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Item 4C
CITY OF SOU f HLAKE MEMORANDUM (November 7, 2017) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Item 4C Subject: Approve an annual purchase agreement with Stripe -A -Zone, Inc. for pavement markings through an Inter -local Agreement (ILA) with the City of Grand Prairie in an amount not to exceed $125,000 Action Requested: Approve an annual purchase agreement with Stripe -A -Zone, Inc. for pavement markings through an Inter -local Agreement (ILA) with the City of Grand Prairie in an amount not to exceed $125,000. Background Information: Southlake Public Works requires the purchase of services of a pavement marking contractor after paving projects for the installation of new pavement markings. The City also uses the services of this contractor to replace worn pavement lane markings, reflective buttons and crosswalks throughout the City as part of an annual maintenance program. Clean and bright pavement markings are critical to ensuring visibility, and the safety of motorists and pedestrians. The City's bidding process for this contract award was met through an ILA with the City of Grand Prairie. Chapter 271 of the Texas Local Government Code allows aovernmental entities to enter into ILA with other governmental entities to share contracts which have met the statutory bidding requirements as prescribed by the State of Texas. On August 16, 2016, the City of Grand Prairie City Council awarded Pavement Marking Service Price Agreement Contract — RFB #16113 for the purchase for pavement markings to Stripe -A -Zone. On July 17, 2017, the City of Grand Prairie renewed this contract. Grand Prairie's selection criteria have been included in the council packet for your review (Attachment C, page 6). Utilizing the ILA provides the Department with the ability to leverage the contract with competitive pricing. Further, the collaborative arrangement reduces the City's administrative costs since Staff is not performing any contract administration. Page 1 of 2 Item 4C Financial Considerations: Funding for this contract is provided in the FY 2018 annual operating budgets for the Streets & Drainage Division, Traffic Division and the FY 2018 CIP budget. Expenditures will not exceed budgeted funds. For the last four fiscal years, the City has spent the following with Stripe -A -Zone, Inc.: • FY 2014, $ 84,835 • FY 2015, $ 35,325 • FY 2016, $106,237 • FY 2017, $ 57,052 Strategic Link: This item relates to the City's strategy map focus areas of Safety & Security and Mobility. It specifically relates to the City's Corporate Objectives of C1 Achieve the highest standards of safety & security, C2 Provide travel convenience within City & region and B2 Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: The City Council may approve or deny this purchasing agreement. Supporting Documents: Attachment A — City of Grand Prairie Renewal Letter Attachment B —Request for BID (RFB) # 16113 Pavement Marking Service (Evaluation Criteria may be found on page 6) Staff Recommendation: Approve an annual purchase agreement with Stripe -A -Zone, Inc. for pavement markings through an Inter -local Agreement (ILA) with the City of Grand Prairie in an amount not to exceed $125,000. Staff Contact: Rob Cohen, Director of Public Works Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works grana Yrairle Uty - Lontract Lover Meet Department: Purchasing for Streets Vendor Name: Stripe -a -Zone Project Name: 16113 R1 Pavement Marking Service - Stripe -a -Zone - Amendment 2 Work Order Number(s): Account Number: 232010 01610503 63115 Contract Amount: Implementation Date: $473,933.00 9/21/2016 Insurer A Name: Travelers Indemnity Co of America Insurer B Name: Great American Ins Co Insurer C Name: Travelers Lloyds Ins Insurer D Name: Charter Oak Fire Ins Insurer E Name: Return Executed Copy To: Purchasing De1pa. ment Manager Signature: I City Attorney Signature: CityMa ger/ uty City Manager Signature: City Secretary Signature: Termination Date 8/16/2018 rage 1 of 1 7557 City Council Appr. Date: 8/16/2016 Insurer A Expiration: 11/1/2017 Insurer B Expiration: 11/1/2017 Insurer C Expiration: 1111/2017 Insurer D Expiration: 11/1/2017 Insurer E Expiration: -T.2% Date: Datt!6. _711,>-11 7 Date: Date: 011) -7 AMENDMENT TO PRICE AGREEMENT CITY OF GRAND PRAIRIE STATE OF TEXAS KNOW ALL MEN BY THESE PRESENTS: COUNTY OF DALLAS THIS AMENDMENT is made and entered into this date by and between the CITY OF GRAND PRAIRIE, a Texas municipal corporation (hereinafter referred to as the "CITY", and STRIPE A ZONE (hereinafter referred to as "VENDOR"). WHEREAS, the CITY and VENDOR have entered into a price agreement to provide pavement marking services per bid award resulting from vendor's response to RFB #16113, submitted by David Sargent on July 20, 2016; and WHEREAS, the above referenced agreement was for an initial term of one year with the option to renew for four additional one year periods, totaling $2,322,915.00 if all extensions were exercised. This Contract was effective as of August 17, 2016, and was to terminate at midnight on August 16, 2017, unless the parties mutually agreed in writing to extend the term of the Contract through an allowable renewal option, or, unless otherwise terminated as provided in provided in paragraph XVI of the original contract; and WHEREAS, Change Order #1 was executed on September 28, 2016 increasing the contract to $474,933.00 annually for added provisions for TYI and TYII 4" yellow BRK; and NOW, THEREFORE, for and in consideration of the mutual acts and covenants set out herein, the CITY and VENDOR agree as follows: The parties mutualty agree to extents the term of the contract and execute the first of the four available renewal options and extend the contract expiration to midnight on August 16, 2018 at which time all of the work called for under this Contract must be completed unless the parties mutually agree in writing to extend the term of the Contract through an additional allowable renewal option, or, unless otherwise terminated as provided in provided in paragraph XVI of the original contract, and 2. The estimated annual amount to be paid to VENDOR under such contract shall remain the sum of $474,933.00, to reflect the contract renewal; and 3. This shall constitute an Authorization for extension of price agreement as set out in the agreement between the parties, and an amendment to such contract. All of the terms and conditions of the original contract shall remain in full force and effect, as amended hereto, unless set out otherwise herein. AMENDMENT PRICE AGREEMENT CONTRACT 8513 016113 Page 1 oT 2 EXECUTED this the r J `' day of CITY OF GRAND PRAIRIE, TE3 By: d? `v`r Anna Doll, Deputy City Manages ATTEST: .Cathy E. DiMaggio, City Secretary APPROVED AS TO FORM: -At4 Donald Po it, Cit Attorney Title: al z - tat _A _ AMENDMENT PRICE AGREEMENT CONTRACT RFB #18113 Pape 2 d 2 CERTIFICATE OF INTERESTED PARTIES FORM 5295 101`1 Complete Nos. 1 -4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number. 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2017-234551 Stripe-A-Zone, Inc. Grand Prairie, TX United States nate Filed: 07111J2017 2 Name of governmental entity or state agency that is a party tot the contract for which the form is being fried. City of Grand Prairie Date Acknowledged: 3 Provide the Identificatlon number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract, 16113 PAVEMENT MARKINGS 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling Intermediary 5 Check only If there Is NO Interested Parry. ❑ 8 AFFIDAVIT I swe , or under penalty or perjury, that the above disclosure is true and correct. ..��-2020 MID#11995371 (am Signature authorized agent-f contracting business entl AFFIX NOTARY STAMP I SEAL ABOVE Sworn to and subsclibed Before me, by the said . C ... �++ r j4eo this the day of 2Q to cern which, witness m hand and seal of office. �.. �..,..,�• certify Y ' t ... Alwia{ Signature of officer admi> ' 1 rnp oath Printed name of officer administering oath Title of officer administering oath Forms orovided by Texas Ethics Commission www.Pfhir•.s.sratw.ry.us Varcinn ori n as'Q Client#: 934279 STRIPINC ACORDTM CERTIFICATE OF LIABILITY INSURANCE D71YYYY) 7!111!2011/2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(lies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement{s). PRODUCER USI Southwest Dallas 2711 N Haskell Ave Suite 2000 Daflas, TX 75204 214 443-3100 T Pamela King VAM FAX Ext: 214 443-3251 LAIC, No: 214 443-3900 p lkiamea.n ADDRESS: g@usf.com -_ INSURERS) AFFORDING COVERAGE NA1C # Travelers Indemny itCo. of Amer 25666 INSURER A : •1 INSURED INSURER B: Great American Insurance Compan 16691 _ Stripe -A -Zone, Inc. Travelers -Lloyds Insurance Com 41262 INSURER c :P Diamond "S" Striping, Inc. INSURER n : Charter Oak Fire Insurance Comp 25615 2714 W. Sherman Grand Prairie, TX 75051 INSURER E INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDIT{ONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAVD CLAIMS. _YY INSR LTR TYPE OF INSURANCE AINDDL'�SU13 SR WVD _ POLICY NUMBER POLICY EFF MMIDDIYY POLICY EXP LIMITS MMIDD A X COMMERCIAL GENERAL LIABILITY C0491 D3093 11101/201611110112017 EACH��OCCTTURRENCE _ S1,000,000 CLAIMS -MADE � OCCUR PREMISESOEaENTEoocu once s300 000 X PD Ded_: 2,500 MED EXP (Any one person} $5,000 PERSONAL & ACV INJURY $1,000,000 GENERAL AGGREGATE $ 2,000,000 Gaq- AGGREGATE UTA7 PAPPUFS PES{_ POLICY X SCOT F7 LOC PRODUCTS - COMPIOP AGG $ 2,000,000 OTHER: $ DEa AUTOMOBILE LIABILITY BA7902C304 11!0112016 1110112017COM DINE❑SINGLE LIMIT accident$1,000,000 X ANY AUTO BODI LY I NJ URY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS NON -OWNED X HIRED AUTOS X AUTOS PROPERTY OA1'fiAGE S Peraccident _.- S _ B X UMBRELLA LIAB X OCCUR T00062957504 11101/2016 111011201] EACH OCCURRENCE $10,000,000 AGGREGATE EXCESS LIAB CLAIMS -MADE DED X RETENTION $10,000 $ A WORKERS COMPENSATION UB491 D307A 11/01/2016 11/011201 PER 07H - X 7 AND EMPLOYERS' LIABILITY YIN ANY PRPRIETORIPARTNERfFXECllTIVF-� O E.L. EACH ACCIDENT $1,000,000 OFFICERIMEMBER EXCLUDED? N f A F . DISEASE - EA EMPLOYEE $1,000,000 L__J (Mandatory in I If yes, describe under -SCR OF OPERATIONS below DE E.L. DISEASE - POLICY LIMI $1,000,0x0 C Rented/Leased El I66005288319 11/0112016 1110112017 $250,000 $2,500 Deductible DESCRIPTION OF OPERATIONS 1 LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached it more space is required) Project: Pavement Markings RFB #16113 The General Liability policy contains a blanket additional insured endorsement CG D6 04 08/13 that provides additional insured and primary and non-contributory status for ongoing and completed operations only when there is a written contract between the named insured and the certificate holder that requires such status. The Auto policy contains a Business Auto Extension Endorsement CA T3 53 02115 that provides blanket (See Attached Descriptions) CERTIFICATE HOLDER GANGA I IUP! City of Grand Prairie Attn: Purchasing Manager 326 W. Main Street Grand Prairie, TX 75050 ACORD 25 (2014101) 1 of 2 #S 210994141M20500055 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ©1988-2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD NZVHD j DESCRIPTIONS (Continued from Page 1) additional insured status and waiver of subrogation when there is a written contract between the named insured and the certificate holder that requires such status. The Auto policy contains a Primary and Non -Contributory endorsement CA T4 74 02112 that provides primary and non-contributory status only when there is a written contract between the named insured and the certificate holder that requires such status. The General Liability policy contains a Contractors XTend Endorsement CG D3 16 11/11 that provides Waiver of Subrogation only when there is a written contract between the named insured and the certificate holder that requires such status. The Workers Compensation policy contains a Blanket Waiver of Subrogation Endorsement WC 42 03 04 that provides waiver of subrogation only when there is a written contract between the named insured and the certificate holder that requires such status. SAGITTA 25.3 (2014101) 2 of 2 #S2109 94141M 20500055 Specification T ,E • isis * r ii rd REQUEST FOR BID RFB #16113 PAVEMENT MARKING SERVICE GENERAL INFORMATION 1. PROJECT SCOPE It is the intent of this specification to obtain an annual price agreement for the purchase of pavement marking services for the City of Grand Prairie. These services shall include but not limited to furnishing and placing of hot applied thermoplastic reflective pavement markings of extruded and/or sprayed thermoplastic compound and the removal of existing pavement markings on a work order basis. This agreement will begin on or after August 17, 2016. 1.1 The pavement markings to be applied generally will consist of crosswalk lines, stop lines, crosshatch lines, symbols, legends and arrows, channelizing lines, and short sections of centerlines and lane lines. Several "typical" Intersection Marking Program drawings showing some of the types of markings are attached to these specifications as Attachment A for general information only. 1.2 The pavement that the thermoplastic markings will be applied to will be primarily asphalt. Some pavements may have been rejuvenated by means of a "chip seal" or "slurry seal" surface treatment. Some pavements may be Portland Cement Concrete. 2. REQUIREMENTS - Services shall include but not limited to the following: 2.1 Vendor shall furnish all equipment, materials, service, labor, and all miscellaneous items necessary for the required pavement preparation, layout, and completion of the pavement marking installation 2.2. Standards - All markings shall be installed in accordance with the following: 2.2.1 Manual on Uniform Traffic Control Devices for Streets and Highways (MUTCD), published by the Texas Highway Administration, latest edition. (http://www.txdot. gov/government/enforcement/signage/tmutcd.html) 2.2.2 TXDOT Pavement Marking Handbook (http://onlinemanuals.txdot.gov/txdotmanuals/pmh/pmh.Ddf) 2.2.3 These specifications and special provisions; and Specification 2.2.4 Work orders issued by the Street Division, which will include appropriate drawings from the TXDOT Pavement Marking Standard Detail Sheets. (ftp://ftp. dot. state.tx.us/pub/txdot-info/cmd/cserve/standard/traffic/pm 1- 12.pdo 2.2.5 In the event of conflict between the above standards, the work orders and the drawings attached thereto shall take precedence. 2.3 THERMOPLASTIC, HOT APPLIED — ATTACHMENT A The attached specification shall govern for the materials, composition, quality, sampling, and testing of thermoplastic, hot applied, and materials utilized in its application to the roadway surface. 2.4 ELIMINATING EXISTING PAVEMENT MARKINGS & MARKERS — ATTACHMENT B The attached specification shall govern for the elimination of existing pavement markings of the various types and sizes, and raised pavement markers as shown on the plans or as directed by the Engineer. 2.5 PAVEMENT SURFACE PREPARATION FOR MARKINGS — ATTACHMENT C The attached specification shall govern for the surface preparation of pavement surface areas prior to placement of pavement markings or raised pavement markers. 2.6 RAISED PAVEMENT MARKERS — ATTACHMENT D The attached specification shall govern for the materials, composition, quality, sampling, and testing of raised pavement markers of the various classes and types shown on the plans. 3. QUALIFICATIONS 3.1 The Vendor must be have a minimum of five years' experience in the application of hot thermoplastic retro -reflective pavement markings at intersections, on streets, and highways that are open to traffic. Bidders that cannot demonstrate successful previous experience in work of the type in this agreement will be considered not responsible and will not be considered for award of agreement. 3.2 The Vendor must possess (own or rent) and/or assure the availability of sufficient equipment, meeting the requirements, to successfully pursue the work in this agreement. 3.3 Personnel employed by the Vendor for work on this agreement shall be experienced in operating the striping equipment, requiring little or no training necessary to expeditiously commence the work and pursue it to completion. Before the City will authorize the Vendor to start work, the Vendor shall inform the City representative of the names and specific jobs of the Vendor's employees assigned to the Agreement. Any personnel replacements or job assignment changes during the Agreement must be reported immediately to the City representative and any replacement personnel must meet the personnel experience qualifications stated above. If, at any time, the City representative believes that inexperienced personnel are being employed, the City representative may halt the work until experienced personnel are provided. 2 Specification 4. LOCATIONS The specific locations of work are not listed herein, but will be assigned via written work order by the City's representative during the duration of the agreement. Each work order will specify the locations, items, and estimate quantities of work to be performed. The City may add, delete, or change the work locations or details of the markings layouts 'at any time during the work period, with at least two (2) working days prior notice to the Vendor. 5. RATE OF PURSUING THE WORK 5.1 The Vendor shall start the work required by each work order within two weeks of notification and complete the work, no later than one (1) calendar month after receipt of the work order. The only exception to this requirement will be extenuating circumstance as may be accepted by the City representative. Requests for exceptions due to extenuating circumstances must be made in writing to the City representative within 48 hours of the occurrence. The City representative's decision on extenuating circumstances will be final. 5.2 Lost work days due to holidays, weather, break -down or non-availability of materials or of Vendor's equipment shall not be allowed as an excuse for not meeting the required schedule. The Vendor shall assure that necessary materials and equipment are available for use on this Agreement. Each day that a work order is not completed after the one (1) month allowed shall be considered failure to pursue the work at an adequate rate. See "Default on Agreement". 6. DEFAULT OF AGREEMENT 6.1 In the event of any of the following conditions, the City may consider the Vendor to have defaulted on the agreement: 6.1.1 Failure of the Vendor to start work within 30 days from the issuance of the work order. 6.1.2 Failure of the Vendor to pursue the work at an adequate rate such that, Liquidated Damages are eligible to be assessed in excess of 14 calendar days total. 6.2 Default on the agreement may result in termination of the agreement. 7. SCHEDULING AND RECORD KEEPING 7.1 The Vendor shall designate a foreman in charge of the daily striping work. Each Monday morning, (Tuesday morning following a Monday City holiday), the Vendor shall submit a weekly written schedule of work to the City representative. The schedule shall be verbally updated each working day (i.e. progress report on accomplishments and schedule changes) by the Vendor's foremen. This daily contact with the City representative is required. Specification 7.2 A permanent written log of each day's work shall be maintained by the Vendor. This daily log shall consist of the name of the intersecting roadways, the work order number that was executed, the markings actually installed, the approximate time of day that the markings were installed, the quantity (L.F., Sq. Ft., or each) of each bid item installed at locations, and any other comments as may be desirable. A copy of the daily logs and completed work orders for the previous week's work shall be submitted no later than each Tuesday. Repeated failure to turn in logs and completed work orders when due may result in assignment of one (1) day of Liquidated Damages for each occurrence. 7.3 If there are locations that the Vendor desires to do at night or during other than normal working hours for his own convenience, the Vendor shall submit a request in writing to the City representative at least three (3) working days in advance of any intended work on nights, weekends, or holidays, and shall not undertake such work without the approval of the City representative. 7.4 Provisions must be made, at the Vendor's expense, for adequate lighting of the marking operation and additional traffic control devices required for night time work. For night work, a minimum of six (6) 3000 watt lights shall be used to illuminate the area where pavement markings are being installed or removed. These lights shall be positioned so they do not interfere with the travelling public. Night work is defined as any work occurring between one-half (1/2) hour after sunset and one-half (1/2) hour before sunrise. 8. DELIVERY OF MATERIAL 8.1 It shall be the Vendor's responsibility to see that merchandise is delivered within or adjacent to the area of installation repair as specified by the City. 8.2 The work described in this specification shall be done with the least inconvenience. Vehicles must have egress capabilities at all times. The amount of time that normal operations are interrupted must be kept to an absolute minimum and shall be coordinated with the City representative. 8.3 The Vendor is responsible to protect all existing and newly installed work, materials, equipment, improvements, utilities, structures, and vegetation at all times during the course of this agreement. Any property or incidentals damaged during the course of this agreement shall be repaired or replaced to the satisfaction of the City representative. 9. SAFETY REQUIREMENTS 9.1 The Contractor must be thoroughly familiar with all prevailing safety measures pertinent to its operation and shall meet or exceed those measures. This shall include, but not necessarily be limited to Environmental Health Agency (EPA) regulations, State of Texas regulations, local city ordinances, and Occupational Safety and Health Agency (OSHA) regulations. In addition, the Contractor shall be wholly responsible for instructing its employees in these safety measures and seeing that they are fully complied with in every respect. 9.2 Vendor will provide all required safety signage, barricades, and flashers/strobes. 12 Specification 9.3 All employees shall follow all applicable safety procedures, have appropriate fuel safety training certification when required by federal or state law, have immediate access to all appropriate safety equipment, and shall be trained in the use of that equipment. 9.4 All vehicles shall have proper safety signage, be fit for their intended purpose, and meet all FAA, OSHA, and State of Texas requirements. 9.5 Vendors discovered working without necessary safety devices or equipment in place will be required to stop all work in progress until adequate equipment has been obtained and approved by to the Contract Administrator. 9.6 Any hazardous condition or any damage to City property is to be immediately reported to the City Contract Administrator. 9.7 Vendor will not permit unsafe practices. Examples of unsafe practices include but are not limited to: using inappropriate equipment for the job, operating with one arm of a bat wing mower raised with blades exposed and spinning, removing chains or other safety devices from equipment, traveling with an operator sitting in the back of a pickup truck with the tailgate lowered and operating mowing equipment at excessive speed. Unsafe practices will be grounds for termination of the contract. 10. IMPLIED WORK All incidental work required by the drawings and specifications, for which no payment is specifically provided, and any work or materials not therein specified which are required to complete the work and which may fairly be implied as included, shall be done or furnished by the Vendor without extra compensation. 11. DAMAGE TO PROPERTY In case any direct or indirect damage is done to public or private property by or because of the work, or in consequence of any act or omission on the part of the Vendor, his employees or agents, the Vendor shall, at his own cost, restore such property to a condition similar or equal to that existing before such damage was done, by repairing, rebuilding, or otherwise restoring, as may be required by the City representative, or shall make good such damage in a satisfactory manner; and in case of failure on the part of the Vendor to promptly so restore or make good such damage, the City representative may, upon 48 hours written notice, proceed to repair, rebuild, or otherwise restore such property as may be necessary, and the cost thereof will be deducted from any monies due to become due the Vendor under the Agreement; or the Chief Administrative Officer may deduct from any monies due the Vendor a sum sufficient, in the judgement of the City representative, to reimburse the owners of the property so damaged. Specification 12. PROCUREMENT SCHEDULE The projected schedule for this procurement is as follows: Activity Target Dates Release Bid Monday, July 11, 2016 Deadline for Questions Wednesday, July 20, 2016 Responses to Questions Thursday, July 21, 2016 Deadline for Receipt of Bids Monday, July 25, 2016 Council Date Tuesday, August 16, 2016 13. CONTACT Information, questions or clarification concerning the intent of this RFB should be in writing and addressed to Angi Mize, Sr. Buyer at amizegaptx.org / 972-237-8262 no later than July 20, 2016, at 4:30 pm (CST). City of Grand Prairie's response to questions and requests for clarification will be posted to BidSync (www.bidsync.com) by July 21, 2016 at 4:30 pm (CST). 14. EVALUATION CRITERIA The following evaluation criteria will be utilized in the selection of a vendor: Price 40% Reputation 30% Experience 20% Past Relationship with the City and/or other Municipalities 10% TOTAL 100% 15. AGREEMENT TERMS AND AWARD The price agreement shall be for an initial period of one year with four, one year renewal options. The price agreement shall be awarded to the vendor(s) submitting the bid(s) deemed to be in the best interest of the City. The City of Grand Prairie reserves the right to award a separate agreement to separate vendors for each item/group, to award one or multiple agreement(s) for portions of the bid or to award one agreement for the entire bid. The City may also award one Primary and one Secondary vendor per item/category, by portions or for the entire bid. The City of Grand Prairie may award to a single vendor, multiple vendors, or use any combination that serves the best interest of the City. 16. CONTRACT AWARD Vendor selected for contract will be required to return an executed contract to the City, a certificate of insurance naming the City as an additional insured, and a notarized copy of Form 1295 Certificate of interested parties within 10 days of the notice of award. In Specification 17. SUBMITTAL - ITEMS TO BE SUBMITTED Interested parties should submit all of the following items for consideration in the order stated: A. Bid Pricing (Attachment A) B. Questionnaire & References (Attachment B) C. Conflict of Interest Questionnaire (Attachment C) D. Submittal Affirmation Form (Attachment D) E. OR Statement of No Response (Attachment G) Vendor must submit at least one hard copy and one electronic (flash drive or CD) copy or via www.bidsync.com for an annual fee of $60. Bids must be submitted no later than the response deadline of July 25, 2016 by 2:00 p.m. to: Angi Mize, Sr. Buyer Purchasing Division 326 Main Street Grand Prairie, Texas 75050 Late responses will be unopened and not accepted for consideration. The City of Grand Prairie is not responsible for lateness or failure of timely delivery via mail (whether delays are internal/external), e-mail, carrier, etc. Please ensure you allow time to provide your response timely so that you may be properly considered. The City reserves the right to reject any or all responses, to waive formalities, award a separate agreement to separate vendors for each item/group, or to award one agreement for the entire bid. 7 City Hall City of Grand Prairie 317 College Street w, Grand Prairie, Texas Legislation Details (With Text) File #: 16-5909 Version: 1 Name: Price Agreement for Pavement Marking Services from Stripe -A -Zone Type: Agenda Item Status: Consent Agenda File created: 7/29/2016 In control: Public Works On agenda: 8/16/2016 Final action: Title: Price agreement for pavement marking services from Stripe -A -Zone (up to $464,583 annually) for one year with the option to renew for four additional one year periods totaling $2,322,915.00 if all extensions are exercised; and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal terms Sponsors: Indexes: Code sections: Attachments: TABULATION.pdf CIP BUDGET SUMMARY.pdf Date Ver. Action By Action Result From Glenda Peterson Title Price agreement for pavement marking services from Stripe -A -Zone (up to $464,583 annually) for one year with the option to renew for four additional one year periods totaling $2,322,915.00 if all extensions are exercised; and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal terms Presenter Ron McCuller, Public Works Director Recommended Action Approve Analysis This price agreement will be used for the installation of pavement markings throughout the City. Notice of bid # 16113 was viewed by 13 vendors. There were two Grand Prairie vendors available for this commodity. One bid was received as shown on attachment A. The pricing is reflective with the City's expectations Stripe -A -Zone meets all specifications and is recommended for award. Although they were the only bidder the pricing submitted was within our expectations for this type of work City of Grand Prairie Pagel of 2 Printed on 8/12/2016 powe iie.d Isy Il..esa lsi a ii "" File #: 16-5909, Version: 1 Financial Consideration Funds are available in the FY 2015/2016 budget under 232010 (Street Maintenance Sales Tax), 01610503 (FY16 Streets Maintenance Projects), 63115 (Signs/Markings Maintenance), and will be charged accordingly on orders through the end of the current fiscal year. Funding for future fiscal years will be paid from that year's approved budgets. City of Grand Prairie Page 2 of 2 Printed on 8/12/2016 powe iie.d Isy Il..esa lsi a ii "" TABULATION RFB# 16113 PAVEMENT MARKING SERVICES Estimated one-year quantities are given. Estimated usage shall not constitute an order, but only implies the probable quantity the city will use. The City reserves the right to increase or decrease quantities with no increase in cost to the City. Vendor Name Contact Email Phone Ci /State Stri a -a -Zone Billy Gunter bill(&strieo-a-zone.com 972-647-2714 x 112 Grand Prairie, TX Item# Description UOM Est Quantity Unit Price Est Cost 1 Reflective Pavement Marking TY I W BRK 4" LF 30000 0.49 $ 14,700.00 2 Reflective Pavement Marking TY I W BRK 6" LF 30000 0.55 $ 16 500.00 3 Reflective Pavement Marking TY I W BRK 8" LF 15000 0.95 $ 14,250.00 4 Reflective Pavement Marking TY I W BRK 12" LF 15000 3.30 $ 49 500.00 5 Reflective Pavement Marking TY I W SLD 4" LF 30000 0.47 $ 14 100.00 6 Reflective Pavement Marking TY I W SLD 6" LF 30000 0.54 $ 16 200.00 7 Reflective Pavement Marking TY I W SLD 8" LF 15000 0.95 $ 14 250.00 8 Reflective Pavement Marking TY I W SLD 12" LF 7500 3.30 $ 24,750.00 9 Reflective Pavement Marking TY I W SLD 24" LF 7500 4.53 $ 33 975.00 10 Reflective Pavement Marking TY I W SLD ARROW EA 108 93.00 $ 10,044.00 11 Reflective Pavement Marking TY I W SLD DBL ARROW EA 30 98.00 $ 2,940.00 12 Reflective Pavement Marking TY I W SLD WORD EA 30 103.00 $ 3,090.00 13 Reflective Pavement Marking TY I W SLD RR XING EA 30 310.00 $ 9,300.00 14 Reflective Pavement Marking TY I Y SLD 4" LF 60000 0.47 $ 28,200.00 15 Reflective Pavement Marking TY II W BRK 4" LF 30000 0.20 $ 6,000.00 16 Reflective Pavement Marking TY II W BRK 6" LF 30000 0.22 $ 6,600.00 17 Reflective Pavement Marking TY II W BRK 8" LF 15000 0.39 $ 5,850.00 18 Reflective Pavement Marking TY II W SLD 4" LF 15000 0.20 $ 3,000.00 19 Reflective Pavement Marking TY II W SLD 6" LF 15000 0.22 $ 3,300.00 20 Reflective Pavement Marking TY I W SLD 8" LF 15000 0.39 $ 5,850.00 21 Reflective Pavement Marking TY II W SLD 12" LF 7500 0.68 $ 5,100.00 22 Reflective Pavement Marking TY II W SLD 24" LF 7500 1.33 $ 9,975.00 23 Reflective Pavement Marking TY II W SLD ARROW EA 108 26.00 $ 2,808.00 24 Reflective Pavement Marking TY II W SLD DBL ARROW EA 30 31.00 $ 930.00 25 Reflective Pavement Marking TY II W SLD WORD EA 30 36.00 $ 1,080.00 26 Reflective Pavement Marking TY II W SLD RR XING EA 30 78.00 $ 2,340.00 27 Reflective Pavement Marking TY II Y SLD 4" LF 60000 0.20 $ 12,000.00 28 Eliminate Existing Pavement Marking 4" LF 30000 0.26 $ 7,800.00 29 Eliminate Existing Pavement Marking 6" LF 30000 0.27 $ 8,100.00 30 Eliminate Existing Pavement Marking 8" LF 15000 0.52 $ 7,800.00 31 Eliminate Existing Pavement Marking 12" LF 7500 0.83 $ 6,225.00 32 Eliminate Existing Pavement Marking 24" LF 7500 1.60 $ 12 000.00 33 jEliminate Existing Pavement Marking ARROW EA 108 21.00 $ 2,268.00 34 Eliminate Existing Pavement Marking WORD EA 30 25.00 $ 750.00 35 Eliminate Existing Pavement Marking RR XING EA 30 40.00 $ 1,200.00 36 Pavement Marking Preparation 4" LF 30000 0.21 $ 6,300.00 37 Pavement Marking Preparation 6" LF 30000 0.23 $ 6,900.00 38 Pavement Marking Preparation 8" LF 15000 0.42 $ 6,300.00 39 Pavement Marking Preparation 12" LF 15000 0.83 $ 12 450.00 40 Pavement Marking Preparation 24" LF 7500 1.60 $ 12,000.00 41 Pavement Marking Preparation ARROW EA 108 16.00 $ 1,728.00 42 Pavement Marking Preparation DBL ARROW EA 30 16.00 $ 480.00 43 Pavement Marking Preparation WORD EA 30 19.00 $ 570.00 44 Pavement Marking Preparation RR XING EA 30 36.00 $ 1,080.00 45 Raised Pavement Marker CL B REFL TY I A EA 3000 4.00 $ 12,000.00 46 Raised Pavement Marker CL B REFL TY II A -A EA 3000 4.00 $ 12 000.00 47 Raised Pavement Marker CL B REFL TY I C EA 3000 4.00 $ 12,000.00 48 Raised Pavement Marker CL B REFL TY 11 C-R EA 3000 4.00 $ 12 000.00 49 Eliminate Existing Pavement Markers EA 6000 1.00 $ 6,000.00 ESTIMATED TOTAL $464,583.00 CITY OF GRAND PRAIRIE CAPITAL PROJECTS BUDGET SUMMARY Fund/Activity Account: 232010-01610503-63115 Project Title: FYI Street Maintenance Projects Current Request: $0.00 1 2 3 2+3 1+3 ACCOUNT CURRENT AVAILABLE CURRENT REVISED AMENDED DESCRIPTION BUDGET BALANCE REQUEST BALANCE BUDGET Signs/Markings Maint (63115) $200,000 $151,055 $151,055 $200,000 Eng/Geo/Con (68560) $0 $0 Labor Distribution (68999) $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 TOTAL $200,000 $151,055 $0 $151,055 $200,000