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CC - CONSENT ITEM: (1) Award of Construction Contract to Palp, Inc. dba Excel Paving as the Lowest Responsive and Responsible Bidder, in the Amount of $213,936.40 for the Washington Boulevard - Ince to Higuera Pavement Rehabilitation Project, PS-005; and (2) Authorization to the Public Works Director to Approve Change Orders to the Contract in an Amount Not-to-Exceed $21,393 to Cover Contingency Costs (10%).
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Meeting Date: January 22, 2024
Contact Person: Andrew Maximous, Mobility and Traffic Engineering Manager
Phone: (310) 253-5628
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (01/17/2024)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (01/04/2024)
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RECOMMENDATION
Staff recommends the City Council: (1) award a construction contract to Palp, Inc. dba Excel Paving as the lowest responsive and responsible bidder, in the amount of $213,936.40 for the Washington Boulevard - Ince to Higuera Pavement Rehabilitation Project, PS-005; and (2) authorize the Public Works Director to approve change orders to the contract in an amount not-to-exceed $21,393 to cover contingency costs (10%).
BACKGROUND
Based on the low pavement condition index rating in the pavement management system and staff evaluation, the segment along Washington Boulevard between Ince Boulevard and Higuera Street has been selected to be resurfaced with new asphalt.
The scope of work consists of removing and replacing 2 inches of deteriorated asphalt concrete with new rubber hot mix asphalt. The modified Move Culver City striping layout will be applied to the street following resurfacing.
A notice inviting bids for the Washington Boulevard - Ince to Higuera Pavement Rehabilitation Project, PS-005 was originally issued in September 2023 as part of the modifications to the Move Culver City Project. The lone construction bid received greatly exceeded the engineer’s estimate for the project. The City Council rejected the bid in November 2023. City Staff revised the project scope and rebid the paving project with the paving portion separate from the traffic signal and traffic markings work.
DISCUSSION
The notice inviting bids was posted on PlanetBids on November 29, 2023. On January 5, 2024, the City’s Purchasing Division opened the bids, and below is a summary of the bid proposals received:
Staff reviewed the five sets of contractors’ bid documents and determined Palp, Inc. dba Excel Paving submitted the lowest responsive bid. Staff reviewed the bid proposal and found the bid documents responsive and complete. Its bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. Palp, Inc. dba Excel Paving is a well-established paving contractor and has completed many similar projects in cities throughout southern California with satisfactory performance.
Construction inspection and material testing services will be selected from the City’s pre-approved on-call engineering firms. Construction is scheduled to begin in Spring of 2024 and is expected to be substantially completed by the Summer of 2024. This project’s construction activities will be scheduled to minimize impacts to residents, businesses, and the traveling public.
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. The City will also use social media to inform residents and nearby businesses of the work and to provide on-going status reports. Changeable Message Signs will be installed on Washington Boulevard 10 days prior to construction.
FISCAL ANALYSIS
There is sufficient funding in the Adopted Budget for Fiscal Year 2023-2024 for this agreement in CIP #PS005 (Annual Street Pavement Rehabilitation Project).
ATTACHMENTS
None.
MOTION
That the City Council:
1. Award the construction contract to Palp, Inc. dba Excel Paving, as the lowest responsive and responsible bidder, in the amount of $213,936.40 for the Washington Boulevard - Ince to Higuera Pavement Rehabilitation Project, PS-005;
2. Authorize the Public Works Director to approve change orders to the contract in an amount not-to-exceed 21,393 to cover contingency (10%); 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.