City of Culver City, California
Agenda Item Report
Meeting Date: 09/08/2014 Item Number: C-4
CITY COUNCIL AGENDA ITEM: Award of a Contract to Shawnan as the Lowest
Responsive and Responsible Bidder, in the Amount Not-to-Exceed $1,222,111
($1,111,111 Base Bid Plus $111,000 in Change Order Approval Authority) for the
Construction of the 2014 Street Paving Program, PZ-863
Contact Person/Dept.: Hong Wang/PW Phone Number: 310-253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (09/03/14); (E-Mail) -
All American Asphalt, Excel Paving, Hardy and Harper, Inc., Sully-Miller Contracting Co.,
Shawnan (09/03/14)
Department Approval:
Charles D. Herbertson (08/28/14)
City Attorney Approval:
Carol Schwab (by H. Baker) (09/02/14)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (09/03/14)
City Manager Approval:
John M. Nachbar (09/03/14)
RECOMMENDATION:
Staff recommends the City Council award a contract to Shawnan as the lowest
responsive and responsible bidder in an amount not-to-exceed $1,222,111 (of
$1,111,111 Base Bid Plus $111,000 in Change Order Approval Authority) for the
construction of the 2014 Street Paving Program, PZ-863.
BACKGROUND:
Per recommendations in the pavement management system and visual observation,
several streets have been selected to be resurfaced with new asphalt. The scope of
work consists of removing and replacing two inches of deteriorated asphalt concrete
with new rubberized asphalt concrete. Additionally, damaged curb and gutter will be
replaced where necessary. The streets proposed to be paved are:
1. Motor Ave. – Park Ave. to Le Bourget Ave.
2. Le Bourget Ave. – Jasmine Ave. to Farragut Dr.
3. Jasmine Ave. – Le Bourget Ave. to end
4. Harter Ave. – Braddock Dr. to Farragut Dr.
5. Hannum Ave. – Vera Way to Sawtelle Bl.
6. Midway Ave. – Venice Bl. to Washington Bl.
7. Bledsoe Ave. – Washington Bl. to Washington Pl.
8. Albright – Washington Pl. to Venice Bl.
9. Berryman Ave. – Sepulveda Bl. to Segrell Way
10. Centinela Ave. – Green Valley Circle to Bristol Pkwy.
11. Bristol Parkway – Hannum Ave. to Centinela Ave. (southbound #2 lane) City of Culver City, California
Agenda Item Report
DISCUSSION:
On August 21, 2014, the City Clerk’s Office staff publicly opened the bids. Five
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 Shawnan $1,111,111
2 All American Asphalt $1,155,900
3 Hardy and Harper, Inc. $1,161,000
4 Excel Paving Company $1,224,221
5 Sully-Miller Contracting Company $1,224,520
Staff reviewed the five sets of contractor bid documents and determined Shawnan
submitted the lowest responsive total base bid. Staff reviewed the bid proposal from
Shawnan and found the bid documents responsive and complete. Its bid bond,
contractor’s license, and worker’s compensation insurance were reviewed and
determined to meet City requirements. Shawnan has completed several similar
projects for the City recently such as the 2006 Washington Bl. Resurfacing / Culver
Bl. Pavement Reconstruction Project/ Residential Overlay Project, and the
Sepulveda Bl. Widening Project in 2011, all with satisfactory performance.
The construction management of the project will be conducted by Engineering
Division staff. Construction inspection and material testing service providers will be
selected from the City’s pre-approved on-call consulting list via the competitive
Request for Proposal process. The costs for these services are expected to be
approximately $30,000 and $9,000, respectively.
Staff informed the City Council that the existing curb ramps will be upgraded to
current standards in this project. However, staff has reconsidered this approach and
will instead request the City Council appropriate Community Development Block
Grant Funds for the upgrade of the curb ramps.
The proposed construction project will begin in October 2014 and is expected to be
substantially completed by the end of 2014.
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. Several
days prior to the paving of the streets, residents will be notified in writing.
City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
Proposed Project Budget
Funding Source Amount
PZ-863 Street Paving Program
(Current balance as of 8/26/14)
$1,483,835
Total = $1,483,835
Estimated Project Expenses
Shawnan’s Construction Contract $1,111,111
Construction Inspection Services $30,000
Construction Material Testing Services $9,000
Re-establishing centerline ties and
survey monuments and construction
staking
$25,000
Design of striping on Centinela
Avenue
$13,500
10% Construction contingency $111,000
Total Estimated Project Expenses $1,299,611
Remaining funds in the budget may be used for the Washington Place and Sawtelle
Boulevard paving project or for a slurry seal project.
MOTIONS:
That the City Council:
1) Award a contract to Shawnan, as the lowest responsive and responsible bidder,
for the 2014 Street Paving Program, PZ-863 in the amount of $1,111,111, based
on its bid; and,
2) Authorize the Public Works Director/City Engineer to approve change orders in
the amount not-to-exceed $111,000, 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.