City of Culver City, California
Agenda Item Report
Meeting Date: 06/28/2010 Item Number: C-9
CITY COUNCIL AGENDA ITEM: (1) Acceptance of Work Performed by Palp, Inc.
DBA Excel Paving Company; (2) Authorization to File a Notice of Completion; and,
(3) Authorization to Release the Retention Payment for the Washington Boulevard
Pavement Rehabilitation Project P-838, Federal Aid No. ESPL – 5240 (023) after the
Expiration of the 35-day Lien Period.
Contact Person/Dept.: Lee Torres/PW Phone Number: 310-253-5623
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) Agenda and Meetings – City Council (06/23/2010); (Email)
Palp, Inc. dba Excel Paving Company (06/21/10)
Department Approval:
Charles D. Herbertson (06/17/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/23/10)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (06/23/10)
City Manager Approval:
P. Lamont Ewell (06/23/10)
RECOMMENDATION:
Staff recommends the City Council: (1) accept the work performed by Palp, Inc. dba
Excel Paving Company for the construction of Washington Boulevard Pavement
Rehabilitation Project, P-838, Federal Aid No. ESPL – 5240 (023); (2) authorize filing
a Notice of Completion; and (3) authorize the release of the retention funds in the
amount of $52,337.06 after the expiration of the 35-day lien period.
BACKGROUND:
On September 21, 2009, the City Council awarded a construction contract to Palp,
Inc. dba Excel Paving Company. Also the City Council authorized the City Manager
to approve change orders, including the anticipated roadway excavation quantity
increase of approximately $69,000, for a total amount not-to-exceed $137,197, if
necessary.
The scope of work included the removal of the roadway pavement section and
placement of a new twenty-six (26) inch roadway pavement section, the replacement
of PCC median curbs, and the modification of existing curb ramps to meet
Americans with Disabilities Act (ADA) standards.
DISCUSSION:
Excel Paving Company successfully completed the work on December 21, 2009, as
required in the executed contract dated October 2, 2009. The construction City of Culver City, California
Agenda Item Report
management was performed by Public Works Department/Engineering Division Staff
with the construction inspection and geotechnical construction inspection services
provided by CBM Consulting Inc., and Zieser-Kling Consultants Inc., respectively,
through the City’s approved on-call contracts with engineering firms.
During the course of construction, there were several extra work and quantity
adjustments that were required to complete the project. The majority of the extra
work items were due to the removal of additional asphalt found under the existing
roadway section that exceeded that shown in the project plans and specifications.
Although pavement core samples were taken prior to the project, this area of
additional asphalt thickness was not discovered until construction had commenced.
There were a total of three change orders issued totaling $136,567.60, including the
pre-approved roadway excavation quantity increase of approximately $69,000.
Due to lengthy negotiations regarding extra work issues with the contractor, staff
was not able to schedule the acceptance of work immediately after completing the
construction.
FISCAL ANALYSIS:
The total approved construction contract amount, including Council approved
increases and contingency amount, is $524,173. The final construction expenditure
amount was $523,369.99 with three change orders issued for this project.
Project Budget
Funding Source Amount
American Recovery and Reinvestment Funds
(Federal Surface Transportation Program)
$620,000
Total $620,000
Final Project Expenses
Construction cost of Washington Blvd
Pavement Rehabilitation Project, P-838
Federal Aid No. ESPL-5240 (023)
$386,803.00
Change Orders $136,567.60
Sub-total $523,370.60
Construction Inspection Services $ 48,240.75
Geotechnical Construction Inspection
Services (Observation & Testing)
$ 33,128.00
Total $604,739.35 City of Culver City, California
Agenda Item Report
Approximately $15,000 in approved ARRA funds are remaining after construction
and design costs. To capture that remaining amount, staff is seeking reimbursement
for time spent on project management, grant submittal, compliance, and reporting
requirements, and other grant related tasks that required Culver City staff time.
MOTIONS:
1. Accept the work performed by Palp, Inc. dba Excel Paving Company for the
construction of Washington Boulevard Pavement Rehabilitation Project, P-838,
Federal Aid No. ESPL-5240 (023); and,
2. Authorize the Director of Public Works/City Engineer to execute the Notice of
Completion and file it with the Los Angeles County Recorder’s office; and,
3. Authorize the release of $52,337.06 in retention to Palp, Inc. dba Excel Paving
Company after the expiration of the 35-day lien period.