City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council (1) award a contract to All American Asphalt as
the lowest responsive and responsible bidder to complete the necessary work for the
2009 Residential Overlay Project, P-863 and (2) approve a budget amendment to
appropriate Flexible Metropolitan Transportation Funds in the amount of $698,321 to
account number 42300863 and State of California Prop 42 funds in the amount of
$75,909 to account number 43000863.
A Budget Amendment requires a four-fifths vote.
BACKGROUND:
The scope of work for the project consists of grinding two inches (2”) existing asphalt
concrete (AC) pavement and replacing it with 2 inches of new rubberized asphalt
concrete hot-mix pavement on the following street segments:
1. Blanco Way - Sawtelle Boulevard to Sawtelle Boulevard
2. Dawes Avenue - McDonald Street to Port Road
3. Emporia Avenue - Emporia Place to Port Road
4. Emporia Avenue - McDonald Street to Port Road
5. Etheldo Avenue - Hammack to cul-de-sac
6. Hammack Avenue - Etheldo Avenue to City Limit
7. Janisann Avenue - Sepulveda Boulevard to Orville Street
8. Kalein Drive - Janisann Avenue to Orville Street
9. McDonald Street - Emporia Avenue to Sawtelle Boulevard
Meeting Date: 05/11/2009 Item Number: A-7
AGENDA ITEM: FOUR FIFTHS VOTE REQUIREMENT - Award of a Contract to All
American Asphalt for the Construction of the 2009 Residential Overlay Project, P-
863 and Approval of Related Budget Amendments
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: [X] Attachments: [X]
Public Notification: Master E-Mail Notification List (05/06/09); Silvia Construction, Inc.;
Sully-Miller Contracting Company; Imperial Paving Company; All American Asphalt;
Hardy’s Harper, Inc.; Ortiz Asphalt Paving, Inc.; Ruiz Engineering Company; Shawnan;
Palp, Inc., dba Excel Paving Company (05/07/09)
Department Approval:
Charles D. Herbertson (05/01/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (05/06/09)
Chief Financial Officer Review:
Jeff Muir (by N. Kimball) (05/05/09)
City Manager Approval:
Jerry B. Fulwood (05/06/09) City of Culver City, California
City Council Agenda Item Report
10. McDonald Street - Orville Street to Sawtelle Boulevard
11. Orville Street - Purdue Avenue to Sawtelle Boulevard
12. Orville Street - Sawtelle Boulevard to cul-de-sac
13. Ryandale Drive - Sawtelle Boulevard to Berryman Avenue
14. Selmaraine Drive - McDonald Street to Port Road
15. Slauson Avenue - McDonald Street to cul-de-sac
Also, the scope of work includes the removal and the replacement of aged roadway
pavement with new asphalt concrete hot-mix, manhole adjustment, re-striping of
pavement markings with thermoplastic, and the installation of raised pavement
markers.
DISCUSSION:
On April 14, 2009, the City Clerk Department staff publicly opened the bids. Nine
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 All American Asphalt $593,677
2 Silvia Construction Company $602,542
3 Ruiz Engineering Company $639,968
4 Hardy’s Harper, Inc. $644,000
5 Sully-Miller Contracting Company $673,646
6 Shawnan $674,990
7 Imperial Paving Company $697,480
8 Excel Paving Company $699,640
9 Ortiz Asphalt Paving, Inc. $722,286
Staff reviewed the 9 sets of contractor bid documents. All the bid documents were
found to be responsive and complete. Per the project specifications, the lowest bid
is determined by the lowest total base bid. All American Asphalt has the lowest total
base bid.
All American Asphalt completed the 2007 Residential Overlay Project on several
residential streets for Culver City and has done work for other cities. All American
Asphalt completed all of these projects in a satisfactory and professional manner.
Staff is recommending award of the construction contract to All American Asphalt, as
the lowest responsive and responsible bidder. In addition, due to the favorably low City of Culver City, California
City Council Agenda Item Report
unit prices in All American Asphalt’s bid, it is recommended that the following five
street segments be added to the scope of work.:
1. Woolford Street - Purdue Avenue to Sawtelle Boulevard
2. Woolford Street - Sawtelle Boulevard to McDonald Street
3. Patom Drive – Diller Avenue to Slauson Avenue
4. Purdue Avenue – McDonald Street to Port Road
5. Etheldo Avenue – Port Road to westerly city limit
Construction management and construction inspection
The construction management of the project will be conducted by Engineering
Division staff.
For construction inspection services, a request for proposal was mailed to CBM
Consulting, Inc., Norris-Repke, and The Nickerson Company. These companies
were pre-approved by the City Council for construction inspection services on capital
improvement projects. After the RFP’s are received, staff will review and select the
consultant. The cost for these services is expected to be about $40,000.
Also, RFP’s for geotechnical services for compaction testing and observation were
mailed to: Associated Soils Engineering, Inc., Geo-Environmental, Inc., Ninyo and
Moore Consultants, PSI Inc., Southwest Geotechnical, Inc., Terracon Consultants,
Inc., and Zeiser-Kling Consultants. These companies were pre-approved by the City
Council to perform on-call geotechnical engineering consulting services for the City’s
capital improvement projects. After the RFP’s are received, staff will review and
select the consultant. The cost for these services is expected to be about $10,000.
The proposed construction project will begin in June 2009 and is expected to be
substantially completed in August 2009.
Public Notification
Approximately two weeks prior to construction activity, the adjacent businesses and
residences affected will be provided with written information on the project schedule
and contact information for questions and/or concerns regarding the project.
FISCAL ANALYSIS:
The proposed funding sources for this project are as follows: City of Culver City, California
City Council Agenda Item Report
Proposed Project Budget
Funding Source Amount
Flexible Metro Funds (Fund 423) $698,321
State of California Prop 42 (Fund 430) $162,935
Sewer Funds (Fund 20400863) $10,000
Total = $871,256
Sewer funds are proposed to be used for a portion of project expenses due to the
settlement of the sewer trench on Woolford Street between Sawtelle Boulevard and
Purdue Avenue and Purdue Avenue between McDonald Street and Port Road.
There are sufficient funds currently allocated in account 20400863 to fund the Sewer
portion of this project. The Flexible Metro Funds and Prop 42 Funds have been
received by the City and are currently in a deferred revenue account until they are
appropriated.
Estimated Project Expenses
Residential Overlay Project, P-863
Construction Contract
$593,677
Increase Contract Amount by 25% $148,419
Construction Inspection Services $40,000
Geotechnical Construction Services
(Observation & Testing)
$10,000
Subtotal $792,096
10% project contingency $59,367
Total Estimated Project Expenses $851,463
ATTACHMENT:
1. Location Map
MOTION:
That the City Council:
1) Approve a Budget Amendment to appropriate Flexible Metro Funds in the
amount of $698,321 (42300863); and
City of Culver City, California
City Council Agenda Item Report
2) Approve a Budget Amendment to appropriate State of California Prop 42 –
Traffic Congestion Relief funds in the amount of $162,935 (43000863).Award
a contract to All American Asphalt for the 2009 Residential Overlay Project
(P-863), in the amount of $593,677, based on its base bid; and,
3) Authorize the Public Works Director/City Engineer to increase the
construction contract with All American Asphalt in an amount not-to-exceed
$148,419 (25% of base bid) for additional street resurfacing work on Woolford
Street between Purdue Avenue and Sawtelle Boulevard and Woolford Street
between Sawtelle Boulevard and McDonald Street; and,
4) Authorize the Public Works Director/City Engineer to approve change orders
in the amount not-to-exceed $59,367, if necessary; and,
5) Authorize the City Attorney to review/prepare the necessary documents; and,
6) Authorize the City Manager to approve such documents on behalf of the City.
A four-fifths vote is required for all budget amendments.
5/11/09
Approve a Contract to All American Asphalt for the
Construction of 2009 Residential Overlay Project
(P-863) and Budget Amendment; 4/5 Vote
Required
MEETING DATE:
AGENDA ITEM:
ATTACHMENTS
Pages|109| Location Map 1404
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2009 RESIDENTIAL OVERLAY PROJECT, P-863
(Sunkist Park Area)
LOCATION MAP
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