City of Culver City, California
Agenda Item Report
Meeting Date: 07/26/2010 Item Number: C-5
CITY COUNCIL AGENDA ITEM: (1) Award of a Contract to All American Asphalt, as
the Lowest Responsive and Responsible Bidder, for the Construction of the 2010
Pavement Overlay Project, P-863, P-903, P-921 and (2) Approval of Related Budget
Amendments (Four-Fifths Vote Requirement);
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 (07/22/10); (E-Mail) -
All American Asphalt, Excel Paving, Imperial Paving Co., Silvia Construction, Inc., Sully-
Miller Contracting Co. (07/21/10)
Department Approval:
Charles D. Herbertson (07/19/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/21/10)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (07/21/10)
City Manager Approval:
P. Lamont Ewell (07/22/10)
RECOMMENDATION:
Staff recommends the City Council:
1) Approve a budget amendment to appropriate $606,427 in Prop 1B funds
(42900903); and,
2) Award a contract to All American Asphalt as the lowest responsive and
responsible bidder for the construction of the 2010 Pavement Overlay Project,
P-863, P-903, P-921; and,
3) Authorize the Public Works Director/City Engineer to increase the construction
contract with All American Asphalt in an amount not to exceed $184,824 (25%
of base bid) for additional street resurfacing work.
A budget amendment requires a 4/5ths vote.
BACKGROUND:
Per the pavement management system and visual observation, several streets have
been selected to be re-paved. The scope of work consists of removing and replacing
two to three inches of deteriorated asphalt concrete with new rubberized asphalt
concrete. Additionally, curb and gutter will be replaced where necessary, and the
parking lot in Fire Station #2 will be re-paved as well. The streets to be re-paved
are: City of Culver City, California
Agenda Item Report
1. Adams Boulevard: Washington Blvd. to 140 feet west of Hines Ave.
2. Barman Avenue: Coombs Avenue to Overland Avenue
3. Corryne Place: Slauson Avenue to cul-de-sac
4. East Boulevard: Washington Boulevard to City Limit
5. Eastham Drive: Higuera Street to Steller Drive
6. Girard Avenue: Washington Place to Venice Boulevard
7. Hubbard Street: Ince Boulevard to cul-de-sac
8. Jean Place: Washington Boulevard to cul-de-sac
9. Lenawee Avenue: Ivy Way to City limit
10. Motor Avenue: Braddock Drive to Culver Boulevard
11. Pearson Street: Jefferson Boulevard to cul-de-sac
12. Perry Avenue: La Cienega Boulevard to Fairfax Avenue
13. Poinsettia Court: 370 feet west of Higuera Street to Ince Boulevard
14. Sawtelle Boulevard: Matteson Avenue to Venice Boulevard
15. Washington Place: Sawtelle Blvd to Sepulveda Blvd.
16. Washington Place/Grandview Blvd. Intersection
17. Washington Place: Albright Avenue to Sawtelle Blvd.
DISCUSSION:
On July 15, 2010, the City Clerk’s Office staff publicly opened the bids. Five
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 All American Asphalt $739,296
2 Excel Paving Company $768,341
3 Imperial Paving Company $769,873
4 Silvia Construction, Inc. $810,382
5 Sully-Miller Contracting Company $854,860
Staff reviewed the five 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 and the 2009 Residential 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 2010 Pavement Overlay Project, P-863, P-903, and P-921.
City of Culver City, California
Agenda Item Report
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:
• LeBourget Ave: Culver Boulevard to Braddock Drive
• Motor Avenue: Park Avenue to Braddock Drive
• Park Avenue: Motor Avenue to Le Bourget Avenue
The construction management of the project will be conducted by Public Works
Department/Engineering Division staff.
Both construction inspection services and material testing services will be procured
through 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 $20,000 and $10,000, respectively.
The proposed construction project will begin in September 2010 and is expected to
be substantially completed by November 2010.
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:
In late May 2010, the City received its second allocation of Prop 1B funds from the
State of California in the amount of $606,427. Due to the uncertainty of the receipt
of these funds, they were not included in the Adopted FY 2010/2011 Budget.
Consequently, a budget amendment is needed to appropriate these funds. The
following tables identify the funding sources and uses for the proposed project,
which include the aforementioned Prop 1B allocation:
Proposed Project Budget
Funding Source Amount
P-863 Proposition 42 (43000863) $70,498
P-903 Proposition 1B (42900903) $606,427
P-921 General Funds (Fire Stn. Pkg. Lot)
(42000921)
$10,000
P-863 General Funds (42000863) $362,607
Total $1,049,532
City of Culver City, California
Agenda Item Report
Estimated Project Expenses
2010 Pavement Overlay Project, P-
863, P-903, P-921 Construction
Contract
$739,296
Increase Contract Amount by 25% $184,824
Construction Inspection Services $20,000
Geotechnical Construction Services
(Observation & Testing)
$10,000
Subtotal $954,120
10% project contingency $95,412
Total Estimated Project Expenses $1,049,532
ATTACHMENTS:
1. Location Map
MOTIONS:
That the City Council:
1) Approve a budget amendment to appropriate $606,427 in Prop 1B funds
(42900903); and,
2) Award a contract to All American Asphalt, as the lowest responsive and
responsible bidder, for the 2010 Pavement Overlay Project, P-863, P-903, P-921,
in the amount of $739,296, based on its base bid; and,
3) Authorize the Public Works Director/City Engineer to increase the construction
contract with All American Asphalt in an amount not to exceed $184,824 (25% of
base bid) for additional street resurfacing; and,
4) Authorize the Public Works Director/City Engineer to approve change orders in
the amount not-to-exceed $95,412, if necessary; and,
5) Authorize the City Attorney to review/prepare the necessary documents; and,
6) Authorize the City Manager to execute such documents on behalf of the City.
7/26/10
Award of a Contract to All American Asphalt, as the
Lowest Responsive and Responsible Bidder, for the
Construction of the 2010 Pavement Overlay Project,
P-863, P-903, P-921
MEETING DATE:
AGENDA ITEM:
ATTAC HM E NTS
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