City of Culver City, California
Agenda Item Report
Meeting Date: 05/02/11 Item Number: C-3
CITY COUNCIL AGENDA ITEM: Award of a Contract to All American Asphalt, as
the Lowest Responsive and Responsible Bidder, for the Construction of the 2011
Pavement Overlay Project, P-863, P-903.
Contact Person/Dept.: Sammy Romo/PW Phone Number: 310-253-5619
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (04/27/11); (E-Mail) -
All American Asphalt, Hardy and Harper, Inc., Sequel Contractors, Sully-Miller Contracting
Co., Excel Paving, Silvia Construction, Inc., (04/28/11)
Department Approval:
Charles D. Herbertson (04/20/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (04/27/11)
Chief Financial Officer Approval:
Jeff Muir (by K. Marsden) (04/27/11)
City Manager Approval:
John M. Nachbar (04/27/11)
RECOMMENDATION:
Staff recommends the City Council:
1) Award a contract with All American Asphalt as the lowest responsive and
responsible bidder for the construction of the 2011 Pavement Overlay Project,
P-863, P-903; and,
2) Authorize the Public Works Director/City Engineer to increase the construction
contract with All American Asphalt in an amount not to exceed $236,750 (25%
of base bid) for additional street resurfacing work.
BACKGROUND:
The scope of work consists of removing and replacing two to three inches of
deteriorated asphalt concrete with new rubberized asphalt concrete. All streets will
be re-striped to current conditions, except for Bentley Avenue, which will be re-
striped to include a bike lane in each direction. Additionally, curb and gutter will be
replaced where necessary. The following is a list of streets to be resurfaced:
1. Jasmine Avenue: Culver Boulevard to Farragut Drive
2. Vinton Avenue: Braddock Drive to Farragut Drive
3. Farragut Drive: Jasmine Avenue to 100 feet west of Motor Avenue
4. Bentley Avenue: Venice Boulevard to Washington Place
5. Pigott Drive: Sepulveda Boulevard to Bentley Avenue
6. Matteson Avenue: Alley west of Bentley Ave. to alley east of Bentley Ave. City of Culver City, California
Agenda Item Report
7. Ocean Drive: Cota Street to Studio Drive
8. Rhoda Way: Cota Street to Studio Drive
9. Kinston Avenue: Rhoda Way to Jefferson Boulevard
10. Cota Street: Rhoda Way to Jefferson Boulevard
11. Stevens Circle
12. Dobson Way: Stevens Circle to Jefferson Boulevard
13. Hayter Avenue: Sawtelle Boulevard to Port Road
14. Segrell Way: Sawtelle Boulevard to Slauson Avenue
15. Coombs Avenue: Barman Avenue to Farragut Drive
16. Walgrove Avenue: Zanja Street to Washington Boulevard
DISCUSSION:
On April 7, 2011, the City Clerk’s Office staff publicly opened the bids. Six
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 All American Asphalt $947,000
2 Hardy and Harper $1,011,000
3 Sequel Contractors $1,025,650
4 Sully-Miller Contracting Company $1,034,000
5 Excel Paving $1,054,410
6 Silvia Construction $1,184,475
Staff reviewed the six sets of contractor bid documents and determined All American
Asphalt submitted the lowest total base bid. Staff reviewed the bid proposal from All
American Asphalt and found the bid documents responsive and complete. Its bid
bond, contractor’s license, and worker’s compensation insurance were reviewed and
determined to meet City requirements. All American Asphalt has completed several
similar projects for the City of Culver City recently such as the 2007 Residential
Overlay Project, the 2009 Residential Overlay Project, and the 2010 Pavement
Overlay Project with satisfactory performance. Staff recommends awarding the
construction contract to All American Asphalt, as the lowest responsive and
responsible bidder, for the construction of the 2011 Pavement Overlay Project, P-
863, P-903.
Due to the favorable low unit prices in All American Asphalt’s bid and a sufficient
available budget, it is recommended that the following street segments be added to
the scope of work:
• Rhoda Way: Studio Drive to Ocean Drive
• Barman Avenue: Coombs Avenue to Elenda Street
• Sentney Avenue: Washington Boulevard to southerly cul-de-sac City of Culver City, California
Agenda Item Report
• Fay Avenue: Washington Boulevard to northerly city limit
• Revere Place: Farragut Drive to southern cul-de-sac
The construction management of the project will be conducted by Engineering
Division staff.
Both construction inspection services and material testing services will be procured
through a competitive Request for Proposal (RFP) process, to be selected from a list
of firms pre-approved by the City Council. After the RFP’s are received, staff will
review and select the consultant. The costs for these services are expected to be
approximately $30,000 and $10,000, respectively.
The proposed construction project will begin in July 2011 and is expected to be
substantially completed by September 2011.
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.
FISCAL ANALYSIS:
Proposed Project Budget
Funding Source Amount
P-863 Proposition 42 (43000863) $65,103
P-863 General Funds (42000863) $700,530
P-863 Measure R (43100863) $599,000
P-903 Proposition 1B (42900903) $180,342
Total = $1,544,975
Estimated Project Expenses
2010 Pavement Overlay Project, P-
863, P-903, Construction Contract
$947,000
Increase Contract Amount by 25% $236,750
Construction Inspection Services $30,000
Geotechnical Construction Services
(Observation & Testing)
$10,000
Subtotal $1,223,750
10% project contingency $122,375
Total Estimated Project Expenses $1,346,125
City of Culver City, California
Agenda Item Report
ATTACHMENTS:
1. Location Map
MOTIONS:
That the City Council:
1) Award a contract to All American Asphalt, as the lowest responsive and
responsible bidder, for the 2011 Pavement Overlay Project, P-863, P-903, in the
amount of $947,000, based on its base bid;
2) Authorize an increase of the construction contract with All American Asphalt in an
amount not to exceed $236,750 (25% of base bid) for additional street
resurfacing;
3) Authorize the Public Works Director/City Engineer to approve change orders in
the amount not-to-exceed $122,375, if necessary; and,
4) Authorize the City Attorney to review/prepare the necessary documents; and,
5) Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 05/02/11
AGENDA ITEM: Award of a Contract to All American Asphalt, as
the Lowest Responsive and Responsible
Bidder, for the Construction of the 2011
Pavement Overlay Project, P-863, P-903
ATTACHMENTS
Pages
1 Location Maps 1-6 JASMINE AVE
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APRIL 25, 2011