Service Request Work Order. Unplanned work outside of or in addition to what is indicated in a Service Request Work Order, would be issued by change order, and is considered to be an On-Call Work Order. The provisions for the on-call work orders were included as a bid item in this contract.
The Public Works Department issued the bid for Project No. 81132472 Pavement Marking Services on February 9, 2024. The project's Invitation to Bid was posted for advertisement on the City's website and at Quest Construction Data Network. A Pre-Bid conference was held on February 15, 2024. One company attended the Pre-Bid Conference. One bid was received by the February 29, 2024 bid opening date. City staff evaluated the bid and determined Heartland Traffic Services to be the lowest and best responsive and responsible bidder.
The City has contracted its pavement striping and symbol work since 2008.
Presenter
Susan Barry, City Traffic Engineer
Recommendation
Recommendation: Staff recommends the approval.
Committee Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 3-0 (Chairman DeMoro "Absent"), to recommend to City Council approval of an Ordinance approving the award of bid for Project No. 81132472 for the 2024 pavement marking services for a one-year term with up to four one-year renewals to Heartland Traffic Services, and authorizing the City Manager to execute an agreement for the same.