City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve the award of a construction contract to
All American Paving as the lowest responsive and responsible bidder to conduct the
necessary work for the Residential Overlay Project, P-863.
BACKGROUND:
Per recommendations from the pavement management system program, field
reports from the Public Works Street Maintenance staff, and requests from the
residents, staff has reviewed and selected residential streets for resurfacing.
The scope of work for the project consists of grinding two inches (2”) existing asphalt
concrete (AC) pavement and replacing it with new 2 inches of conventional asphalt
concrete hot-mix pavement on the following street segments:
1. Braddock Drive – Jackson Avenue to Duquesne Avenue
2. Jackson Avenue – Braddock Drive to Culver Boulevard
3. Rhoda Way – Stevens Circle to Cota Street
4. Huntley Avenue – Franklin Avenue to Southerly City Limits
5. Huntley Avenue – Barman Avenue to Braddock Drive
6. Barman Avenue – Westerly cul-de-sac to Sepulveda Boulevard
7. Huron Avenue – Braddock Drive to Southern Terminus
8. Ranch Road/Kelmore Street (triangular area)
9. Blackwelder Street – La Cienega Boulevard to Westerly Limit
10. Smiley Drive – La Cienega Boulevard to Westerly Limit
Date: 10/08/07 Item Number: C-9
AGENDA ITEM: Approval of the Award of a Construction Contract to All American
Asphalt Contractors for the 2007 Residential Overlay Project, P-863
Contact Person/Dept.: Sammy Romo/
Public Works
Phone Number: (310) 253-5619
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List via email on October 3, 2007,
All-American Asphalt, Sully-Miller, Excel Paving, Imperial Paving Company, Security
Paving Company, Hardy and Harper, Inc., Ortiz Asphalt Paving, Sequel Construction,
and Shawnan Paving were also by e-mail on October 3, 2007.
Department Head Approval:
Charles D. Herbertson 10/02/07
City Attorney Approval:
Carol Schwab (by H. Iker) (10/02/07)
Fiscal Impact Approval:
Marlee Chang (10/02/07)
City Manager Approval:
Jerry B. Fulwood (10/03/07) City of Culver City, California
City Council Agenda Item Report
11. Cranks Road – Hill Road to St. James Drive
12. Northgate – Overland Avenue to Drakewood Avenue
13. Lafayette Place – Farragut Drive to Lucerne Avenue
14. Comey Avenue – Washington Boulevard to Northerly City Limit
15. Hargis Street – Washington Boulevard to Northerly City Limit
16. McManus Avenue – Washington Boulevard to Northerly City Limit
17. Corinth Avenue – Washington Boulevard to Southerly City Limit
18. Lindblade Drive – Washington Boulevard to Southerly City Limit
Also the scope of work includes the removal and the replacement of severely
damaged roadway pavement with 12 inches of new asphalt concrete hot-mix where
needed based on inspection after the 2 inches of grinding, manhole adjustment, re-
striping of pavement markings with thermoplastic, and the installation of raised
pavement markers.
DISCUSSION:
On September 27, 2007, the Deputy City Clerk publicly opened bids. Nine (9)
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 All American Asphalt
Bid Amount $358,000
Add Alternate #1 (Geotextile paving fabric) $27,000
Add Alternate #2 (Reconstruction 12 inches of
asphalt concrete)
$75,000
Total Bid $460,000
2 Excel Paving
Bid Amount $375,484
Add Alternate #1 $28,000
Add Alternate #2 $60,125
Total Bid $463,609
3 Ortiz Asphalt Paving
Bid Amount $389,376
Add Alternate #1 $29,000
Add Alternate #2 $55,915
Total Bid $474,291
City of Culver City, California
City Council Agenda Item Report
4 Security Paving Company
Bid Amount $390,400
Add Alternate #1 $36,000
Add Alternate #2 $100,000
Total Bid $526,400
5 Imperial Paving
Bid Amount $391,680
Add Alternate #1 $26,000
Add Alternate #2 $87,000
Total Bid $504,680
6 Sully-Miller
Bid Amount $398,180
Add Alternate #1 $24,400
Add Alternate #2 $65,500
Total Bid $488,080
7 Hardy & Harper
Bid Amount $399,000
Add Alternate #1 $32,000
Add Alternate #2 $89,000
Total Bid $520,000
8 Sequel Contractors, Inc.
Bid Amount $404,100
Add Alternate #1 $26,000
Add Alternate #2 $71,125
Total Bid $501,225
9 Shawnan
Bid Amount $562,620
Add Alternate #1 $35,000
Add Alternate #2 $130,000
Total Bid $727,620
Staff reviewed all nine (9) bidder’s bid documents. All the bid documents were found
to be responsive and complete. The lowest bid was determined based on the total
base bid. All American Asphalt, the lowest overall bidder, was determined to meet
all the bonding and insurance requirements.
City of Culver City, California
City Council Agenda Item Report
All American Asphalt has recently completed major street resurfacing projects for the
cities of Westminster, Irvine, Anaheim, and Newport Beach, just to name a few.
Also, All American Asphalt owns an asphalt plant. Representatives from these cities
indicated that All American Asphalt performed in a professional manner and
recommended them for future projects.
Change orders
Due to the exceptionally lower bid amount than estimated, staff is proposing the City
Council approve adding the two bid alternates to the project and also approve a
change order to increase to the quantity of work by 25%. The first bid add alternate
will add a geotextile paving fabric to the street before the new asphalt is installed.
The new paving fabric will reduce reflective cracking from the underlying pavement
and also increase the structural integrity of the asphalt to an equivalent 1 ½ inches
of asphalt concrete. The second bid add alternate will allow for the reconstruction of
failed areas of asphalt and base. The project specifications allow an increase to the
quantity of work by 25% without changing the bid unit prices. With the 25% increase
to the quantity of work, staff is proposing to add Jasmine Avenue from Farragut
Drive to LeBourget Avenue, to the project.
Construction management and inspection
The construction management will be performed by Engineering Division staff. For
construction inspection services, an RFP was mailed to APD Consultants, Inc.,
Psomas, CBM Consulting, Inc., Norris-Repke, and The Nickerson Company. These
companies were pre-approved by Council on July 23, 2007, to perform construction
inspection services as well as other general civil engineering related services. After
the RFP’s are received, staff will review and determine the best proposal (not
necessarily the lowest fee), and the total cost amount is not expected to exceed
$50,000.
Also RFP’s for geotechnical services on the project for compaction testing and
observation were mailed to Group Delta Consultants, Zeiser-Kling Consulting, Inc.,
and Professional Services Industries, Inc. These companies were pre-approved by
Council on January 10, 2005, 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 determine the best proposal (not necessarily the lowest fee),
and the total cost amount is not expected to exceed $20,000.
The construction work will begin in late October and is expected to be substantially
completed in late December 2007.
City of Culver City, California
City Council Agenda Item Report
Public Notification
Approximately two weeks prior to construction activity, the businesses and
residences adjacent to the projects will be provided with written information on the
project schedule and contact information to address questions and/or concerns.
FISCAL ANALYSIS:
The current project budget is listed below:
Current Project Budget
Funding Source Amount
Sewer Enterprise Funds $270,000
Proposition C $50,000
06/07 I&A, General Fund Carryover $545,730
State of California Proposition 42 $299,000
07/08 General Fund $160,000
Total = $1,324,730
Estimated Project Expenses
Residential Overlay Project, P-863
Construction Contract
$460,000
25% increase to construction contract $115,000
Construction Inspection Services $50,000
Geotechnical Construction Services
(Observation & Testing)
$20,000
Subtotal $645,000
10% project contingency $64,400
Total Estimated Project Expenses $709,500
A total of $615,230 will be remaining in the project budget for the 2008 Residential
Paving Program. Staff will prepare a list of residential streets requiring resurfacing
and then bid the work in November 2007.
ATTACHMENT:
1. Location Maps City of Culver City, California
City Council Agenda Item Report
MOTIONS:
That the City Council:
1) Approve the award of a construction contract to All American Asphalt for the
2007 Residential Overlay Project (P-863), based on its bid amount of $460,000;
and
2) Authorize the Public Works Director/City Engineer to increase the construction
contract with All American Asphalt in an amount not-to-exceed 25% (or
$115,000) for additional street resurfacing work on Jasmine Avenue between
Farragut Drive and LeBourget Avenue; and
3) Authorize the Public Works Director/City Engineer to approve change orders in
the amount not-to-exceed $64,400, and
4) Authorize the City Attorney to prepare the necessary documents and authorize
the City Manager to execute such documents on behalf of the City.