CTR073891_Memo_to_File_-_Mistake_Discovered_After_Award.pdf

ARIZONA DEPARTMENT OF TRANSPORTATION

1655 W. Jackson St. | MD 100P | Phoenix, AZ 85007 | azdot.gov

Procurement

MEMORANDUM

TO: CTR073891 Preformed Pavement Marking Tape – Contract File

FROM: Gary Henry

CC: Christine Fruitman

DATE: October 11, 2024

RE: Mistakes Discovered After Award

Solicitation BPM006131, Preformed Pavement Marking Tape, was awarded to 3M Company (3M) on September 24, 2024. The awarded contract number is CTR073891. After contract award, 3M realized they had miscalculated the pricing of four line items due to unclear line item descriptions. On October 3, 2024, the Department received a letter from 3M which contained an explanation of the mistake and a request to adjust the pricing.

As requested in 3M’s letter, the correction is needed due to the unclear description width identified in the solicitation line items. The width of the black contrast line was not clearly indicated, resulting in pricing calculation errors.

The calculation 3M used to price the line items relied on the description contained in the solicitation (i.e.

Contrast Line for 6” wide x 50 yards long). Based on this description, the Department would receive a total width of 6" or 12" which would be inclusive of color and contrast marking tape combined. However, as required by the published specification for pavement marking tape, the Department requires a total width of 10" for a 6" colored line and 16" for a 12" colored line. The 6” and 12” are the initial width of the colored white or yellow line. An additional width of 2” black contrast is then applied on either side of the color line (i.e 2” black contract line – 6” or 12” color line – 2” black contract line). The resultant pavement marking tape is 10” wide x 50 yards long and 16” wide x 25 yards long.

3M’s request for a correction is consistent with any manufacturer providing contrast tape and is based on the same square foot price originally contained in BPM006131. The revised pricing calculation is based on the correct width needed for contrast tape.

In accordance with A.A.C. R2-7-C318, allowing 3M to correct their mistake is consistent with fair competition and is in the best interests of the State. 3M Company was the only offer received in response to BPM006131. 3M’s miscalculation of price based on unclear line item descriptions affected 4 of the 40 line items contained in the solicitation. The lack of description width clarity would not have prevented other vendors from submitting a proposal. The Department did not receive any questions regarding line item descriptions from any suppliers during the solicitation process.

Docusign Envelope ID: 5BA0FA00-C45A-4470-899E-89DA1B4F3E94