City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council (1) authorize the award of a construction contract
to PALP Inc., dba Excel Paving to conduct the necessary work for the Residential
Overlay Project, Phase 2, P-863, and (2) approve a budget amendment to transfer
$143,390 from the Gas Tax Fund balance to the Residential Overlay Project, P-863.
A 4/5
th
vote is required to approve the budget amendment.
BACKGROUND:
Per recommendations from the pavement management system program, field
reports from the Public Works Street Maintenance staff, and requests from
residents, staff has reviewed and selected residential streets for resurfacing.
The bids for the 2007 Residential Overlay Project Phase 1 - which construction
contract was awarded by the City Council on October 8, 2007 - were well below the
engineer’s estimate. Because of the unexpected savings, staff has formulated a
second residential street overlay project. This Residential Overlay Project Phase 2
was advertised for construction bids on November 8, 2007. Construction on Phase
1 is currently underway having begun on December 3, 2007.
The scope of work for the project consists of grinding two inches (2”) existing asphalt
concrete (AC) pavement and replacing it with new 2 inches of conventional asphalt
concrete hot-mix pavement on the following street segments:
Date: 12/10/07 Item Number: _C-5__
AGENDA ITEM: Award a Construction Contract to PALP Inc., dba Excel Paving for
the 2007 Residential Overlay Project, Phase 2, P-863 and Approve a Related
Budget Amendment
Contact Person/Dept.: Sammy Romo/
Public Works
Phone Number: (310) 253-5619
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List via email on December 5, 2007,
All-American Asphalt, Sully-Miller, Excel Paving, Imperial Paving Company, and Ruiz
Engineering Company , via e-mail on December 5, 2007, 2007.
Department Head Approval:
Charles D. Herbertson 11/30/07
City Attorney Approval:
Carol Schwab (by H. Iker) (12/05/07)
Fiscal Impact Review:
Marlee Chang (12/05/07)
City Manager Approval:
Jerry B. Fulwood (12/05/07) City of Culver City, California
City Council Agenda Item Report
1. Grand View Boulevard – Washington Boulevard to Northerly City Limit
2. Drakewood Avenue – Ranch Road to Flaxton Street (uphill portion)
3. Galvin Street – Overland Avenue to Flaxton Street
4. Lindblade Street – Higuera Street to End of cul-de-sac
5. Atlantic Avenue –
6. Steller Drive – Eastham Drive to Hayden Avenue
7. Clarmon Place – Overland Avenue to End of Cul-de-sac
8. Rudman Drive – Sawtelle Boulevard to End of cul-de-sac
9. Malat Way – Sawtelle Boulevard to End of cul-de-sac
10. Whitburn Street – Overland Avenue to Drakewood Avenue
11. Irving Place – Lucerne Avenue to Braddock Drive
12. Krueger Street – Ince Boulevard to End of cul-de-sac
13. Wrightcrest – Wright Terrace to End
14. Lincoln Avenue – Braddock Drive to Culver Boulevard
Also, the scope of work includes the removal and the replacement of severely
damaged roadway pavement with up to 12 inches of new asphalt concrete hot-mix
based on inspection after the 2 inches of grinding, manhole adjustment, re-striping of
pavement markings with thermoplastic, and the installation of raised pavement
markers.
DISCUSSION:
On November 29, 2007, the City Clerk Department staff publicly opened the bids.
Five (5) contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 Excel Paving
Base Bid Amount $465,707
Add Alternate #1 (Paving Fabric) $58,050
Add Alternate #2 (Twelve inches of reconstruction) $117,600
Add Alternate #3 (Replace Traffic Loop Detectors) $3,120
Total Bid $644,477
2 All American Asphalt
Base Bid Amount $484,000
Add Alternate #1 $51,600
Add Alternate #2 $105,000
Add Alternate #3 $2,850
Total Bid $643,450 City of Culver City, California
City Council Agenda Item Report
3 Sully-Miller
Base Bid Amount $478,590
Add Alternate #1 $55,900
Add Alternate #2 $119,000
Add Alternate #3 $3,300
Total Bid $656,790
4 Imperial Paving
Base Bid Amount $498,890
Add Alternate #1 $54,610
Add Alternate #2 $102,900
Add Alternate #3 $4,680
Total Bid $661,080
5 Ruiz Engineering Company
Base Bid Amount $599,635
Add Alternate #1 $46,010
Add Alternate #2 $112,000
Add Alternate #3 $5,700
Total Bid $763,345
Staff reviewed the five (5) sets of contractor bid documents. All the bid documents
were found to be responsive and complete. Per the project specifications, the
lowest bid is determined by the lowest total base bid. Excel Paving has the lowest
total base bid. Therefore, staff proposes to award the construction contract to Excel
Paving.
Excel Paving completed several major street resurfacing projects for Culver City on
Jefferson Boulevard, Overland Avenue, and Washington Boulevard in the past 7
years. Excel Paving completed all of these projects in a satisfactory and
professional manner.
Construction management and inspection
The construction management will be performed by Engineering Division staff. For
construction inspection services, a RFP was mailed to APD Consultants, Inc., City of Culver City, California
City Council Agenda Item Report
Psomas, CBM Consulting, Inc., Norris-Repke, and The Nickerson Company. These
companies were pre-approved by Council on July 23, 2007 to perform construction
inspection services as well as other general civil engineering related services. After
the RFP’s are received, staff will review and determine the best proposal (not
necessarily the lowest fee), and the total cost amount is not expected to exceed
$50,000.
Also RFP’s for geotechnical services on the project for compaction testing and
observation were mailed to Group Delta Consultants, Zeiser-Kling Consulting, Inc.,
and Professional Services Industries, Inc. These companies were pre-approved by
Council on January 10, 2005 to perform on-call geotechnical engineering consulting
services for the City’s capital improvement projects. After the RFP’s are received,
staff will review and determine the best proposal (not necessarily the lowest fee),
and the total cost amount is not expected to exceed $20,000.
The construction work will begin in January 2008 and is expected to be substantially
completed in late March 2008.
Public Notification
Approximately two weeks prior to construction activity, the businesses and
residences adjacent to the projects will be provided with written information on the
project schedule and contact information to address questions and/or concerns.
FISCAL ANALYSIS:
The current project budget is listed below:
Current Project Budget
Funding Source Amount
Sewer Enterprise Funds (20400863) $270,000
Proposition C (Approved by Council on 3/26/07) $50,000
State of California Proposition 42 (42300863) $299,000
07/08 CIP New Funding Allocation, P-863 $160,000
06/07 CIP Carryover from Prior Year, P-863 $545,700
Additional Gas Tax Funds* (Budget Amendment Required) $143,390
Total = $1,468,090
Estimated Project Expenses City of Culver City, California
City Council Agenda Item Report
Phase 1 (Contract awarded on October 8, 2007)
Expenses for Residential Overlay Project (Phase 1), P-863
Construction Contract, Inspection, and Geotechnical
Services (Construction estimated to be completed by late
January 2008)
-
$700,400
Subtotal
$700,400
Phase 2 (Contract being considered tonight)
Residential Overlay Project, Phase 2, P-863
Construction Contract
$644,500
Construction Inspection Services $50,000
Geotechnical Construction Services (Observation &
Testing)
$20,000
7.5% Project Contingency $53,190
Subtotal
$767,690
Total Estimated Project Expenses $1,468,090
*An additional $143,390 would be required to sufficiently fund the construction of the
project.
On November 26, 2007, City Council approved substituting $143,390 of allocated
Gas Tax funds with developer mitigation funds for the Fox Hills Traffic
Synchronization Project (P-852). Staff is recommending that $143,390 is now
allocated from Gas Tax to the Residential Overlay Project (41800863) to adequately
fund Phase 2 of the 2007 Residential Overlay Project (P-863).
ATTACHMENT:
1. Location Maps
MOTIONS:
That the City Council:
City of Culver City, California
City Council Agenda Item Report
1) Approve a budget amendment to appropriate $143,390 from Gas Tax to the
Residential Overlay Project, P-863 (41800863.730100) (A 4/5
th
vote is required
to approve the budget amendment.);
2) Award a construction contract to PALP Inc., dba Excel Paving for the 2007
Residential Overlay Project, Phase 2 (P-863), in the amount of $644,500;,
3) Authorize the Public Works Director/City Engineer authority to approve change
orders in an amount not-to-exceed $54,270, and
4) Authorize the City Attorney to review/prepare the necessary documents and
authorize the City Manager to execute said documents on behalf of the City.