Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Superior Road Striping Incorporated for Thermoplastic Pavement Marking Services through Pricing Secured by the Suburban Purchasing Cooperative in an Amount Not to Exceed $130,000.00 and Waiving the Village’s Formal Bid Process
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Overview
Overview
The Village re-stripes a portion of its streets with thermoplastic in order to maintain their visibility. The scope of the work to be performed this year includes various areas, stop bars and crosswalks adjacent to schools.
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Recommendation
Recommendation
Adopt the Resolution.
Background
Thermoplastic pavement markings typically last approximately 3 to 5 years and require ongoing maintenance. The Village does not have the staff or equipment necessary to perform a large scale maintenance project such as this and therefore; relies on outside contractors for this service. The Public Works Department is able to complete this work on a smaller scale.
The Suburban Purchasing Cooperative (SPC) is a joint purchasing program for local government agencies. The Northwest Municipal Conference, on behalf of the SPC solicited bids for a vendor to perform thermoplastic pavement markings on participating municipality streets. The low bid was submitted by Superior Road Striping Incorporated of Melrose Park, Illinois. The SPC’s Governing Board has awarded the 2021 Thermoplastic and or Urethane Lane Marking
Material and Labor Road Marking Program (Contract #201) to Superior Road Striping of Melrose Park, from March 8, 2023 through April 11, 2024; with three (3) possible one-year contract extensions. A copy of the joint purchasing award notice with the unit cost summary is attached. This award will form the basis of the contract between the Village and Superior Road Striping. Superior has completed this work for the Village in the past in a very satisfactory manner.
Based on the current condition of thermoplastic pavement markings throughout the Village and available unencumbered funds associated with cost savings from other projects, Village staff recommends allocating an additional $80,000.00 to this project for 2023. This will allow the Village to complete additional streets in need of improved markings and take advantage of the pricing provided by the SPC.
Fiscal Impact
The Fiscal Year 2023 Capital Improvement Fund budget includes $50,000.00 for thermoplastic pavement striping from account # 3095-43780-101-570951 (Capital Projects, Local Street Construction). There are additional unencumbered funds within this account from cost savings associated with previously completed 2023 CIP projects. Staff proposes to allocate $80,000.00 of that available unencumbered funding within the account for this project.
DEI Impact
Ensuring maximum visibility is vital for the safety of pedestrians especially youth, cyclists, and motorists.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board has approved an agreement for this service since 2008.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will continue to bring this agreement to the Village Board annually in the future.
Intergovernmental Cooperation Opportunities
The services are to be procured through the Suburban Purchasing Cooperative (SPC) in order to take advantage of the volume discounts involved in such joint purchasing efforts.