City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council accept the work performed by the contractor, Palp,
Inc., dba Excel Paving Company, and authorize filing a Notice of Completion for the
Residential Overlay Project, Phase 2, P-863. It is also recommended that the project
contingency funds be increased to $157,169 and retention funds in the amount of
$80,167 be released to the contractor after the thirty-five day lien period expires for
Residential Overlay Project, Phase 2, P-863.
BACKGROUND/DISCUSSION:
On December 10, 2007, the City Council awarded a construction contract to Excel
Paving Company for the Residential Overlay Project, Phase 2, P-863 in the amount of
$644,500. Also, the City Council authorized the Public Works Director/City Engineer to
increase the construction contract with Excel Paving Company by an amount not-to-
exceed $54,270 for unforeseen conditions.
Excel Paving Company successfully removed 2 inches of the existing AC pavement and
paved with 2 inches of new asphalt concrete on the following streets:
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
Meeting Date: 7/28/08 Item Number: C-8
AGENDA ITEM: Accept the Work Performed by Palp, Inc., dba Excel Paving
Company, for Phase 2 of the Residential Overlay Project, P-863 and Increase the
Project Contingency Amount
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: []
Public Notification:
Master E-Mail Notification List (07/24/08); Excel Paving was notified via telephone on July
2, 2008.
Department Approval:
Charles D. Herbertson (07/17/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/21/08)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (07/22/08)
City Manager Approval:
Jerry B. Fulwood (07/23/08) City of Culver City, California
City Council Agenda Item Report
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
This project also included installation of paving fabric to increase the structural integrity
of the new asphalt and minimize future reflective cracking; the replacement of traffic
loops, re-striping of traffic lanes and legends, installation of raised pavement markers
and the removal and the replacement of sections of failed roadway pavement.
After the streets were resurfaced, several noticeable failures occurred on Malat Way,
Rudman Drive, Drakewood Avenue, and Grandview Boulevard. These failures occurred
due to unsuitable soil conditions under the new asphalt. The failures were unforeseen
and could not be charged to Excel Paving. In order to expedite the progress of the
project and minimize change orders and re-mobilization costs, staff directed Excel to
remove and replace these failed sections at a depth of at least 12-16 inches without
seeking City Council approval. The project budget has sufficient funding to pay for the
unforeseen extra work.
FISCAL ANALYSIS:
The original contract amount of $644,500 was increased to a final contract amount of
$801,669 due to the following extra work items:
• Concrete curb and gutter replacement on Malat Way, Rudman Drive, Atlantic
Avenue, Krueger Street, and Lindblade Street.
• Higuera bridge over Ballona Creek was resurfaced with new asphalt.
• Full depth asphalt repairs were performed on several pavement sections on
Malat Way, Rudman Drive, Drakewood Avenue, and Grandview Boulevard after
the streets had been repaved and noticeable failures were observed. The
repairs included removing unsuitable subgrade soils to a depth of 12 inches
below grade and replacing with full depth asphalt.
• Slurry seal coating subsequent to repairs on Malat Way, Rudman Drive, and
Drakewood Avenue.
The total cost of the extra work exceeds the contingency amount that was approved
by City Council on December 10, 2007. The total contingency budget is $54,270. An
additional $102,899 is required to adequately fund the extra work on the project. City of Culver City, California
City Council Agenda Item Report
This project is phase 2 of a comprehensive residential overlay project with multiple
funding sources. The funding sources for both phases of the project are as follows
(also identified in the Council approved staff report on December 10, 2007):
Phase 1 and 2 Project Funding Sources
Sewer Enterprise Funds (20400863) $270,000
Proposition C funds (42000863)
(approved by Council on 3/26/07)
$50,000
State of California Prop 42 (42300863) $299,000
FY 07/08 New Funding Allocation (42000863) $160,000
FY 06/07 Carryover from Prior FY (42000863) $545,700
Gas Tax Funds (41800863) $143,390
Total Project Funding $1,468,090
Final Phase 1 Project Costs
All American Asphalt $577,516
APD Consultants $18,715
PSI - Geotechnical Construction Services
(Observation & Testing)
$6,900
Phase 1 Project Cost $603,131
Final Phase 2 Project Costs
Excel Paving Company final contract amount
(including retention funds and extra work)
$801,669
Psomas, Inc. Consultants - Construction
Inspection Services
$23,563
PSI - Geotechnical Construction Services
(Observation & Testing)
$5,999
Phase 2 Project Cost $831,231
TOTAL PROJECT COST $1,434,362
There are sufficient funds in the project budget for the final project costs.
MOTIONS:
That the City Council:
City of Culver City, California
City Council Agenda Item Report
1. Accept the work performed by the contractor, Palp, Inc., dba Excel Paving
Company, for the work performed on the Residential Overlay Project, Phase 2, P-
863;
2. Approve the total project contingency amount of $157,169;
3. Authorize the Public Works Director/City Engineer authority to approve change
orders in an amount not-to-exceed $157,169;
4. Authorize the release of retention funds in the amount of $80,167 to Palp, Inc., dba
Excel Paving Company for the Residential Overlay Project, Phase 2, P-863,
following the expiration of the 35-day lien period;
5. Authorize the filing of a Notice of Completion; and,
6. Authorize the Public Works Director to sign and submit the necessary documents
to the Los Angeles County Recorder’s Office; and