Contract: Installation of Thermoplastic Roadway Markings

Office of the City Manager

CONSENT CALENDAR
May 16, 2006

To: Honorable Mayor and
From: Members of the City Council

Phil Kamlarz, City Manager

Submitted by: Claudette Ford, Acting Director, Public Works

Subject: Contract: Installation of Thermoplastic Roadway Markings

RECOMMENDATION
Adopt a Resolution authorizing the City Manager to execute a three-year, on-call contract and
any amendments in an amount not to exceed $1,200,000 for the period June 1, 2006 through
May 31, 2009 to Chrisp Company to provide and install thermoplastic roadway markings on City
streets. The contract amount for this fiscal year is $400,000 based on available funds and the bid
documents submitted by Chrisp Company.

SUMMARY
Periodic refreshing of pavement markings is important to provide clear guidance for vehicles and
adequate safety for the various transportation modes that exist in Berkeley, i.e., motor vehicles,
transit buses, bicycles, and pedestrians. For a variety of reasons, the City has been unable to
provide an adequate, proactive re-striping program on city streets in recent years.

We are seeking a three-year contract with a contractor specializing in the installation of
thermoplastic markings so that a close working relationship with staff could be developed that
would lead to both efficient and quality work. An invitation for bid was issued on March 7, 2006
(Specification No. 06-10127-C), based on an estimate of quantities by marking type; and bids
were opened on March 28, 2006. Of the four bids received, Chrisp Company was the lowest
bidder, and its unit prices were consistent with those for recent similar work in the City.

Task orders will be issued based on priorities established by Public Works, Transportation
Division staff, and payment will be based on the unit prices specified by the contractor. The
priority for this fiscal year is to refresh crosswalks and lane markings on major streets.

FISCAL IMPACTS OF RECOMMENDATION
Funding for the first year of this contract is included in the Capital Improvement Fund (610), as
follows: $400,000 (Budget Code 610-4960-431-6520, Project Code 06TP14) for unspecified
road markings. The CMS number is MX7IJ. Funding for FY 2007 and FY 2008 (total of
$800,000) is contingent upon available funding. Work orders will be issued in the next two
years based on available funds, with an upper limit for the total contract amount of $1,200,000.

2180 Milvia Street, Berkeley, CA 94704 ● Tel: (510) 981-7000 ● TDD: (510) 981-6903 ● Fax: (510) 981-7099
E-Mail: [email protected] Website: http://www.ci.berkeley.ca.us/manager

Contract: Thermoplastic Roadway Markings CONSENT CALENDAR
May 16, 2006

The use of thermoplastic markings, which have a significantly longer life than paint, is cost-
effective and will significantly reduce maintenance costs in the future.

CURRENT SITUATION AND ITS EFFECTS
A high percentage of markings on city roadways is substandard because of the absence of a city-
wide scheduled maintenance program for pavement markings. Especially important to roadway
safety are crosswalks, lane markings, and pavement legends that reinforce regulatory signs. Poor
visibility of markings is likely to decrease safety for motorists, bicyclists, and pedestrians,
particularly on major streets. Drivers have more difficulty staying in lanes and in recognizing
pedestrian crossings, lane designations, and changes in lane geometry. Poor markings increase
liability to the City and, by increasing confusion for drivers, affect how visitors perceive the
City.

BACKGROUND
In recent years, the City has not had a comprehensive city-wide program for periodic renewal of
roadway markings on streets that it maintains. Maintenance of markings currently occurs from
three sources: (1) markings provided as part of the repaving program; (2) markings provided as
part of conditions for new development, and (3) markings provided by the City’s traffic
maintenance staff. Work under Item 3 focuses on spot improvements related in large part to
issues raised by the public. Neither current staffing nor equipment is adequate to maintain all
markings on a regular basis. The City does not have equipment to install thermoplastic
markings, which have a life of 5-7 years compared to 1-2 years for those that are painted. In
recent years, the cost of installing thermoplastic markings has decreased; and it is cost-effective
to provide this type of treatment, particularly for heavily traveled roadways.

The contract will allow the City to request on-call services from the successful bidder for a three-
year period. Because several years will be required to upgrade roadway markings throughout the
city, a multi-year contract is advisable and provides for continuation of unit prices through the
contract period, subject to increases in the cost-of-living index.

RATIONALE FOR RECOMMENDATION
The reasons for the recommended course of action are as follows:

1. The City does not have adequate staff or equipment to provide the needed services in a
timely and cost-effective manner.

2. Funds have been identified to provide these services in the current two-year budget.
3. Upgrading of roadway markings has been and will continue to be a priority activity in the

Transportation Division of Public Works.

The ability to issue work orders over a three-year period as funds become available at agreed-
upon unit prices will provide the City with flexibility to meet priorities in a timely manner, and is
cost-effective.

ALTERNATIVE ACTIONS CONSIDERED
Several options were considered, as follows, but all were rejected:

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Contract: Thermoplastic Roadway Markings CONSENT CALENDAR
May 16, 2006

1. Utilize Measure B funds to increase City staff. This option was rejected because all
available Measure B funds are fully committed to other projects and tasks. Furthermore,
the City does not have equipment to install thermoplastic markings.

2. Specify paint rather than thermoplastic. Paint generally only lasts 1-2 years based on the
traffic levels, while thermoplastic markings last 5-7 years. Thermoplastic is somewhat
more expensive but the labor cost is almost the same for both materials. By comparison,
thermoplastic is sufficiently cost-effective to enable the City to upgrade markings before
the next cycle of maintenance will be required.

3. Do nothing and utilize Measure B funds for other roadway projects. This option was
rejected because of the high priority that the City must place on providing safety features
such as high visibility markings on roadways, and in meeting acceptable design
standards. In all of its work, safety issues receive high priority.

CONTACT PERSON
Peter Hillier, Assistant City Manager for Transportation, 981-7010
Hamid Mostowfi, Supervising Traffic Engineer, 981-6403

Attachments:
1: Resolution

Page 3

RESOLUTION NO. ##,###-N.S.

CONTRACT WITH CHRISP COMPANY FOR INSTALLATION OF THERMOPLASTIC
ROADWAY MARKINGS

WHEREAS, fresh markings on roadways, especially at crosswalks and on major, multi-lane
streets are an important factor in providing maximum safety for motorists, bicyclists, and
pedestrians; and area-wide refreshing of markings has not occurred in recent years, which has
resulted in poor visibility of markings in many locations; and

WHEREAS, City staff and equipment are inadequate to provide the required improvements in
markings in a timely or cost-effective manner; and

WHEREAS, an Invitation for Bid was issued on March 7, 2006, and when bids were opened on
March 28, 2006 Chrisp Company was determined to be the lowest responsive and responsible
bidder; and

WHEREAS, funds are available in the current year budget in the budget code 610-4960-431-
6520, Project 06TP14 under CMS number MX7IJ.

NOW THEREFORE, BE IT RESOLVED by the Council of the City of Berkeley that Plans and
Specifications No. 06-10127-C for the Installation of Roadway Markings are approved.

BE IT FURTHER RESOLVED that the Council of the City of Berkeley authorizes the City
Manager to execute a three-year contract and any amendments, extensions, or change orders
until completion of the project in accordance with the approved plans and specifications with
Chrisp Company, for the installation of roadway markings, in an amount not to exceed
$1,200,000 for the period June 1, 2006 through May 31, 2009, pending Council authorization of
future budget allocations for the remaining years. A record signature copy of said agreement and
any amendments to be on file in the Office of the City Clerk.