City of Culver City, California
Agenda Item Report
Meeting Date: 03/12/12 Item Number: PH-1
CITY COUNCIL AGENDA ITEM: PUBLIC HEARING – FOUR AFFIRMATIVE VOTE
REQUIREMENT – (1) Waiver of Formal Bid Procedures Relative to an Award of a
Contract for a Public Works Project for the Sepulveda AIP Phase III, P-797; (2)
Approval of an Amendment to the Existing Construction Contract with Palp, Inc.
dba Excel Paving Company for the Construction of an Interlocking Paver
Crosswalk at the Intersection of Sepulveda Boulevard and Lindblade Avenue; and
(3) Approval of a Related Budget Amendment
Contact Person/Dept.:
Michael Pasternak/CDD
Sammy Romo/PW
Phone Number:
(310) 253-5708
(310) 253-5619
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [X] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (03/08/12); (Phone) Palp,
Inc. dba Excel Paving Company (02/14/12); Published in the Culver City News (3/1/12).
Department Approval:
Sol Blumenfeld (03/05/12)
Charles D. Herbertson (02/22/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (03/07/12)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (03/07/12)
City Manager Approval:
John M. Nachbar (03/07/12)
RECOMMENDATION:
Staff recommends the City Council:
1) Subsequent to the holding of a public hearing, pursuant to Culver City Municipal
Code Section 3.07.090.E, waive the formal bid procedures for the construction of an
interlocking concrete paver crosswalk at the intersection of Sepulveda Boulevard
and Lindblade Street (Crosswalk Project) relating to the Sepulveda Area
Improvement Plan Phase II P-797 (Sepulveda AIP)(Waiver of the formal bid
requirements requires four affirmative votes).
2) Approve the first amendment to the existing construction contract with Palp, Inc.
dba Excel Paving for construction of an interlocking concrete paver crosswalk at
the intersection of Sepulveda Boulevard and Lindblade Street in the amount of
$127,980.00.
3) Authorize the Director of Public Works/City Engineer to approve change orders in
an amount not to exceed $31,995 (25% of amended bid amount) for project
contingency.
4) Approve a transfer from the Higuera Bridge Project to the Sepulveda AIP
Program in the amount of $159,975 from the Community Development Fund . City of Culver City, California
Agenda Item Report
PROCEDURE:
1. Mayor seeks motion to receive and file the affidavits of publication and posting of
notices and correspondence received in response to the public hearing notices;
and,
2. Mayor calls for a staff report and the City Council Members may pose questions
to staff as desired; and,
3. Mayor seeks a motion to open the public hearing; and,
4. Mayor seeks motion to close the public hearing after all public testimony has
been presented; and,
5. City Council discusses the item and arrives at its decision.
BACKGROUND:
The Sepulveda AIP included the installation of streetscape enhancements and
repairs and improvements to the public right-of-way in order to enhance the
economic viability of the area by improving the pedestrian experience. The
enhancements and improvements were funded, in part, by a grant received by the
City from the Metropolitan Transportation Authority (MTA).
Staff is now focused on completing the remaining improvements/enhancements,
which include the installation of:
• A decorative crosswalk utilizing inter-locking concrete pavers (ICP);
• Additional pedestrian benches;
• Bicycle sharrows and signage;
• 12 pay-by-space parking pay stations;
• News rack corrals; and
• Utility relocation work (necessary to accommodate seven trees).
Of these, only the decorative crosswalk remains unfunded.
In addition to the improvements/enhancements, building façade rehabilitation
programs were approved for the Sepulveda AIP and West Washington Boulevard
AIP. Both façade rehabilitation efforts have been suspended due to the State’s
dissolution of redevelopment agencies statewide.
Excel Paving
On September 12, 2011, the City Council awarded a construction contract to Palp, City of Culver City, California
Agenda Item Report
Inc. dba Excel Paving (Excel Paving) for the construction of the 2011 Pavement
Overlay Project. Anticipating construction of the Crosswalk Project, the Notice of
Completion for the Sepulveda AIP has not yet been filed. Therefore, staff is
recommending the City Council amend the Sepulveda AIP to include the Crosswalk
Project and approve an amendment to the existing contract with Excel Paving after
waiving formal bidding procedures as authorized by Culver City Municipal Code
(CCMC) Section 3.07.090.E.
DISCUSSION:
Due to its central location and high volume of pedestrian activity, staff proposes
amending the Sepulveda AIP to include the Crosswalk Project. . The same
crosswalk treatment was successfully used at the Sepulveda Boulevard/Green
Valley Circle and Jefferson Boulevard/Playa Street intersections (as part of the
Sepulveda Widening Project) and also at the Washington Boulevard/Boise Avenue
intersection in the West Washington AIP area.
Staff believed the City could receive more favorable pricing if the Crosswalk Project
was offered to contractors that already had contracts with the City in place.
Additionally, since the Crosswalk Project is relatively small in size, the price was
anticipated to be higher if it were bid as a stand-alone project.
Staff requested competitive quotations from contractors with which the City already
had active contracts. As reflected in the following table, the City obtained reasonably
priced and competitive quotations and would save both time and money should the
City Council determine to waive the formal bidding procedures.
ICP Crosswalk Quotations for the Sepulveda AIP
Palp, Inc. dba Excel Paving Company $ 127,980.00
Steiny & Company Inc. $ 155,950.00
Shawnan $ 320,700.00
CCMC Section 3.07.090(E) provides the City Council with the authority to waive
formal bid procedures of the CCMC and award a contract for a public works project
providing a public hearing is held on the award of the contract. Staff has provided
notice of this public hearing as required by the CCMC.
Based upon its quotation for the Crosswalk Project, its successful completion of the
recent work on the Sepulveda AIP, and its knowledge of the construction site, staff
recommends the City Council waive the formal bid procedures and approve an
amendment to the existing contract with Excel Paving to construct the Crosswalk
Project. .
City of Culver City, California
Agenda Item Report
Should the City Council approve the amendment, construction management and
inspection for the Crosswalk Project will be performed by Public Works Engineering
Division staff.
FISCAL ANALYSIS:
To date, approximately $733,722 have been expended on the Sepulveda AIP, and
approximately $61,859 of the grant related matching funds remain for utility
relocation, news rack installation, and related contingency. Due to budget
constraints, the utility relocation and news rack work has been eliminated from the
Sepulveda AIP. A line item summary of the Sepulveda AIP budget and expenses is
provided in Attachment II.
There is insufficient funding available to complete the Higuera Bridge program at this
time. Consequently, staff is recommending transferring $159,925 of the tax exempt
bond appropriation set aside for the bridge program (included in 48793500) to the
Sepulveda Boulevard AIP (48792920) to fund the Crosswalk Project, including
contingency outlined above.
ATTACHMENTS:
1. Vicinity Map
2. Sepulveda AIP Budget Program & Expenses
3. Photograph of Existing Concrete Paver Crosswalk Installation at Sepulveda
Blvd./Green Valley Cir. Intersection
MOTION:
That the City Council:
1) Waive the formal bidding procedures for the Crosswalk Project (A waiver of the
formal bid procedures requires four affirmative votes); and,
2) Approve an amendment to the existing construction contract with Palp, Inc. dba
Excel Paving for construction of an interlocking concrete paver crosswalk at the
intersection of Sepulveda Boulevard and Lindblade Street in the amount of
$127,980.00; and,
3) Authorize the Public Works Director/City Engineer to approve change orders in
an amount not to exceed $31,995 (25% of amended bid amount) for project
contingency; and,
City of Culver City, California
Agenda Item Report
5) Approve a budget transfer of $159,975 in tax exempt bond funds appropriated in
the Community Improvement Fund for the Higuera Bridge Program (48793500)
to the Sepulveda AIP program (48792920); 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: March 12, 2012
AGENDA ITEM: PUBLIC HEARING – FOUR FIFTHS VOTE
REQUIREMENT – (1) Waiver of Certain Bid
Requirements Relative to Sepulveda AIP Phase III, P-
797; (2) Consideration of an Amendment to the
Existing Construction Contract with Palp, Inc. dba
Excel Paving Company for the Construction of an
Interlocking Paver Crosswalk at the Intersection of
Sepulveda Boulevard and Lindblade Avenue; and (3)
Approval of a Related Budget Amendment
ATTACHMENTS
Pages
1. Vicinity Map 1
2. Sepulveda AIP Budget Program & Expenses 2-3
3. Photograph of Existing Concrete Paver Crosswalk
Installation at Sepulveda Blvd./Green Valley Cir.
Intersection
4
VICINITY MAP – Sepulveda Blvd AIP
ATTACHMENT I
AIP Phase III – Interlocking Concrete Paver Crosswalk at
Sepulveda Blvd & Lindblade Street Intersection ATTACHMENT II
SEPULVEDA AIP BUDGET PROGRAM AND EXPENSES
Sepulveda Blvd. AIP Phase I-III Program Budget
Funding Source Amount
MTA Grant (42300797) $ 291,000.00
Former Agency Unrestricted Funds – MTA Grant
Matching Funds (48592910)
$ 135,000.00
Former Agency Tax Exempt Bond Funds
(48692910)
$ 150,000.00
Former Agency Unrestricted Funds (48592920) $ 50,528.00
Former Agency Tax Exempt Bond Funds
(48692940)
$ 270,000.00
Transfer Appropriation from Former Agency Tax
Exempt Bond Funds (48793500)
$ 159,975.00
Total $ 1,056,503.00
Sepulveda Blvd. AIP Program Expenses
Phase I – MTA Grant for Pedestrian Improvements
Final Construction Contract Amount $ 402,856.43
Construction Management Services $ 49,700.00
Construction Inspection Services $ 32,287.50
Engineering Design Services (PS&E) $ 37,930.00
Engineering Design Services (Extra Work) $ 2,120.60
Conceptual Design Services $ 9,099.13 Replace Damaged Pull Boxes $ 1,578.83
Printing of Revised Plan Sets $ 150.00
Subtotal (Final Project Costs) $ 535,722.49
Phase II – Parking Meter Enhancement & Façade Rehabilitation
Final Parking Meter Contract Amount $ 170,000.00
Commercial Façade Matching Grant*** $ 100,000.00
Subtotal $ 270,000.00
$ 170,000.00
Phase III – Future Pedestrian and Bikeway Improvements
Inter-locking Concrete Paver Crosswalk
$ 159,975.00
Utility Relocation^^^ $ 37,000.00
Tree Planting $ 1,400.00
Extra Benches $ 18,000.00
Bicycle Sharrow Markings $ 10,000.00
Newsrack Corrals^^^ $ 7,000.00
Contingency $ 13,390.00
Subtotal $ 246,765.00
Total Program Expenses for Phases I-III $ 1,052,487.49
$ 908,487.49
***The Façade Matching Grant project is suspended due to the State Legislature’s
elimination of Redevelopment.
^^^Due to budget constraints the utility relocation and newsrack corral work has been
eliminated. Photograph of Existing Concrete Paver Crosswalk Installation
at Sepulveda Blvd. & Green Valley Cr. Intersection
Detail: Herringbone paver pattern.
Detail: Curb ramp installation.
Completed Inter-locking Concrete Paver installation.
ATTACHMENT III
NOTE: An ICP Crosswalk is
currently under construction at
Washington Blvd. and Neosho
Ave. in the West Washington AIP