City of Culver City, California
Agenda Item Report
Meeting Date: 09/12/2011 Item Number: C-4
CITY COUNCIL AGENDA ITEM: Award of a Contract to Palp, Inc. dba Excel Paving
Company, as the Lowest Responsive and Responsible Bidder, for the Construction
of the 2011 Pavement Overlay Project, Phase 2, P-863, P-903
Contact Person/Dept.: Sammy Romo/PW Phone Number: 310-253-5619
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (09/08/11); (E-Mail) -
All American Asphalt, Excel Paving, Hardy and Harper, Inc., Silvia Construction, Inc., Sully-
Miller Contracting Co. (09/07/11)
Department Approval:
Charles D. Herbertson (09/02/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (09/06/11)
Chief Financial Officer Approval:
Jeff Muir (by K. Marsden) (09/07/11)
City Manager Approval:
John M. Nachbar (09/08/11)
RECOMMENDATION:
Staff recommends the City Council:
1) Approve a contract with Palp, Inc. dba Excel Paving Company, as the lowest
responsive and responsible bidder, for the construction of the 2011 Pavement
Overlay Project, Phase 2, P-863, P-903; and,
2) Authorize the Public Works Director/City Engineer to increase the construction
contract with Palp, Inc. dba Excel Paving Company in an amount not to exceed
$143,608 (25% of base bid) for additional street resurfacing work.
BACKGROUND:
Per the pavement management system and visual observation, several streets have
been selected to be paved with new asphalt. The scope of work consists of
removing and replacing two inches of deteriorated asphalt concrete with new
rubberized asphalt concrete. Additionally, curb and gutter will be replaced where
necessary. The streets proposed to be paved are:
1. Herbert Street: Centinela Avenue to Grandview Boulevard
2. Herbert Way
3. Pickford Way: Kinston Avenue to Studio Drive
4. Slauson Avenue: Jefferson Boulevard to cul-de-sac
5. Blackwelder Street
6. Flaxton Street: Overland Avenue to Kinston Avenue City of Culver City, California
Agenda Item Report
7. Garfield Avenue: Overland Avenue to Elenda Street
8. Helms Avenue: Higuera Street to National Boulevard
DISCUSSION:
On August 18, 2011, the City Clerk’s Office staff publicly opened the bids. Five
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 Palp, Inc. dba Excel Paving Company $574,432
2 Hardy and Harper, Inc. $577,000
3 All American Asphalt $582,000
4 Sully-Miller Contracting Company $592,000
5 Silvia Construction, Inc. $619,382
Staff reviewed the five sets of contractor bid documents and determined Palp, Inc.
dba Excel Paving Company submitted the lowest responsive total base bid. Staff
reviewed the bid proposal from Palp, Inc. dba Excel Paving Company 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. Palp, Inc. dba Excel Paving Company has completed several similar
projects for the City of Culver City recently such as the 2007 Residential Overlay
Project and Phase 2 and the Washington Boulevard Reconstruction Project with
satisfactory performance. Staff recommends awarding the construction contract to
Palp, Inc. dba Excel Paving Company, as the lowest responsive and responsible
bidder, for the construction of the 2011 Pavement Overlay Project, Phase 2, P-863,
P-903.
Due to the favorable prices in Palp, Inc. dba Excel Paving Company’s bid and a
sufficient available budget, it is recommended that additional streets be included in
the scope of work as follows:
1. Delmas Terrace (Washington Boulevard to bank driveway)
2. Watseka Avenue
3. Huntley Place (Huntley Avenue easterly 200 feet)
4. Le Bourget Avenue (Braddock Drive to Farragut Drive)
5. Mentone Avenue (Culver Boulevard to Braddock Drive)
6. Arvee Street
The construction management of the project will be conducted by Engineering
Division staff.
The same construction and geotechnical inspectors selected from the competitive
Request for Proposal (RFP) process in Phase 1 of the project will be used again. City of Culver City, California
Agenda Item Report
The costs for these services are expected to be approximately $20,000 and
$10,000, respectively.
The proposed construction project will begin in October 2011 and is expected to be
complete in November 2011.
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.
FISCAL ANALYSIS:
Proposed Project Budget
Funding Source Amount
Proposition 42 (43000863) $474,256
Measure R (43100863) $290,000
Gas Tax Funds (41800863) $700,000
Total = $1,464,256
Estimated Project Expenses
2011 Pavement Overlay Project,
Phase 2, P-863, P-903 Construction
Contract
$574,432
Increase Contract Amount by 25% $143,608
Construction Inspection Services $20,000
Geotechnical Construction Services
(Observation & Testing)
$10,000
Subtotal $748,040
10% project contingency $74,804
Total Estimated Project Expenses $822,844
Remaining funds will be used on a slurry seal and crack sealing project in the
Spring/Summer 2012.
ATTACHMENTS:
1. Location Map
City of Culver City, California
Agenda Item Report
MOTIONS:
That the City Council:
1) Award a contract to Palp, Inc. dba Excel Paving Company, as the lowest
responsive and responsible bidder, for the 2011 Pavement Overlay Project,
Phase 2, P-863, P-903, in the amount of $574,432, based on its base bid; and,
2) Authorize the Public Works Director/City Engineer to increase the construction
contract with Palp, Inc. dba Excel Paving Company in an amount not to exceed
$143,608 (25% of base bid) for additional street resurfacing; and,
3) Authorize the Public Works Director/City Engineer to approve change orders in
the amount not-to-exceed $74,804, if necessary; and,
4) Authorize the City Attorney to review/prepare the necessary documents; and,
5) Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE:
AGENDA ITEM:
09/12/11
Award of a Contract to Palp, Inc. dba Excel
Paving Company, as the Lowest Responsive
and Responsible Bidder, for the Construction of
the 2011 Pavement Overlay Project, Phase 2,
P-863, P-903
ATTACHMENTS
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