City of Culver City, California
Agenda Item Report
Meeting Date: 08/26/2013 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Award of a Contract to All American Asphalt as the
Lowest Responsive and Responsible Bidder for the Construction of the 2013
Pavement Overlay Project, PZ-863, PZ-903 in the Base Bid Amount of $1,203,866
with a Contingency of up to $125,386 (for a Total Authorization Not-to-Exceed
$1,329,252).
Contact Person/Dept.: Sammy Romo/PW Phone Number: 310-253-5619
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (08/20/13); (E-Mail) -
All American Asphalt, Excel Paving, Hardy and Harper, Inc., C. A. Rasmussen, Sully-Miller
Contracting Co., Shawnan (08/20/13)
Department Approval:
Charles D. Herbertson (08/15/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/19/13)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (08/20/13)
City Manager Approval:
John M. Nachbar (08/20/13)
RECOMMENDATION:
Staff recommends that the City Council award a construction contract to All
American Asphalt as the lowest responsive and responsible bidder for the
construction of the 2013 Pavement Overlay Project, PZ-863, PZ-903 in the Base Bid
Amount of $1,203,866 with a Contingency of up to $125,386 (for a Total
Authorization Not-to-Exceed $1,329,252)
BACKGROUND:
On May 13, 2013, the City Council approved the project plans and specifications and
authorized staff to publish a Notice Inviting Bids for the 2013 Pavement Overlay
Project.
Per the pavement management system and visual observation, several streets have
been selected to be repaved as part of this Project. The scope of work consists of
removing and replacing two inches of deteriorated asphalt concrete with new
rubberized asphalt concrete. Additionally, curb and gutter will be replaced where
necessary. The streets originally proposed to be paved were:
1. Baldwin Avenue between Farragut Drive and Ballona Creek
2. Blackwelder Street
3. Braddock Drive between Sepulveda and Sawtelle Boulevards
4. Commonwealth Avenue between Garfield Avenue and Farragut Drive City of Culver City, California
Agenda Item Report
5. Commonwealth Circle
6. Coolidge Avenue
7. Cranks Road between Hill and Tellefson Roads
8. Culview Street
9. Diller Avenue
10. El Rincon Way
11. Farragut Drive between Harter and Commonwealth Avenues
12. Farragut Drive between Overland Avenue and Elenda Street
13. Farragut Drive between Overland and Mentone Avenues
14. Franklin Avenue between Harter and Commonwealth Avenues
15. Franklin Drive between Overland Avenue and Elenda Street
16. Garfield Avenue between Harter and Commonwealth Avenues
17. Hannum Avenue between Fox Hills Drive and Slauson Avenue
18. Keystone Avenue between Farragut Drive and Le Bourget
19. La Salle Avenue between Braddock and Farragut Drives
20. Madison Avenue between Braddock and Farragut Drives
21. Mentone Avenue between Farragut Drive and Le Bourget
22. Mentone Avenue between Farragut and Braddock Drives
23. Molony Road
24. Port Road between Coolidge and Etheldo Avenues
25. Purdue Avenue between Washington Boulevard and city boundary
26. Stephon Terrace
27. Star Circle
28. Stever Court
29. Tellefson Road between Molony and Ranch Roads
30. Warner Drive
DISCUSSION:
On August 8, 2013, the City Clerk’s Office staff publicly opened the bids. Six
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 All American Asphalt $1,203,866
2 Sully-Miller Contracting Company $1,280,808
3 Hardy and Harper, Inc. $1,313,000
4 Excel Paving Company $1,355,094
5 C.A. Rasmussen, Inc. $1,476,864
6 Shawnan $1,682,406
Staff reviewed the six sets of contractor bid documents and determined All American
Asphalt submitted the lowest responsive total base bid. Staff reviewed the bid
proposal from All American Asphalt and found the bid documents responsive and
complete. Its bid bond, contractor’s license, and worker’s compensation insurance City of Culver City, California
Agenda Item Report
were reviewed and determined to meet City requirements. All American Asphalt has
completed four paving projects for the City since 2007, all with satisfactory
performance. Staff recommends awarding the construction contract to All American
Asphalt, as the lowest responsive and responsible bidder, for the construction of the
2013 Pavement Overlay Project.
Staff proposes a construction contingency amount of $125,386. After the removals
of the existing asphalt, there may be more reconstruction required than originally
estimated.
The construction management of the project will be conducted by Engineering
Division staff. Construction and geotechnical inspectors will be selected from the
City’s pre-approved on-call consulting list via the competitive Request for Proposal
(RFP) process. The costs for these services are expected to be approximately
$40,000 and $10,000, respectively.
Should the City Council award the contract this evening, the proposed construction
project will begin in September 2013 and is expected to be substantially completed
by November 2013.
Public Notification
Approximately two weeks prior to construction activity, the adjacent businesses and
residences will be provided with written information on the project schedule and
contact information for questions and/or concerns regarding the project.
FISCAL ANALYSIS:
Proposed Project Budget
Funding Source Amount
PZ-863 Residential Paving Program
(Various Funds)
$1,209,271
PZ-903 Prop 1B (Fund 429)) $169,981
Total $1,379,252
Estimated Project Expenses
2013 Pavement Overlay Project, PZ-
863, PZ-903 Construction Contract
$1,203,866
Construction Inspection Services $40,000
Geotechnical Construction Services
(Observation & Testing)
$10,000
Subtotal $1,253,866
10% project contingency $125,386
Total Estimated Project Expenses $1,379,252 City of Culver City, California
Agenda Item Report
MOTIONS:
That the City Council:
1) Award a construction contract to All American Asphalt, as the lowest responsive
and responsible bidder, for the 2013 Pavement Overlay Project, PZ-863, PZ-903,
in the amount of $1,203,866, based on its base bid; and,
2) Authorize the Public Works Director/City Engineer to approve change orders in
the amount not-to-exceed $125,386, if necessary; and,
3) Authorize the City Attorney to review/prepare the necessary documents; and,
4) Authorize the City Manager to execute such documents on behalf of the City.