City of Culver City, California
Agenda Item Report
Meeting Date: 9/23/2013 Item Number: C-8
CITY COUNCIL AGENDA ITEM: FOUR FIFTHS VOTE REQUIREMENT 1) Award of
a Contract to Palp, Inc. dba Excel Paving Company for the Construction of
Pedestrian Improvements at Intersections with Bus Stops, PZ-950, Federal Aid
No. RPSTPLE 5240 (029) in an Amount Not-to-Exceed $826,280.00 (with Change
Order Authority in an Amount Not-to-Exceed $82,628.00); and 2) Approval of a
Related Budget Amendment.
Contact Person/Dept.: Lee Torres/PW Phone Number: 310-253-5623
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) Agenda and Meetings – City Council (09/17/2013); (E-Mail)
All bidders (09/16/13)
Department Approval:
Charles D. Herbertson (09/12/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (09/16/13)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (09/17/13)
City Manager Approval:
John M. Nachbar (09/17/13)
RECOMMENDATION:
Staff recommends the City Council:
1) Award a construction contract to Palp, Inc. dba Excel Paving Company, the
lowest responsive and responsible bidder, to complete the necessary work for the
Pedestrian Improvements at Intersections with Bus Stops, PZ-950, Federal Aid No.
RPSTPLE 5240 (029) in an amount not-to-exceed $826,280.00 with change order
authority in an amount not-to-exceed $82,628.00; and,
2) Approval of a budget amendment to appropriate the funding for this Project.
A 4/5
th
vote is required to approve the budget amendment.
BACKGROUND:
On July 22, 2013 the City Council authorized the advertising of construction bids for
the Pedestrian Improvements at Intersections with Bus Stops, PZ-950, Federal Aid
No. RPSTPLE 5240 (029).
The Pedestrian Improvements at Intersections with Bus Stops Project consists of
constructing pedestrian safety improvements at eight (8) intersections. The
improvements include new ADA curb ramps with truncated domes, highly visible
crosswalk and pavement markings, accessible pedestrian push buttons, more City of Culver City, California
Agenda Item Report
versatile vehicle video detection and bicycle detection devices, and reconstruction of
damaged concrete pavement at the intersection of Washington Boulevard and
Inglewood Boulevard.
The following intersections are on major arterials and were selected due their high
transit and pedestrian activities:
1) Sepulveda Boulevard and Washington Boulevard
2) Sepulveda Boulevard and Sawtelle Boulevard
3) Washington Boulevard and Robertson Boulevard/Higuera Street
4) Washington Boulevard and Landmark Avenue
5) Washington Boulevard/Washington Place/Zanja Street
6) Washington Boulevard and Inglewood Boulevard
7) Washington Boulevard and Centinela Avenue
8) Washington Boulevard and National Boulevard
As required by the funding agency, this project must be awarded by 9/30/2013.
DISCUSSION:
On September 12, 2013, the City Clerk’s Office publicly opened the bids. Three (3)
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 Palp Inc. dba Excel Paving Company, Long Beach,
CA
$826,280.00
2 Nobest, Inc., Garden Grove, CA $871,298.00
3 Sully-Miller Contracting Co, Brea, CA $980,725.00
Staff reviewed the bid proposal of the lowest bidder, Palp Inc. dba Excel Paving
Company (Excel Paving) 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. Excel Paving has completed similar
street improvement projects with Culver City, most notably the Washington
Boulevard Reconstruction Project between La Cienega Avenue to La Cienega
Boulevard completed in June, 2010. Excel Paving has also completed similar
projects with other municipal agencies in the local region, including the cities of
Santa Monica and South Gate.
Disadvantaged Business Enterprise (DBE)
None of the three bidders met the City’s contract DBE goal of 10%. All three bidders
submitted their Good Faith Efforts documentation. Staff reviewed all the DBE City of Culver City, California
Agenda Item Report
documents and determined they all met the Good Faith Efforts requirements set
forth in the Caltrans Local Assistance Procedures Manual.
Staff recommends that the City Council authorize the Public Works Director/City
Engineer authority to approve change orders in the amount not-to-exceed
$82,628.00 (10%), if necessary for unforeseen conditions.
Construction management, inspection, and material testing services will be procured
through a competitive Request for Proposal (RFP) process and selected from a list
of firms pre-approved by the City Council for construction management/inspection
services and material testing services on capital improvement projects.
Should the City Council award the contract this evening, the construction is
scheduled to begin in January, 2014 and is expected to be completed by June 2014.
In order to expedite the construction and lessen traffic congestion, the proposed
construction hours will be extended as follows:
Monday through Friday: 7:00 am to 9:00 pm.
Saturday: 9:00 am to 7:00 pm.
Sunday (if necessary): 10:00 am to 7:00 pm.
Traffic Impact at the Washington Boulevard/ Inglewood Boulevard Intersection
Extensive concrete pavement reconstruction is required at the intersection of
Washington Boulevard and Inglewood Boulevard. During construction (estimated to
be 3~4 weeks), Washington Boulevard will have one lane in each direction open to
traffic, and Inglewood Boulevard will be closed to traffic at Washington Boulevard.
Prior to and during construction, changeable message signs will be installed at
critical junctions along Inglewood Boulevard approaching the intersection at
Washington Boulevard advising motorist of the street closure with a
recommendation to use alternate routes.
Public Notification
Approximately two weeks prior to commencement of construction activity, adjacent
businesses and nearby residences will be provided with written information on the
project scope and contact information. The construction notice will be posted on the
City website.
City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
Proposed Project Budget
Federal Surface Transportation Program $634,000
Transfer of Funds from PZ-863 Street Resurfacing
(Fund 420)
$384,908
Available Funds $1,018,908
Estimated Project Expenses
Construction Contract $826,280
10% contingency $82,628
Subtotal $908,908
Construction Management and Inspection
Services
$90,000
Geotechnical Construction Services (Observation
& Testing)
$20,000
Total Estimated Project Expenses $1,018,908
There is approximately $600,000 still available for street resurfacing in the current
year budget. The $384,908 transfer represents 64% of this budget.
ATTACHMENT:
1. Location Maps
MOTIONS:
That the City Council:
1) Approve a Budget Amendment to appropriate new funding in the amount of
$634,000 for the Pedestrian Improvement at Intersection at Bus Stops, PZ-950,
Federal Aid No. RPSTPLE 5240 (029), to the respective project revenue
(42380000.341000.PZ950) and expenditure account (42380000.730100.PZ950).
This amount will be reimbursed by federal Surface Transportation Program (A
4/5
th
vote is required to approve a budget amendment.);
2) Award a contract to Palp, Inc. dba Excel Paving Company for the Pedestrian
Improvement at Intersection at Bus Stops, PZ-950, Federal Aid No. RPSTPLE
5240 (029) in an amount not-to-exceed $ 826,280.00, based on its bid;
3) Authorize the Public Works Director/City Engineer to approve change orders in
an amount not-to-exceed $82,628, if necessary; City of Culver City, California
Agenda Item Report
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.