ACTION REQUESTED:
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Communication from the City Manager and Director of Public Works with a Request for the Following:
A. APPROVE a SOLE SOURCE PURCHASE of Pavement Marking Material (Modified Urethane Paint), in the Amount of $313,472.00, from ENNIS PAINT COMPANY, Utilizing the State of Minnesota’s Department of Transportation Joint Purchasing Contract; and
B. APPROVE the PURCHASE of Type B Highway Pavement Marking Glass Beads from POTTERS INDUSTRIES LLC, in the Amount of $42,000.00, Utilizing the State of Illinois’ Joint Purchasing Contract, and
C. APPROVE the SOLE SOURCE PURCHASE of Type 4 Pavement Marking Glass Beads from POTTERS INDUSTRIES LLC, in the Total Amount of $53,000.00, and
D. ADOPT an ORDINANCE AMENDING the CITY OF PEORIA 2017 ANNUAL BUDGET Relating to the GENERAL FUND to Recognize the INCREASE in ADDITIONAL PAVEMENT MARKING SUPPLIES that will be REIMBURSED by the COUNTY OF PEORIA in the Amount of $95,000.
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BACKGROUND: The Traffic Division of the Public Works Department is responsible for traffic pavement marking throughout the city of Peoria.
A) In recent years, the City purchased a plural component modified urethane vehicle to provide high quality, long lasting pavement markings. The material purchase which is the subject of this Communication is for white and yellow plural component urethane paint to be used in that vehicle. This purchase will utilize the State of Minnesota’s Department of Transportation Joint Purchasing Contract (Contract #119386, Expiration 12/31/18) since the State of Illinois does not have a contract in place for this product. Utilizing joint purchasing contracts allows staff to forego the procurement process, which saves time, since the other jurisdictions have already done it.
B) The highway pavement marking glass beads being purchased provide the required reflectivity standard for pavement markings. The beads are used in conjunction with the plural component modified urethane system to produce a very efficient (can be quickly applied) and durable (long service life) marking on the pavement. This will meet all State of Illinois requirements for lane marking. The Type B beads are available through the State of Illinois Joint Purchasing Contract #PSD4018132.
C) Although the Type 4 beads are not available on the State contract at this time, Staff recommends keeping one supplier for beads to ensure consistency of the product, making this a sole source purchase.
D) For many years the City has provided pavement marking services to other jurisdictions, such as Peoria County, West Peoria, Bartonville, North Pekin, and others. Due to the large amount of work anticipated to be performed in Peoria County this year, the attached Budget Amendment Ordinance is necessary to allow the City to purchase enough material. The other jurisdictions will be billed for this material, along with labor and equipment rates, as the pavement marking services are performed.
Attachments to this communication include the Public Works 2017 Project Delivery Plan and a map of the proposed pavement marking locations.
FINANCIAL IMPACT: The Traffic Division provides pavement marking services to other jurisdictions. Public Works will be invoicing other jurisdictions for the labor, equipment and material necessary to provide requested pavement marking services, as the service is provided. The amount of services requested varies from year to year. The 2017 Amended Budget currently includes $133,000 in anticipated revenue from services provided to Peoria County in 2017; however, due to a more robust program this year and the new striping equipment will be expanding the County program by $95,000 for materials. Labor and equipment will also be billed and is included in the current budgeted revenues of $133,000. Funding for this project is provided in account 101-3351-544.49-04.
NEIGHBORHOOD CONCERNS: N/A
IMPACT IF APPROVED: The City of Peoria and other area jurisdictions will have properly marked roads with a durable product that will meet State reflectivity standards.
IMPACT IF DENIED: The City would bid the item.
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER: Ennis Flint Paint Company has current EEO #03052-170630; the Potters Industries LLC purchases are through the State of Illinois Joint Purchasing Contract.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Have an efficient government.
DEPARTMENT: Public Works