City of Culver City, California
Agenda Item Report
Meeting Date: 06/24/13 Item Number: C-7
CITY COUNCIL AGENDA ITEM: Award of a Construction Contract in the Amount of
$290,685 (with Additional Change Order Authority of up to $58,137.00) to Carvajal
Trucking & Tractor, Inc. for the Citywide Sidewalk Repair Project, P-428.
Contact Person/Dept.:
J. Christopher Evans/PW
Phone Number:
(310) 253-5621
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 (06/18/13).
Department Approval:
Charles D. Herbertson (06/12/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/17/13)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/18/13)
City Manager Approval:
John M. Nachbar (06/18/13)
RECOMMENDATION:
Staff recommends the City Council award a construction contract in the amount of
$290,685 (with additional Change Order authority of up to $58,137.00) to Carvajal
Trucking & Tractor, Inc. (“CT&T”), as the lowest responsive and responsible bidder,
for the construction of the Citywide Sidewalk Repair Project, P-428 (Project).
BACKGROUND:
On February 25, 2013, the City Council approved the final plans and specifications
and authorized advertising for bids for the Project. The goal of the Project is to
temporarily repair approximately 20,000 uplifted sidewalk segments until permanent
repairs can be performed either by City forces or through the capital improvement
program.
There are two types of temporary repairs: 1) grinding, and; 2) asphalt concrete
(“AC”) ramping. Grinding the uplift at the sidewalk edge with a special machine will
create an even surface on both sides. Also asphalt concrete installed at the uplift
will create a ramp and eliminate any potential tripping hazard
DISCUSSION:
On April 18, 2013, the City Clerk’s Office staff publicly opened the bids. Six
contractors responded with the following bid amounts: City of Culver City, California
Agenda Item Report
Staff reviewed the bid proposal of the apparent lowest bidder, CT&T, and found the
bid documents responsive and complete. Its bid bond, contractor’s license, and
worker’s compensation insurance were reviewed and met all City requirements.
Although CT & T’s bid amount is much lower than the other bidders, the owner has
assured staff that they can perform the work as required in the specifications.
Staff contacted CT&T’s references and found that the contractor has completed
concrete sidewalk repair projects in other cities with satisfactory results.
On May 6, 2013 the 5
th
lowest bidder, Kalban, Inc., filed a protest letter with the City
claiming that the top four lowest bidders were non-responsive due to a lack of
concrete grinding specific references. Culver City Municipal Code Section
3.07.075.B states that the criteria for determining whether a bid is responsive and
responsible must be included in the Project bid specifications. The bid specifications
list the factors that may be considered when making the determination if a bidder is
responsive, including concrete work experience. However, specific grinding
experience is not identified as a mandatory requirement for being selected for the
Project; rather, it is listed as only one of many factors the City may consider when
evaluating the lowest bidder. By providing concrete work references, CT&T has met
the criteria to be considered responsive. The protest filed by Kalban, Inc., while
taken under consideration, did not change staff’s recommendation on awarding the
contract to CT & T.
Due to an exceptionally low bid amount, staff recommends that the City Council
authorize the Public Works Director/City Engineer to approve change orders in an
amount not-to-exceed $58,137.00 (20%), for additional work.
Should the City Council award the contract, the construction project will begin in July
2013 and is expected to be completed by the end of December 2013.
1 Carvajal Trucking & Tractor $290,685.00
2 Y & M Construction $417,500.00
3 Accucon Corp $429,777.00
4 Malabu Pacific Tennis Courts, Inc. $443,225.00
5 Kalban,Inc. $657,575.00
6 South Coast Piering dba Saber $1,837,125.00
Bidder BID Amount
BID RESULTS City of Culver City, California
Agenda Item Report
The Public Works Department/Engineering Division staff will perform construction
management and inspection on the project.
FISCAL ANALYSIS:
Funds are available to construct the project in the following accounts:
Project Budget
Funding Source Amount
Special Gas Tax fund (41800428) $150,000
Capital Improvement fund (42000428) $415,000
Total $555,000
Remaining Capital Improvement and Special Gas Tax funds will be available for
future projects.
MOTIONS:
That the City Council:
1) Award a construction contract to Carvajal Trucking & Tractor, Inc. for the
Citywide Sidewalk Repair Project, P-428, in the amount of $290,685; and,
2) Authorize the Public Works Director/City Engineer to approve change orders in
an amount not-to-exceed $58,137, 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.