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CC - CONSENT ITEM: (1) Award of Construction Contract in the Amount of $168,893 to Palp Inc, DBA Excel Paving Company as the Lowest Responsive and Responsible Bidder, for the Construction of Sidewalk Uplift Repair and Replacement, PS-011 (Federal Community Development Block Grant Project Number 602626-23); and (2) Authorization to the Public Works Director/City Engineer to Approve Change Orders in an Amount Not-to-Exceed $33,778 (20%) to Cover Contingency Costs.
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Meeting Date: July 8, 2024
Contact Person/Dept.: David Nauta / Public Works, Engineering
Phone Number: (310) 253-5606
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (07/02/2024)
Department Approval: Yanni Demitri, Public Works Director/ City Engineer (06/17/2024)
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RECOMMENDATION
Staff recommends the City Council (1) award a contract in the amount of $168,893 to Palp, Inc. DBA Excel Paving Company, as the lowest responsive and responsible bidder, for the construction of Sidewalk Uplift Repair and Replacement Project (Project), PS-011, CDBG Project. No. 602626-23; and (2) authorize the Public Works Director to approve change orders in an amount not-to-exceed $33,778 (20%) to cover contingency costs.
BACKGROUND/DISCUSSION
On November 14, 2022, the City Council approved a Community Development Block Grant (CDBG) fund allocation for Fiscal Year 2023-2024, which includes repairing and replacing existing uplifted sidewalks at various locations with ADA-compliant sidewalks. The CDBG project number associated with this fund allocation is 602626-23.
The project scope includes replacing uplifted sidewalks at the following locations and neighborhoods:
• 5000 & 5100 block of Fairbanks Way
• 5300 block of Kinston Avenue
• 4300 block of Vinton Avenue
• 6000 Canterbury Drive
Since the sidewalk uplift is mainly attributed to parkway tree root intrusion, existing parkway tree well expansion, parkway tree removal, curb and gutter reconstruction, and driveway approach reconstruction are also part of the scope. As standard policy, the City Arborist will determine if any street trees adjacent to the sidewalk replacements will need to be removed.
Construction Bids
On May 13, 2024, the City Council approved the specifications and authorized staff to publish a notice inviting bids for the project. The Notice Inviting Bids was published on the Culver City PlanetBids website on May 16, 2024. The Bid opening date was on June 13, 2024. One addendum was issued on June 4, 2024. Four contractors responded with the following bid amounts:
Contractor Bid Amount
Palp, Inc DBA Excel Paving Company $168,893.00
Concept Consultant, Inc. $173,412.00
JNH Engineering Inc $190,756.71
HZS Engineering $277,480.00
Staff reviewed the received contractor bid documents and determined Palp, Inc. DBA Excel Paving Company submitted the lowest responsive total base bid. Staff reviewed the bid proposal and found the bid documents responsive and complete. The bid bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. Palp, Inc. DBA Excel Paving Company has completed numerous projects for Culver City in the past 30 years and in other cities in southern California, and references were checked with positive reviews.
A proposed construction contingency amount of $33,778 (20%) is requested to cover unforeseen conditions during construction and possibly allow additional sidewalk replacement the City has identified. The Public Works Department Engineering Division staff will perform the construction management and construction inspection of the project.
FISCAL ANALYSIS
The project is funded in the Revised Budget for Fiscal Year 2023-2024 with CDBG and general CIP funds. CIP projects are multi-year projects, so the funds will carry over into Fiscal Year 2024-2025. The CDBG Funds allocated for Fiscal Year 2023-2024 will be used. Both projects can be found in the Capital Improvements section of the Adopted Budget for Fiscal Year 2024-2025. PS011 (CDBG Sidewalk Repairs) is in Fund 428 - CDBG Capital Fund, and PZ428 (Curb, Gutter, Sidewalk Replacement) is in Fund 420 - Capital Improvements and Acquisition Fund.
Estimated Expenditures Amount
Construction Contract Amount $168,893
Construction Contingency (20%) $ 33,778
Total $202,671
Funding Source Available Funds Amount
CDBG Funds 428.CP.80000.730100.PS011 $108,611
CIP General Funds 420.CP.80000.730100 (PZ428) $200,000
Total $308,611
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Award a contract to Palp, Inc DBA Excel Paving Company, the lowest responsible and responsible bidder, for the Sidewalk Uplift Repair and Replacement Project, PS-011 (CDBG Project Number 602626-23) in the amount of $168,893; and
2. Authorize the Public Works Director/City Engineer to approve change orders amount not-to-exceed $33,778 (20%) to cover contingency costs; 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.