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Title:
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(1) Acceptance of Work Performed by All American Asphalt, (2) Authorization to File a Notice of Completion, and (3) Authorization to Release the Retention Payment for the 2009 Residential Overlay Project, P-863.
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City of Culver City, California
Agenda Item Report
Meeting Date: 01/04/10 Item Number: C-4
CITY COUNCIL AGENDA ITEM: (1) Acceptance of Work Performed by All American
Asphalt, (2) Authorization to File a Notice of Completion, and (3) Authorization to
Release the Retention Payment for the 2009 Residential Overlay Project, P-863.
Contact Person/Dept.: Sammy Romo/
Public Works Department
Phone Number: (310) 253-5619
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 (12/30/09), (E-Mail) All
American Asphalt (12/31/09)
Department Approval:
Charles D. Herbertson (12/23/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (12/28/09)
Chief Financial Officer Approval:
Mark Scott (by N. Kimball) (12/28/09)
City Manager Approval:
Mark Scott (12/30/09)
RECOMMENDATION:
Staff recommends that the City Council: (1) accept the work performed by All
American Asphalt, (2) authorize the filing a Notice of Completion for the 2009
Residential Overlay Project, P-863; and (3) authorize the release of $67,683.88 in
retention funds to All American Asphalt after the thirty-five day lien period has
expired.
BACKGROUND/DISCUSSION:
On May 11, 2009, the City Council approved a construction contract with All
American Asphalt. The project consisted of grinding 2 inches of existing asphalt
concrete (AC) pavement and replacing it with 2 inches of new rubberized asphalt
concrete hot-mix pavement on the following street segments:
1. Blanco Way - Sawtelle Boulevard to Sawtelle Boulevard
2. Dawes Avenue - McDonald Street to Port Road
3. Emporia Avenue - Emporia Place to Port Road
4. Emporia Avenue - McDonald Street to Port Road
5. Etheldo Avenue - Hammack to cul-de-sac
6. Hammack Avenue - Etheldo Avenue to City Limit
7. Janisann Avenue - Sepulveda Boulevard to Orville Street
8. Kalein Drive - Janisann Avenue to Orville Street
9. McDonald Street - Emporia Avenue to Sawtelle Boulevard
10. McDonald Street - Orville Street to Sawtelle Boulevard
11. Orville Street - Purdue Avenue to Sawtelle Boulevard
12. Orville Street - Sawtelle Boulevard to cul-de-sac City of Culver City, California
Agenda Item Report
13. Ryandale Drive - Sawtelle Boulevard to Berryman Avenue
14. Selmaraine Drive - McDonald Street to Port Road
15. Slauson Avenue - McDonald Street to cul-de-sac
Because the lowest bid amount was significantly less than the engineer’s estimate, a
25% increase to the contract amount was approved by the City Council. As such,
the following streets were added to the scope of work:
1. Woolford Street - Purdue Avenue to Sawtelle Boulevard
2. Woolford Street - Sawtelle Boulevard to McDonald Street
3. Patom Drive – Diller Avenue to Slauson Avenue
4. Purdue Avenue – McDonald Street to Port Road
5. Etheldo Avenue – Port Road to westerly city limit
Also, the scope of work included manhole adjustment, re-striping of pavement
markings with thermoplastic paint, and the installation of raised pavement markers.
All American Asphalt successfully completed the work as required in the executed
contract dated June 15, 2009. There is a one year warranty on the work product for
any potential defects. The construction management was performed by staff, and
construction inspection was performed by The Nickerson Company through the on-
call general civil engineering contract. Construction geotechnical service was
performed by PSI, Inc., through the on-call general geotechnical engineering
contract.
FISCAL ANALYSIS:
The approved contract amount was $742,096. However, the final construction
expenditure amount was $676,839.
Project Budget
Funding Source Amount
Flexible Metro Funds (Fund 423) $698,321
State of California Prop 42 (Fund 430) $162,935
Sewer Funds (Fund 20400863) $10,000
Total $871,256
Final Project Expenses
Construction of Residential Overlay
Project, P-863
$676,839
Construction Inspection Services $19,765
Geotechnical Construction Services
(Observation & Testing)
$11,417
Total $708,021 City of Culver City, California
Agenda Item Report
Of the funding sources identified above, the entire amount of Flexible Metro Funds
were utilized and the Prop 42 funds were used to cover the amount in excess of the
Metro funds. The remaining balance of $163,235 will be utilized to fund future
Residential Overlay projects. To ensure that the use of outside funding is
maximized, remaining Prop 42 funds will be used first in funding future Residential
Overlay projects.
MOTION:
That the City Council:
1) Accept the work performed by the contractor, All American Asphalt, for the work
performed on the 2009 Residential Overlay Project, P-863; and,
2) Authorize the City Manager to execute the Notice of Completion and submit it to
the Los Angeles County Recorder’s office for recordation; and,
3) Authorize the City Manager to release $67,683.88 in retention funds to All
American Asphalt following the expiration of the thirty-five day lien period.